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    CH 1 VPO - Guest Weekly Bill

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    Khushali Oza
    Hotel accounting involves maintaining detailed records of purchases, expenses, room rates and occupancy, guest transactions, billing and allowances. Key records include an analytical purchase book, cash book, visitors tabular ledger to record all guest transactions, weekly billing for guests, and paid out vouchers to record expenses paid on behalf of guests. Maintaining accurate accounting records is important for the overall financial management of the hotel.

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    CH 1 VPO - Guest Weekly Bill

    Uploaded by

    Khushali Oza
    103 views17 pages
    Hotel accounting involves maintaining detailed records of purchases, expenses, room rates and occupancy, guest transactions, billing and allowances. Key records include an analytical purchase book, cash book, visitors tabular ledger to record all guest transactions, weekly billing for guests, and paid out vouchers to record expenses paid on behalf of guests. Maintaining accurate accounting records is important for the overall financial management of the hotel.

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    Ch 1 VPO _ Guest Weekly Bill

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    Hotel accounting involves maintaining detailed records of purchases, expenses, room rates and occupancy, guest transactions, billing and allowances. Key records include an analytical purchase book, cash book, visitors tabular ledger to record all guest transactions, weekly billing for guests, and paid out vouchers to record expenses paid on behalf of guests. Maintaining accurate accounting records is important for the overall financial management of the hotel.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    103 views17 pages

    CH 1 VPO - Guest Weekly Bill

    Uploaded by

    Khushali Oza
    Hotel accounting involves maintaining detailed records of purchases, expenses, room rates and occupancy, guest transactions, billing and allowances. Key records include an analytical purchase book, cash book, visitors tabular ledger to record all guest transactions, weekly billing for guests, and paid out vouchers to record expenses paid on behalf of guests. Maintaining accurate accounting records is important for the overall financial management of the hotel.

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    Hotel Magement

    HOTEL ACCOUNTING PROCEDURES


    What is Hotel Accounting
    • The main business of a hotel is to provide food and accommodation (i.e.,
    shelter). But there are some big hotels who provide other comforts,
    recreations, entertainments, business facilities etc. Naturally, the scheme
    of accounting will depend on the nature and size of a hotel and its
    requirement although the principle of accounting will be the same.
    • An Analytical Purchase Book and a Cash Book (Payment side) may be
    maintained for recording purchase and expenses with different columns
    for:
    • Wines and Minerals,
    • Groceries and Provisions,
    • Cutlery, Glass, Plate etc.,
    • Bedding and Linens,
    • Establishments,
    • Furniture and Fixtures etc.
    Room Rate
    A five-star hotel has 660 rooms in all, out of which 52 rooms are used
    for operational purposes and 8 rooms are used by the departmental
    managers.
    If 480 rooms are occupied by the guests on any day, calculate the room
    occupancy rate.

    • Room occupancy rate= Rooms occupied/Rooms


    Available
    • 480/600 (660-52-8) = 80%
    A five-star hotel in Chennai has 320 lettable rooms on a particular day. 240 rooms are occupied by 300 guests. Calculate
    Double Occupancy Rate.
    Visitors Tabular Ledger
    • V.T.L is one of the important ledger maintained by front
    office cashier in order to keep the record of all the
    transaction of the guest during his/her stay in the hotel.
    V.T.L is generally made for each guest who check-in to
    the hotel and use the hotel facilities. This sheet is
    prepared on daily basis by front office cashier. After the
    completion of billing procedure, each day transaction is
    carried out by a night auditors. The account of guest is
    calculated and carried down in a new ledger for the
    next date which is usually closes when the guest
    checkout from the hotel.
    Format
    Importance and purpose of V.T.L :
    • It shows the total sales of each outlet in a hotel.
    • It shows the over all sales of hotel in a particular
    day.
    • It shows the types of service used by the guest.
    • It shows the cash deposit made by the guest and
    also the credit balance.
    • It shows the cash paid by the guest during their stay
    and also the discount offered to them.
    • It shows the total transaction of a particular guest in
    a particular day.
    Posting procedure of V.T.L

    • Always use capital or block letter and use ink or ball pen
    for writing the name of the guest.
    • Details about the guest information should be written after
    the registration of the guest such as tax, plan , tariff, etc.
    • Use dashes where there is no transaction or figure.
    • All the transactions should be entered as per the bills or
    voucher sent by the outlets.
    • Enter total amount in the respective debit and credit
    column.
    • Guest charges for different service are written in the
    respective columns as per the heading.
    • Cash advance or deposit made by the guest is written in the guest account under
    cash deposit column.
    • Guest amount or charges are written under the column "city ledger", if the
    guest do not settle bills during check-out. Generally these types of guests are
    from company or travel agency.
    • If the guests amount is paid by other party or guest, the amount is written under
    transfer column, which includes debit and credit.
    • Calculate the sub-total from all the charges under individual after adding the tax
    and vat.
    • Grand total is carried out after adding or reducing from balance brought forward
    in the daily total.
    • In allowance column, amount are written for those guest who are provided
    amount from the hotel.
    • Last balance column in the V.T.L under the column balance b/d or c/d and
    respective debit and credit column.
    GUEST WEEKLY BILL
    • IT IS PREPARED FOR EACH GUEST AND IS
    PRESENTED ON CHECK OUT FOR SETTELMENT.
    IT IS CALLED A WEEKLEY BILL AS FOR ONE
    WEEK ONE BILL IS PREPARED
    Guest weekly bill
    ADVANTGES OF GUEST
    WEEKLY BILL
    • EASY TO UNDERSTAND AND OPRATE
    • ECONOMICAL
    • THE SAME BILL CAN BE USED FOR ONE WEEK
    AND AN OTHER BILL IS STAPLED ONLY IF
    GUEST STAYS BEYOND ONE WEEK
    • GUEST WEEKLY BILL HAS DEBIT AND CREDIT
    COLUMNS AND ALL THE VOUCHERS CAN BE
    POSTED IMIDIATELY ON RECEIVING
    Guest Allowances
    • This is used to decrease in a folio balance for
    purposes such as compensation for poor
    services or rebates for coupon discounts.
    • This is made when an error is detected after
    the night audit
    • This requires managerial consent and should
    be properly documented.
    Visitors Paid Out
    • Paid outs are expenses made by the hotel on
    behalf of the guest and the same is later
    charged to the Guest room account
    or Invoice .Eg:- Doctor fees paid , Medicines
    purchased , Cash against Credit card , Stamp /
    Postal charges etc.
    Paid Out Voucher
    Visitors Paid Out
    • While posting a paid out to the guest account or folio a
    receipt is printed / generated with a unique serial
    number in duplicate. One copy is handed over to the
    guest and the second copy is kept on front office or
    send to accounts.
    • As this process involves withdrawal of cash from the
    front office staff can sometime misuse with paid out. To
    avoid this usually the staff / Front office assistant’
    should get authorisation from the Duty manager or
    Front office manager on each paid out which they
    generate.

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