Ledger Balances Report

Created by Alex Savchuk, Modified on Tue, Aug 5 at 8:00 AM by Alex Savchuk

The Ledger Balances report is a detailed overview of all ledger accounts with a focus on accounting.

Running the Ledger Balances report can help you answer the following questions:

What is the total amount of payments collected
How much taxes were collected
Which folio items were modified
How much revenue is tax exempted
What was the revenue generated from a specific Referral/Market Segment

In other words, the Ledger Balances report is both a summary and a breakdown of the Folio item data for All/Specific ledger accounts used on folios.

The Ledger Balances report can run for the selected property or all your properties.

What can I use the Ledger Balances report for

You can run the report to:

Identify Total Payments Collected This Month
Calculate Total Taxes Collected
Find Modified Folio Items
Measure Revenue from Tax-Exempt Reservations
See Folio Item data for reservations from a referral or an account
View Charges and Payments by Time of Day

How to configure the Ledger Balances report

There are 3 main steps to run the report:

Select a Date Range
Select the Ledger Account data to include
Customize the Detailed view

We'll go over each of the steps in more detail below.

Step 1: Select a Date Range

Choose from a Pre-Defined date range or enter a custom date range, depending on the data you are interested in.

Step 2: Select Inputs

Choose to include or exclude data from specific types of Ledger Accounts.

By default, the report includes data for all Ledger Accounts.

You can click on the Ledger Account category to see the Ledger Account names in that category and to exclude or include specific ledger accounts.

Once the Ledger accounts within each category are selected, the category displays the number of selected Ledger Accounts versus the total number of Ledger Accounts.

See the highlighted example below:

To include or exclude ledger accounts of a category:

Click the Ledger Account Category name, like Incidentals.
You'll see a pop-up with all Ledger Categories on the left and the Ledger Accounts in the selected category on the right.
- The Available section lists all Ledger Accounts that are not included in the report.
- The Selected section lists all Ledger Accounts that are included in the report.
To include an account, click the "+" icon next to the Account name in the "Available" section.
To exclude an account, click the "x" icon next to the Account name in the "Selected" section.

Clear All removes all selected Ledger Accounts for a blank slate.
Select All selects all available ledger accounts.
See All shows a table with all Ledger Categories and their Accounts, so you can include or exclude specific accounts.
Exclude Zero Balance Ledger Accounts excludes any Ledger Accounts that total a $0 balance in the selected period.
Display Custom General Ledger Account # - To include the custom ledger account number associated with a general ledger, enable this option.

Step 3. Customize Detailed View

You can customize how the data is displayed in the Detailed View using Sort and Group options.

Sort the Report by:

Date: Most recent date first
Reservation Number: Ascending
Guest/Account Name: Ascending, A to Z
Item Description: Ascending based on the Name field
Tax Exempt: All Tax-exempt items first
Processing Method: Automatic first, then Manual
Amount: Descending (highest amount first)

Group Report By

Defines how data is grouped per row in the report:

Transaction—Each line item is shown individually
Day – Groups all transactions by day
Week – Groups by calendar week
Month – Summarizes transactions by month
Year—Summarizes transactions by year

Advanced Inputs

To refine your report results, click the Advanced Inputs section on the right side of the report input section. This allows you to filter data by specific criteria.

Account Type

Include or exclude Folio data from specific Account Types.

Corporate / Member
House Accounts
Advanced Deposits
Unit Owner
Travel Agent
Gift Certificate
Group

Item Status

Filter folio items by their current status:

Pending – Items added to the folio but not yet posted or locked (e.g., manual credit card or cash entries)
Posted – Items posted during night audit
Void – Voided items, viewable when "Display Void Items" is enabled in the folio.
Locked – Items locked during night audit

Users

To run the report including data from other users, you must have the Run Reports as Other Users entitlement.

You can run the report to include data from:

All Users – Includes the logged-in user and all client-level users
Specific User – Select individual users from the list

Property (Multi-property clients)

Choose whether to report on:

A specific property
All Properties – Consolidates data from all properties

Shift Time

Use this option to filter data based on a specific time period in the selected date range. For example, all Folio items created this week between 9 AM and 5 PM.

