Information on using the Guest Credit Expiry report in RMS.
Overview
The Guest Credits Expiry report lists guest account credits that have an expiry date, helping you identify credits due to expire and take action before the expiry date passes.
Use this report to monitor credits stored on guest accounts - such as balances transferred from reservation accounts or gift cards - that are set to expire on or before the date you specify. The report exports to CSV only; there is no on-screen table view.
Prerequisites
Credits only appear in this report if the Credit Expiry feature is configured for your property.
To enable it, go to Setup > Accounting > Accounting Options, select the property, and configure the Client Credit settings including the number of days after which credits expire and the sundry charge to apply on expiry.
Credits with expiry dates are created when:
- A credit balance is transferred from a reservation account to a guest account (either manually or automatically on departure).
- A guest purchases a gift card through the online booking engine.
Manual receipts posted directly to a guest account do not receive an expiry date.
How to Access
Go to Reports > Management > Guests > Guest Credits Expiry.
Report Options
| Report Option | Type | Default | Description |
|---|---|---|---|
| As of Date | Date | Today | Returns credits with an expiry date on or before this date. Set a future date to see credits that will expire within a given period. |
| Property | Multi-select | All properties | Limits the report to credits associated with the selected properties. All properties are selected by default. |
| Sort By | Dropdown | Account Number |
Controls how rows in the CSV are ordered. Options:
|
| Group By Property | Checkbox | Unchecked | When checked, groups results by property in the CSV output. |
| Show Only Transfer Credit Receipts | Checkbox | Unchecked | When checked, limits the output to credits that were transferred from a reservation account to the guest account. Mutual exclusive with Exclude Transfer Credit Receipts. |
| Exclude Transfer Credit Receipts | Checkbox | Unchecked | When checked, excludes credits that were transferred from a reservation account, showing only other credit types such as gift cards. |
Report Columns
The report exports directly to a CSV file. There is no on-screen preview - clicking Export to CSV downloads the file immediately. Open the file in a spreadsheet application to review the results.
| Column | Description |
|---|---|
| Property | The name of the property the guest account belongs to. |
| Guest No | The guest profile number in RMS. |
| Guest Name | The guest's full name. |
| Account No | The guest account number. |
| Guest Email | The guest's email address. |
| Guest Phone | The guest's phone number. |
| Credit Trans ID | The identifier of the credit transaction on the guest account. |
| Trans ID | The identifier of the originating transaction that created the credit. |
| Description | A description of the credit, such as a tour name, gift card purchase, or reward point redemption. |
| Original Credit Amount | The original value of the credit when it was created. Displayed as a negative number (RMS accounting convention - a negative balance on a guest account represents a credit owed to the guest). |
| Remaining Credit Amount | The balance remaining on the credit after any usage. Also displayed as a negative number. |
| Credit Expiry | The date the credit expires. Blank if no expiry date is set for this credit. |
| Used Amount | The amount of the credit that has already been redeemed against a reservation. |
Related Reports
- Guest Account Balance Report - shows the current credit or debit balance on guest accounts.
- Guest Loyalty Credits Report - lists loyalty points and credit balances across guest accounts.
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