Details on how to the Debtors Ledger and an overview of the information it includes.
Overview
The Debtors Ledger is an interactive Financial Report that provides a comprehensive summary of all accounts with an outstanding balance.
The Debtors Ledger defaults to an 'As of Date' of today to reflect the current actual liabilities for the Property.
Ledger Movements on the Night Audit Report can be viewed in detail using the Debtors Ledger report's various options.
More Information
The Group By option determines the grouping and format of the report.
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A/R
Selected by default. Lists all accounts with an outstanding balance grouped by A/R or Non-A/R.A/R includes any Accounts Receivable figure; a Tax Invoice has been generated with the Bill To set as a Company or Travel Agent.
Non-A/R includes all accounts with an outstanding balance that are not listed in the A/RA\R section.
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Accounts Receivable Summary
Consolidates accounts with outstanding balances into a single line for each responsible party.
Report Options
Accounts with outstanding balances can be reported on using the following options:
Report Option |
Description |
|---|---|
| Primary Options | |
| As of Date | Defaults to today. Sets the date that outstanding balances are calculated as at. |
Account Classification |
Filter the accounts with an outstanding balance on the Debtors Ledger by the type of Account including Reservation, Guest, Travel Agent, Owners, A/R (Company/Travel Agent), POS, CC Reconcile and POS Lite. |
Reservation Status |
Filter the Reservation Accounts with an outstanding balance on the Debtors Ledger by the status of the Reservation. |
Guest Status |
Filter the Guest Accounts with an outstanding balance on the Debtors Ledger by a user definable list of Guest Statuses. |
| Loyalty Membership Type | Filter the Guest Accounts with an outstanding balance by one or more selected Loyalty Membership Types. |
| Sort By | Determines the sort order of accounts on the report. Options: Arrive Date, Surname, Acc No, Area, Display Name, Res No. |
Group By |
Determines the grouping on and format of the report. A/R - Selected by default. Lists all accounts with an outstanding balance grouped by A/R or Non-A/R. A/R includes any Accounts Receivable where a Tax Invoice has been generated with the Bill To set as a Company or Travel Agent. Non-A/R includes all accounts with an outstanding balance that are not listed in the A/R section. Accounts Receivable Summary - Consolidates accounts with outstanding balances into a single line for each responsible party. Company - Reports Reservation Accounts with an outstanding balance by the Company selected on the Reservation. Travel Agent - Reports Reservation Accounts with an outstanding balance by the Travel Agent selected on the Reservation. Company Over Travel Agent Preference - Reports Reservation Accounts with an outstanding balance by the Company or Travel Agent selected on the Reservation with the Company used when both a Company and Travel Agent exists on the Reservation. Travel Agent Over Company Preference - Reports Reservation Accounts with an outstanding balance by the Company or Travel Agent selected on the Reservation with the Travel Agent used when both a Company and Travel Agent exists on the reservation. Account Class - Groups all accounts with an outstanding balance by the Account Class. Category - Groups all accounts with an outstanding balance by the Category on the associated Reservation. No Grouping - A single, continuous list of all accounts with an outstanding balance. |
Credit/Debit |
All is selected by default. Filters the accounts with an outstanding balance on the Debtors Ledger by debit, credit or both (all). |
Long Term |
Selected by default. Filter the Reservation Accounts with an outstanding balance on the Debtors Ledger to include Reservation Accounts where the Reservation is set to Long Term. |
Non Long Term |
Selected by default. Filters the Reservation Accounts with an outstanding balance on the Debtors Ledger to include Reservation Accounts where the Reservation is not set to Long Term. |
Only Non AR Debtors |
Filters the accounts with an outstanding balance on the Debtors Ledger to exclude any Accounts Receivable where a Tax Invoice has been generated with the Bill To set as a Company or Travel Agent. |
Only Show Invoiced Transactions |
Filters the accounts with an outstanding balance on the Debtors Ledger to only include balances where a Tax Invoice has been generated against the transactions. |
Only Company |
