The Account Balance Report displays all reservations with a balance, positive or negative, as on the printed-on time of the report.  These are the balances that have not been cleared or whose payment has not yet been received. 

You can use this report to understand whether the charges on a specific reservation should be deleted / added or if payment should be applied to bring the balance down to 0.  

Report Variations 

This report can be filtered based on:  

• Reservation type (Current/ Past/ Future) and  
• Ledger type (Guest/ City)  

Terminology Definitions 

• Guest Ledger- Shows balances of Reservations only 
• City Ledger- Shows balances of Accounts only 

Effective Date 

• This is the date as on which the user would like to view the account balance on a reservation or account. 
• The report pulls up reservations (both guest and city ledger) with a balance due, as on the effective date on the report.  

Ledger Type 

• Guest Ledger: Shows balances of individual reservations 
• City Ledger: Shows account balances of all account types  

Account Status 

• This option is not required on account balance report 

Reservation Type  

• Report can be pulled up based on reservation status, by using the filter options available under reservation type 
  • Current- Displays all reservations with in-house status and has a folio balance.  
  • Past- Displays all reservations with statuses - Cancelled, No Show and Checked Out/Departed and has a folio balance.  
  • Future- Displays all reservations with statuses Reserved, Confirmed or Guaranteed and has a folio balance 

Credit Status

• Option A: Include Authorizations: Displays the amount of authorization done on a reservation.  
  • The credit state in terms of risk involved with current/ in house reservations is displayed based on the credit limit defined at the property level as shown in the screenshot below. This limit defined by the property is the factor which decides the Credit Status of a reservation.  
    • Safe Credit - Balance – Authorization <=0  
    • Moderate Credit - Balance – Authorization >0 and equal or below the credit limit  
    • Risk Credit - Balance – Authorization <0 and above the credit limit  

• Option B: Sort by Credit Status:  Enabled only once the user enables the option “include authorizations” and sorts all items with similar credit statuses together.   

Include Pending Items  

• Selecting this option includes account balances of reservation for both posted and unposted folio items 
• Not selecting this option will only include account balances of reservations for only posted folio items 

Account Balance Report : Guest ledger

The guest ledger in the Account Balance report essentially displays all reservations which have a balance due on the folio.  

This balance can be positive or negative depending on the room charges and payments on the folio.  

• Positive Balance: Indicates that there are more room charges than payment(s) as on the printed-on time of the report.  

To balance the folio the user may need to either void the room charge or take payment, whatever is applicable.  

• Negative Balance: Indicates that there are more payments than room charges as on the printed-on time of the report.  

To balance the folio, the user may need to either add a Cancellation Fee or No-Show fee or issue a refund, whatever is applicable.

Reservation Status  

• Status of reservations as on the printed-on time of the report.  
  • Past stays: Displays all reservations with its stay dates in past with a balance due on the folio. 
  • Current stays: Displays all in house reservations with a balance due on the folio. 
  • Future stays: Displays all reservations with its stay dates in future with a balance due on the folio.  
• Depending on the requirement, the user may select any one of the statuses or a combination of multiple statuses  

Confirmation No - Reservation number which has a balance due on the folio  

Guest Name  - Guest name on reservation  

Account/ Company Name  - Account name associated to the reservation, if any  

Room #/ Name  - Displays the room number or the name of the room associated to the reservation.  

Arrival Date  - Arrival date of the reservation  

Departed Date  - Departure date of the reservation  

Balance - Balance due on the reservation folio  

Account Balance Report : City Ledger

The City Ledger in the Account Balance Report shows balance dues on account folios. 

This information is displayed by account type as shown below:  

• Corporate/Member Accounts  
• Unit owners  
• Travel agents  
• House Account  
• Group  
• Gift certificates  
• Advanced deposits  

The balance due is moved into each of the following buckets depending on how ageing (items becoming due) has been defined at the client level. 

Example: If aging has been defined as above, where the items are set to become due 30 days from the item creation date, then:  

1. All items due with create date from the 31st day until 60th day in past fall under the bucket 1-30. 
2. All items due with create date from 61st day until the 90th day in the past fall under the bucket 31-60. 
3. All items due with create date from 91st day until 120th day in the past fall under the bucket 61-90. 
4. All items due with create date of beyond the 120th day in the past fall under over 90 

Advanced Deposit - Total advanced deposit on an account as on the printed-on date of the report (a) 

Current - All items due with create date between today and 30 days in past (b) 

1-30 - All items due with create date from the 31st day until 60th day in past (c)  

31-60 - All items due with create date from 61st day until the 90th day in the past (d)  

61-90 - All items due with create date from 91st day until 120th day in the past (e) 

Over 90 - All items due with create date of beyond the 120th day in the past (f) 

Total Due = b+c+d+e+f-a 

*As with all of our reports, Account Balances reports can be exported to Adobe (with formatting), to Excel (with formatting), or the data can be exported to Excel (without formatting).

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