Ledger Balance Report

Created by Alex Savchuk, Modified on Fri, Mar 15 at 7:06 PM by Alex Savchuk

The Ledger Balance Report for a given date range, gives a breakdown of financial postings and transactions, based on the selected report criteria. It is essentially used to audit all transactions.

This report can also be pulled based on each user and as shift report (specific hours of the day) which also makes it ideal for a shift change report.

Report Variations

Department Report: Selected when the payments and charges data is to be pulled up for a date range.
Shift Report: Selected when the payments and charges data is to be pulled up for a specific time slot/shift between specific dates.

Terminology Definitions

Ledger Accounts: Categorizations of charges and payments that a user may want to add on a reservation/ account folio.
Item status: Status of the line items on reservation/ account folios

Report Input:

Report date range, referrals and market segment

Fields	Description
“From” and “To” Dates	Date range defined to pull up the ledger balance report
Referrals	List of all system and custom referrals created Every reservation/ account details page has a referral field which can be selected from a list of drop-down options.
Market Segment	List of all system and custom market segments created Every reservation/ account details page has a market segment field which can be selected from a list of drop-down options

*Referrals and Market Segment categories are created under Setup> List Management

Item status on the reservation/account folios

Item Status	Description
Pending	Line items added to reservation/ account folios. Includes manually posted credit card transactions and cash entries. The items are called pending when they have just been added on the folio and not posted or locked in the night audit.
Posted	Pending items which have been posted in night audit.
Locked	Items locked after posting them in night audit process
Void	Line items which have been voided on the folio Users can view these items by clicking “display void items” check box on the folio

*The report can be run by selecting a combination/ all the above items as shown in the screenshot below.

Items group by options based on ledger type, account number, user and reservation number

Group By	Description
Category	Groups the report based on the ledger account type/ category
Account Number	Groups the ledger accounts as per the number allotted to each ledger account. User can use this feature to club all ledger accounts with the same account number.
User	Groups the report based on the user who updated the ledger account

*The report can be run by selecting any one of the above options as shown in the screenshot below:

Users

Users	Description
Logged in User	Displays the user id of the user who is logged in at the time of pulling up the report. Pulls up data, based on changes and updates made by the logged in user, for the date range defined.
All users	Pulls up data, based on changes and updates made by ALL users, for the date range defined.

*The report can be run by selecting any one of the above radio buttons

Summary and detail reports

Detail Level	Description
Summary	Shows the total amount of each ledger account category, for the date range defined.
Detail	Shows the detailed break up for each ledger account category, along with the total revenue, for the date range defined.

*The report can be run by selecting any one of the above radio buttons

Account types

Corporate/ Member Accounts

Unit Owners

Travel Agent

House Account

Group

Gift Certificate

Advanced Deposits

Reservation

Selecting one or more of the account types listed above, pulls up payments, transfers and charges related data, linked to these accounts.

Reservation Status

In House: Pulls up data from all checked in reservations

Departed: Pulls up data from all checked out reservations

No Show: All reservations marked as no-show

Group Blocked: Reservations created out of group blocks

Cancelled: All reservations marked as cancelled

Selecting one or more of the reservations statuses listed above, pulls up payments and charges related data, linked to these reservations.

Tax exempt reservations data

Tax Exempt	Description
Yes	Pulls up data only from reservations and accounts, setup as tax-exempt.
No	Pulls up data from reservations and accounts, NOT set up as tax-exempt. Taxable revenue is posted under the respective tax ledger account on this report.
Both	a+b

*The report can be run by selecting any one of the above radio buttons

Ledger Balance Report can be customized based on the Ledger Account types below:

Ledger Account Types	Definition
Incidentals	Additional services charged to a guest staying at a property
Room Charge	Nightly room rate charged to a guest staying at a property
Payment Method	Payment modes accepted by a property Includes all ledger accounts created as payment methods including pay by reservations and accounts. Manual Payments like cash, check and credit card transactions processed manually are indicated with a paper clip icon on this report.
Tax	Tax associated to taxable ledger items
Transfer	Indicates transfer of funds to accounts, groups and reservations.
Account (Advanced Deposit)	Payments processed before the arrival date of reservations Negative symbol indicates that the advanced deposit is liability until the guest checks in.
Travel Agent Commission	Total travel agent commission as per the percentage set under the travel agent items
Distribution Method	Displays the amount distributed to Unit owners and Travel agents using check. The Account Distribution features gives you the ability to automatically distribute (record) payments made or payments received, on an account.
Gift Certificate	Gift certificates created for the date range defined on the report criteria. Displays the auto generated gift certificate number and the internal gift certificate reference number
Gift Certificate Redeemed	Gift certificates used as payment methods on reservations Displays the auto generated gift certificate number and the internal gift certificate reference number.

Report Analysis

Upon giving the report inputs and clicking GO, data related to each ledger account, for the date range defined, is retrieved.

The format of the report depends on whether it’s a summary or a detailed report.

Summary Report:

This report gives summary of each ledger account under its respective ledger type, without a detailed breakup.
It also displays a sub total of each ledger type.
Please refer to the sample template screenshots below

Detailed Report:

This report gives detailed break up of each ledger account under its respective ledger type.
It also displays a sub total of each ledger type.

Please refer to the sample template screenshots below

Explanation of data under each Ledger Account Type:

Ledger Account Type	Report is based on the ledger account categories when the group by option is “category” and the order is as listed above (Refer the Ledger Account Types table)
Ledger Account Name	Sub-categories of the ledger account type
Reservation Status	Lists the reservation statuses selected in the report criteria

Item Details

Date	User	Reservation	Arrival	Room	Account/Guest	Item Description	Amount
Date effective of the item posted/ transaction processed. All ledger accounts of a specific type/ category are grouped together.	User id of the user who posted the item/ processed payment	Reservation number on which the charges are posted/ payments are processed	Arrival/ check in date of the reservation	Room number associated to the reservation	Account/ Guest name	Description of the charges on reservation folio	Amount of charges/s payment amount processed/ amount of manual charges added

Total of sub-category (Ledger Account Name)							$
Total of a specific ledger account category (Ledger Account Type)							$

*This template is used for all ledger account types on the report

Steps to run this report:

Reports > Ledger Balances > Select range of dates using calendar > Do the required user selection
Select detail level of report > Select report type
Select categories/ filters as required > Click Go at the bottom of the page.

Attachments (6)

blobid0.png
77.6 KB

blobid1.png
1.85 KB

blobid2.png
4.26 KB

blobid3.png
40.4 KB

blobid4.png
29.2 KB

blobid5.png
129 KB