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AUTOMATED NIGHT AUDIT Close Day Process – MSI CloudPM v5.4
MSISolutionswww.msisolutions.com
AbstractThehotelnightauditisadailyreviewofguestaccounttransactionsrecordedagainstAccounting
Code(orDepartmentCode)transactions.Theroutinehelpsguaranteetheaccuracy,reliabilityandthoroughnessoffrontofficeaccounting.
ThesystemprocessalsoclosesonebusinessdayandstartsanotherintheCloudPMsoftware
system.ThisnewfeatureforCloudPMv5.4istoautomatethisprocessbasedonlocalclock-time,wheretheCloseDayprocessesintheCloudPMsystemrunwithoutintervention
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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AutomatedCloseDay-SummaryThehotel night audit is a daily reviewof guest account transactions recorded against Accounting Code (orDepartmentCode)transactions.Theroutinehelpsguaranteetheaccuracy,reliabilityandthoroughnessoffrontofficeaccounting.ThesystemprocessalsoclosesonebusinessdayandstartsanotherintheCloudPMsoftwaresystem.ThisnewfeatureforCloudPMv5.4istoautomatethisprocessbasedonlocalclock-time,wheretheCloseDayprocessesintheCloudPMsystemrunwithoutintervention,unlesserrorsoccur.
A) FunctionTheautomatedprocesswillincludethefollowingfunctions;eachstepmayexperienceerrorsorfailures–somestepsrequireahalttheCloseDayprocess,whereotherswillrequirenotification(reporting)only:
DatabaseBackup–backupofpropertydatabaseatthecommencementoftheCloseDaystart.ThisisstartedwhentheCloseDaycommendisselectedduringamanualCloseDay/Audit.CheckforIn-HouseGueststhatareDUEOUT-Scheduleddepartureswillbeautomaticallyextendedforonebusinessday;ifpayingbycreditcardandauthorizationisrequired,thoseguestfolioswillauto-authorizefortheextradate.Notes:
o In-Houseguestsduetocheckoutwillbeauto-extendedby1dayonly,usingtherateusedonthelastnightoftheguest'stay
§ AuthorizationforCC-payingguestsauto-extendedwillbeauthorizedforthe1additionalnight
ShiftClosea. ClosebyShift–ifashiftisopen,systemwillauto-closethecurrentshiftb. ClosebyCashier–Itispossiblethatmultiplecashiershaveopenshifts;CloudPMwillneedto
closeallopencashiershifts
FailureMode:Interventionrequired(Critical);thisisafailurethatwillstoptheauditprocess,andwillrollbacktothepre-auditstate.PostRoom&Tax–Autopostroom,roomtax,packageitems,specialrequests,andapplicablesalestaxesAuthorizationIncreaseReport–Configurable;ifenabled–thereportmustidentifyguestsrequiringauthorizationstocoverthecurrentbusinessdate.Ifenabled,theauthorizationprocessforeachin-houseguestaccountpayingbycreditcardwillrunautomatically.FailureMode:Notification;LoginCloseDayActivityReport
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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AuditPhases1. Phase1–RoomStatus/Maintenance/OccupancyTracking2. Phase2-FlagNo-ShowReservations3. Phase3-BuildDailyStatistics(Reports)4. Phase4-CheckinGroupMasters+Auto-ReleaseGroupBlocks5. Phase5-PurgeInterfaceevents;HouseAccounts,Cache,PMSEvents
Phase6–UpdateBusinessDate
AuditReportsNightAuditReportsarecreatedbasedonConfiguredNightAuditReportsinGMFunctions
SendCreditCardBatch–SettlementwillgeneratePre-SettlementReportbasedonbatchtotals,identifyexceptionsthatcouldnotbeprocessed,andtransmit/settlethebatch.
Note:TheBatchSettlementReportwillbeaddedtotheNightAuditReportswhenauto-settled
Generate(new)“CloseDayActivityReport”:
o AttheconclusionofallautomatedCloseDayevents,auserpromptshouldindicatethatthereportiscompetewithoptionstoview(inreportviewer)orPrint.
o TheCloseDayExceptionReportisavailabletoberetrievedforpast-dates.o ReportIncludes:
a) ListofShiftsAuto-Closed;ordenotesthatnoshiftswereopenatthetimeCloseDaystarts
b) Posted:Room,RoomTax,SpecialRequest,andPackagecharges;orlistexceptionsoferrorsexist.
