Payment Ledger Report

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The payment  ledger report is a new accounting report that allows the property to check account receivables to find which reservations have not paid in full. The usefulness of the accounts receivable subsidiary ledger lies in the fact that it can show, at a glance, whether the property has received all the payments that it was supposed to, for a specific day or month.

The purpose of this report is to view all of the payments collected today, and see the list of transactions associated with those payments to see whether the reservation was paid in full, what was paid for, or make sure your payments match your revenue.

Step 1: Log into myfrontdesk by Cloudbeds

Step 2: Access Reports Tab

1) Access Reports tab

2) Select Financial Reports

3) Select Payment Ledger

Step 3: Payment Ledger Report

This report is customizable to your properties needs. Please use the filter to make the appropriate selections.

  1. Payment Type:  In this section, you can select the various payment types that will be used for determining which reservations will appear on the report.
  2. Payment Date: Select a single date, or date range, to filter the date on which the payment was made.
  3. Associated Transactions: Select which other reservation transaction you would like to display on the report. Only the selected types of transactions will appear for all of the reservations matching the filters.
  4. Posted / Pending Transactions: In this section you can select whether you want to show only the transactions that have already been posted, or those transactions that are still pending or both.
  5. User: Here you can select specific users or all users
  6. Group By: Depending on the type of report you wish to run you can group by the following (User, Date, Room, Guest Name, Res #, or Description)
  7. Sub Group  by: Same options available as listed above.
  8. Click on Apply to generate report

How to generate report to show all cash transactions done for a specific time frame

1) Payment type : Unselect the top box "Select all Credits (Payments)", then scroll down to CASH and check that option

2) Payment Date: Enter the date range or specific date you require

3) Associated Transactions: Unselect the top box "Select all Debits (Charges)" and "Select all Credits (Payments)". Once both are unchecked, scroll down the credits column and check CASH.

4) Posted / Pending Transactions: For this report you will want to click the drop down arrow and Unselect all and check "POSTED"

5) Group By: If you are using a date range, this section you will want to group by DATE. If you are using a specific date, then group by Room or reservation #

6) Sub-Group By: If you are using a date range, this section you will want to sub-group by ROOM. If you are using a specific date then this is optional.

7) Click on APPLY to generate report.

SAMPLE REPORT: Cash Report via Payment Ledger

How to Run Credit Payments via payment ledger report

1) Payment type : Ensure that all Credits (Payments) are selected

2) Payment Date: Enter the date range or specific date you require

3) Associated Transactions: Unselect the top box "Select all Debits (Charges). You will want only Credits to be selected.

4) Posted / Pending Transactions: For this report you will want to click the drop down arrow and Unselect all and check"POSTED"

5) Group By: For this report, you will want to group by DESCRIPTION

6) Sub-Group By: You will want to sub group by either GUEST NAME, RES #, or Room

7) Click on APPLY to generate report.

SAMPLE REPORT: Credit Payments Report via Payment Ledger

How to generate report for future Reservations with payments applied to guest folio

1) Payment type : Ensure that all Credits (Payments) are selected

2) Payment Date: Today's date will automatically generate, you will not need to do anything in this section

3) Associated Transactions: Unselect the top box "Select all Debits (Charges). You will want only Credits to be selected.

4) Posted / Pending Transactions: For this report you will want to click the drop down arrow and Unselect all and check"POSTED"

5) Check In Date: Enter the specific check in date. For example I want all arrivals for 3/01/16 - 3/31/16

6) Check Out Date: Enter the specific check out date: For example i want all reservations for the month of March (3/01/16 -3/31/16)

7) Group By: For this report, you will want to group by DESCRIPTION

8) Sub-Group By: You will want to sub group by either GUEST NAME, RES #, or Room

9) Click on APPLY to generate report.

SAMPLE REPORT: Future Reservations with applied payments via payment ledger

SAMPLE REPORT: Future Reservations with applied payments via payment ledger
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