Tuesday, 17 January 2017

time share & condominium hotel concept

Government’s Role in improving Timeshare Industry in India
Although, Government does not have any direct role in running the timeshare industry in India but it’s their duty to provide the right environment for growth of this Industry. This creates an atmosphere which will inspire investors to focus only on running their business instead of focusing on other infrastructural issues.
Following are the issues in which Government plays an important role:
1.     Security: Safety and Security is an important concern for tourism industry. A tourist always wants to roam free in the tourist place without fear of safety of himself and his belongings. It is government’s duty to take good care of security arrangements. At some places government has started a concept of Tourist Police who takes responsibility of extra care of these tourist places.
2.     Infrastructure: Timeshare industry is totally dependent upon infrastructure provided by Timeshare companies. And government monitors this Infrastructure. Government takes care of proper roads, electricity, drinking water, sewage lines, garbage disposal facility, street lights etc. in these tourist places
3.     Capital: Timeshare industry is cannot be run without proper investments. It requires huge initial investment. Government provides financial assistance by providing loans to these timeshare companies. Government can also promote this industry by generating money from import duty, excise duty etc.
4.     Regulatory Commission: Timeshare industry had lost it’s credibility because of freelance operators before. Government now is helping the industry by acting as a regulatory commission which keeps an eye on all the players in this business and controls the financial transactions between holiday homes and timeshare companies.
5.     Taxation: Government collects taxes and dues from timeshare companies and this money is later used to improvise infrastructure of these tourist places.
AIRDA: In 1998, a visionary group of resort developers and RCI inked a blueprint for an independent body – an association with a purpose and an agenda – keeping in mind the nascent profile of timeshare in the country and the constructive role that could be played by developers to grow the industry. Importantly, to work hand-in-hand with both promoters and consumers. This was how the foundation was laid for the All India Resort Development Association (AIRDA).

 TIME SHARE & VACATION CLUBS 
Timeshares and vacation clubs are both means for frequent travelers to save money. Which one is best for you depends on your travel preferences, flexibility and finances.
Timesharing
Unlike a vacation club, timesharing involves the purchace of real estate. You buy a week or weeks to use a furnished condo, cabins or other accommodation that offers all the comforts of home, including a kitchen. Timesharing limits travel options to one location, although often you have the opportunity to swap with owners of timeshares elsewhere in the country or the world.
Vacation Clubs
Membership in vacation clubs covers multiple locations. Some vacation clubs resemble timeshares in that they offer fully-furnished, home-styled accommodations. Clubs such as one offered by Disney provide discounts to all of its resorts and theme parks. Hilton club members receive discounts at all the chain's hotels. Ask if the club will give you a trial membership so you don't have to commit yourself immediately.
Financial Obligations
Timeshare owners pay an initial fee to purchase their block of time and then annual maintenance fees that can rise over time. They can sell their block of time, much like any other real estate transaction. Vacation club member pay a single annual membership fee and generally do not have membership options.

What Are the Advantages of Timeshares?

A timeshare is a property that is jointly owned by people who use it at different times throughout the year. Typically, timeshares are condominium apartments in areas that are close to resorts and attractions. Owners might be able to “swap” their timeshare for another one in a different location. For many, timeshare ownership has an advantage over booking a hotel room, and timeshare vacations are becoming more popular.

Onsite and Nearby Amenities

Typically, timeshares offer on-site amenities such as swimming pools, tennis courts and hot tubs. Many have fitness centers, and even spas offering treatments for health and beauty. Off-site activities are often located conveniently nearby, including family activities such as boating, skiing, golfing and water sports. Special children’s activities may also be available. When choosing timeshare destinations, whether using your own timeshare or “swapping” for another, you will undoubtedly be close to the attractions of your choice. Some timeshares even offer cruises.

