Account Balances Report

The Account Balances report is a helpful tool that can prevent issues with collecting payments after guests have checked out and ensure timely reservation adjustments. With this report, you can ensure that:

• No guest checks out with a balance due
• No-shows and cancellations are adjusted
• No guest checks in without payment or a form of payment on file

Access and use

1. From the Main Menu click on Classic reports

2. Go to Daily Activity Reports and click on Account Balances

3. Customize the filters

4. Click Apply

Filters and Account Balances table

When open up the report, you can filter the list of reservations by:

1. Res #, Room #, Name: View a specific reservation by entering the reservation number, room number, or guest name. Leave the field blank to see a complete list of all your guests
2. Reservation Balances
   • If it's positive, the guest owes money
   • If it's zero, the guest has paid in full
   • If it's negative, the guest has overpaid or paid for future charges
3. Future Transactions
   • Yes: you will see all reservations (from the past, present, and future)
   • No: it will exclude reservations with future check-in dates
4. Reservation Status: Select all or specify the type of reservations you want to see
5. Reservation Source: Select all or specify the channels from which the reservation came
6. Check-in Date and Check-out Date: Refine your search by a specific date or date range. Leave it blank to see a complete list of all your reservations.

After applying the filters, the table will show a list of reservations. Many fields are either self-explanatory or the same as the filters; here are some honorable mentions:

7. Credit Card on File: If the payment has been made, here you will see the type of credit card used for the charge, otherwise, it will be empty
8. Grand Total: The total price of the reservation
9. Amount Paid
10. Balance
    • Negative Balance: the guest has overpaid or paid for future charges
    • Balance Due or Positive Balance: The guest owes you money
11. Notes: If notes were submitted on the reservation, you can click on View, a pop-up will appear with the note's details
12. Total (This Page Only) and the Grand Total (All Pages)

Email and Export To option

Find the Email or the Export To button at the top right corner of the page to send the report via email as an attachment or download it as a PDF or Excel file.

FAQ