Accounting packages, internet and email access

Clubs and hotels with gaming machines must meet minimum standards for gaming-related accounting packages, and internet and email access.

Accounting packages

There are minimum standards for hotels and clubs to record accounting information about their gaming machines.

Forms (hotels)

Hotels must be able to produce the following forms when requested:

Forms (clubs)

Clubs must be able to produce the following forms when requested:

The forms must be in the approved format and capable of recording all information that is prescribed by the Gaming Machine Regulation 2002.

To reduce the risk of transcription error, user-entered information must be captured at a single point and carried through the various documents (any necessary calculations having been completed by the accounting software).

Analysis of figures

Clubs and hotels must have the capacity to perform analysis of metered to reported figures and report any variances.

Retention of historical data

The accounting system must retain the data necessary to produce regulatory forms for the current month and the previous 11 months. The system must enable you to immediately provide printed forms for this 12-month period to Office of Liquor and Gaming Regulation (OLGR) inspectors upon request.

The system must also retain or archive necessary data to produce regulatory forms for the previous 5 years. For periods greater than 12 months previous, the system must produce regulatory forms within 48 hours of being requested.

Access meters

Your accounting package must have direct access to, or be able to upload, meters from the monitoring system employed by the licensee.

Location

Accounting packages must be located at the licensed premises, except where approval has been given for records (less than 12 months old) to be kept elsewhere, in which case the accounting package may be kept where the records are kept.

Approved accounting packages

Accounting packages must be approved by the licensing monitoring operator (LMO) or you can use one of the following account packages:

  • Wildcat
  • Tigar
  • Titan
  • Sentinel
  • Maxsis.

Highly desirable features for an accounting package

  • Submit forms to OLGR electronically in a format able to be viewed by OLGR (e.g. PDF or DOCX).
  • Produce manual payment slips/vouchers.
  • Generate reports identifying meter adjustments by the LMO.

Internet and email access

You must meet these minimum standards for your internet connection and email when operating gaming machines.

Location

Internet and email must be accessible at the licensed premises, except where approval has been given for records (less than 12 months old) to be kept elsewhere, in which case the internet and email access need only be from the location that records are kept.

Account name

The internet account must be in the name of the licensee. This means that the licensee is identified as the account holder when the account is opened with the internet service provider. It does not mean that the email address needs to contain the name of the licensee.

Also consider...

  • Last reviewed: 21 May 2021
  • Last updated: 24 May 2021