top of page
Search

DAILY SUMMARY + CODING POLICIES

aka “How Not to Make the Bookkeepers Cry”


We’ve been making small tweaks behind the scenes to get our daily reports and revenue coding squeaky clean and consistent. Nothing major, but a few habits and hiccups are tripping up our ability to track things perfectly. Let’s fix that—together—with this tidy little cheat sheet.


🆕 DAILY SUMMARY FORM


✅ The New Version:

  • Saved in Dropbox:HOTEL-MOTEL > HOTEL/MOTEL SPECIFIC > DAILY SUMMARIES

  • Each day’s summary can be saved in the same folder moving forward.


💌 Send to Jenn (the other one) at grovebooks@outlook.com OR grovemotelbooks@outlook.com:

  1. Completed Daily Summary

  2. Square Report (emailed from terminal or from the front desk email)

🔁 The “Net Processed” line in red on the Daily Summary should match the “Total Collected” amount on the Square Report.If it doesn’t:

  • Double-check your entries

  • Troubleshoot

  • If still off, make a note of the discrepancy in the email when you send the reports


🔐 SECURITY DEPOSITS (SD)

  • SDs taken at check-in only are counted in the bottom section

  • Late arrivals processed in WebRez with SD included go up top under Room #

  • DO NOT miss any refunds — double check!

  • Keep a sticky note or scrap tally for your team to use when preparing the sheet

  • Refunds against SDs are NOT rung in on Square (we already have the funds)

  • If charges are applied without an SD on file, record them as a Misc Payment under the correct category.


🧾 CODING BREAKDOWN


Let’s clean this up, team. Here’s the master list of where stuff goes:


"IN-ROOM RETAIL"


Only for mini-fridge purchases


Examples:

  • 2 x BEER = “BEER” ($7 ea)

  • 2 x COCKTAILS = “COCKTAIL” ($8 ea)

  • 2 x WINE SPRITZER = “WINE SPRITZER” ($9 ea)

  • 2 x PERRIER = “PERRIER” ($3 ea) — Spelling matters!


Multiple items? One charge is fine—just list all items clearly.


"IN-ROOM RETAIL - SONIFI"


Examples:

  • 1 x In-Room Movie


"STAY ADD-ONS"


Not in-room retail, not a package = stay add-on

Examples: Charcuterie, bottles of wine, beer 4-packs, early check-in, late check-out.


🆕 There are updated Leisure and Unboring Business options—know them, love them, use them.


"PACKAGES"


Pre-built offerings like:

  • Love Package

  • Birthday Bash

  • Pup Pass

  • Wine Tours


If they are added after the initial booking or they are a seconday add-on, ie. They have a pup-pass package, but then add a birthday package you add it here. Otherwise, if they upgrade, just upgrade the rate to the package requested.


"RETAIL SHOP"


Anything from the gift shop. At The Motel, there's also: "RETAIL – BOTTLE SHOP" for take-home booze, so code it appropriately.


"REFUNDS"


Refunds must go back to the correct categoryPerrier refund? Goes under In-Room Retail.


"ROOM ADJUSTMENTS"


For outliers only. Think:

  • Late cancel fees

  • Shipping for lost items (Not for early check-ins, drink refunds, etc.)


🧠 Final Thoughts


We know it’s a lot of detail, but you’ve got this! A few extra seconds of accuracy today = less confusion, smoother audits, and more time for the fun stuff.

Comments

bottom of page