>IncludeissueswithRatesorAmenityItemsc) DailyBackup–Completewithtechnicalwarningsornotificationsifthereareerrorsd) AuthorizationIncreaseReport–Listofguestsauthorizedduringwithindicatorof
success,decline,orfailuretoauthorizee) GuestsDueOut–Listingofguestaccounts/roomsauto-extendedf) CloseDayProcess–listonlyerrorsgeneratedbythesystemduringaudit,ifapplicableg) ReportExceptions–listanyexceptionsorerrorsrelatedtoreportcreatingifvalidation
canbeperformedoncompletedreportseth) CreditCardBatch–Denotestatusofbatch(es)attemptedtoSettle
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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B) UserInterfaceChanges-Configuration
Configuration:GMFunctionsàPropertySettingsàConfigureNightAudit(SeeFigure1)NOTE:Theformer“AuditReportsSetup”pageisreplacedbyautilitywithexpandedfunction,andisre-titled“ConfigureNightAudit.”Thepage/utilitystillstillincludetheauditreportselectionandDay-Usecalculationoptions,andwillalsoincludesettingsforconfiguringtheautomatedCloseDayfunction,asnecessary.
TopSection• Toolbar
o Commands§ Save–Activewhenchangesaremadeonthescreen§ Cancel–Activewhenchangesaremade§ Refresh–Reloadspagetoshowlatestsaveddata
• NightAuditSettings–sectionheader• IncludeDay-UserRoomsinOccupancyStatistics• UseAutomaticCloseDay–Checkbox
.o SetCloseDayStartTime–StartTime(localtoproperty,adjustedfortimezonerecordedinGM
FunctionsàPropertySettingsàHotelInformation)§ Format=HH:MM:AM/PM–Fieldisrequired;CloudPMcannotsavetheUse
AutomaticCloseDaysettingswithoutthestarttimedataenteredandvalid.
o AuthorizationIncreaseReport–Selection:§ UseAuthorizationIncreasetocalculateadditionalauthorizationforin-houseaccounts
andautomaticallyobtainneededauthorization(Default:Checked=True)• AuthorizationsarecalculatedandautomaticallyobtainedwithoutPMSuser
interaction,usingcalculated&requestedauthorizations• UIdisplay-None
§ DonotautomaticallyauthorizecreditcardsduringCloseDayprocess.(AuthorizationIncreasereporting/authfunctionisbypassed)
o Due-OutGuests–PerFigure1,usersareinstructedthatdue-outguestsin-houseatthetimeofCloseDaywillbeauto-extendedbyonebusinessday.
§ Guestwillbeextended(sameroom)usingtheratelastused(lastnightofscheduledstay)
• Ifaweekly/monthlyrate,andtheguestisextendedbyonedaybutdoesnotqualifyfortheweekly/monthyrate,therateconfiguredfor“extradates”willbeused
• Ifnoextradayratesareconfiguredforthisscenario,thedefaultRACKratewillbeusedfortheauto-extendedstaynight
• Ifanyotherscenarioarisesthatcausesasituationwherenologicalratecanbeappliedtotheauto-extendednight,thePMSdefaultRACKratewillbeused
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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o CreditCardBatch–BatchwillbecreatedandcheckedtomatchdailytotalsfromtheCPMDailyActivityReportforeachcardtype.Paymentsmustbecheckedtoensurethatsufficientauthorizationshavebeenobtained.Ifthiscriteriaismet,thebatchwillbeauto-settledwiththemerchantprocessor;SeeFigure1(Verbiage)
o Notifications–Link(icon)andexplanationisprovidedforconfiguringnotificationsforauditalertsand/orfailuresintheCloudPMMessagemanager;SeeFigure1
1. CloseDayFailureMessage:[PROPCODE]:CloudPMNightAuditcouldnotbecompletedusingtheautomatedCloseDayfeature.Task(s)notcompleted:--------Allthatapplyfromthebelowlistmaybeincluded---------
• ShiftClose• DatabaseBackup• Guestsdue-outarein-house• CloseDayPhaseXnotcompleted(X=anysubsetof1,2,3,4,5thatapplies)
2. Non-CriticalErrorNotification:[PROPCODE]:CloudPMNightAuditreportedthefollowingerror(s)duringtheautomatedCloseDayprocess;AttentionRequired:--------Allthatapplyfromthebelowlistmaybeincluded---------
• PostRoom&Tax:OneorMoreAccountscouldnotbeposted• AuthorizationIncreaseReportfailedtocomplete• NightAuditReportsfailedtocreateduringCloseDay
3. CreditCardBatchFailure:
--------Message–AllinstancesofBatchfailuretosend---------
"TheCreditCardBatchcouldnotbetransmittedduringCloseDay.PleaseusetheCloudPaySettlementutilitytofixanypossibleproblemsandtransmitusingtheSettlementutility."
