acct&fin pre-opening checklists
TRANSCRIPT
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PROPERTY ACCOUNTING & FINANCE
1 Develop Staffing Guide
2 Departmental Organisational Chart
3 Prepare Hiring Timelines
4 Develop salary structure
5 Prepare job descriptions. S
6 Review Aston / Owner Management Agreement and note important dates/items
7 Review and adjust Finance Manual for property needs and size O
8 Review Budgets with AII (PRE-OP, 1 YR AND 5 YR)
9 Common Area Business Plan - yr.1 (IF NEEDED) F
10 Open Bank Accounts (Operations, Deposit, THR, FF&E, OSP)
11 Prepare department meeting and reporting schedule. T
12 Arrange check signing authorization with Bank
13 Check signing limits Policy and Procedures
14 Credit and Collections Policies and Procedures
15 Prepare phone useage controls for departments O
16 Establish Payroll system
17 Assess Office FF&E needs P
18 Receive Pre-Opening Funds19 Operating budget yr-1by department E
20 Purchasing Policy, limits & Approval
21 Officer Check Policy N
22 Entertainment Policy
23 Invoice approval Policy and Procedures I
24 Asset inventory Control Procedures
25 Chart of accounts set up (NA) N
26 Acctg. Dept. Training Plan to review
27 Prepare Mnthly Statement of Pre-Opening Expenditures G
28 Discuss Working Capital Budget with Owner and AII29 Credit Card accounts established (AMX,VISA,JTB, etc.)
30 Night Audit and Income audit procedures
31 Operating Insurances in Place (ASTON NAMED AS CO-INSURED)
32 Install office equipment / Computers
PROPERTY ACCOUNTING & FINANCE
Month of the starting the FTASK NAMENO DURATION START FINISH
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32 Install office equipment / Computers
PROPERTY ACCOUNTING & FINANCE
Month of the starting the F36 Arrange Credit Accounts with Purveyors
37 Submit Departmental Telephone requirements
38 Print Departmental forms
39 Statement of pre-opening expenditures
40 PMS System instalation
41 Assess Daily report information requirements
42 Install Call Accounting Software
43 Working Capital Fund in place (Owner)
44 Training Computer and PMS Systems
45 Implement asset and inventory control system46 1 and 5 Year budget presentation
47 Pre-Opening budget review / revise
48 Pre-Opening funding time line/cash flow
REVIEW FINANCIAL CONTROLLERS MONTHLY CHECKLIST
49 Credit approvals policy
50 Collection procedures and standard letters
51 review Aston Group credit procedures
52 Develop credit limit policy (NA)
53 Review complimentary rooms policy
54 Restaurant / Bar voids policy
55 Prepare break even analysis
56 Prepare room and package break out analysis
57 Prepare room night variable cost analysis (NA)
58 Prepare list of accrual
59 Commission Policy
60 Foreign exchange procedures
61 Prepare daily deposit witness log
62 Guest 'Paid Outs' policy
63 Prepare 'Access to records' policy and procedures
64 Petty cash Policy
65 Prepare Cash remittance procedure
66 Inventory store rooms and bin cards
67 Receiving procedures
68 Requisitions procedures
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PROPERTY ACCOUNTING & FINANCE
Month of the starting the F72 Review monthly reporting formats ( Balance Sheet & PnL)
73 Review monthly analisys format
74 Review Pph21, Pph23, Pph25
75 Reporting of the dead line
76 Bank reconciliation process
77 Cash Float Policy
REVENUE FORMS
78 Room Rate Variance Report
79 Housekeeper Report
80 Missing Docket Report81 Telephone Usage Report
82 Banquet Event Order / Function Sheets
83 Void Form
84 Daily Income Audit Checklist
85 Allowance Sheets
86 Deposit Receipts
87 No Show Analysis
88 Expenditure Forms
89 Purchase Order
90 Journals
91 Linen Usage
92 Energy Meter Readings
93 Travel Forms
94 Travel Authority Form
95 Expense Claim Form
96 Cash Advance
97 Mobile Phone Request
98 Business Mileage
99 Corporate Credit Card
100 Competitor Analysis
101 Receivable Forms
102 Guest Bill being settled by another card holder
103 Authorization form to charge credit card (Statement of Undertaken = SOU)
104 VP of Finance Request form to use collection agency for debts over US $10,000
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PROPERTY ACCOUNTING & FINANCE
Month of the starting the F108 Authority to Recruit Form
109 Employee Starter Form
110 Payroll Amendment Form
111 Leaver Form
112 Amendment to Personal Details Form
113 Holiday and Absence Form
114 Return from Holiday Form
115 Leavers Checklist
116 Staff Loan
117 Request for payments and deductions118 Treasury Forms
