How to Close Day (Running the End of Day Procedure)

By the end of this training article you will be able to:

• Close Day in Hart 

In order for you to close any hotel day, you need to go to the Front Desk menu and select Close Day. 

Once you have selected the Close Day option a passkey check window appears: 

There you must enter the Close Day password (it will be given to you by the administrator of the software). 

Press OK to proceed or Cancel to close the window. 

After you have pressed OK the Close Day window appears: 

The information you can see here is the following: 

Top left part / Close Day Info: 

• Closing Date: The date you are about to close.
• Last Closed Date: The date of your last Close Day. 
• Top middle part / Actions:
• OK: Starts the close day procedure. 
• Backup: Takes a backup of the HART PMS database as it is at the specific moment 

The backups are saved inside the server’s hard disk within a folder. This folder keeps seven backups, one for each day of the week. 

Once you press the OK button you will see that HART PMS goes over the following procedures one by one: 

• Cashier Check: Checks all cashiers.
• Departure Check: Checks if you have done all your departures (if not the Departure Wizard opens). 
• Arrivals Check: Checks if you have done all your arrivals (if not the Arrival Wizard opens). 
• Order Check: Checks if all your POS orders have been closed properly. If not the software will ask you whether you want it to close them for you (There are POS open orders. Do you want to close them now?). If you select Yes then all your open orders will automatically be closed but not included in the hotel’s revenue. If you select No you will need to alert the hotel’s department with the open orders, so that it proceeds with their closure. 
• Billing Check: Checks all billings. 
• Fixed Charges: Once the procedure reaches this point all of the hotel’s stays will appear on your left.

The information that you can see for each stay is the following: 

• Function: The name of the function (if any). 
• Group: The name of the group (if any). 
• Room: The room number. 
• Charge: The room rate for the date you are about to close.

On the top left part of the window you can see two buttons, Proceed and Cancel: 

Once you press Proceed you get the following message: 

If you press Yes the Close Day procedure continues, finalising the accommodation charges of the day. If you press No the Close Day procedure stops.

Cancel will stop the Close Day procedure, Date Change changes the date of the software. 

Clear up does a quick clear up of the software and Statistics calculates the software’s statistics for reports. 

Once the HART PMS has completed all necessary checks and procedures, you will get the following message: 

The date of the HART PMS software has been changed.

Note: If the end of day procedure is accidentally processed twice, you will jump to tomorrows date. Please do not process any charges if this happens, but instead, contact us immediately so we can reverse it.