This article describes the Trial Balance report, which shows the Guest Ledger's opening balance, the day's payment activity, and closing balance for a property or group of properties.

Overview

The Trial Balance report is a snapshot statement of the Guest Ledger, the in-house ledger of accounts sitting in a debit balance. Its on-screen heading reads "Trial Balance (Guest Ledger)" to distinguish it from the City Ledger (Accounts Receivable) and Advances Ledger, which are covered by other reports.

For the selected date, the report shows the Guest Ledger's Opening Balance, a breakdown of Paid Out and Refund activity, a breakdown of Payment activity by payment method, and the resulting Closing Balance. Accounting teams typically run it as part of the Night Audit / End of Day process to confirm the Guest Ledger balance before rolling the Accounting Date forward.

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.

Use Cases

• End of Day reconciliation - before completing Night Audit, the accounts team runs this report to confirm the Guest Ledger's Closing Balance ties out with the property's own records for the day.
• Payment method reconciliation - a property reconciling its banking (cash drawer, EFTPOS batch, credit card settlement) runs the report to see the day's guest payments broken down by payment method.
• Enterprise ledger checks - a multi-property account uses the Property option to check the Guest Ledger for one or more properties at once, or uses Exclude Owner Account Charges to isolate guest trading activity from Owner Accounting activity.

How to Access

In the side menu of RMS, go to Reports > Night Audit > Trial Balance.

Report Options

The report options below control the date, property scope, and grouping of the Trial Balance statement.

Tip! Report build screens default to a common use configuration, and selections can be made as required.

Report Output

The Trial Balance report does not render as a column-based table. It renders as a single statement with the sections below. Where a property has multiple properties selected, one statement prints per property.

Data Sources & Calculations

The following concepts govern the figures shown on the report.

Guest Ledger

The Guest Ledger is the in-house ledger of accounts sitting in a debit balance - one of three ledgers RMS tracks as part of Night Audit debtor analysis, alongside the City Ledger (Accounts Receivable) and the Advances Ledger (accounts in a credit balance). The Trial Balance report is scoped to the Guest Ledger only.

Closing Balance

Please Note! The report does not display the arithmetic that produces the Closing Balance from the Opening Balance, Paid Out/Refund Total, and Payment Total.

This article states each section's contents as observed; it does not assert the exact calculation.

Owner Account Charges

Charges classified against an Owner Account (used on properties with the Owner Accounting module) can be excluded from the Trial Balance using the Exclude Owner Account Charges option, so the report reflects guest trading activity only.

Related Reports

• EOD report - the End of Day report run as part of the same Night Audit process.
• Night Audit report breakdown - explains the figures on the Night Audit Report, which the Trial Balance report complements.
• Advances Ledger Breakdown - the equivalent report for the Advances Ledger (accounts in credit).
• Report of Payment by Ledger - a further breakdown of payments recorded against each ledger.

Related Articles

• Open a New Day/Night Audit