Value, Flexibility and Convenience

Many people find that they save money by owning a timeshare. One advantage is that you can lock in future vacation accommodations at today’s prices, and you have the option to rent your timeshare space or share it with family and friends. Timeshare owners have the flexibility of choosing where and when they want to travel, the amount of vacation time they would like to spend, and the size of the unit. Typically, timeshare owners belong to an exchange, and can “swap” their units yearly for another destination worldwide. Timeshare owners may be able to vacation at another time of the year and group allotted weeks together for future vacations. For convenience, many timeshare owners are required to pay a yearly maintenance fee to the resort, eliminating monthly maintenance fees, utility charges, tax, insurance and cleaning services. Timeshares are a form of ownership that can be willed to family members.

 Timeshare Industry Development
The Timesharing concept was born in Europe and often been accredited to Paul Doumier a developer in the French Alps in the late 1960’s who coined the phrase “ It is cheaper to own the hotel than rent the room” And, it caught on! The industry has changed along the way however millions of families today enjoy the simple concept of being able to “own their vacation”
As the industry grew typically in the 70’s and 80”s timeshares were quickly built around the world and very prominent in the U.S. in places such as Florida and Hawaii. The industry’s reputation was perceived to be less than favorable especially due to urgency placed on the choice to “buy today “and sometimes considered to be high pressure. As the industry evolved with various governing bodies placing strict measures and implementing improved regulation, the timeshare industry enjoys a much more consumer-friendly and positive reputation.
In the early days the timeshare industry had little respect. However beginning in the 1990s the timeshare industry experienced a renaissance and it continues to mature. New developer sales and timeshare resales activity continue to grow beginning a new era for this once questionable industry.
Initially timeshare properties were marketed as investments. Timeshares are not in fact investments and one should not buy a timeshare with the expectation of reselling it for a profit.
While one might buy a timeshare property to make an investment in a lifestyle, few timeshares appreciate—only the ones in choice locations during specific seasons.
The increasing positive image of the retail and timeshare industry is a result of two main factors. One is the influx of well established companies into the new sales market such as Marriott, Disney, Hilton, Hyatt, Wyndham and others. These corporations have spent significant resources informing the public of the many benefits of timeshare and counteracting the poor reputation that lingered from the early days of the timeshare industry. Branding by Marriott, Hilton, Disney, Westin, Hyatt and others has improved product image and helped new timeshare sales & resales.
The second factor is that people are realizing that the concept of timeshare is a real vacation option. With the improved industry reputation, more and more people are attracted to the idea of timesharing as opposed to discrediting the concept because of those early, new sales techniques and marketing. The day has come where consumers are waking to the idea of “Today I am going to look at buying a timeshare.”
The timeshare industry is the fastest growing segment of the Travel and Tourism industry. A study released by the ARDA International Foundation (AIF) in 2007 and conducted by Ernst & Young, LLP points out indicators of future growth and accelerated growth in the future.
In 2006 14,000 new units were built and 11,000 in 2007. In 2008 and beyond, the current forecast is for about 47,000 new units. The Ernst & Young study showed a new sales growth of 81% over a five year period. Additionally, the number of timeshare owners in the U.S. grew from three million in 2002 to 4.4 million in 2006 with 1,615 resorts operating in the U.S. and 176,232 timeshare units. The AIF study further found that U.S. new sales reached a new high of $10 billion in 2006.
Developer/Hoteliers also have found that occupancy rates for timeshare units exceed those of their hotels.






A condominium, frequently shortened to condo, is a type of real estate divided into several units that are each separately owned.
Residential condominiums are frequently constructed as apartment buildings, but there had been an increase in the number of "detached condominiums" which look exactly like single-family homes but in which the yards, building exteriors, and streets are jointly owned and jointly maintained by a community association.
Unlike apartments, which are leased by their tenants, condominium units are owned outright. Additionally, the owners of the individual units also collectively own the common areas of the property, such as hallways, walkways, laundry rooms, etc.; as well as common utilities and amenities, such as the HVAC system, elevators, and so on. Many shopping malls are industrial condominia in which the individual retail and office spaces are owned by the businesses that occupy them while the common areas of the mall are collectively owned by all the business entities that own the individual spaces.


