2. How the Roll Over Works
How the Roll Over Works
Quick Answer: The Roll Over posts nightly charges and automated actions within the system but it is also generates a financial Daily Balance End-of-Day report collecting all the revenue and payments entered onto the system since the last roll over was done. It is similar to night audits/end of day processes in other PMS.
Most people use this as an opportunity to reconcile their EFTPOS takings, Cash takings, and any received Bank Transfers.
Most people use this as an opportunity to reconcile their EFTPOS takings, Cash takings, and any received Bank Transfers.
The Roll Over is GuestPoint's version of an end-of-day report/night audit. The main purpose of a roll over is it posts nightly charges for checked in guests along with other automated actions within the system.
The secondary purpose of a roll-over is it generates a Daily Balance Report capturing all the revenue & payments you have entered onto GuestPoint since the last roll-over.
GuestPoint also distributes these revenue & payment figures into three appropriate ledgers:
1. Room Ledger
2. Deposit Ledger
3. Debtor Ledger
1. Room Ledger
2. Deposit Ledger
3. Debtor Ledger
Before or during a roll-over, many people often reconcile their Cash takings, EFTPOS takings, and any received Bank Transfers so that what has been done physically in real life matches what has been done electronically on GuestPoint.
SECTION 2 - ROLL OVER TECHNICALITIES
The Roll Over should be done everyday but a common misconception about the Roll Over is it shows every single transaction for 1 singular date.
A single Roll Over is considered a time period capturing all the revenue & payments you have entered onto GuestPoint since the last roll over.
"FOR NIGHT OF YESTERDAY" WORDING ON DAILY BALANCE ROLL OVER REPORT
Firstly, a roll over will always display the wording "for night of yesterday" when you are doing the roll over today.
For example, actioning a rollover on 23 April, 2022 would show below wording "for night of 22 April, 2022".
A single Roll Over is considered a time period capturing all the revenue & payments you have entered onto GuestPoint since the last roll over.
"FOR NIGHT OF YESTERDAY" WORDING ON DAILY BALANCE ROLL OVER REPORT
Firstly, a roll over will always display the wording "for night of yesterday" when you are doing the roll over today.
For example, actioning a rollover on 23 April, 2022 would show below wording "for night of 22 April, 2022".
The reasoning is because our system was based on the concept of Roll Over process being done after checkouts at 10:00am.
The "for night of yesterday" wording does not affect how the Roll Over truly works.
UNDERSTANDING THE TIME PERIOD CONCEPT OF ROLL OVER
For example:
1. If you roll-over on Tuesday 10am,
UNDERSTANDING THE TIME PERIOD CONCEPT OF ROLL OVER
For example:
1. If you roll-over on Tuesday 10am,
2. And then roll again on Wednesday 12pm
The Roll Over you do on Wednesday 12pm captures the revenue & payments entered onto system since Tuesday 10am to Wednesday 12pm.
The Roll Over you do on Wednesday 12pm captures the revenue & payments entered onto system since Tuesday 10am to Wednesday 12pm.
This is then considered the Roll Over "for night of Tuesday" actioned on Wednesday.
Refer to below visual timeline table of 3 rollovers spanning across 3 days (Monday 1 June to Wednesday 3 June) to understand how the time period concept of Roll Over works.
Imagine you are looking at this rollover on Wednesday 3 June 11:00am just after completing your 2nd Roll Over.
1st Roll Over (Blue & Red) - Actioned on Tuesday 2 June 10:05am capturing all transactions since the previous roll over done on Monday 1 June 10:30am to the roll over done on Tuesday 2 June 10:05am.
1st Roll Over (Blue & Red) - Actioned on Tuesday 2 June 10:05am capturing all transactions since the previous roll over done on Monday 1 June 10:30am to the roll over done on Tuesday 2 June 10:05am.
2nd Roll Over (Red & Green) - Actioned on Wednesday 3 June 11:00am capturing all transactions since Tuesday 2 June 10:05am to Wednesday 3 June 11:00am.
3rd Roll Over (Green Onwards) - This is now the current roll-over and what a Trial Roll Over Daily Balance Report is capturing. It turns into an actioned roll over on the next roll over to b e done on Thursday.
3rd Roll Over (Green Onwards) - This is now the current roll-over and what a Trial Roll Over Daily Balance Report is capturing. It turns into an actioned roll over on the next roll over to b e done on Thursday.
Important: To understand how a Roll Over works, simply think of it as "1. Required to action systematic postings of nightly charges and once done and 2. It collects all revenue & payments done on GuestPoint since the last Roll Over was done".
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