This article describes the Rent Accruals report, which shows how much of the accommodation charge for each active reservation has been earned up to a selected date.
Overview
The Rent Accruals report lists, for each reservation, the portion of the accommodation charge that has accrued (been earned) up to a chosen cut-off date.
For every reservation it shows the total charge, the amount paid, the amount accrued, and the offsetting accounting entry. Properties using Accrual accounting use the report to match revenue to the period it was earned and to reconcile outstanding charges at the end of a month or financial period.
Use Cases
- Period-end revenue matching - run the report at the end of a month or financial period to see how much accommodation revenue has been earned (accrued) in that period.
- Reconcile unpaid charges - compare Total Charge against Paid to identify reservations with outstanding balances.
- Spot long-stay reservations - view active reservations where the end date is in the future and confirm the correct charge is accruing over time.
How to Access
Go to Reports > Management > Financial > Rent Accruals.
Report Options
The report options control the cut-off date, which Categories are included, and how the results are grouped.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Until Date | Date | Today | The cut-off date for the accrual calculation. Reservations with charges accruing on or before this date are included. |
| Category | Multi-select | All | Limits the report to reservations in the selected Categories. |
| Group By | Dropdown | No Grouping |
Groups results for subtotals. Options:
|
| Summary | Checkbox | Off | When ticked, shows totals only instead of individual reservation rows. |
Column Headers
The columns below appear on the report output.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The reservation number. | The property's reservation ID. |
| Trans ID | The transaction ID of the accommodation charge. | The ID of the charge transaction on the reservation. |
| Begins | The reservation start date. | The arrival date. |
| Ends | The reservation end date. | The departure date. |
| Total Charge | The total accommodation charge for the full stay. | The full charge amount covering Begins to Ends. |
| Paid | The amount the guest has already paid against the charge. | Total payments received for the reservation. |
| Accrued | The portion of the Total Charge that has been earned up to the Until Date. | Total Charge prorated from Begins to the Until Date. |
| Accrued Credit | The offsetting accounting entry for the accrued amount. | Equal and opposite to Accrued. |
Data Sources & Calculations
Accrued
The Accrued column shows the portion of the Total Charge that corresponds to nights from the reservation's Begins date up to the Until Date.
Accrued Credit
The Accrued Credit column shows the offsetting entry to the Accrued amount. It is always equal and opposite to Accrued (for example, Accrued 98.31 produces Accrued Credit -98.31). The Grand Total row sums all columns across the report.
Related Reports
- Rent Roll Report - a list of current and upcoming reservations with rate and charge detail.
- Cash/Charge Report - daily cash and charge totals for a selected period.
- Budget Vs Projected Report - budgeted versus projected revenue by Category.
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