Orca SystemsA closed day stays closed.
Payments from a closed cashier day can be changed only by an administrator, and the correction is posted to today.
Four things your accountant will see
The closed-day lock
Each cashier opens a shift with a float and closes it with a count. After the close, an attempt to void or edit a payment from that shift is denied unless the user is an administrator, and the denial is recorded. The administrator's correction is posted to today. The closed day does not change.
The departure reconciliation sheet
Each leaving guest, with the payment broken down by method: cash, QR, each card brand, virtual card, agency prepaid, transfer. Refunds and desk payouts subtract. The manager or the accountant ticks each line against the paper receipt, on their own copy. One tick, extended, is shared. It exports to CSV and prints landscape.
Statement matching
Upload the statement an online agency sends. It reads the commission invoices of Agoda and Trip.com, the Agoda earnings sheet and the Expedia remittance advice. Each line is matched to a booking by its booking reference and marked exact, strong or likely. Lines are flagged where, for example, commission is charged on a booking the agency says was cancelled. It shows where to dispute. It does not file a dispute. Booking.com's monthly commission bill is not read yet.
The exports
Reports export to CSV. The database is backed up every hour, and the latest 48 copies are kept on the hotel's own server. If you leave, we help you take everything out.
How a day closes
- Open a shift
The cashier states the float.
- Count and variance
Cash in and out is tracked. The count at close stores the variance.
- Payouts
Cash handed back to a guest is recorded and lowers the drawer total.
- Close
After the close, a change to its payments needs an administrator.
- Night audit preview
See what the audit will post before you press Run.
What we do not claim
- We do not call the system audit-ready, certified or tamper-proof.
- We do not say nothing can ever change. An administrator can post a correction to today.
- We say key actions are recorded. We do not say more than that.
- The system shows its numbers so a person can compare them with paper. It does not match receipts for you, and it does not judge anything.
- Statement matching reads three kinds of statement today. Other formats need work, case by case.
- One hotel runs this today: ours. Royal Ivory Nana Hotel, Bangkok, 91 rooms, every day since 23 July 2026, which is 0 days.
Also on the books
- Aged debtors. Who owes what, in buckets of 0 to 30, 31 to 60, 61 to 90, 91 to 120 and over 120 days.
- In-house debt watch. The in-house balance minus any security deposit held, with a threshold you set.
Eight questions to put to any hotel system
This is help, not a pitch. Print it and use it on any system you look at, ours included.
- When a cashier day is closed, who can change a payment from it, and where does the correction go?
- Which reports does each staff role see? Can reception see revenue or commission?
- How do I tick the day's receipts against what the system holds, and who does the ticking?
- Which online-agency statements does it read, and which does it not read?
- Can I see who touched a booking, and when?
- Can I get a complete copy of my data, in a form another system can read?
- What is kept as a backup, how often, and where does it sit?
- What is promised in writing about support hours and uptime?
A session for your accountant
A session just for them, on the money side: the closed day, the departure sheet, statement matching and the exports. A person writes back within one business day to agree a time.
One month free. No fees. No card. See the offer and the price.