Hotel Ledger Report overview

This report lists all money, debit and credit, which is recorded on a hotel’s books. The information is split into different ledgers as some money is categorized as advance deposit and indicates services not yet rendered, while other money is for charges incurred during a guest’s stay. The report contains details about the following ledgers:

  • Advance Deposit Ledger: A collection of accounts where a guest pays a deposit prior to registration. The hotel records an account payable to the guest for services to be rendered in the future. The amount is then transferred back to the guest's front-office account called folio after the guest checks-in.

  • Guest Ledger: Collection of accounts receivable for guests who are currently registered.

  • Accounts Pending: Collection of direct bill charges that are transferred from the Guest Ledger to the City Ledger and are still in the Pending status.
  • City Ledger: Collection of accounts that pertain to non-registered guests.
  • Security Ledger: lease deposits are for incidentals, security and rent. Rent deposits are temporarily posted to the security ledger then automatically transferred to Accounts Receivable. Rent deposits are reported with the A/R ledger. Security deposits are manually transferred from security ledger to guest, lease or A/R accounts. Security deposits that are not transferred are reported in security ledger. Incidental deposits are posted to the Advance Deposit ledger and are reported under Advance Deposit ledger. The Lease Deposit ledger includes subtotals of deposits. The status of the lease can be Released, Cancelled, Tentative, Definite, or Completed.

Show Pending as Advance Deposit: If you select this check box, then all folio transactions for all account types in the Pending status are reported in the Advance Deposit Ledger. The properties that do not use advance deposit functionality in HMS, can use this feature to post payments on guest folios prior to check in, and report the payments as an advance deposit on the hotel ledger reports for all pending account types. Note that the payment shows up in the guest ledger section if the report is run on the date the account checks in. The payment only shows as an advance deposit when the report is run for dates prior to check in date.

The report includes the account type, account status, name, confirmation number, room, settlement type code, A/R account, group booking ID, arrival date, departure date, and balance. The report then summarizes each ledger's totals and then gives a grand total of all ledgers.

You can filter the report by specifying the property. You can optionally include only specific guest statuses, only specific A/R account statuses, and accounts with zero balances. You can run the report in summary view or detail view.

You must select the property parameter ARRETAINPOSTDATEONXFER and the CRS application parameter AgingDayBasis must be set to CHARGE to calculate the aging of the transferred charges and payments based on the original posting date.

The following are some of the important points to be noted:

  • A/R Ledger Summary: If this check box is selected, the report will print the A/R Ledger and A/R Pending sections as a summary despite the fact that the rest of the report is in detail.
  • Confirmation number is PMS confirmation number, account number, confirmation number, or IATA Number (or travel agency id).
  • Arrival date is the start date of an account in case of a non-guest account or an account without a arrival value.
  • Departure date is the end date of an account in case of a non-guest account or an account without a departure value.
  • When the Lease Managed Shoulder Periods option is selected in the Lease Configuration screen, the arrival date is the shoulder start date and the departure date is the shoulder end date +1.
  • Balance is the field on the guest stay screen for guest accounts, folio balance on the folio tab of an account.
  • If Include Zero Balance is selected, the report includes all account statuses under each ledger regardless of the status balance amount. If the check box is cleared, an account status is displayed under a ledger, when revenue is not equal to zero. If the check box is cleared, and if all account statuses under a ledger are zero, the report will still display the ledger name with the zero total.
  • If the input charge status for a record is Pending, the charge is included in the AR Pending ledger totals
  • If the Posting Date on the charge is before the report date, the charge is posted and is included in the AR Ledger totals.
  • If the Posting Date on the charge is after the report date, the charge is pending and is included in the AR Pending ledger totals.
  • Room Number is only for guest account.
  • The report displays the Net and Vat amount of the Advance Deposit Ledger and Guest Ledger.

These calculations are performed:

  • Total for ledger = summary total of ledger
  • Grand Total = summary total of all ledgers