Thursday, 29 January 2015

credit card handling procedure

                                                                            Credit cards :-

The early credit card system was the travel letter system introduced in the USA in 1894.the diners club ,a finance company ,can be attributed with the distinction of present credit card system .
Procedure for handling credit cards :-
1-      Present the charge record form to the guest and receive the signature on it
2-      Check the following to establish the validity of card :-
a)      Whether credit card is accepted by the establishment.
b)      Expiry date on the card.
c)       Compare card holder signature on the credit card with that on the charge record form.
d)      Compare the name and number with the cancellation bulletin circulated periodically.
3-      With the use of an imprinter, imprint the embossed credit card number on the credit card onto the charge record form in the space provided.
4-      Enter the date and amount .
5-      If the total exceeds the authorized limit, look for instructions in “general regulations”.
6-      Give original copy of charge record form to the guest .clip other two copies with the bill.
7-      All charge record form are collected and totaled at the end of the day..
8-      The total of not more than 100 charge record form are collected and summarized.
9-      Send the summery of charge record form along with the hard copies of the individual charge record forms to the company.







Wednesday, 26 March 2014

The Night Audit

The NIGHT AUDIT
- Hotels operate 24X7 so Front Office regularly review and verify the accounts.
- Audit is a daily review of guest account transactions at Front Office against revenue center
transactions.
- Audit is performed to ensure accuracy, reliability & thoroughness of accounting system.
- Audit of active non-guest accounts also.
- Audit results in balanced guest & non-guest accounts, accurate account statements, credit monitoring
and reports generation.
Why is it called Night Audit?
It is called Night Audit because it is performed at Night. In olden days, manual system was followed and
nighttime was the most appropriate period for auditing due to very little business and movement.
FUNCTIONS OF THE NIGHT AUDIT
MAIN PURPOSE: To verify the accuracy and completeness of guest and non-guest accounts.
SPECIFIC FUNCTIONS:
k Verifying posted entries to guest and non-guest accounts.
k Balancing all Front Office accounts.
k Resolving room status and rate discrepancies.
k Maintaining guest credit limits.
k Producing operational and managerial reports.
The ROLE OF THE NIGHT AUDITOR
ATTENTION needs to be paid to:
1. Accounting details, Procedural controls, Guest credit restrictions.
2. Nature of cash transactions.
3. Tracking room reservation and related statistics.
4. Daily summary of cash and credit activities at front desk.
5. Reporting results of operation to the management.
ESTABLISHING AN END OF THE DAY
Generally night shifts are from 11pm to 7am. End of the day is the closing time of the majority revenue
outlets.
CROSS-REFERENCING
-For internal control purposes, an accounting system should provide independent supporting
documentation (e.g. a coffee shop guest check and a front office guest folio) to verify each transaction for
cross-referencing.
- Guest and non-guest accounts are compared with source documents from revenue centers to prove
individual transaction entries and account totals.
GUEST CREDIT MONITORING
- establishing lines of credit or Credit limit depends upon many factors such as house limit, floor limit,
guest’s status & reputation etc..
-It determines the potential credit risk of guest. It is reflected through High Balance Report.
AUDIT POSTING FORMULA
Previous Balance + Debits - Credits = Net Outstanding Balance
PB + DR - CR = NOB
DAILY AND SUPPLEMENTAL TRANSCRIPTS
- A Daily Transcript is a detailed report of all guest accounts that indicates each charge transaction
affecting a guest account for the day
- A Supplemental Transcript is a detailed report of all non-guest accounts that indicates each charge
transaction that affected a non-guest account that day.
- Used as the worksheets to detect posting errors.
- Used in non and semi automated systems.
- Consists of revenue center, transaction type and transaction total.
OPERATING MODES FOR NIGHT AUDIT
1) Non Automated (manually)
2) Semi Automated (mechanically)
3) Automated (electronically)
Non - Automated
- Four common night audit forms are used:
a. Daily & Supplemental Transcript (either VTL is directly used or it is copied on to format from Folios
--columns are summarized or totaled)
b. Guest and Non-Guest Folios
c. Front Office Cash Sheets/ Cash Books
d. Audit Recapitulation Sheet (A complete summary of Front Office accounting for the day).
Drawbacks:
¨ Not feasible for large hotels.
¨ Prone to errors due to volume of data.
¨ Tedious
¨ May prove costly.
Semi - Automated
- Accounting Posting Machines are the basis for mechanical auditing. It is most important development
in the history of Front Office Accounting.
- Posting machines are of two types:
Electromechanical and Electronic.
Functions of both the machines are same except that -
¨ Electromechanical machine can store limited no. of department totals.
¨ Electromechanical machine cannot retain total balances.
¨ Electromechanical machine cannot be combined with other equipment (at POS).
On the other hand, electronic machines are as good as a PC, in terms of cost. In fact, they are the
