Information on building Statements in RMS.
Overview
The Statements report enables creating multiple Account Statements across a date range for one or more Companies, Travel Agents, Guest Accounts or Reservations.
The Statements report can be used to create a detailed view or summary view of account activity for a selected date range and will include a Balance Brought Forward if applicable.
Statements generated for a date range include a Balance Brought Forward and a Remittance slip detailing the ageing of the total outstanding balance on the account.
The Balance Brought Forward will display the partial or total amount of any charges created on the account prior to the selected Transactions Between date range, where Receipt Allocation has not occurred.
Users can choose to include inactive categories if needed when generating the statement.
Statements can be generated with the option to email to the recipient if there is a valid email address on the Company, Guest or Travel Agent listed on the Account Statement.
Ageing
The ageing of the Remittance shows the portion of the total outstanding balance by the length of time the amount has been outstanding and includes:
Current - Less than 30 days.
30 - Between 30-59 days.
60 - Between 60-89 days.
90 - 90 days or older.
Report Build Options
The Statements report screen has two panels of options. The Report Options panel is always visible. The More Options panel is revealed by selecting More Options in the top right of the screen and provides additional filters. The fields shown can vary based on the selections made.
Report Options
| Option | Type | Description |
|---|---|---|
| Transactions Between | Date Range | The date range for transactions included on the statement. Charges dated before the start of this range that remain unallocated contribute to the Balance Brought Forward. |
| Statement For | Selection | Determines the type of recipient the statement is generated for. Options are Specific Company, Company, Guest Account, Long Term, Reservation, Specific Accounts, Specific Travel Agent, and Travel Agent. |
| Company / Travel Agent / Account | Selection | The second selector to the right of Statement For. Its label and content change based on the Statement For value (for example, a Company list when Specific Company is chosen, or a Travel Agent list when Specific Travel Agent is chosen). |
| Account Type | Selection | Filters the statement by Account Type. Defaults to All Selected. Available account types reflect the property's setup. |
| Reservation Status | Selection | Filters the statement by reservation status. Options are All Selected, Arrive, Depart, and Arrive and Depart. |
| Sort By | Selection | Sets the order in which accounts and statements appear in the report output. Options are Account No, Surname, Group Name, and Area. Defaults to Surname. |
| GL Codes | Selection | Limits the transactions shown on the statement to the selected General Ledger codes. Defaults to All Selected. Available codes reflect the property's General Ledger setup. |
| Show: Credit Balance | Checkbox | Includes accounts that have a credit balance. |
| Show: Debit Balance | Checkbox | Includes accounts that have a debit balance. |
| Show: Zero Balance | Checkbox | Includes accounts that have a zero balance. |
| Type Of Statement: Summary | Radio Button | Generates a summary view of account activity for the selected date range. |
| Type Of Statement: Detail | Radio Button | Generates a detailed view of account activity for the selected date range. |
| Add Report to Favourites Menu | Action | Saves the current parameter selections as a shortcut on the Favourites menu so the report can be re-run with the same options. |
More Options
| Option | Type | Description |
|---|---|---|
| Category | Multi-select | Limits the statement to reservations or charges associated with the selected categories. Defaults to All Selected. Available categories reflect the property's setup. |
| Include Inactive Category | Checkbox | Includes inactive categories in the statement output. |
| Report Name | Text | Sets the title that appears at the top of the generated statement. Defaults to "Account Statement". |
| Category Class | Multi-select | Filters the statement by Category Class (for example, Facility, Accomm, Dock, or Site). Defaults to None Selected. Available classes reflect the property's setup. |
| Loyalty Membership Type | Multi-select | Limits the statement to guests holding the selected Loyalty Membership Types. Defaults to None Selected. Available membership types reflect the property's setup. |
| Only Include Departed Reservation Between And Including Transaction Dates | Checkbox | Restricts the report to reservations whose departure date falls within the selected Transactions Between date range. |
| Reservation With Depart Date | Checkbox + Date | Filters the report to reservations with a departure date matching the selected date. |
| Email Statement if Recipient has an Email Address | Checkbox | Emails the statement to recipients that have a valid email address on the Company, Guest, or Travel Agent record. |
Guide
In the side menu of RMS, go to Reports > Accounting > Statements.
- Select the Transactions Between Date Range.
- Select the 'Statement For' option.
- Select the Specific Company, Travel Agent or Account Number.
- Select the Account Type.
(Optional) Select a Reservation Status.
(Optional) Select the General Ledger Account Codes. - Select the options for the Show Account Balance.
- Select the Type of Statement.
- Select Build.
The Account Statements will be displayed on screen and if selected, will be emailed to the email address on the Company, Guest or Travel Agent.
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