Any payment received before a guest arrives is an Advance Deposit. It is recorded as a liability because the service has not yet been provided, so it cannot be considered as revenue. Once the guest checks in, the deposit is moved from liability to revenue(realization). 

The Advance Deposit Report tracks the following movements in the Advance Deposits:

• Collection (Inbound): When advance deposits are received.
• Realization (Outbound): When those deposits are applied as revenue.

The Admin>settings below define how Advance Deposits are realized:

• All at once (full amount on check-in), or
• Day by day (gradually, as the stay progresses)
  
  

For a multi-property client, this report can be run separately for each property or for all properties at once.

What can I use the Advance Deposit Report for

Click on the different uses of the report to jump to the explanation of how to set it up.

• Understand the Total of Advance Deposits held for future stays.
• Track the advance deposits collected on a specific date for reservations staying in a particular month.
• Understand the amount refunded from the advance deposit for cancelled reservations.
• Generate an advance deposit report for guests currently staying at the property
• Along with the advance deposit for the reservations, see the "Balance on arrival".

Navigation:

1. From the Main menu, Click on Reports
2. Under Accounting Reports, click on Advance Deposit

How to set up the Advance Deposit report

Step 1: Select a transaction date range 

Use the predefined ranges (Today, Last Week, Last Month, Month to Date) or pick a custom date range from the date picker.

Step 2: Select the input options for deposit types.

A detailed tooltip is presented to explain what each of these input types means.

• Deposit Held as Liability (Inbound): Advance deposits that are received before the arrival date of reservations and held in the Advance Deposit Ledger as a liability.
• Deposits Added to Portfolio (Outbound): Advance deposits that are removed from the Advance Deposit Ledger and moved back to the reservation. This happens when a reservation has been Checked-in/Cancelled/ marked as No-Show. 
• Refunded Deposits (Cancellations): Advance deposits refunded when a reservation is cancelled. 
• Net Deposits: Net Change in Advance Deposits for the selected date range i.e Inbound - Outbound Advance Deposits.

Step 3: Customize the detailed view of the report.

• Sort Report By: Sorts the entire report based on the drop down option selected. Example - If "Date" is selected from the drop down options, then the entire report is sorted based on the stay date in descending order (most recent date first).
  
  
• Group Rows by: Groups the report data based on the list of options in the dropdown. Example - If Day is selected from the dropdown options, each row is a Day. Report displays the total of all advanced deposits processed on each day within the Transaction date range.
  

Step 4: Run Report.

Report Output

The report displays a Summary View and Detailed view of the selected deposit criteria applicable to Guests and Accounts:

Here is an example Summary for the Advance Deposit report with all criteria selected in step 2:

The detailed view displays information based on the Customized options selected in Step 3.

Here is an example of the Detailed View when the sort criteria is "Reservations" and rows are grouped by "Transaction."

Understand the Total of Advance Deposits held for future stays.

This report is used to understand the amount of deposit collected from reservations that are yet to stay at the property.

How to set up this report:

1. Choose Transaction Date Range as "All"

2. Select Inputs:

• Deposits Held as Liability (inbound), 
• Deposits Added to Portfolio (Outbound)
• Net Deposits

3. Advanced Inputs for the "Stay on Date Range" as Future Reservations"

4. Click on "Run Report"

The report output displays the Net Deposits which is the amount help as deposits for future stays.

Example output: deposits for future stays and accounts for the Net Deposits:

Track the advance deposits collected on a specific date for reservations staying in a particular month.

Sometimes, a property needs to know the deposits collected on a particular date for reservations staying in a specific month in the future.

For example, I want to see the deposits collected today (18th August) for reservations staying in the month of Oct 2025.

How to set up this report:

1. Choose Transaction Date Range as "Today"

2. Select Inputs as  below

•    Deposits Held as Liability (inbound), 

3. Advanced Inputs for 

• Stay on Date Range as "Oct 1, 2025 to Oct 31, 2025 "
• Deposits Held as liability (inbound), select the option to "Exclude Past Reservations" (excludes reservations with a past status like departed and cancelled status)

4. Click on "Run Report"

This report will show you a summary and detailed view of the reservations and accounts that meet the criteria.

Understand the amount refunded from the advance deposit for cancelled reservations.

The advance deposit report has an option where you can only see information related to deposits that are refunded. 

In most cases the deposit is refunded when the cancellation of the reservation is within a stipulated period.

How to set up this report:

Example: The property wants to understand the amount that was refunded from deposits for this month for cancelled reservations. Today=18th Aug

1. Choose Transaction Date Range as "Month to Date"

2. Select Inputs:

• Refunded Deposits(Cancellations) 

3. Advanced Inputs as:

• Stay on Date Range as "All"

4. Click on "Run Report"

See Advance Deposits and Balance on Arrival for reservations

In certain cases, property managers need to know the total of paid deposits for reservations as well as the remaining balance as of the arrival date. 

This helps a property estimate the amount owed from reservations that have not yet been checked-in.

How to set up this report:

1. Choose Transaction Date Range as "All"

2. Select Inputs as  below

•    Deposits Held as Liability (inbound), 

3. Advanced Inputs for 

• Stay on Date Range as "Future Resevations"
• Deposits Held as liability (inbound): Select the option to "Exclude Past Reservations" (excludes reservations with a past status like departed and cancelled status) and Balance On Arrival

5. Click on "Run Report"

The generated report has an additional column with information on the reservation balance, if any.