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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GMFunctionsàPropertySettingsàConfigureNightAuditCommandButtons:Save,Cancel,Refresh(Top/BottomToolbars)NOTE:Save/Cancelbuttonsonpagetoolbarsareenabledwhenanyeditorcontrolsarechangedinthesectionimmediatelybelowthetoolbar
Figure1
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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BottomSection
NightAuditReportsSetupTheexistinggridfrompreviousCloudPMversionsforsettinguptheNightAuditReportSetwillcontinuetobeusedforconfiguringAuditReportpropertiesinCloudPMv5.4+FuturereleasesmayallowforadditionalconfigurationofNightAuditreportingparametersandproperties.
• Title=“NightAuditReportsSetup”
• Toolbaro Commands
§ Save–Activewhenchangesaremadeonthescreen§ Cancel–Activewhenchangesaremade§ Refresh–Reloadspagetoshowlatestsaveddata
• Grido Columns
§ IncludeinAuditReports–Checkboxcolumn,usedtoselectreportstobeincludedinarchivedreports;defaultselection–All
• Exception:DailyActivityReportandManagersReportaremarked“Included”andwillalwaysbeselected
§ ReportName–Columnisread-only,showingallpermanentNightAuditReports:
Figure2
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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C) UserInterfaceChanges:CloseDayisIn-Progress&Post-AuditNotifications
CloudPMdoesnotpreventauserfromlogginginwhenCloseDayisin-progress,howeveranewshiftmaynotbeopeneduntilCloseDayiscomplete,whichpreventsanypostingactivityduringtheCloseDayfunction(asallShiftsmustbeclosedpriortostartingtheCloseDayfunction).Notification:UserattemptstoOpenShiftwhenCloseDayisin-progress
• Open/CloseShiftbyShiftNumber–TheOpenShiftcommandbuttonisdisabledwhentheAuditStatusisReadytoStartorwhenitisprocessing.OnceCloseDayiscomplete,theOpenShiftcommandisenabled.Figure3showsthattheOpenShiftcommandisdisabledfromthepointinwhichtheAuditStatusismovedto“ReadytoStart”throughthecompletionoftheCloseDayprocess.
Figure3
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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• Open/CloseShiftbyCashier–Inadditiontomaintainingthebusinessrulesaroundnotopeningashift
duringauditasnotedintheprevioussection,atLoginauserisprompted(ifflaggedtodosoinShiftCloseSettings)toopenashiftiftheuserdoesnothaveaCashierShiftopen.IfauserattemptstoopenaCashiershiftduringtheCloseDayprocess,CloudPMwillrespondwithanotificationthatashiftcouldnotbeopened(Figure4).
Figure4
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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Notification:CloseDayActivityLog(Post-Audit)andSuccessNotification• WhentheCloseDayprocessiscompleteasuccessnotificationmustdisplayif:
§ AnyWorkstationsareactivewiththeCloudPMUIrunning§ ForthefirstlogintoCloudPMattheconclusionofthenightaudit/CloseDayprocess
Thenotificationwillshowthatthebusinessdateassuccessfullyrolledoverandwillprovideanoptionshowshowthedetailofprocessescompleted.AnoptionwillexisttodisplaytheCloseDayActivityLog.SuccessNotification:AutomatedCloseDay:=>UseasNotification,notsystemprompt.LinktoReportfromthenotificationwithoutusingapop-up
Figure5
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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Notification:CloseDayActivityLog(Post-Audit)andFailureNotification
• WhentheCloseDayprocessiscomplete,CloudPMwillproduceareportcalledtheCloseDayAuditLog.Thiswilldetailactivitycompletedandexceptions.Exceptionscouldbeminorthatdonotrequireuserintervention,butwillalsoincludecriticalfailuressuchasCloseDaynotbeingtobecompleted,oraCreditCardbatchthatfailedtotransmittoaprocessor.
