Front Desk & Night Audit
The two most important actions in RDPWin are Check-in and Check-out since that is potentially the only time the front desk has interactions with the guest. There are many variations on these two processes for our customers. The RDPWin system, along with the optional mobile check-in and mobile check-out features can be utilized to handle any possible check-in or check-out process. The RDP covers everything from a very quick process where the guest simply picks up keys for a pre-assigned room, to a complex situation where a room number needs to be assigned, activities added, credit card scanned, room keys made and housekeeping notified.
Guest registration is fast and simple with the RDP Front Desk module. For walk-ins, create a new reservation and immediately check-in the guest in one simple process.
RDP offers an optional interface to room key card systems to automatically generate one or more room keys on check-in and room move.
Some key card systems have a feature to send a room entry code to the guest’s mobile phone so no key card is needed.
A guest may have an full advance deposit, partial deposit or none. RDPWin check-in process handles all scenarios.
For a full advance deposit, no payment is necessary, but any additional payment can be taken.
If a guest has a partial advance deposit, check-in will display the current balance due and allow for an additional payments by credit card, cash or check.
If there is no advance deposit, check-in can proceed with a payment or not. If no payment is made, it is assumed the payment will be applied during check-out.
During check-in, the system will transfer any advance payment amount from the advance deposit ledger to the in-house guest ledger for auditing purposes.
A variety of charges can be defined based on your needs. There are some charge predefined, but all customers will need to add their own. Each charge is assigned a revenue center, such as room revenue, parking, movie rental, room service, bar, etc. Charges can also be posted from various POS systems through an optional RDP interface.
Charges are handled as follows:
There is extensive support for sharewiths (two or more guests in the same room) including:
Each guest can be assigned a credit limit. The system can also be configured to automatically calculated a credit limit based on the total charge.
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.
The night audit procedure is customizable to accommodate the various needs of our customers. The process can be a sophisticated night audit, a simple night audit or none at all.
For example, some RDP customers rent homes or condominiums and can simply close the day at 5 o’clock. At the other end of the continuum are large resort hotels where auditors balance shifts and daily totals, run reports, post nightly charges and more.
As part of the installation process, an RDP support specialist will research the night audit needs and customize a checklist specific to the tasks needed to be completed for a successful night audit.
As part of the night audit or simply on closing the day, room charge or package charges and tax is posted (or realized) to all in-house guests. These charges can be coded to bill the guest or group leader. Any automatic incidental charges, like parking or crib are also posted at this point. The posting screen allows a review of all these charges prior to posting.
Most hotels post room and tax and then conduct a night audit process to make sure everything balances.
For many property managers of condominium or houses, a simple process of closing the day is all that is needed. As part of closing the day, the system will automatically post the appropriate charges for all guests. For these customers, a check-in process isn’t even necessary.
Every charge and payment to the guest folio is stamped with the employee’s initials and also the date and shift. For hotel customers, this information can be used to balance by clerk or shift or both.
For those properties where one workstation is shared by multiple front desk clerks, the system will prompt for which clerk is posting the charge and then use the appropriate initials.
All changes to existing folio transactions are also recorded so that the old charge and new charge can be tracked.
This information ensures accurate cash drawer balancing and provides a fraud and theft deterrent. Cashier reports are available to help balance cash drawers and close up to three shifts per day.
RDP offers Condominium and Timeshare Owner Accounting modules. Front Desk & Night Audit are fully integrated to these modules.
The RDP one-screen check-out process affords the front desk clerk a quick way to get the guest on their way. The features mentioned below are all part of the check-out screen.
The front desk system is interfaced to the city ledger.