Reports V2: Ledger Balance

Created by Alex Savchuk, Modified on Fri, Mar 15 at 7:10 PM by Alex Savchuk

Report Description & Purpose 

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.

The report inputs once entered, will generate the report which comprises both - Summary & Detailed view sections.

DETAILED STEPS TO RUN THE REPORT

Retrieving the desired data from the Ledger Balance Report involves three basic steps explained as below:

1. Choose Date Range

Choose from the Pre-Defined date range options or enter Custom dates as per your requirement.

2. Select Inputs - Select the basic report inputs based on requirement and usage of the report.

Include Ledger Accounts - These are Ledger Account Categories, which comprise of multiple ledger accounts you need to choose from.
- Each category that is listed under this section also indicates the total number of ledger accounts and the number of accounts selected. Example
- To include/ exclude the ledger accounts, you can click on the Ledger Account Category and click on the double arrows as shown in the screenshot below:

Clear All clears the selection and See All selects all the ledger accounts available.

Exclude Zero Balance Ledger Accounts - Select the radio button for "Yes" to exclude ledger balance accounts which have been nullified by adding a negative adjustment or may have been overridden by $0, enable this option.
Display Custom General Ledger Account # - To include custom ledger account number associated with a general ledger, enable this option.

3. Customize Detailed View - You can customize the display of detailed report section by selecting the below options

Sort Report by - This is a drop down list which include all column headings on the report. You can choose from one of them to decide the report sorting criteria that is most suitable to your requirement. For example, if you “Sort Report by Stay Date,” the report will be sorted by Stay Date in descending order, and the “Stay Date” column will be on the far left of the report.
- Date: Ascending (most recent date first)
- Reservation Number: Ascending (smallest number first)
- Guest/Account Name: Ascending (alphabetical from A)
- Item Description: Ascending (alphabetical from A based on “Name” field)
- Tax Exempt: Yes first, then No (true first)
- Processing Method: Automatic first, then Manual (alphabetical from A)
- Amount: Descending (highest amount first)
Group Rows by - This is a drop down list that will help you define the time period/ interval shown for each row in the “Detailed View” section of the report. For example, if “Day” is selected, then each row is a day. If “Week” is selected, each row is a week. And so on.
- Transaction
- Day
- Week
- Month
- Year

Advanced Options: Expand this section on the right hand side of the report inputs section, to view the list of advanced options you can choose from, to narrow down your search and filter the report data further.

Account Type: You can choose to pull the ledger account data for the following account types:
- Corporate/ Member
- House
- Advanced Deposits
- Unit Owner
- Travel Agent
- Gift Certificate
- Group
Item Status: You can choose to pull the ledger account data for following statuses of the folio items
- Pending - These are the items which have been added on the folio and not posted or locked in the night audit. This includes manually posted credit card transactions and cash entries.
- Posted - Pending items which have been posted in night audit
- Void - These are the line items which have been voided on reservation/ account folios & can be viewed by clicking the "display void items" check box on respective folios.
- Locked - These are the list of items which have been locked in the night audit process
Users- It’s important to note that you should have the entitlement to Run Reports as other users, should you want to view the data for all Users. With this option, the user will have the option to pull the data for “All Users, which includes the logged-in user, and all other users at the client level (not the property level) listed individually.
Property (for multi-property clients)- You can choose specific property from the property drop down list or All Properties” to pull the consolidated data for all properties.
Shift Time - Selected when report data is to be pulled for a specific time slot/shift between specific dates.

Tax-Exempt Ledger Items - You can opt to pull the report specific to tax exempt setting on a reservation/ account by choosing one of the below:
- Yes-Pulls data only from reservations and accounts, setup as tax-exempt.
- No-Pulls data from reservations and accounts, NOT set up as tax-exempt.
- Both-Includes both Tax-Exempt & Non-Tax Exempt items
Market Segment - You can opt to pull the report specific to a market segment, from those defined in the system for your property.
Reservation Status - You can opt to pull the report specific to a particular reservation status, from the following drop down options
- Reserved
- Confirmed
- Guaranteed
- Cancelled
- In-House
- Departed
- No-Show
- Group Blocked
- On-Hold
- Quote
Referrals- You can opt to pull the report specific to a particular referral, from those defined in the system for your property.

After giving all the inputs, click on RUN REPORT.

While the report loads, you will see some interesting facts and tips about innRoad reports, flashing on the screen and also the selected report criteria right on top of the screen.

At this point in time, you have an option to Edit the report criteria by clicking the Edit button in blue, as shown below.

REPORT OUTPUT:

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.