Roll Over 2: How the Roll Over Works - Understanding the Time Period Concept of Roll Over
Quick Answer: The Roll Over posts nightly charges and automated actions within the system but it also generates a financial Daily Balance Report collecting all the revenue and payments entered onto the system since the last roll over was done.
The Roll Over process is GuestPoint's version of the Night Audit or End-of-Day processes in other Property Management Softwares.
Most properties use the Roll Over process as a daily opportunity to reconcile their EFTPOS takings, Cash takings, and any received Bank Transfers.
This ensures that everything the property has done physically matches what they have inputted electronically onto the GuestPoint system.
Missing a transaction? If a charge or payment seems to be missing from a roll over, it is almost always on the report next to the one you checked. See Why Is a Transaction Missing From My Roll Over? below.
The Roll Over process is GuestPoint's version of the Night Audit or End-of-Day processes in other Property Management Softwares.
Most properties use the Roll Over process as a daily opportunity to reconcile their EFTPOS takings, Cash takings, and any received Bank Transfers.
This ensures that everything the property has done physically matches what they have inputted electronically onto the GuestPoint system.
Missing a transaction? If a charge or payment seems to be missing from a roll over, it is almost always on the report next to the one you checked. See Why Is a Transaction Missing From My Roll Over? below.
SIMPLE WAY TO REMEMBER HOW THE ROLL-OVER WORKS
To remember the technicalities of a roll-over, memorise the following two main concepts.
1. It is actioned daily (manually or automated) so that GuestPoint can systematically post nightly charges to Checked In rooms (along with other systematic actions)
2. It collects all revenue & payments done on GuestPoint since the last Roll Over was done.
To remember the technicalities of a roll-over, memorise the following two main concepts.
1. It is actioned daily (manually or automated) so that GuestPoint can systematically post nightly charges to Checked In rooms (along with other systematic actions)
2. It collects all revenue & payments done on GuestPoint since the last Roll Over was done.
How the Roll Over Works
The Roll Over process is GuestPoint's version of a Night Audit or End-of-Day process found in other Property Management Softwares.
The first main purpose of a roll over is it posts nightly charges for checked in guests along with other automated actions within the system.
It should be done everyday either manually or automatically:
1. Manually - Best for those who reconcile Cash/EFTPOS/Bank Transfer Receipts daily.
2. Automatically - Ideal for properties who do not need to reconcile or do not reconcile as often.
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.
2. Automatically - Ideal for properties who do not need to reconcile or do not reconcile as often.
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 at the bottom of the Daily Balance Report:
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 properties 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 the GuestPoint software.
Roll Over Technicalities - Time Period Concept
The Roll Over should be done everyday but a common misconception about the Roll Over is it captures every single transaction for 1 singular date.
This is not necessarily accurate.
A single Roll Over period 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
Firstly, a Daily Balance Report produced by 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 Saturday 23 April, 2022 would show below wording "for night of 22 April, 2022".
For example, actioning a rollover on Saturday 23 April, 2022 would show below wording "for night of 22 April, 2022".
The slightly confusing wording is because our system was initially based on the concept of Roll Over process being done after checkouts at 10:00am.
The "for night of yesterday's date" wording does not affect how the Roll Over process truly works.
What is a Trial Balance Report?
A Trial Balance Report is the current roll over period capturing all revenue & payments done since the last roll over.
A Trial Balance Report is the current roll over period capturing all revenue & payments done since the last roll over.
It turns into a Daily Balance Report accordingly once your next roll over is complete.
If you are manually reconciling, you are technically reconciling the Trial Balance Report before actioning a Roll Over and turning it into a Daily Balance Report.
If you are manually reconciling, you are technically reconciling the Trial Balance Report before actioning a Roll Over and turning it into a Daily Balance Report.
Understanding the Time Period Concept of a Roll Over
Again, a single Roll Over period is considered a time period capturing all the revenue & payments you have entered onto GuestPoint since the last roll over.
For example:
1. If you roll-over on Tuesday 10am,
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 singular Roll Over will then be recorded on GuestPoint as the Roll Over "for night of Tuesday" that was actioned on Wednesday.
Visual Example of Time Period Concept of Roll Over
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 be 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 be done on Thursday.
Why Is a Transaction Missing From My Roll Over?
