This article describes the Philippines Statement of Account report, which prints a Statement of Account (SOA) with an SOA number and a due date for each reservation account billed to a Company or Travel Agent.

Overview

The Philippines Statement of Account report is an Accounting report designed for properties in the Philippines. For reservations departing in the selected date range, it prints one statement for each reservation account whose Bill To is a Company or Travel Agent.

Each statement shows the Company's or Travel Agent's Taxpayer Identification Number (TIN), an SOA No, a Due Date based on the Company's or Travel Agent's Credit Terms, a contact to send it to, and every transaction on the account with a running balance.

Accounts billed to the guest are not included. Run the Philippines Statement of Account report after guests depart, to send each Company or Travel Agent a statement with its due date.

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

• Daily billing run - each morning, the accounts team builds the report for Yesterday's departures and sends a statement to every Company and Travel Agent whose guests checked out.
• Month-end statements for one client - the accounts team selects one Company or Travel Agent and Last Month to prepare all of that client's statements together.
• Reprint one statement - when a Company asks for a copy, the accounts team enters the reservation number in Specific Reservation (comma separated).

How to Access

In the side menu of RMS, go to Reports > Accounting > Philippines Statement of Account.

Access to the Philippines Statement of Account report is controlled by the user's Security Profile.

Report Options

The Philippines Statement of Account report options set the departure dates and limit which accounts get a statement. Select Build to show the statements, or Schedule to set up a Scheduled Report. The report has no More Options panel.

You cannot use Company and Travel Agent together. Selecting one radio button greys out the list for the other. Leaving the list at None Selected includes every Company, or every Travel Agent.

The date range can be a preset, such as Yesterday or Last Month, or a Custom Range. Specific Reservation works together with Departure Between, so the reservation must also depart within the date range. The Company, Travel Agent and account type names follow the property's System Labels. Gas, Electricity and Water are the split accounts used for utility meters.

Statement Layout

The Philippines Statement of Account report prints one statement for each reservation account that matches the report options. If no account matches, the report shows "No Data to Display".

The top of each statement shows the property's logo, name, address, ABN, phone number, email address and website. The fields below appear in the statement header, and field labels such as Guest, Category, Area and Reservation follow the property's System Labels.

Below the header, each statement lists every transaction on the account in date order, whatever its date. Voided transactions are not shown.

The footer shows the statement note set in Configure Statements, and a Please remit To block with the property's name, address and phone number.

In this example, reservation 18951 departed on 11 Feb 2025 and its Accomm account (Acc No 34583) is billed to Example Company. The SOA No is 345831, the Due Date is 12 Apr 2025, and the account balance returns to $0.00 after the cash receipt.

Data Sources & Calculations

The following concepts each govern more than one part of the Philippines Statement of Account report.

Which accounts get a statement

The Philippines Statement of Account report prints a statement for a reservation account when all of the following are true:

• The reservation departs between the From and To dates, including both dates.
• The reservation status is Unconfirmed, Confirmed, Arrived or Departed. Other statuses, such as Cancelled, No Show, Pencil and Quote, are not included.
• The reservation is not a group master reservation.
• The account type matches the Reservation Account Type option.
• The Bill To on that account is a Company (Company option) or a Travel Agent (Travel Agent option), and is one of the Companies or Travel Agents selected, if any are selected.

The report checks the Company or Travel Agent set as the Bill To on the account, not the Company or Travel Agent attached to the reservation. Each account type has its own Bill To, so a reservation can have one statement for its Accomm account and another for its Extras account. See Reservation Accounts for how to set the Bill To.

SOA No

The SOA No on the Philippines Statement of Account report is the account number followed by a single digit for the account type: 1 Accomm, 2 Extras, 3 Phone, 4 Gas, 5 Electricity and 6 Water. For example, the Accomm statement for account 34583 has SOA No 345831. The same account always produces the same SOA No, so a reprinted statement keeps its number.

Due Date

The Due Date on the Philippines Statement of Account report is the reservation's departure date plus the Credit Terms, in days, of the Company or Travel Agent being billed. If no Credit Terms are set, the Due Date is the departure date plus 30 days. For example, a reservation departing on 11 Feb 2025 and billed to a Company with Credit Terms of 60 days has a Due Date of 12 Apr 2025. This Due Date is separate from the Due Date on an Accounts Receivable Tax Invoice, which counts from the Invoice Date. You set Credit Terms for each property on the Company or Travel Agent profile. See Company Accounts Receivable.

Attention contact

The Attention, Tel No and Email Address fields on the Philippines Statement of Account report show a contact linked to the Company or Travel Agent being billed. Tel No shows the contact's mobile number. The fields are blank when the Company or Travel Agent has no linked contact.

Running balance

The Amount column on the Philippines Statement of Account report is the running balance of the account: all charges so far less all payments so far. It is shown on the last transaction of each date. When the account has been invoiced to Accounts Receivable, the transfer appears as a Transfer To A/R line in the Payment column and the balance returns to zero, so the statement no longer shows an amount owing.

Tip! To see what a Company or Travel Agent owes after its invoices have moved to Accounts Receivable, use the AR Statements Report.

Related Reports

• AR Statements Report - prints account statements for Companies and Travel Agents with Accounts Receivable accounts.
• Overdue Invoice List Report - lists Tax Invoices that have passed their Due Date and remain unsettled.
• Invoice List Report - lists the Tax Invoices created in a date range.

Related Articles

• Account Statement
• Company Accounts Receivable
• Travel Agents in RMS