Hotel Front Office Accounting

Bali Hospitality Professional Service

Drs. Agustinus Agus Purwanto, MMSenior Consultant

Jl. Tukad Batanghari VIII/7A Denpasar – Bali – Indonesia

E-mail: agustinus.aguspurwanto@ehotelier.com

Web: www.linkedin.com/in/aguspurwanto

Chapter 5Chapter 5

I. Front Office I. Front Office AccountingAccounting

Account Management

Debits Credits

Charges Payments

Front Office Accounting Formula

Previous Balance + Debits - Credits

Net Outstanding Balance

PB + DR - CR = NOB

Hotel Accounting Systems

Non-Automated Accounts kept manually

Semi-Automated Accounts kept using posting machine Previous Balance Pickup

Fully-Automated Accounts kept using computers Point-of-sale link

Hotel Accounting Terms

Account A collection of all transactions incurred by a guest.

Folio A statement of all transactions that affect the balance

of an account.

Posting The process of recording transactions onto a folio.

Types Of FoliosGuest Folio

Front office is responsible during occupancy

Non-guest Folio Used for House accounts

Master Folio Used for group accounts

Incidental Folio Used when folios are split

Hotel LedgersLedger

A summary grouping of accounts

Guest Ledger Set of registered hotel guest accounts

City Ledger Set of non-guest accounts Transfer of non-settled accounts Responsibility shifts from front office to

accounting department

Hotel Accounting Terms

Advanced Deposit Pre-payment to guarantee reservation

After-departure charges “Signature on file”

Cash Overages & Shortages Beware of both

Due Backs Pay out more than you receive

Hotel VouchersVoucher

Details a transaction to be posted

Correction Voucher Supports a correction on the Same Day as the error

Allowance Voucher Supports a correction After the close of business Requires management approval

Hotel VouchersTransfer Voucher

Reduces one account and increases another

Paid-out Voucher Accounts for cash advances on the guest’s folio

Cash Voucher Supports the posting of a credit to a guest folio

Charge Voucher Supports the posting of a debit to a guest folio