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In House Guest Balance report

The In House Guest Balance Report lists every in-house reservation that has an outstanding balance on the account, so front office and accounting teams can follow up on payments before guests depart.

 

Overview

The In House Guest Balance Report displays all reservations currently in an Arrived status that have a balance on the reservation account. The balance can be either a debit (amount owed by the guest) or a credit (amount held in favour of the guest), and both are shown on the report.

The report is built on demand and can also be scheduled to send automatically. Use it as part of the daily procedures to identify reservations where payment is overdue, or to spot in-house accounts that are sitting in credit.

★ Tip: By default the report returns reservations with a balance regardless of whether the balance is in a debit or credit state. Enable the Include Zero Balances option under More Options to also list reservations whose balance has been cleared to zero.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Information

The report reads live data from the Accounts Receivable ledger of each reservation that is currently Arrived. A reservation is considered in-house from the moment it is checked in until it is departed.

Access to the report is controlled through the user's Security Profile. Users without the In House Guest Balance report permission will not see it listed under the Accounting reports group.

Common use cases include:

  • Locating reservations where payment is overdue so front office can follow up with the guest.
  • Identifying in-house accounts sitting in credit that may need a refund or reallocation.
  • Checking the total of unsettled in-house charges as part of end-of-shift or end-of-day procedures.
  • Running as part of the daily procedures for the property.

 

How to Access

Go to Reports > Accounting > In House Guest Balance in the side menu of RMS.

 

Guide

Have this information ready:

  • The date range you want the report to cover.
  • Any Category, Company or Travel Agent filters you want to apply.

In the side menu of RMS, go to Reports > Accounting > In House Guest Balance.

  1. Select the Category to include (defaults to All Selected).
  2. Choose a Sort By option (defaults to Area).
  3. Select More Options to show the additional filters panel, then set the date range and any checkbox filters that apply (Optional).
  4. Select Build.
  5. Screenshot of the In House Guest Balance Report Options panel in RMS showing Category, Company, Travel Agent, Sort By fields and additional More Options filters

     

The report will display every in-house reservation that matches the selected filters and has a balance on the account.

Screenshot of the built In House Guest Balances report in RMS showing columns Surname, Loyalty Membership Type, Res No, Area, Bond, Charge Des, Charge Amt, Paid To, Balance, and Days Overdues

 

★ Tip: Select a Res No on the built report to open the reservation directly. Use Schedule instead of Build to have the report emailed automatically on a recurring basis - see Scheduled Reports for more information.

 

Report Options

The Report Options panel contains the primary filters that apply every time the report is built.

Option Description
Category Limits the report to reservations allocated to the selected Categories. Defaults to All Selected.
Company Limits the report to reservations attached to the selected Company profiles. Defaults to None Selected (all companies included).
Travel Agent Limits the report to reservations attached to the selected Travel Agent profiles. Defaults to None Selected (all travel agents included).
Sort By Controls the order in which reservations appear on the report. Defaults to Area.

 

More Options

Select More Options to show additional filters. Select Less Options to hide them again.

Option Description
Long Term Reservation Only Limits the report to reservations flagged as Long Term.
Show Account Type Columns Adds Account Type columns to the built report output to distinguish balances on the Guest, Company, Travel Agent and Group accounts.
Include Zero Balances Lists every in-house reservation, including those whose balance is currently zero.
Group By Property Groups the report output by property. Useful when running the report across multiple properties.
Ignore Reservation Status Removes the Arrived-only filter so reservations in other statuses that still have a balance are included.
Exclude Company Excludes balances held on the Company account from the report.
Exclude Travel Agent Excludes balances held on the Travel Agent account from the report.
Reservation Date Range The date range used to identify in-house reservations. Defaults to today.

 

Report Output

The built report shows the property name and the selected filter values (Sort By, Group By Property, Long Term Only) at the top, followed by one row per in-house reservation with an outstanding balance and a total row at the bottom.

Column Description
Surname Surname of the guest on the reservation.
Loyalty Membership Type The guest's loyalty membership type, if one is held against the guest profile.
Res No Reservation number. Select the number to open the reservation directly.
Area The Area (room or site) allocated to the reservation.
Bond Total value of any bonds held against the reservation account.
Charge Des The description of the reservation's accommodation charge, for example Daily Rate. Blank when no accommodation charge has been posted to the reservation.
Charge Amt The accommodation charge amount. Whether this is the whole-stay total or a nightly figure depends on the property's Rate Options setting (see note below). This is the accommodation charge only, not the total of all account charges; the amount owing is shown in the Balance column.
Paid To Date the reservation account is paid up to.
Balance Current balance on the reservation account. A positive value is an amount owed by the guest; a negative value is a credit balance.
Days Overdues Number of days the balance has been overdue, measured from the Paid To date.

 

âš  Important: If Show Account Type Columns is enabled, the output includes additional columns that split the balance by account type (Guest, Company, Travel Agent, Group). Use these columns when a single reservation has charges or payments recorded against more than one account type.
✎ Please Note: How accommodation appears in Charge Amt depends on the property's Rate & Rent Options settings. Total Rate posts a single accommodation charge for the whole reservation, so Charge Amt shows the whole-stay total. Nightly Rate posts a charge for each reservation night, so Charge Amt shows the nightly charge.

 

 

 

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