• CloudPMwillneedtoalsoprovideaclearUIAlert(outsideofPMSnotificationsandtheemail/text
notificationsexplainedinsectionC)(Configuration)whenCloseDayfailstocomplete,andtheCloudPMsystemhasbeenunabletochangetothenextbusinessday,asthisimpactshoteloperations(Housekeeping,checkout,checkin,etc.).
CloseDayFailure–CloudPMAlertLogin–Post-CloseDaywithfailuretocompleteCloseDay–
o WhenaloginattemptismadeafteraCloseDayprocesshasfailed(failingtoadvancethebusinessdate),theuserwillbeshownapop-upmessageuponloginindicatingthatuserand/orinterventionisrequiredandthatthebusinessdatehasfailedtoadvance.
§ AnyWorkstationsareactivewiththeCloudPMUIrunningThepop-upwillindicatethefailureandprovideacommandbuttonthatwillopentheCloudDayActivityLog.Text: [SeeFigure6]
“TheCloseBusinessDayprocess(NightAudit)didnotcompleteforthepreviousdate.ThecurrentBusinessDateintheCloudPMsystemis[MM/DD/YYYY].
HousekeepingRoomStatusandRoom/Taxpostingmaynotbeupdated.OpentheCloseDayActivityLogfortroubleshooting.”
• TheCloudPMscreen(allviews)willhaveabandacrossthetopofthepage,movingtheCloudPMUIdownbytheheightoftheband,whichwillserveasanoticethatthecurrentdayisstillonthepreviousdate,whichisimportanttopropertystafftobeawarethatroomstatues(Housekeeping)maybeoutdated,andthatin-houseguestscheckingoutmayneedtohaveroomchargescheckedtoensurethatbalancesarecorrect,amongotherconsiderations.
• OnceCloseDayhasbeensuccessfulforthecurrentbusinessdate,theUIalertswillnolongerdisplay;
theCloudPMUIcomponentswillthenmaintaina“normal”appearance.[SeeFigure5]
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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General:CloseDayFailureMode[SeeFigure6–CloudPMAuto-CloseDayFailureMode]FailureNotification:AutomatedCloseDay:
Figure6-CloudPMAuto-CloseDayFailureMode
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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D) CloseDayActivityReportTheCloseDayActivityReportwillbegeneratedeachtimetheAuditisrunforsystemsflaggedtousetheAuto-CloseDayfeatures,includinganyinstancewhenCloseDayisrunmanually.
• TheselectioninPropertySettingstoactivatetheauto-closedayfeatureswillalsoactivatethisreport.• ReportwillbeincludedintheNightAuditReportSetautomaticallywhenasystemisutilizingAuto-
CloseDayfeatures.