Tax-Exempt Ledger Items

Filter folio items based on the tax-exemption status:

Tax Exempt and Taxed – All folio items, regardless of tax exemption
Tax Exempt – Only non-tax-exempt reservations/accounts
Taxed – Only taxable folio items

Market Segment

Filter results by a specific market segment, as defined in the List Management section.

Reservation Status

Filter the report by reservation status:

Reserved
Confirmed
Guaranteed
Cancelled
In-House
Departed
No-Show
Group Blocked
On-Hold
Quote

Referrals

Filter by specific referral sources, based on your property’s referral configuration.

Modified Date Range

Filter for folio items that were modified in the selected date range.

Once you've set up the filters, click Run Report.

Report Outputs

The report is strategically designed keeping in mind, the efficiency and usability of data/ information. It has three sections displayed on the final report output, which makes the report easy to read and understand.

Standard Header - Displays all report inputs for reference when looking at the report output.
Summary View - Displays a summary that essentially includes totals, for the most important elements in the report.
Detailed View - Displays the details of all ledger accounts selected in the report. It uses the user inputs given for sorting and grouping of data as highlighted in the report screenshot below.

Use Cases

Identify Total Payments Collected This Month

Goal:

Determine the total payments received this month across of your properties.

Steps:

Go to Reports > Ledger Balances.
In Choose Date Range, select This Month.
In Select Inputs, use Clear All to exclude all Ledger Accounts, then click Payment Methods to includeonly payment-related folio items.
In Step 3: Customize Detailed View, group by Transaction to see individual payments.
Open Advanced Options:
Under Account Type, select all that apply.
Under Item Status, select Posted (to view completed payments).
Click Run Report.

Review the Summary View for total payment amounts, or refer to the Detailed View for line-item breakdown.

Calculate Total Taxes Collected

Goal:

Find out how much tax has been collected in a specific period for accounting or regulatory purposes.

Steps:

Go to Reports > Ledger Balances.
Select a date range (e.g., 1st to 30th of the previous month).
Include all Tax Ledger Accounts, optionally exclude other Ledger Accounts.
In Advanced Options > Tax-Exempt Ledger Items, select Taxed (to exclude exempt items).
Click Run Report.

Review the Summary View for total tax amounts by category.

Find Modified Folio Items

Goal:

Audit folio items that were changed in the selected time period.

Steps:

Open the Ledger Balances Report.
Select a broad Date Range for the main transaction data (e.g., the current quarter).
In Advanced Options, use the Modified Date Range filter to select the specific window when modifications were made.

For example, select Last Week to see if any items were changed in the last 7 days.
Choose All Item Statuses, or focus on Pending and Void if relevant.
Click Run Report.

Review the Detailed View for recently modified entries and investigate as needed.

Measure Revenue from Tax-Exempt Reservations

Goal:

Understand how much of your revenue is tax-exempt (e.g., due to long-term stays or exempt organizations).

Steps:

Launch the Ledger Balances Report.

Go to Reports > Ledger Balances.
Select your desired Date Range (e.g., year-to-date).
In Advanced Options:
- Under Tax-Exempt Ledger Items, select Tax Exempt.
- Choose Posted under Item Status.
Click Run Report.

The Summary View will show revenue totals from tax-exempt folio items.

See Folio Item data for reservations from a referral or an account

Goal:

Analyze referral sources to see which generate the most income.

Steps:

Open the Ledger Balances Report.

Select the Date Range (e.g., past 3 months).
Include relevant Revenue Accounts only.
In Advanced Options:
- Filter by Referrals (or leave all selected to compare).
- Use Group Rows set to Month or Transaction depending on the level of detail needed.
Click Run Report.

Use the Detailed View to sort by Referral, or export the report for deeper analysis in Excel.

View Charges and Payments by Time of Day

Goal:

Understand the total Charges and Payments collected during morning hours, day time, or evening.

Steps:

Open the Ledger Balances Report.

Select the Date Range you're interested in.
Include relevant Ledger Account categories.
In Advanced Options:
- Click the "Include Data from" section.
- Enable the Shift Time Toggle.
- Set Shift Time to 06:00 PM - 11:59 PM, or a different imte
Click Run Report.