foundation for modern day PMS.
Steps in machine posting
1. Locating the folio.
2. Take folio out of the bucket.
3. Place folio along with the check in the posting machine.
4. Enter previous closing balance.
5. Post the check amount with department code.
6. Machine balances the folio.
7. Folio is refiled in bucket.
Simultaneously, the following occurs:
1. The voucher is imprinted with the same information as posted to the accounts folios (this acts
as a verification that the voucher has been posted).
2. Identical information printed on an Internal Machine Paper Tape (known as Audit Trail).
3. Amount of each charge is added to or subtracted from the running departmental total.
Forms/ Formats used in Auditing
1. FO Cash Report
2. D-Report (Night Auditor's Report/ D-Card): It mentions the total opening balance, debits, credits & net
outstanding balances. Used for reconciliation with departmental summaries.
Fully – Automated
- There is complete computer interfacing. The computer in a fraction of time performs all Audit Functions
(Guest Ledger & Non Guest Ledger compared with daily departmental reports to locate errors).
- Computer guides the auditor/ user through the stages in auditing. It asks for certain data inputs before
beginning with the audit process.
- Computer performs all the vertical checks. It Organizes, Compiles & Prints the records. System
Updates are run at the end of the day.
NIGHT AUDIT PROCESS
- Focus is on Two Areas:
1. Discovery and Correction of accounting errors.
2. Creation of accounting and management reports.
- The degree of audit scrutiny depends on:
1. Frequency of errors – relates the quality of Front Office work.
2. No. of Transactions to be reviewed- correlates with the size and complexity of the hotel.
Steps -
1. Complete outstanding postings.
2. Reconcile room status discrepancies.
3. Verify Room Rates.
4. Balance all departmental accounts.
5. Verify No-Show reservations.
6. Post Room Rates & Taxes.
7. Prepare required Reports.
8. Prepare Cash receipts for deposit.
9. Clear or Back up the system.
10. Distribute Reports.
Complete outstanding postings
- Ensuring proper posting of all transactions affecting non-guest and guest accounts.
- Transactions are supposed to be posted to accounts as they are received. Night Auditor has to ensure
that all vouchers are posted.
- Further he has to verify (even in computerized system) the postings. This he does by matching reports
from interfaces with reports from Front Office system in a computerized environment.
Reconcile Room Status Discrepancies
- Discrepancies cause loss of revenue, omissions and confusion.
- First housekeeper's report is reconciled with room rack.
- Then, room rack is tallied with folios.
- The evening shift does this work to save time and resolve guest problems.
Verify Room Rates
- Verify discounts/ complimentary etc.
- If rate charged are less than Rack Rates, then:
a) Are the rates discounted? Is the Discount correct?
b) Are there two guests on sharing basis? Is there a second folio?
c) Is the complimentary room correctly authorized?
Balance all Departments
- First balance all departments and then look for individual errors (within an out of balance department).
- Revenue center provides source documents and Front Office Accounts provides department
transaction information.
- If error is found, a detailed audit needs to be done.
Verify No-Show reasons
- Checking Reservation Racks for pending arrivals.
- Filing and posting No-show charges. One has to be careful in this case. There may be a regular guest /
corporate etc. A cancellation might not have been recorded.
Post Room Rates and Taxes
- After verifying post Room Rates and Taxes.
Prepare Reports
- The following are some of the reports prepared by the auditor -
a) Operations Reports
b) Sales summary
c) High Balance Reports
d) Detailed department reports and summary (for accounts department)
Deposit Cash
- Sales summary and cash deposits of points of sale are tallied.
- Checkouts tallied with cash receipts.
- Cash is counted and tallied with cash sheet/ cash book and sealed in an envelope for deposit in
accounts department.
Clear I Back Up System
- Clear up the total figures for the day and open fresh accounts for next day.
a) Manual: Closing Balance of VTL is entered as Opening Balance for the next day's VTL sheet.
b) Semi-Automated: Totals in machine are zeroed. A "Z- Card" is used to verify zero balances in the
machine. It is submitted with Night Audit work.
c) Automated: System backs up the reports on various media e.g. paper, DAT etc. Backup is Daily/
Weekly.
Distribute Reports
- Reports are selectively distributed because of their sensitive nature.
VERIFYING THE NIGHT AUDIT
- Many types of posting, mathematical, and clerical errors can be identified in night audit.
- Some of the errors are –
Pickup Errors
- In manual/ semi-automated systems, previous balance is entered (picked up) incorrectly.
- Can happen whenever a posting is made to a folio.
- Difficulty to identify.
Transposition Errors
- The numbers related to transaction are reversed. (eg. Rs. 645 to Rs. 654 )
- Easiest to identify.
Missing Folios
- In non or semi-automated systems,
- Folio has been filed incorrectly or removed from the folio bucket.
- May be because closing ‘A’ folio and not closing ‘B’ folio.
- When a folio is missing, the night audit will not balance.
- In automated, folios are stored electronically, no issue of missing folios.

