We understand how important it is for you to have a clear picture of your financial operations. To assist you in this very important task, we have developed a set of reports to let you track the current state of your deposits, payables and deferred payments related to the accounts of your customers. At your disposal, there are four base reports: Guest Ledger, Company Ledger, Deposit Ledger and Trial balance. You can use the first three of them to receive detailed info of the status of accounts of Guests, Companies and deposits in the system. The Trial balance report provides you with summarised data based on the detailed reports.
Two report versions are supported. You can choose which version to use through the configuration of the Tax Settings. At any moment, you can change this setting and the view of the reports depending on your needs. Here we will examine each report and the specifics of its versions.
In both modes, each report is run for a specific date, current or past one.
It includes booking folios and non-resident folios. The bookings are grouped by status (cancelled, checked-in, checked-out, expected or no show). The info about them is shown in a summarised format instead of by folios.
The report includes all bookings having unbalanced folios or any movement (registered revenue or payment) as of the date of report.
The expected (future) bookings fall into the list, if:
- In their folios, there are services (including cancelled ones) whose revenue date has already come.
- They have closed folios with present payments;
- They have invoiced services for future dates, i.e. the services have not yet been registered in the revenue (only for Version 2);
Here is how to interpret the data in the ledger:
By default, the report is loaded in a compact view not showing all columns. For a detailed view, select Show details.
- Charges (1) - it shows the amount of charges whose revenue date coincides with the one for which the report is run;
- Total charges (2) - the amount of all charges accounted for up to the time being (with revenue dates that are older or the same as the date for which the report is generated);
- Total future charges (3) - the amount of the invoiced, but not yet reported as revenue charges, i.e. these are services for future periods, for which there is a document issued as of the date of the report;
- Deducted advance payments (4) - the amount of used deposits under the 'Deduct charges' method, valid as of the report date;
- Payments (5) - payments in normal folios registered on the current date;
- Total payments (6) - all payments in normal folios registered up to the date of the report;
- Accounts Receivable (7) - calculated only for closed folios: 'Total charges' plus 'Total future charges' minus 'Total payments'. If the resulting amount is positive, it will appear in this column, i.e. the amount of payments is less than the one of the invoiced services. The value in the column shows the payables under closed folios;
Example: A closed booking folio contains services and payments to the amount of EUR 500. As of the date of generation of the report:
Total charges: EUR 200 (services whose revenue date has come);
Total future charges: EUR 300 (not yet reported as revenue);
Total payments: EUR 500;
Accounts Receivable: 200+300-500=EUR 0
Please note how the same example will be accounted for under Version 1.
- Liabilities (8)- it comprises open folios only, calculated as the difference between the amounts from the 'Total charges' and 'Total payments'. These are the folios for which the amount of payments is less than the amount of charges, i.e. it shows the booking's amount due;
Example: A booking for 3 nights, with EUR 100 charges per day and registered payments to the amount of EUR 50. When the report is run for the second day of the stay:
Total charges: EUR 200;
Total payments: EUR 50;
Liabilities: 200-50= EUR 150.
- Deposit (9) - comprises open and closed folios is calculated as 'Total charges' plus 'Total future charges' minus 'Total payments'. If the resulting amount is negative, it will appear in this column, i.e. the amount of payments exceeds the one of charges. The column value shows amount of the overpaid amount;
Important: The Guest/Company Ledger does not include deposit folios. Under 'deposit', here it is meant the overpaid amount in normal folios. Deposit folios are tracked in the Deposit Ledger.
Here we will focus solely on the columns calculated in a different manner. Please note that some of the columns are not available in Version 1 (3 and 4).
- Accounts Receivable (10) - balances under closed folios, calculated as the difference between the amounts from the 'Total charges' and 'Total payments' columns. A negative amount in the column shows overpaid amounts.
Example: A closed booking folio contains services and payments to the amount of EUR 500. As of the date of the report:
Total charges: 200 EUR (it is the amount of the services whose revenue date has come, the remaining EUR 300 are for future dates);
Total payments: 500 EUR;
Accounts Receivable: 200-500=-300 EUR.
- Deposits (11) - the difference between the amounts from the 'Total charges' and 'Total payments' columns comprises open folios only, for which the amount of payments is greater than the amount of charges, i.e. in this column you will see the overpaid amount of the booking;
Example: A booking for 3 days, with EUR 100 charges per day and registered payments to the amount of EUR 300. When the report is run for the second day of the stay:
Total charges: EUR 200;
Total payments: EUR 300;
Deposit: 200-300= EUR -100, i.e. we have EUR 100 as an overpaid amount.
It includes data of normal company and event folios. Only the unbalanced folios are shown or the ones with any movement as of the date of the report. Folios are divided into two groups: open and closed folios. The report columns are identical to the ones of the Guest Ledger and are calculated in the manner described above.
It includes folios of bookings, companies and events. The data of each booking is summarised, and each folio of a company or event is shown separately. The Ledger tracks payments in deposit folios and open normal folios, for which the revenue date of the oldest service has not yet come. From the first date on which a service from an open normal folio is reported as revenue these folios are tracked in the Guest/Company Ledger. Here is how to interpret the data:
- Payments (deposit folios) (12) - payments registered in deposit folios on the date for which the report is generated;
- Payments (normal folios) (13) - payments in open normal folios for which the revenue date of the oldest service has not yet come. The payments are registered on the date for which the report is run;
- Total Payments (14) - it shows the total amount of payments in deposit and open normal folios as of the date of the report;
- Deposit charges (15) - it shows the total amount of deposit charges (arising from the closure of deposit folios) as of the date of the report;
- Used advance payment (16) - the amount of used deposits under the 'Deduct charges' method on the date for which the report is run;
- Remaining deposit (17) - the amount of the available deposits as of the date of running the report. It includes the available amounts in deposit folios and the payments in open normal folios.
Here we will only examine the differences with regard to the Version 2. Please note that some of the columns are not available in Version 1 (16 and 17).
- Deposits (18) - the total amount of payments in deposit and open normal folios as of the date of the report. Corresponds to the 'Total Payments' column of the Version 2;
- Charges (19) - the total amount of deposit charges (arising from the closure of deposit folios) as of the date of the report. Corresponds to the 'Deposit charges' column of the Version 2 ;
The report gives you summarised info of the charges and payments tracked in the three ledgers: Guests, Companies and Deposits. The report is generated for a specific date and tracks the changes to the balances arising from the operations performed within the day.
- The report starts with an Opening balance (20) from the previous day, followed by info of all Revenue (21) and Payments (22), reported on the date for which the report is run.
- Daily balance (23) is calculated as the difference of Revenue minus Payments.
- Closing Balance (24) for the day is formed by adding the Daily balance to the Opening balance. This is also the Opening balance for the next date.
- Followed by summarised data from the three ledgers (25) showing how exactly the charges and payments for the day are distributed. The indicators depend on the version of the ledgers selected by you. See above how the individual amounts are calculated.
- After the data from the ledgers, you will find summarised amounts (26) of all Accounts Receivable, Liabilities, Deposits and Closed future charges (depending on the selected version).
At the end of the report, we have added Checksums (27) to be used for automatic check of accuracy of the balances. The lack of a check mark for any of the checksums means that there is incorrect data. In this case, you should contact the Support Team of Clock PMS+ for assistance with fixing the issue.