During the start up stage, the management can create some charge groups or balances where it can control, at its own discretion, the production progressively realised and group this into the most suitable sectors.
To explain this concept with a metaphor, the production balances can be compared to actual ‘drawers’ or libraries, useful for ordering charge items according to survey centers deemed suitable for the different survey needs: some of these are customised and have an unlimited number of ‘drawers’ or shelves; others, instead, are fixed for each reality and can have a specific structure and a pre-set number of elements.
If we create a balance or a library in which the charge codes can be grouped only on 4 levels, and we intentionally archive in these only part of the charge codes existing for the archive, the result will be that the total amount of production will be organised and grouped into 4 ‘departments’ and the relating statistic value will be calculated only on the basis of the charge codes that we have entered in the 4 levels.
In case of more balances, according to the needs (statements from 12 survey centers, instead of 6 or 3, or statements that consider only the services charged to a specific department of the hotel), the advantage is that there are different ways of reading the charge; following this reasoning, it shoud also be said that two printouts relating to the same period and that use two different production balances cannot always propose the same amounts nor be compared with each other.
Firstly, we will describe the first setup screen; then, we will explain the rules governing the ‘fixed’ balances, and, in the end, we will provide the necessary suggestions to freely modify the table for possible implementations.
| Tables > Charges > Balances |
- Balance name
Name and code of the balance statements.
- Department name
List of all the departments or production sectors included in the selected balance.
- Charges included in the Balance Department
List of all the charges pertaining to the selected balance department.
- Charges not included in the Balance
List of all the charges that have no classification, i.e. that do not belong to any of the departments included in the balance in question.
- B Fixed balance – Production grouped by Department
BALANCE FEATURES PRINTOUTS USING THIS BALANCE BALANCE ENCODING RULES It is defined as “accounting balance per department” and it is the basic balance for the main front office printouts. DAILY
SUMMARY•B balance must have all the charges attached, except for R10 – R20 – DEP – CAU – CITY TAX, which are used for the management of deposits/down payments or are not connected to the hotel services. PERIODICAL BALANCE Departments must be defined by numerical codes. REGISTERED CHARGES PRODUCTION Their number and composition are not necessarily sequential, but determine their order in the statistic lists. For convention, department 01 is called “Apartment” and includes all the accommodation package charges and the split quotas of the room. Department 02 is called “accommodation restaurant service” and includes all the split charges of the accommodation restaurant service
- SUMST Fixed Balance – Production divided into max 6 departments + 1 automatic
BALANCE FEATURES PRINTOUTS USING THIS BALANCE BALANCE ENCODING RULES It is the main balance used to write consolidated and prospective statistics SCRIGNO REPORT (PROSPECTIVE AND CONSOLIDATED)
PRODUCTION LISTS AGENCIES/COMPANIES
PRODUCTION LISTS CUSTOMERS
DAILY
SUMMARY
PERIODICAL BALANCE
REGISTERED CHARGES PRODUCTIONIts departments are FIXED, they all must always exist and must be defined with codes from 1 to 6 not preceded by 0. The first three departments CANNOT be modified and must be the following: Departments 4 – 5 – 6, instead, can be defined according to the needs of the guest.![]()
All the remaining off-balance charges (except for CAU and DEP) are automatically assigned to a 7th automatic department (‘Others’), not visible to the users but existing in the system.![]()
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- Department 1 must include the same charges of B balance Department 1.
- Department 2 must include the same charges of B balance Department 2.
- SUMRA fixed balance – Only Service Production max 4 departments
BALANCE FEATURES PRINTOUTS USING THIS BALANCE BALANCE ENCODING RULES It is the balance that groups all the accommodations useful for the elaboration of Scrigno Report grouped by type of hotel service SCRIGNO REPORT by SERVICE
DAILY
SUMMARY
PERIODICAL BALANCE
REGISTERED CHARGES PRODUCTIONIt must include the following fixed departments with the following codes and description The package codes relating to the type of service must be linked to each department (e.g. to the FB department, the BAN Banquet code, to the SALE department, the SAL meeting room renting code etc.)![]()
INSERTING A BALANCE
- Place the cursor on the first empty line available in the Balances table.
- Code field: enter an identification code for the balance. The code cannot consist of more that 5 characters, alphabetic.
- Description field: briefly describe the type of production scheme devised.
- Order field: indicate the order according to which you wish to view the record in the general list.
- Click the button indicated to save.
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- By keeping selected the just created balance line, place the cursor to the right in the Departments form, to list the sectors that the balance itself has to use to divide the registered production.
- Code field: enter an identification code for each department. The code cannot consist of more than 5 characters, alphabetic.
- Description field: briefly describe the production sector devised.
- Order field: indicate the order according to which you wish to view the record in the general list.
- Click the button indicated to save.
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For the definition of the items to be included in the balance, see note 10.
ATTACHING A CHARGE TO A BALANCE DEPARTMENT
Each balance department can include one or more charges, chosen at the discretion of the user.
Thus, it is necessary to insert in the departments of a balance all the pertaining charge items, so that they can be included in statistics calculations by the system and be distributed correctly in the specific sectors.
Here we describe how to proceed:
- From the upper form ‘Balances’, select the balance to be defined or modified.
- From the ‘Departments’ form, select the production sector where you wish to insert a specific charge code.
- At the bottom of the window, two lists are proposed:
- On the right: ‘Off-balance charges’, summarising all the charge items available to the hotel and that are currently not included in the selected balance.
- On the left: ‘Charges included in the balance’, including all the charge items available to the hotel and that are currently included in the balance and department selected.
Then, look through the first list and move the charge item to the pertaining sector by double clicking the code.
- At the end of the operation, click the button to save.
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MODIFYING THE COMPOSITION OF A BALANCE DEPARTMENT
In case you wish to modify or correct an existing balance and, thus, to release some charge codes from their departments and move them to other existing departments, proceed as indicated:
- From the upper form ‘Balances’, select the balance to be rectified.
- Select the Department the charge currently belongs to.
- Look though the list down on the left: double click the code of the record to be released.
The system moves the charge to the ‘Off-balance charges’ form, together with those not taken into account by the balance.
Now the user can, at his/her own discretion, move this charge to another sector, as suggested in note 10.
- After having completed the operation, click the button indicated to save.
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PRINTING THE BALANCE SUMMARY
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