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f your email was similar to the below message, find the Section # that is out of balance in the email and the corresponding notes below for that section:
|The DSTAT Income Audit was attempted for ‘Hotel ZZ999’ for##/##/20## with the following result:
There is a non-zero Balance Check in Section # on ##/##/##.
You will need to access DSTAT to fix the Out-Of-Balance.
Section 1 = Room Statistics
Section 2 = Room Revenue
Section 3 = Transactions
Section 1 Room Statistics – It is not very common that Section 1 is out of balance on its own, but if both Section 1 & 2 are out of balance, it is usually a sign that there is a Rate Plan that has not been mapped to its proper Market Segment. If this is the case see “There are Rate Plans in the PMS that are not mapped to Market Segments”
Section 2 Room Revenue – If both Section 1 & 2 are out of balance see “There are Rate Plans in the PMS that are not mapped to Market Segments”
Two other possibilities:
- There was a misposting with respect to complimentary rooms. If the user added a rate code to the reservation but neglected to zero out the rate, there is a possibility that the Comp room ran with a rate attached. See images below that show the amounts in the “For Out of Balance Reference Only” section at the bottom by the “Balance Check” and the JE Total = -79.00 (see bottom left of image below)
If the revenue is correct and was not supposed to be classified as Comp, you can make an adjustment in the center column above, placing it in the proper Market Segment. If the revenue is an overstatement and should not have been posted, you will want to make an adjustment in the center column above, placing it into a Market Segment. Then make the correction in PMS to reverse the overstatement. If you leave it Out of Balance, you will not be able to generate a balanced Journal entry. (See example below).
- If NoShow is posted using the “RM” transaction code, instead of the “NS” code, it will create an out of balance situation. These images show the amounts in the “For Out of Balance Reference Only” section at the bottom by the “Balance Check” and that the JE Total = -25.00 (see bottom left of image below). To correct this, go to the Transaction section, using the Adjustment Column, credit the Room Revenue “RM” transaction and move it to the NoShow “NS” transaction code.Tthis will balance the Room Revenue Section (See image on the Right).
Section 3 Transactions – The most common cause of an Out of Balance in the Transactions Section is the use of a new Transaction Code. In this case, please email Support@ciasoft.com and we can add it to your setup or assist in finding the issue.