GUEST ACCOUNTING

ACCOUNT: A statement of money paid or owed

ACCOUNTING: the process of first classifying & summarizing & reporting financial transactions.

GUEST ACCOUNT/ LEDGER: accounts of registered guests.

It is the account of in-house guest, who is registered in the hotel. When guest arrives he if given GRC, by filling this he gets registered and his room account is opened. All the guest purchases ,room charges & taxes are recorded here.

E.g.: room charges, food eaten in restaurant, had drinks in bar, laundry service, luxury tax, telephone charges, internet etc.

GUEST ACCOUNTING:

Means knowledge of what is to be received from the guest & what is to be paid to the guest. To have updated information of the guest account at any point of time, various accounting systems are used as per the requirement of the hotel.

Objective of the guest accounting process are:

1. Is to ensure that all financial transactions made by the guest are recorded & filed in the guest account.

2. To collect payment for all guest transactions

Types of transactions:

1. Accounts receivables: f & b charges, room rate, laundry etc paid by the guest at the time of departure.

2. Accounts payable: advances received

3. Cash transactions: when guest pays in cash. There is no increase or decrease in the net outstanding balance.

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TYPES OF ACCOUNTING SYSTEMS:

1. Manual System

2. Semi automatic system

3. Fully automatic system

MANUAL/ NON AUTOMATED SYSTEM OF ACCOUNTING:

This includes manual accounts calculations which are carried out by the staff. This system ensured through a series of columns listing individual debit & credit entries (debit: what comes in & credit: what goes out). These systems have so many drawbacks as it is prone to many errors, time consuming & really tough to handle numerous room data. This system is useful for small hotels only where workload is not too much.

VISITOR TABULAR LEDGER

VTL also called ‘Tab’, is a ledger in tabular form used for recording all transactions with guests staying in the hotel. It is used in small hotels. It is a loose large sheet in which the daily transactions of the hotel with the guest are recorded. All the credit sales vouchers are collected from various POSs and entries are made in the VTL against each guest account respectively. These entries are always kept updated.

Performa: SK. Bhatnagar (page no: 432)

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GUEST WEEKLY BILL:

Various documents are prepared in hotels, to record financial transactions of resident guest for their purchases, need posting of these charges from their vouchers to the respective guest folios. For long staying guest a weekly bill is prepared periodically which looks like

HOTEL XYZ, JALANDHAR.GUEST WEEKLY BILL S. No______________Name__________________ Room No _______________Rate__________________Date of Arrival______ Time ______Date of Departure ______Time ____Plan______Date Total

Rs. Rs. Rs. Rs. Rs. Rs. Rs.Brought ForwardRoomFoodbeveragesCigarettesLaundryTaxiTelephonesInternetMiscellaneousCash advancesLuxury tax@Sales tax@Service Charge@TotalChecked & found correct. Please forward the bill to: Grand Total:M/s_____________________________________________________________________________________________ __________Guest Signature Bill Clerk

Format: Guest Weekly Bill (SK Bhatnagar page no: 427)

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