What Does “Posting Charges” Mean in Hotel Accounting?
Explore the fundamental method hotels use to record and manage all guest financial transactions, ensuring precise accounting for every stay.
Hotels operate as complex businesses, requiring precise financial record-keeping to manage the numerous transactions occurring daily. This involves tracking every expense guests incur. A fundamental concept in this financial management is “posting charges,” which ensures all services and items used by guests are accurately recorded. This process maintains transparent financial operations and prepares correct billing statements.
Understanding “Posting Charges”
“Posting charges” in hotel accounting refers to the act of recording financial transactions to a guest’s account. This account, often called a “guest folio” or “ledger,” serves as a running record of all debits (charges) and credits (payments) made by or on behalf of a guest. Each time a guest uses a hotel service, such as ordering room service or making a phone call, that expense is added to their individual transaction record. The objective of posting charges is to ensure that all expenses are accounted for and ready for settlement when the guest checks out.
Types of Charges Posted to Guest Accounts
Charges posted to a guest’s account include the room rate, which is the nightly cost of accommodation, including applicable taxes and fees. Guests also incur charges for food and beverage, whether from the hotel’s restaurant, room service, or minibar. Other incidental charges include telephone calls, laundry services, in-room entertainment like pay-per-view movies, or purchases from a gift shop. Hotels may also process “paid-outs,” which are cash disbursements made by the hotel on behalf of a guest for services like taxi fares or package deliveries.
The Charge Posting Process in Hotels
The procedural aspects of posting charges in hotels involve both front desk staff and a night auditor, supported by technology. Many modern hotels utilize a Property Management System (PMS), a software solution that streamlines various hotel operations, including billing. A PMS can automate the posting of charges like room rates and point-of-sale (POS) transactions from restaurants or gift shops, directly integrating them into the guest’s folio in real-time. However, some charges, such as paid-outs or adjustments like discounts, may still require manual entry by a front desk clerk.
Working overnight, the night auditor verifies all guest charges, payments, and credits posted to individual guest accounts throughout the day. They ensure the accuracy of financial information and post the day’s room rates and taxes to each guest folio before finalizing end-of-day procedures in the reservation system. This daily audit ensures that all transactions are correctly recorded and balanced, preparing the hotel’s financial records for the next business day.
Why Accurate Posting Matters
Accurate charge posting supports the hotel’s financial integrity and guest satisfaction. Precise billing ensures the hotel recognizes all earned revenue, which is important for financial reporting and compliance with accounting principles. Inaccurate posting can lead to disputes with guests, potentially resulting in lost revenue through chargebacks or adjustments. Errors in billing can damage the hotel’s reputation, impacting guest perception and future business. Maintaining accurate folios provides transparency, allowing guests to verify charges and fostering trust in the hotel’s operations.