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PROPERTY ACCOUNTING & FINANCE

NO TASK NAME PROPERTY ACCOUNTING & FINANCE Develop Staffing Guide Departmental Organisational Chart Prepare Hiring Timelines Develop salary structure Prepare job descriptions. Review Aston / Owner Management Agreement and note important dates/items Review and adjust Finance Manual for property needs and size Review Budgets with AII (PRE-OP, 1 YR AND 5 YR) Common Area Business Plan - yr.1 (IF NEEDED) Open Bank Accounts (Operations, Deposit, THR, FF&E, OSP) Prepare department meeting and reporting schedule. Arrange check signing authorization with Bank Check signing limits Policy and Procedures Credit and Collections Policies and Procedures Prepare phone useage controls for departments Establish Payroll system Assess Office FF&E needs Receive Pre-Opening Funds Operating budget yr-1by department Purchasing Policy, limits & Approval Officer Check Policy Entertainment Policy Invoice approval Policy and Procedures Asset inventory Control Procedures Chart of accounts set up (NA) Acctg. Dept. Training Plan to review Prepare Mnthly Statement of Pre-Opening Expenditures Discuss Working Capital Budget with Owner and AII Credit Card accounts established (AMX,VISA,JTB, etc.) Night Audit and Income audit procedures Operating Insurances in Place (ASTON NAMED AS CO-INSURED) Install office equipment / Computers Departmental Forms Design complete Train Accounting Department Train Night Auditors DURATION START FINISH Month of the starting the Finance's activities

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S O F T

O P E N I N G

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PROPERTY ACCOUNTING & FINANCE


NO 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 TASK NAME Arrange Credit Accounts with Purveyors Submit Departmental Telephone requirements Print Departmental forms Statement of pre-opening expenditures PMS System instalation Assess Daily report information requirements Install Call Accounting Software Working Capital Fund in place (Owner) Training Computer and PMS Systems Implement asset and inventory control system 1 and 5 Year budget presentation Pre-Opening budget review / revise Pre-Opening funding time line/cash flow REVIEW FINANCIAL CONTROLLERS MONTHLY CHECKLIST Credit approvals policy Collection procedures and standard letters review Aston Group credit procedures Develop credit limit policy (NA) Review complimentary rooms policy Restaurant / Bar voids policy Prepare break even analysis Prepare room and package break out analysis Prepare room night variable cost analysis (NA) Prepare list of accrual Commission Policy Foreign exchange procedures Prepare daily deposit witness log Guest 'Paid Outs' policy Prepare 'Access to records' policy and procedures Petty cash Policy Prepare Cash remittance procedure Inventory store rooms and bin cards Receiving procedures Requisitions procedures Depreciation policy CAPEX expenditure authorisation process and form Prepare perforated invoices (Jakarta) DURATION START FINISH Month of the starting the Finance's activities

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PROPERTY ACCOUNTING & FINANCE


NO 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 TASK NAME Review monthly reporting formats ( Balance Sheet & PnL) Review monthly analisys format Review Pph21, Pph23, Pph25 Reporting of the dead line Bank reconciliation process Cash Float Policy REVENUE FORMS Room Rate Variance Report Housekeeper Report Missing Docket Report Telephone Usage Report Banquet Event Order / Function Sheets Void Form Daily Income Audit Checklist Allowance Sheets Deposit Receipts No Show Analysis Expenditure Forms Purchase Order Journals Linen Usage Energy Meter Readings Travel Forms Travel Authority Form Expense Claim Form Cash Advance Mobile Phone Request Business Mileage Corporate Credit Card Competitor Analysis Receivable Forms Guest Bill being settled by another card holder Authorization form to charge credit card (Statement of Undertaken = SOU) VP of Finance Request form to use collection agency for debts over US $10,000 Bad Debt Request Write Off Form Credit Request/Application Form Payroll Forms DURATION START FINISH Month of the starting the Finance's activities

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PROPERTY ACCOUNTING & FINANCE


NO 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 TASK NAME Authority to Recruit Form Employee Starter Form Payroll Amendment Form Leaver Form Amendment to Personal Details Form Holiday and Absence Form Return from Holiday Form Leavers Checklist Staff Loan Request for payments and deductions Treasury Forms Request to open / close a bank account Foreign Exchange Dealing Entity Charge Over Assets Hotel Cash Management Float Contract Daily Deposit Envelopes Front Office Shift Handover Daily Banking Due backs from General Cashier Petty Cash Vouchers Petty Cash Reimbursement Daily Check Received Register Inventories Stock Sheets Stock Requisitions Stock Result Reports Capital Capital Expenditure Authority Form Chart of Accounts Standard Operating Procedures New / New Nominal Code / Exception Request Form LOGS - SUGGESTED LOGS TO BE KEPT: Log of cancellation fees to groups Archiving retention log Mobile phone + pager log License log Gift certificate log Return checks / Chargeback log DURATION START FINISH Month of the starting the Finance's activities