Reportcontents
• Header: ToIncludedate/timestamp,Propertyname,PropertyCode,CloseDaymethod(Auto/Manual)
• ActivityLog: Reportssuccess/failureofAuditfunctions,listinganyexceptionsthatoccurduringthe
CloseDayprocess,andcriticalfailuresthatwouldhalttheCloseDayprocess:
Process:
CheckCurrentBusinessDate
VerfityAuditnotin-progress
AllShiftsClosed
NoDueOutGuestsExist
VerfiyPreviousAuditReportsarenotrunning
PostRoom&Tax
PostSpecialRequests
NoReportsfromPreviousAuditin-progress
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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DatabaseBackup
Phase1 VerifyRoomStatusesarecorrect
SetDirtyRooms
ReturnMaintenanceRoomstoInventory
SetMaintenanceRoomsoutofInventory
Phase2 FlagNoShowReservations
Process/PostPackageCharges
Phase3 UpdateDailyAccountingActivityTables
UpdateDailyStatisticsTables
Phase4 Check-InGroupsarrivingnextbusinessday
ReleaseGroupBlocksasneeded
Phase5 PurgeAccountingCodessetfordeletion(notin-use)
PurgeAccountingGroupssetfordeletion
PurgeOldStayChangeLog;Changesolderthan90daysaredeletedifreservationischecked-out,cancelled,orno-show
Phase6 RebuildAvailabilityTables
PurgeCityLedgerAccounts(basedonsettings)
DeleteInterfaceprocessedevents
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
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DeletePMSevents
DeleteCRScacherecords
PurgeHouseAccounts
DeleteBWLookupTables
DeleteVPLookupTables
DeleteoldTass,Notificaitons,andGeneralMessages
CreatenewNotifications
PurgeBWCRSOverbookingTables
PurgeCRSMessageLog
UpdateBusinessDate
GenerateSelectedNightAuditReports
EmailReportssetforAuto-Email
BalanceCreditCardBatch–Failureresultinginnotification
TransmitCreditCardBatch-Failureresultinginnotification
GenerateCloudPaySettlmentReport-
[SeeFigures7-8–SampleCloseDayActivityLog]
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
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SampleReport: CloseDayActivityLog
Page1of2
Figure7
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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SampleReport: CloseDayActivityLog(Continued)
Page2of2
Figure8
Icons: Success:
Warning:
Failure:
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
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E) RunningNightAuditManually–OverrideAutomatedCloseDayShouldtheneedarisetoruntheCloseBusinessDay/NightAuditfunctionmanually–priortothescheduled(automated)time,thisispermitted.
• TherearenorestrictiononclosingshiftswithorwithouttheAutoCloseDayfeatureenabled,permittingthisnecessarysteptobecompletedpriortoCloseDay,ifbeingrunmanually
• PostRoomandTaxisnotrestrictedfrombeingrunpriortotheCloseBusinessDayprocess;ifthisisrunmultipletimes,postingsareonlymadetoaccountsthathavenotbeenauto-postedforthecurrentbusinessdate
• IfausermanuallyselectsCloseBusinessDay,theDialogshowninFigure9woulddisplay.Thisinformstheuserthatauditwillberunmanuallyiftheyproceed(“Yes”),cancellingtheauto-schedulednightauditforthat(current)businessdate.
Figure9
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
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Security&Permissions:OverrideRunningaCloseBusinessDayprocessmanuallywillrequireuserrightswhenAutomaticCloseDayisconfigured.Auserthatisnotassignedrightstomanuallycloseabusinessdatewillrequireasecurityoverride.Ifasecurityoverrideisrequired(seesectionbelow,RunningCloseDaymanuallywhenCloudPMisconfiguredforautomatedNightAudit),theCloudPMuserwillbepromptedtoenteravaliduser/passwordofauserthatisgrantedthepermissiontoCloseBusinessDaymanually.
Figure10-CloseBusinessDaymanually-CloudPMOverrideprompt
RunningCloseDaymanuallywhenCloudPMisconfiguredforautomatedNightAuditAnewpermissionhasbeenaddedtoCloudPM[GMFunctionsàSecurity&PermissionsàSecurityRolesàPermissions]called“CloseDay–Manual,”whichischecked,permitstheuserorRoletorunaCloseBusinessDay(nightaudit)inCloudPMmanually,whichwillremovethescheduledautomatedCloseBusinessDayprocessforthebusinessdateclosedbyaManualaudit.(Figure11)
AutomaticCloseDay(NightAudit)FeatureSetCloudPM v5.4 | March 13, 2017
MSISolutions7600N.15thSt.-Phoenix,AZ85020-www.msisolutions.com
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Figure11
• This“permission”isuncheckedforallusersinitially• Aswillallpermissions,thepermissionmaybeassignedtoaSecurityRole(group)oruser.• Thepermissionwillappearasenabledonlywhenthe“UseAutomaticCloseDay”flagissetintheNight
AuditConfigurationinGMFunctionsàPropertySettingsàConfigureNightAudit.• IftheAutomaticCloseDayflagisnotset,thepermissionmaybehiddentouserswhenviewing
Permissions.