This Report should be run once at the end of every day.
PLEASE NOTE: Values used in this report have to consider bills generated on the date the report is run. If you delete a bill, and create it again on a different date then your reports will not make sense.
Running this report moves money into, out of and between the guest, city and deposit ledgers.
Running this report will add restrictions to your actions on the diary.
Before the first time this report is run you must enter the current balances for all three ledgers.
Extras/Upgrades transactions will only be placed on a ledger when a bill including that extra/upgrade is generated. The date they are applied to a ledger will be the date the bill is generated.
This covers any transactions between the property and the guest. Every night of the guests stay, that nights value is transferred into the Guest Ledger as a Debit ( + ). Any payments made to a reservation within the dates of stay will Credit ( - ) this account. Any payments received prior to arrival will reside in the deposit ledger and as the guest stays these payments will be mirrored on the Guest Ledger as a Credit.
This will record any standalone bills ( debit + ), or any payments to standalone bills (credit - ). It will also receive any balance remaining on the Guest ledger after the guest has departed (debit + ). Once a payment is received for any remaining balance on a reservation after the date of departure, that payment will be recorded in the city ledger as a Credit ( - ). Any payment included the Deposit Ledger for a reservation that is cancelled before arrival will be transferred to the City Ledger as a credit, on the date the reservation is cancelled.
This records any payments received before the date of arrival. These payments will Credit ( - ) the account. Each night of stay that is completed by a guest will move money (debit + ) from the deposit ledger into the guest ledger as a Credit ( - ).
Room Sales Posted
Please see Daily Room Recap Report for details on this section. It shows postings made for the date. A posting will occur when a night of stay passes or when a bill is created, whichever happens first.
This section shows all payments applied to a bill created on the day the report was run and also any payments taken the day the report was run. It will also show any extras/upgrades.
Refunds are processed on the date the refund was created, depending on whether the guest has departed, is yet to arrive or is currently in house, will determine which ledger the refund is recorded on. For the refund to be zeroed it needs a payment to cancel it out, for this a write off payment type equaling the amount of the refund is needed.
Movement of money owed with group bookings
Group Booking: If a group booking has items with different date ranges and these items are not paid in full, then on the departure date of each item, the remainder of whats owed on the reservation item is transferred from the guest ledger to the city ledger.
Day End Close Breakdown
The report also contains a link to the Day End Close Breakdown report. This report details all transactions included in the Debits and Credits for all Ledgers. It also contains a list of check-ins, detailing the number of guests, room number etc.