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 Forward
Room
Food
beverages
Cigarettes
Laundry
Taxi
Telephones
Internet
Miscellaneous
Cash advances
Luxury tax@
Sales tax@
Service Charge@
Total
Checked & 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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