Viewing In-House Guest Account Balances

View in-house guest account balances, anticipated future charges, and credit card authorization amounts.

To view in-house guest account balances:

  1. Select Front Desk > Account Balances. The account balance information displayed on the screen is automatically recalculated and a summary of the guest account balances is displayed.
  2. Query for the account record(s) to view using the Dataspy and filters. Refer to Working with records.
    Note: The default Dataspy 'Accounts with a Balance' displays all accounts regardless of their settlement type. The default Dataspy 'Authorization Required' displays only accounts with a credit card settlement type. You can also add the Pending field to the List View tab by modifying the Dataspy layout, which enables you to view accounts balances that have pending calculations. Refer to Specifying Dataspy criteria for information on modifying the Dataspy layout criteria.
  3. View the account balance information. The following list for more information on the data and values displayed:
    • The Current Balance column shows the folio balance.
    • The Current Authorization column shows the amount of authorization on the guest folio from the Payment Authorization tab.
    • The Anticipated Charges column shows the total of all charges for the guest stay that have not yet been posted to the Folio. These charges are determined by the Rate and any Auto-transfer rules that have been configured. Refer to Maintaining auto transfers.
    • The Amount Needed column is calculated by comparing the Current Balance plus the Anticipated Charges for the Current Authorization. If the total of the Current Balance plus the Anticipated Charges is greater than the Current Authorization, the difference is displayed in the Amount Needed column.
    Note: In some cases, 'ALL' is displayed in the Folio column on this screen. This happens when the Settlement method that covers more than one Folio and the difference between the Anticipated Charges and the Folio Balance is greater than the authorization amount of all the combined folios.