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PROPERTY ACCOUNTING & FINANCE


NO 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 TASK NAME DURATION START Drop safe witness log Change order log Energy log Duplicate key safe box destruction log Manual check log register Files Credit Card Refund file Credit Meeting Minutes file Record of internal spot checks on cash handling areas Individual balance sheet reconciliation files Prepayment backup file support spreadsheet Fixed Asset Register Depreciation file Month end journal file PREPARE CRITICAL DATE LIST TO INCLUDE: Taxes - account numbers, payee, amounts Licenses and Permits - type, payee Mortgages Leases Utilities Insurance list all types of insurance and coverage Maintenance and Service Contracts Other Agreements Space Rental Information tenants Loan Agreements and/or Interest Payment, Capital Projects, when required Credit Card Processing Information account numbers, merchants, card types, phone numbers and discount rates Aston International contractual issues, fees, payments, Asses Cash Float Needed ( House Bank ) FINISH Month of the starting the Finance's activities

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ROPERTY ACCOUNTING & FINANCE


REMARKS

done done

done, from AII done done for 1 yr. done, Operation & Deposit Only not yet done, authorization by owner done, from AII not yet done, auto credit Rec. BNI done done done, from AII not yet done, from AII done, from AII not yet done, from AII not yet not yet done, from AII done, from AII done not yet not yet none

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ROPERTY ACCOUNTING & FINANCE


done done done not yet done, VHP not yet done done done none not yet REMARKS

done, from AII done, from AII not yet not yet done, from AII

not yet done, from AII none not yet not yet not yet done, from AII done, from AII done done, from AII done, from AII done, from owner not yet

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ROPERTY ACCOUNTING & FINANCE


REMARKS not yet not yet done, in progress not yet not yet done none done not yet done not yet not yet not yet done, by VHP system done, by VHP system not yet done, by VHP system done, by VHP system not yet not yet not yet not yet not yet done not yet not yet not yet done, by VHP system not yet not yet not yet none not yet not yet not yet

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ROPERTY ACCOUNTING & FINANCE


done done done done not yet none none not yet not yet not yet none none none REMARKS

not yet not yet done not yet not yet done, sementara not yet not yet done, by System VHP done not yet not yet done, Install in VHP system not yet

not yet not yet

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ROPERTY ACCOUNTING & FINANCE


REMARKS not yet

not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet not yet

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PURCHASING
NO
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TASK NAME
Arrange temporary receiving area (if necessary) Arrange the delivery schedule of FF&E Ask Exe. Chef for to prepare kitchen market list Dead line for Dept. Head to submit additional requestions for article which are not listed on the FF&E Develop all department printing form (FO, FB, HK, ACCT, HRD & Engineering) Develop purchasing printing form Develop salary structure Employee work schedules ( daily / weekly task report ) Establish catalogue / brochure file Establish inventory control Procedures ( need coordination with cost control ) Establish purchasing file Establish receiving Procedures FF&E list which are provided by owner Local market survey Office move in Opening inventory list ( need coordination with cost control ) Order FF&E ( MPL Articles) Order Pre-Opening inventory (operation) Order printed materials/forms for all departments Prepare Department organization chart Prepare Hiring Timelines Prepare job descriptions Prepare list of vendor & contact details (vendors data base) Prepare Pre-opening PO's report Prepare Purchasing SOP Manual Proceed / order the additional requistions from dept head Receive MPL inventory Receive Pre-Opening inventory (Operation) Request Dept. Head to prepare the stock item Review FF&E (master Purchasing List) Review purchasing requirements ( equipment & supplies to support purchasing department operational) Set up receiving area and store (need cordination with cost control Staff training & overview Submit departmental telephone requirements

DURATION START FINISH

The month of starting the Purchasing's activities

REMARKS

done done, but incomplete done, but incomplete done done done not yet done, but incomplete done, but incomplete not yet not yet done not yet done, but incomplete done done, but incomplete done done, from AII done done, from AII not yet not yet done not yet done done done not yet

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