The Agent Pending History report shows the outstanding charges on each reservation in a Trust Accounting database, broken into Trust and Non-Trust amounts with the projected owner fees, commissions and expenses, so a managing agent can see what is pending before the owner payout.
Overview
The Agent Pending History report is part of Owner Accounting and is available only on databases that have Trust Accounting enabled. It lists each reservation that has an outstanding balance and breaks that balance into Trust and Non-Trust amounts.
For each reservation, the report projects the owner-related amounts that will be deducted from the outstanding Trust amount - management commission, travel agent commission, and notional expenses such as cleaning - and presents them under the property's Trust Grouping columns (up to five configured groups, plus an Other column). Management fees and expenses are derived from the property's End of Month commission setup and housekeeping task costs; travel agent commission is taken from the travel agent Trust commission postings.
The report is typically run by the managing agent or operator to see what is pending on each reservation ahead of the monthly owner payout. By default it includes Departed reservations, and an option is available to include Arrived reservations as well.
Use Cases
- Pre-payout review - before running the monthly owner payout, review what is still outstanding on each reservation and the management and agent commissions that will be deducted.
- Agent or company breakdown - group the report by travel agent or company to see the projected commissions and expenses for each.
- Summary or detailed reconciliation - produce a high-level summary of group totals, or a full per-reservation breakdown, and export it for reconciliation or to send on.
- Aged amounts follow-up - show aging buckets to see how long amounts have been outstanding and prioritise follow-up.
How to Access
Go to Reports > Owner Accounting > Agent Pending History.
Report Options
Set the options below, then select Build to generate the report.
| Option | Description |
|---|---|
| As of Date | Calculates the outstanding amounts as at the selected date. Defaults to today. |
| Property | Limits the report to the selected properties. Shown on Enterprise (multi-property) databases only - on a single-property database there is nothing to select, so the option does not appear. |
| Reservation Account Type | Limits the report to the selected reservation account types (for example Account, AR Account, Extras, Phone, Gas, Electricity, Water). Defaults to All Selected. |
| Sort By | Controls the order in which reservations appear. Options: Acc No, Res No, Arrive Date, Last Name. Defaults to Acc No. |
| Group By | Groups the report output. Options: No Grouping, Room Type, Company, Travel Agent, A/R. Defaults to No Grouping. |
More Options
Select More Options to show the additional settings below. They are checkboxes, all unticked by default - tick an option to change what the report includes.
| Option | Description |
|---|---|
| Show Summary for period | Produces a summary showing group totals only. Individual reservations are not listed. Leave unticked for the full per-reservation detail. |
| Include Notional Charges | Includes projected (notional) charges, such as cleaning, for Performance Undertaking rooms. |
| Include Arrived Reservations | Adds Arrived reservations to the report. By default the report includes Departed reservations only. |
| Do not show Expenses | Hides the expenses (charge) columns from the output. |
| Include Aging Buckets | Adds Current, 30 Days, 60 Days, 90 Days and Total columns showing how long each amount has been outstanding. |
| Show Expenses Summary | Adds an expenses breakdown - Management Expenses and Notional Expenses, including GST - similar to the Trust breakdown on the Debtors Ledger report. |
Report Output
By default the report lists one row per reservation and ends with a Grand Total row that sums each column and shows the total reservation count and nights. When a Group By option is selected, reservations are grouped under headers with a sub-total for each group.
Column Headers
The detailed report shows the columns below. The middle columns - the management commission and expense amounts - are the property's configured Trust Grouping columns (up to five, plus Other), so their names and number vary by property setup.
| Column | Description |
|---|---|
| Acc No | The reservation account number. |
| Guest Name | The guest or group name on the reservation. |
| Room | The room or area allocated to the reservation. |
| Res No | The reservation number. |
| Arrive | The arrival date. |
| Nights | The number of nights. |
| Accomm Revenue | The accommodation revenue for the reservation. |
| Trust Grouping columns | The property's configured Trust Groups, for example Mgmt, Let, Cons, Clean and Other - the management commission and expense amounts apportioned to each group. The names and number of these columns depend on the property's Trust Grouping setup. |
| Agent Comm | The travel agent commission. |
| Trust | The outstanding Trust amount on the reservation. |
| UnPaid Non Trust | The outstanding Non-Trust (unpaid) amount. |
| Total | The total outstanding for the reservation. |
Additional columns appear when certain More Options are selected:
- Include Aging Buckets adds Current, 30 Days, 60 Days, 90 Days and Total columns.
- Show Expenses Summary adds a Management Expenses and Notional Expenses breakdown, including GST.
- Show Summary for period collapses the detail to group totals only.
The report can be exported to CSV, Excel or PDF, and can be scheduled to send automatically.
Related Articles
- Debtors Ledger report
- Owner Statements
- End of Month Preparations - Owner Accounting
- End of Month Preparations - Trust Accounting
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