119 Request to open / close a bank account
120 Foreign Exchange Dealing
121 Entity Charge Over Assets
122 Hotel Cash Management
123 Float Contract
124 Daily Deposit Envelopes
125 Front Office Shift Handover
126 Daily Banking
127 Due backs from General Cashier
128 Petty Cash Vouchers
129 Petty Cash Reimbursement
130 Daily Check Received Register Inventories
131 Stock Sheets
132 Stock Requisitions
133 Stock Result Reports
134 Capital
135 Capital Expenditure Authority Form
136 Chart of Accounts
137 Standard Operating Procedures New / New Nominal Code / Exception Request Form
LOGS - SUGGESTED LOGS TO BE KEPT:
138 Log of cancellation fees to groups
139 Archiving retention log
140 Mobile phone + pager log
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PROPERTY ACCOUNTING & FINANCE
Month of the starting the F144 Drop safe witness log
145 Change order log
146 Energy log
147 Duplicate key safe box destruction log
148 Manual check log register Files
149 Credit Card Refund file
150 Credit Meeting Minutes file
151 Record of internal spot checks on cash handling areas
152 Individual balance sheet reconciliation files
153 Prepayment backup file support spreadsheet154 Fixed Asset Register
155 Depreciation file
156 Month end journal file
PREPARE CRITICAL DATE LIST TO INCLUDE:
157 Taxes - account numbers, payee, amounts
158 Licenses and Permits - type, payee
159 Mortgages
160 Leases
161 Utilities
162 Insurance list all types of insurance and coverage
163 Maintenance and Service Contracts
164 Other Agreements
165 Space Rental Information tenants
166 Loan Agreements and/or Interest Payment, Capital Projects, when required
167 Credit Card Processing Information account numbers, merchants, card types, phone numbers and discount rates
168 Aston International contractual issues, fees, payments,
169 Asses Cash Float Needed ( House Bank )
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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
t t
REMARKS
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7/12
done
done
done
not yet
done, VHP
not yet
done
done
done
none
not yet
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
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8/4/2019 Acct&Fin Pre-Opening Checklists
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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 yetnot yet
not yet
not yet
not yet
done
not yet
not yet
not yet
done, by VHP system
not yetnot yet
not yet
none
not yet
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done
done
done
done
not yet
none
none
not yet
not yet
not yet
nonenone
none
not yet
not yet
done
not yet
not yet
done, sementaranot yet
not yet
done, by System VHP
done
not yet
not yet
done, Install in VHP system
not yet
not yet
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not yet
not yet
not yet
not yet
not yet
not yet
not yetnot 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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1 Arrange temporary receiving area (if necessary)
2 Arrange the delivery schedule of FF&E
3 Ask Exe. Chef for to prepare kitchen market list
4 Dead line for Dept. Head to submit additional requestions for article which are not listed on the FF&E
5 Develop all department printing form (FO, FB, HK, ACCT, HRD & Engineering)
6 Develop purchasing printing form
7 Develop salary structure
8 Employee work schedules ( daily / weekly task report )
9 Establish catalogue / brochure file
10 Establish inventory control Procedures ( need coordination with cost control )
11 Establish purchasing file
12 Establish receiving Procedures
13 FF&E list which are provided by owner
14 Local market survey
15 Office move in
16 Opening inventory list ( need coordination with cost control )
17 Order FF&E ( MPL Articles)18 Order Pre-Opening inventory (operation)
19 Order printed materials/forms for all departments
20 Prepare Department organization chart
21 Prepare Hiring Timelines
22 Prepare job descriptions
23 Prepare list of vendor & contact details (vendors data base)
24 Prepare Pre-opening PO's report
25 Prepare Purchasing SOP Manual
26 Proceed / order the additional requistions from dept head
27 Receive MPL inventory
28 Receive Pre-Opening inventory (Operation)
29 Request Dept. Head to prepare the stock item
30 Review FF&E (master Purchasing List)
PURCHASING
NO TASK NAME DURATION START FINISHThe month of start
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