Filters the accounts with an outstanding balance on the Debtors Ledger to only include Company Accounts. |
Only Travel Agent |
Filters the accounts with an outstanding balance on the Debtors Ledger to only include Travel Agent Accounts. |
Only Wholesaler |
Filters the accounts with an outstanding balance on the Debtors Ledger to only include Travel Agent Accounts where the Travel Agent is set as a Wholesaler. |
| Hide Mobile No | Hide Guest mobile phone numbers in the Phone column on the report. |
| Additional Options | |
| Category Grouping | Filter the accounts with an outstanding balance on the Debtors Ledger by one or more selected Category Groupings. |
| Category | Filter the accounts with an outstanding balance on the Debtors Ledger by one or more selected Categories. |
Owner Account |
Filter the accounts with an outstanding balance on the Debtors Ledger to only include the selected Owner Accounting Account Type of All, Manager, AdHoc, Suspense or Owner. |
Reservation Account Type |
Filter the Reservation Accounts with an outstanding balance on the Debtors Ledger to only include the selected Account Type of All, Accomm, Extras, Phone, Gas, Electricity or Water. |
| Group By Property | Group the report by Property when reporting across multiple properties. |
| New Page Per Property | Start a new page on the report for each Property when reporting across multiple properties. |
| Show Guest Detail | Then gives an optional selection of 'Replace Loyalty Membership Type with Guest ID'. |
| Exclude Trust Charges for Reservation Account | Exclude Trust Charges from Reservation Account balances on the report. Used when running the report alongside Trust Accounting. |
| Show Account Traces | Show the Account Traces if using the CSV export option. |
Exclude Future Reservation |
Filter the Reservation Accounts with an outstanding balance on the Debtors Ledger to exclude any where the Reservation Arrive Date is in the future. |
Guest Classification |
Filter the Guest Accounts with an outstanding balance on the Debtors Ledger by a user definable list of Guest Classifications. |
Balance |
Determines if outstanding balances include Aging. All - Selected by default and will break out outstanding balances by the portion outstanding in each Aging range. Current - Only shows outstanding balances less than 30 days outstanding. > - Greater Than. Shows outstanding balances with portions separated by Aging ranges. A custom Aging option can be selected when using this option. |
Aging |
The age of an outstanding balance is determined by the date the Tax Invoice was generated for Accounts Receivable or the Transaction Dates for Non-A/R accounts.
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| Show Management Expenses (Trust Accounting Only) | Include Management Expenses on the report when using Trust Accounting. |
Report Columns
When the Debtors Ledger is built, the report displays the following columns for each account.
| Column | Description |
|---|---|
| Acc No | Account number for the Reservation, Guest, Company, Travel Agent or Owner. |
| Res No | Reservation number associated with the account. |
| Area | Area allocated to the Reservation. |
| Inv No | Tax Invoice number generated for the account, where applicable. |
| Acc Type | Account type, for example A/R Account, Guest Account, Accomm, Extras, Phone, Gas, Electricity or Water. |
| Name | Display Name on the account, for example Guest, Company, Travel Agent or Owner name. |
| Phone | Mobile phone number on the account. Hidden when the 'Hide Mobile No' option is selected on the build screen. |
| Arrive | Reservation arrive date associated with the account. |
| Credits | Credit balance on the account. |
| Current | Outstanding balance less than 30 days old. |
| 30 Days | Outstanding balance between 30 and 59 days old. Column heading reflects the value entered in the first custom Aging field on the build screen. |
| 60 Days | Outstanding balance between 60 and 89 days old. Column heading reflects the value entered in the second custom Aging field on the build screen. |
| 90 Days | Outstanding balance 90 days or older. Column heading reflects the value entered in the third custom Aging field on the build screen. |
| Total | Sum of the Credits, Current, 30 Days, 60 Days and 90 Days columns. |
Guide
In the side menu of RMS, go to Reports > Accounting > Debtors Ledger.
- Select an 'As of Date'.
- Select a 'Sort By' option.
- Select a 'Group By' option.
- Select the 'Credit/Debit' option.
(Optional) Select Additional Report Options. - Select 'Build'.
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