***************

checkout procedure


Departure procedures

Check out and accounts settlement can be an efficient process when the front office staff is well –prepared & organized. The departure states of the guest cycle involve several procedures designed to simplify check-out & account settlement. These procedures include:-

·      Inquiring about additional recent charges

·      Posting outstanding charges

·      Verifying account information

·      Presenting the guest folio.

·      Verifying the method of payment

·      Processing the  account payment

·      Checking for mail, messages, faxes.

·      Checking for safe deposit box or in room safe keys

·      Securing the room key

·      Updating the rooms status

·      Inquiring about the guests stay & experience

·      Requesting the guest to complete a guest satisfaction survey

·      Updating the guest history file

 

Monday, 24 February 2014

Front Office Accounting

                       FRONT OFFICE ACCOUNTING

Need for accounting system at Front Office -
To monitor and chart all the transactions that take place between the hotel and others i.e. resident guests,
companies, agencies, non-resident guests etc.
ACCOUNTING FUNDAMENTALS
- the functions of Front Office Accounting System are:
01. To create and maintain an accurate accounting record for each guest/ non-guest account.
02. To track financial transactions throughout the guest cycle.
03. To ensure internal control over cash & non-cash transactions.
04. To record settlement for all goods & services provided.
Note : Guest means Resident guest and Non-guests means Non-resident guest,.

Accounts:

An account is a form on which financial data are accumulated and summarized. The increases and decreases in an account are calculated and the resulting monetary amount is the account balance. Any financial transaction that occurs in a hotel may affect several accounts.
The simplest form an account resembles the letter T –

In Front Office, accounts are segregated into two categories.

a. Guest Account – is a record of financial transactions that occur between a guest and the hotel.
Created - a. during registration, b. when reservations are guaranteed.
_
Front Office is completely responsible for it during guest occupancy.
Updated on a daily basis.
Settlement - a. on guest checkout, b. when the account exceeds credit limit.

b. Non-guest Account - Between a non-guest and the hotel.
Also called as House accounts/ City accounts
Accounts of guests failing to settle their bills on departure are also included in this (besides those of non-residents like companies, agencies, groups or individuals with credit privileges)
Collection & billing is the responsibility of Accounts Department! Credit (Control) Department.Billed on monthly basis.
Folios:
- a statement of transactions (debits and credits) affecting the balance of a single account.
- it begins with a ZERO balance and ends with the SAME. In between, the balance may be debit or credit depending upon the type of transactions.
Posting:
- it is the process of recording transactions on a folio. Methods of posting are as under:
a. Non-automated system: Hand-written on a Paper Folio.
b. Semi-automated system: Machine posted on a Paper Folio
c. Automated system: Electronic Folios are maintained on a Computer.
Types of Folio:
- basically 4 types of folios –

a.    Guest Folio- accounts assigned to individual persons or guest rooms.

