List M2 (Monthly Transaction Report)
The figures generated by these reports can be directly keyed into your general ledger. In fact, some accounting packages will even take figures directly from a text file generated by AutoClerk and post automatically!
Sample M2 Listing
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:45PM Sep 7'10 Pg1
Day Walkins Reservations Check-outs Room Transfers Intra CL Trsfr
1 44.00 60.00 50.00 2.00 12.00
2 37.00 55.00 62.00 0.00 9.00
SUM 81.00 115.00 112.00 2.00 21.00
The first six columns of the M2 reflect the amount of activity at your property.
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:45PM Sep 7'10 Pg1
Day Units Rented CC Discounts Uncollectables AD Payable AD Discount
1 98.00 0.00 0.00 0.00 0.00
2 98.00 0.00 0.00 0.00 0.00
SUM 196.00 0.00 0.00 0.00 0.00
Indicates | Final | Represents | Amounts | Refunds | Commission
the day of| room | credit card | adjusted off | sent | taken in
the month.| count | commissions | the city | by check: | advance
| taken on a | ledger | your | by Travel
| daily basis | | payables | Agents.
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:45PM Sep 7'10 Pg1
Day Deposit Cash Deposit Other Over/Short AD debits AD credits
1 0.00 0.00 0.00 0.00 0.00
2 70.40 CR 0.00 0.00 0.00 0.00
SUM 70.40 CR 0.00 0.00 0.00 0.00
3,402.44 CR 3,402.44
------------ ---------
3,402.44 CR 3,402.44
Cash actually | Other types of | Overages | Total equals | Total
deposited. | cash. Most | & shortages | d eposits | equals
This can | Banks treat | are listed | checked in. | deposits
differ from | Visa & Master | and must | | received
amount posted. | Card as cash. | agree with | | minus
| | difference | | refunds.
| | of Deposits |
| | & posted |
| | amounts. |
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:45PM Sep 7'10 Pg1
Day GL debits GL credits CL debits CL credits CL tradeouts
1 5,711.92 157.02 CR 157.02 0.00 0.00
2 5,554.90 70.40 CR 0.00 0.00 0.00
SUM 11,266.82 227.42 CR 157.02 0.00 0.00
10,133.57 21,172.97 CR 67,903.50 68,060.52 CR
----------- ------------ --------- ----------
21,400.39 21,400.39 CR 68,060.52 68,060.52 CR
Totals of all | Guest payments, | Amounts | Payments to | Amounts
charges. Room, | advance deposit,| transferred to | accounts, | credited
Tax, Phone, | checkins, | city ledger, | adjustments, | to trade
Valet, etc. | direct bills, | credit cards, | credits to | out
| payments using | direct bill. | trade out | accounts.
| credit cards. | Also C/L | accounts, |
| | adjustments. | discounts |
| | | given to |
| | | credit card |
| | | companies |
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:46PM Sep 7'10 Pg1
Day ROOM Non-taxable RM TAX PHONE RESTAURANT
1 5,067.00 0.00 487.90 0.00 0.00
2 5,067.00 0.00 487.90 0.00 0.00
SUM 10,134.00 0.00 975.80 0.00 0.00
AutoClerk Splits out the Taxable | Occupancy | Phone |
versus the Non-taxable room | Tax is | charges may |
revenue. | posted auto- | be posted |
| matically | automatically |
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:46PM Sep 7'10 Pg1
Day VALET MISC.
1 157.02
2 0.00
SUM 157.02
Charges other than room and tax are defined individually at each property. Each of these charges types would have their own column.
M2 Sep 1'10 thru Sep 2'10 YOUR HOTEL 5:46PM Sep 7'10 Pg1
Day MASTER /VISA DISCOVER
1 598.37 0.00
2 438.22 0.00
SUM 1,036.59 0.00
These payment types are considered cash types. That is, the bank credits your account
immediately, like cash. Usually this is done with Master Card and Visa, American Express,
Diners Club and other credit cards.
AutoClerk can export the month end figures to any general ledger accounting software that
can import ASCII delimited files. This format is a standard in the industry. In fact, you
may even import these figures to spreadsheet programs like Lotus and Excel.