The AR Statements Report generates account statements for one or more Companies or Travel Agents, showing charges, receipts and balances over a selected date range.

Overview

The AR Statements Report builds account statements for Accounts Receivable (AR) accounts (Companies and Travel Agents) and is designed for the routine task of issuing statements to debtors. The report can be filtered to show only unpaid charges, scoped to specific accounts, and emailed directly to recipients that have a valid email address on their Guest Profile.

For each Company or Travel Agent that matches the selected filters, the AR Statements Report produces a statement page with:

• A property header showing the property name, address and contact details.
• The recipient's name and address.
• The Statement Date.
• A line-by-line list of transactions for the selected Transactions Between date range.
• A B/Fwd Balance (Balance Brought Forward) line that carries forward any outstanding balance from before the selected date range.
• Footer totals for tax, total amount and total taxes.

Before generating the report, ensure the following:

• The user has access to the AR Statements Report through their Security Profile.
• The Accounts Receivable Companies or Travel Agents that should appear on statements have been set up with an account.
• To email statements directly from the report, the recipient Company or Travel Agent has a valid email address recorded against their profile.

Use Cases

Common use cases for the AR Statements Report include:

• Issuing periodic statements to Companies and Travel Agents at end of week, end of month or another billing cycle.
• Chasing unpaid invoices by filtering to Show Unpaid Charges Only.
• Bulk emailing statements to all Company or Travel Agent recipients that have an email address on file, in a single build.
• Filtering by Credit Hold status to focus on accounts that have or have not been placed on credit hold.
• Producing a single account statement for an individual Company or Travel Agent by selecting only that account in the filter.

How to Access

In the side menu of RMS, go to Reports > Accounting > AR Statements.

Guide

1. Set the Transactions Between date range. 
2. Set the As of Date.
3. Choose either Company or Travel Agent as the account type.
   (Optional) Select a Company Contact or Travel Agent Contact.
   (Optional) Select Show Unpaid Charges Only, Print Zero Balances, Email Statement.
   (Optional)Select More Options to access the Credit Hold filter.
4. Select Build.
   

Report Options

Column Headers

Each statement produced by the AR Statements Report contains a transaction list with the following columns:

The footer of each statement totals the Tax, Charge, Payment and Balance columns to give an overall position for the account.

The statement below was built with the default options (Show Unpaid Charges Only ticked). In this build the transaction list displays a combined Amount column rather than separate Charge and Payment columns, and the footer shows the Total Tax and Total for the statement.

Data Sources & Calculations

The following concepts govern the data shown in this report.

Transaction records

The Date, Reference, Description, Tax, Charge and Payment columns are drawn from the individual transaction records posted to the AR account. Each row represents a single charge or payment. The Date is the date the transaction was posted; the Reference and Description reflect the values entered or generated at the time of posting.

Balance brought forward

The first row of each statement is a B/Fwd Balance entry. This is the net balance carried forward from all transactions posted to the account before the start of the selected Transactions Between date range. It is not a transaction record - it is a calculated summary that ensures the running balance on the statement reflects the account's true opening position for the selected period.

Linked reservation

The Res and Arrive columns are populated from the reservation linked to each transaction, where one exists. If a transaction was posted directly to an AR account without a linked reservation, these columns are blank.

Running balance

The Balance column is a cumulative running total calculated from the B/Fwd Balance, increasing or decreasing with each subsequent Charge or Payment in date order. The closing Balance on the final row equals the account's outstanding balance as at the As of Date.

Related Reports

• Debtors Ledger report - lists outstanding AR balances by account across a selected period.
• Unpaid Charges Report - shows individual unpaid charges by AR account.

Related Articles

• Accounts Receivable
• Credit Hold
• Statements
• Company Statement
• Account Statement
• Configure Statements