If a charge or payment is on a guest's Room Account but you can't find it on the Daily Balance Report you expected, it is almost always on the report next to the one you checked. Nothing has been lost.
A transaction lands on the first roll over actioned after the time it was entered. The date of the transaction, and the Print Date shown on the Room Account, do not decide which report it appears on.
Example: Early-Morning Charges
A property rolls over at 10:30am each day. On Wednesday at 7:15am, before that day's roll over, staff post the morning tea and lunch charges for a conference being held that day.
1. The roll over actioned on Wednesday at 10:30am collects everything entered since Tuesday's roll over, including the 7:15am conference charges.
2. Because it was actioned on Wednesday, its Daily Balance Report is labelled "for night of Tuesday".
3. The report labelled "for night of Wednesday" is actioned on Thursday and only collects entries made after 10:30am on Wednesday, so the conference charges are not on it.
2. Because it was actioned on Wednesday, its Daily Balance Report is labelled "for night of Tuesday".
3. The report labelled "for night of Wednesday" is actioned on Thursday and only collects entries made after 10:30am on Wednesday, so the conference charges are not on it.
| Entered on GuestPoint | Appears on |
|---|---|
| Tuesday after 10:30am, up to Wednesday 10:30am | Daily Balance Report for night of Tuesday (balanced Wednesday 10:30am) |
| Wednesday 7:15am: the conference charges | Daily Balance Report for night of Tuesday (balanced Wednesday 10:30am) |
| Wednesday after 10:30am, up to Thursday's roll over (for example, the payment taken when the conference guest checks out at 3:50pm) | Daily Balance Report for night of Wednesday (balanced Thursday) |
This is also why a booking's charges and its payment can sit on different reports: charges posted in the morning before the roll over land on one report, and a payment taken later that day lands on the next.
How to Find Which Roll Over a Transaction Is On
1. Open the guest's Room Account and note the Date and Time the transaction was entered.
2. Open the Daily Balance Report you checked and look at the Balanced at line under the heading. This is the date and time that roll over was actioned.
3. If the transaction was entered before that time, it is on the previous night's report. If it was entered after, it is on the next one.
4. To see it listed, go to Reports > Accounts tab > Daily Transactions, choose For night of that night and click Preview. This lists every transaction in that roll over.
2. Open the Daily Balance Report you checked and look at the Balanced at line under the heading. This is the date and time that roll over was actioned.
3. If the transaction was entered before that time, it is on the previous night's report. If it was entered after, it is on the next one.
4. To see it listed, go to Reports > Accounts tab > Daily Transactions, choose For night of that night and click Preview. This lists every transaction in that roll over.
The Daily Balance Report itself (reprinted from View Previous Roll Over) shows one total per account, such as a single Function Food line, rather than each transaction. See Roll Over 4a: Reading the Daily Balance Report.
Making your reports easier to read
Roll over at the same time every day so each report covers the same 24-hour window. If the time changes from day to day, each report covers a different length of time and transactions can look like they are on the wrong day.
If your property does not reconcile cash and EFTPOS at the desk before each roll over, an Automated Roll Over set to run shortly after midnight makes each report closely match the date on its label (the report for night of Wednesday holds what was entered on Wednesday). An automated roll over does not run on a day a manual roll over has already been done. See Roll Over 3: Manual Roll Overs vs Automated Roll Over.
Roll over at the same time every day so each report covers the same 24-hour window. If the time changes from day to day, each report covers a different length of time and transactions can look like they are on the wrong day.
If your property does not reconcile cash and EFTPOS at the desk before each roll over, an Automated Roll Over set to run shortly after midnight makes each report closely match the date on its label (the report for night of Wednesday holds what was entered on Wednesday). An automated roll over does not run on a day a manual roll over has already been done. See Roll Over 3: Manual Roll Overs vs Automated Roll Over.
TWO SIMPLE MAIN CONCEPTS
To understand how a Roll Over works, simply remember two main concepts:
1. It is actioned daily (manually or automated) so that GuestPoint can systematically post nightly charges to Checked In rooms (along with other systematic actions)
2. It collects all revenue & payments done on GuestPoint since the last Roll Over was done.
To understand how a Roll Over works, simply remember two main concepts:
1. It is actioned daily (manually or automated) so that GuestPoint can systematically post nightly charges to Checked In rooms (along with other systematic actions)
2. It collects all revenue & payments done on GuestPoint since the last Roll Over was done.