Front Office Cash Operations

Front Office Cash Operations

The front office cash register is the central unit where the hotel's daily cash flow is managed and all financial transactions are recorded. Cash operations span a wide range from guest payment collection to currency exchange, from postal expenses to staff advances. Proper cash management ensures both financial discipline and enhances guest satisfaction.

Daily Cash Opening Process

The daily cash opening process is performed at the beginning of the shift. The staff member taking over the cash register counts the cash amount remaining from the previous shift and confirms it in the system. If there is a discrepancy between the opening balance and the balance in the system, an explanation is required. After the opening process is completed, the cash register becomes ready for transactions, and all collections and payments are processed on top of this balance.

Cash Collection

Cash collection occurs when the guest pays the accommodation fee or extra charges in cash. Staff enters the collected amount into the system and records the payment on the guest's folio. In cash collections, the change calculation system activates automatically. The number of banknotes and coins received can be recorded in detail.

Credit Card Transactions

Credit card transactions are processed through the POS device, and thanks to system integration, payment information is automatically reflected on the folio. Installment payment options are supported, and the installment plan is determined according to the guest's preference. Cancellation and refund transactions are also carried out through the POS and recorded.

Foreign Exchange Transactions

Foreign exchange transactions are a service frequently requested by foreign guests. The system supports multiple currencies, primarily Euro, US Dollar, and British Pound. Exchange rates are updated daily, and calculations are made at the current rate at the time of the transaction. Rate information can be sourced from central bank data or rates determined by hotel management.

For currency purchases, the amount of foreign currency to be received from the guest and the Turkish Lira amount to be paid are automatically calculated by the system. A transaction receipt is printed and given to the guest. The foreign currency cash register is tracked as a separate unit, and daily currency movements are reported in detail.

Payments from Cash Register

Payments made from the cash register include supplier payments, courier fees, and petty expenses. For each payment, a document number, description, and approval information are required. An amount-limited authorization system is applied to prevent unauthorized payments.

Daily Cash Closing Process

The daily cash closing process is performed at the end of the shift. Staff counts the cash amount in the register and enters it into the system. The system totals all collections and payments made during the day to calculate the expected balance. The actual balance is compared with the expected balance, and any difference is reported. The closing report contains a summary of all transactions during the day and is submitted for manager approval.

Transaction Records

All cash operations are stored in logs. Which staff member performed which transaction, when, the amount, and transaction details are all recorded. These records are used as evidence in financial audit processes and can be filtered and reported by specific date ranges.