b.    Master Folio- for more than one person/ guestroom. Usually for Group Accounts.


c. Non-guest or Semi-permanent Folio: for non-guest businesses/ agencies with charge
purchase privileges.

d. Employee Folio: for employees with charge purchase privileges.
There are more folios created by hotels to accommodate special circumstances/ requests e.g. room folio (folio) for Room+Tax and incidental folio (B folio) for food/ beverages and other charges.
Why all folios must have a unique serial number?
01. It acts as an identification number & ensures that all the folios are accounted for.
02. Folio numbered may be used to index information in automated systems.
03. In semi-/non-automated system, folio lengths are fixed. When a balance is carried forward to a
new folio, the old folio number has to be shown as reference of where the balance originated.
Vouchers:
- a voucher details the transactions to be posted to a front office account.
- it lists the detailed transaction information gathered at the source of transaction, such as any F & B
outlet, gift shop.
Types of vouchers:
1. Cash Voucher
2. Charge Vouchers
3. Transfer Vouchers
4. Allowance Vouchers
5. Paid-out Vouchers

Ledger:
- is a summary grouping of accounts.
- In Front Office, called as Accounts Receivable Ledger (a collection of folios).
Guest ledger:
- the set of guest accounts that correspond to registered hotel guests.
- also called as Transient Ledger or Rooms Ledger or Front Office Ledger.
Non-Guest Ledger:
- it is the collection of non-guest accounts.
- it includes all non-cash settlements, skipper accounts, disputed bills & non-guest functions.

CREATION & MAINTENANCE OF ACCOUNTS

- it is the responsibility of Front Office to record all transactions that affect guest-ledger and non-guest
accounts accurately and completely.
- Guest folios are created during reservations process or at the time of registration.
- for Folio creation, the necessary information is taken from reservation & registration records.
- for pre-numbered folios, the folio number is entered on to the registration card and vice-versa for
cross-referencing.
- Manually-/ machine-posted folios are stored in a front desk folio tray (also known as posting tray/
folio well/ buckets).
- electronic Folios are automatically cross-referenced with other records within the system. This
considerably reduces transactional accounting errors.
Record keeping Systems:
- the folio formats of guest and non-guest account may be different and depends on the record keeping
system:
a. Non-automated system:
- Guest folio in a manual system contains a series of columns listing individual debit/ credit entries
accumulated during the occupancy.
- at the end of the financial day, each column is totalled and the ending balance is carried forward as the
opening folio balance for the following day.
b. Semi-automated system:
- Guest transactions are sequentially printed on a machine posted folio.
- The information recorded for each transaction includes the date, department code/ check no., amount
of transaction and the new balance of the account.
c. Automated system:
- Electronic folios are maintained on the computers.
- POS transactions may be automatically posted to an electronic folio.
- Computer based systems maintain accurate current balances for all the folios.
Charge Privilege:
- The privilege given to a guest to avail hotel facilities on credit basis.
- A guest may be required to present an acceptable credit card or a direct billing authorization at the time
of registration ( or at the time of reservation in fully automated hotels)
- Guests are authorized to make charge purchases once a line of credit has been established (through
Direct Billing Authorizations or Credit Cards).
PIA Guests or Paid-in advance
- Guests who pay cash for accommodation at the time of registration.
- Generally charge purchase privileges not given.

Credit Monitoring:
- A major task of Front Office is to ensure that all guest & non-guest accounts are within acceptable
credit limits.
- FOM & Night Auditor are responsible for identification of such High Balance Accounts & necessary
action. In large hotels, there is a credit manager for reviewing such accounts. He/ she is also
responsible for settlement of city ledger accounts.

Account Maintenance

- Guest folios must be accurate, complete and properly filed since guests may enquire about their
balance or check out in a hurry.
- Transaction Postings conform to the Basic Front Office Accounting formula –
Previous balance + debits - Credits = Net Outstanding Balance
PB + DR - CR = NOB