Front Desk & Night Audit Software

Streamline Guest check-in and check-out Processes with Maximum Efficiency

Our system includes essential features such as the front desk and night audit, designed to prioritize accuracy while minimizing the need for excessive keystrokes and clicks. Our user-friendly design ensures a seamless and swift experience for both guests and staff, allowing for a hassle-free check-in and check-out process.

Customized Night Audit Procedure

The night audit procedure is highly customizable depending on the needs of individual customers.  Each customer can elect to have a sophisticated night audit, a simple night audit or none at all.  For example, some RDP customers rent homes or condominiums and can close the day quickly.  At the other end of the continuum are resort hotels with over 800 rooms and three auditors performing a wide variety of tasks.

Front Desk Fully Integrated with Reservations and Internet Reservation Module

The front desk system if fully integrated with the Reservations Module.  A unique reservation number is assigned to every reservation.  This number is used as the confirmation number, folio number, and reservation number for easy tracking.  Cancelled reservations can be reinstated at check-in if needed.  Reservations made directly by guests with the Internet Reservation Module are also fully integrated with Front Desk.

Fast Guest Registration & Check-In

Guest registration is fast and simple with the RDP Front Desk module. Features include:

  • Quickly locate and assign clean rooms
  • Pre-assign room numbers, expediting the registration process
  • Various reports are available, such as an Arrival Report

If your property handles extensive walk-in business, it is critical to quickly satisfy the guest’s requirements. All available rooms of a given room type can be quickly displayed, with the clean and ready rooms highlighted.

Automatically Generate Room Keys

RDP offers an optional interface to room key systems to automatically generate one or more room keys on check-in and room move.

Features include:

  • Automatically generates room key cards at check-in
  • Multiple cards can be created
  • Cards generated on room move
  • One Key Card encoder can be shared between multiple front desk workstations
  • One encoder per front desk workstation
  • Improves guest satisfaction with faster check-in

Deposits Automatically Transferred

When the guest checks-in the total advance deposit is automatically transferred from the advance deposit ledger to the in-house guest ledger. This automatic transfer simplifies night audit balancing. After transferring the balance, the advance deposit displays on the guest folio as a credit.

Yield Management with Walk-Ins

RDP’s powerful yield management system is active for walk-in guests. Yield management significantly increases average daily rates and overall property occupancy.

Powerful Sharewith Features

The system has extensive support for sharewith guests (two or more guests in the same room) including:

  • Up to 99 sharewiths per room
  • Each sharewith can have their own folio with split room charges
  • Each sharewith can have different arrival/departure dates as long as they overlap
  • Different rates & packages for each sharewith
  • Each sharewith has a separate guest history record for mass mailings and email marketing
  • All sharewiths appear on telephone operator list
  • Sharewiths can be checked-in at the same time or different times
  • Sharewiths can be established when reservation is made, at check-in or after arrival.

Posting Charges to Guest Folios

Charges can be posted to guest folios or directly to house accounts at any time during the day. Each charge is assigned to a revenue center, such as room revenue, room service, phone charges, bar, etc. Over 1000 different revenue centers are allowed. Charges are handled as follows:

  • All charges are instantly update guest folio
  • Charges can be posted to up to 99 share-withs per room
  • All charges are itemized on the guest folio.
  • All guest charges are also automatically added to revenue center totals.
  • The Daily Manager’s Report shows daily, month-to-date, and year-to-date revenue totals.
  • All guest charges automatically appear on the balanced general ledger entry for the day.

Guest Folios Stored Forever

Every transaction on every guest folio is stored forever, limited only by available disk space. In the event of an audit, every guest folio can be reprinted, even if the guest checked-out years ago.

Automatic Posting of Room & Tax

The system can automatically post room and tax to all in-house guests. These charges can be coded to bill the guest, group leader, wholesaler or pre-deduct travel agent. Packages are also posted automatically on a daily basis.

While most hotel customers post room and tax every night, the system also supports lump sum posting. Often, this feature is used by condominium and interval ownership customers that declare reservation revenue at check-in.

Guests Over Credit Limit Report

Each guest can be assigned a credit limit.  When posting charges, the system notifies the clerk if any charge places the guest over the assigned credit limit. Additionally, a Guest Over Credit Limit report is available.

Quick Checkout

Guests are checked-out quickly and efficiently. Folios can be printed before, during, or after checkout. The optional credit card scanner is used to scan a guest credit card and post a payment or the stored card information can be used.

Cashier Balancing Reports

Every transaction is automatically stamped with the employee’s initials, ensuring accurate cash drawer balancing and providing a fraud and theft deterrent. Cashier reports are printed quickly to help balance cash drawers and close three shifts per day.

Travel Agents Automatically Paid

The front desk and night audit system automatically interfaces to the travel agent payable system.  All commissionable folio transactions are automatically paid to the correct travel agent.

City Ledger Interface

The front desk system is interfaced to the city ledger. Features include:

  • Transfer to the city ledger at checkout is automatic, with complete aging reports at 30, 60, 90, and over 90 days.
  • Each transaction code can have a different GL account assigned
  • The system can automatically transfer RDP GL to various back office systems
  • On-Line inquiry of every general ledger transaction available historically
  • Advance deposit ledger
  • Guest Ledger
  • City Ledger
  • Travel Agent Ledger
  • Wholesaler Ledger

Condominium and Timeshare Owner Accounting

RDP has offered modules for Condominium Owner Accounting and Timeshare owner accounting for over 20 years.  The front desk and night audit systems are fully integrated to these modules.  Features include:

  • Automatically pay owners their share of rental revenue
  • Each charge posted to a folio can be split with the owner, or not
  • If a guest changes rooms during his stay, the system pays each owner the correct portion
  • Timeshare system supports fixed week, floating, quartershare, points and others

Get Started with RDP

Interested in learning first hand how RDP can help your property?