Advance Deposit

Filter option on the report 

Description 

Transaction dates (From and To) 

• Start and end dates of the advanced deposit transactions to be pulled up on the report.  

Stay on dates (From and To) 

• Additional filter to pull up data based on stay dates of reservations. 

Exclude Past Reservations 

• Only applicable for Inbound. Excludes data for reservations that checked out, marked as no show or cancellation. 

Balance on Arrival 

• Display balance due on reservations (only available when Exclude Past Reservations is checked off) 

Detail Level – Summary  

• Shows the total amount of advanced deposits, for the date range defined. 

Detail Level - Detail 

• Shows the detailed break up of advanced deposits, for the date range defined 

Report Type-Inbound 

• The deposits that were received for a future reservation and are held in the Advanced Deposit Ledger as a liability until the guest checks in. 

Report Type-Outbound 

• When guest checks in, the advanced deposits are applied, and this process involves removal of advanced deposit from the Advanced Deposit Ledger and moves it back to the reservation. 

Example: The following reservation folio image shows the inbound and outbound advanced deposits. 

These numbers display under the guest ledger tab of the transaction processed on reservation folio. 

The image below shows the payment being applied to the reservation after removing it from the guest ledger. 

Report Type-Net 

• Both the inbound and outbound transactions for the selected date range are retrieved and the amount at the bottom will be the Net Change in Advanced Deposits for the selected date range.  
• Net equals Inbound minus Outbound. 

Report Type-Cancellation 

• When a reservation (on which advanced deposit has been applied) is cancelled, any advanced deposit on it gets refunded. 

Users 

• The report can be filtered based on which user ran the transactions or click All Users to see transactions run by all users of the system.  
• There is an option of radio button to select between the logged in user and ALL users. 

Columns on the report 

Description/ Formula 

Reservation 

Reservation number on which advanced deposit has been processed 

Arrival 

Arrival date of the reservation on which advanced deposit has been processed 

Room 

Room number of the reservation on which advanced deposit has been processed 

Name 

Guest name on the reservation 

User 

User who processed advanced deposit on the reservation 

Date 

Date on which advanced deposit has been processed 

Description 

Displays information about the advanced deposits being processed based on the report type being pulled up. 

• Inbound- shows the advanced deposit processed on a reservation. 

• Outbound- shows the payment being applied from the advance deposit taken. 

• Net- shows net of transactions after the payment has been applied to the reservation. 

• Cancellations- shows net of transactions after cancelling the reservations on which advanced deposit had been processed. 

Amount ($) 

Amount in dollars 

Guest Advance Deposit Sub Total 

Sum of advanced deposits processed on all reservations 

Columns on the report 

Description/ Formula 

Account Number 

Account number on which advanced deposit has been processed 

Description 

Account Name 

Amount ($) 

Amount of advanced deposit processed 

Account Advance Deposit Sub Total 

Sum of advanced deposits processed on all accounts 

Grand Total 

Sum of advanced deposits processed on both reservations and accounts