This article describes the Arrears and Advances report, which shows each in-house reservation on an owned area with its nights and amounts on either side of a chosen date, together with the bond the property is holding.

The Arrears and Advances report lists one row per in-house reservation on an owned area and splits it at the As of Date you choose. The Arrears columns show the nights the guest has stayed up to and including that date, and the amount owing on the reservation account at that date. The Advance columns show the nights still to come after that date, and the transactions dated after it. The last column shows the bond the property is holding for the reservation. The report is available only when Owner Accounting is activated, and the Trust Account Required option is turned on in the Owner Accounting Options.

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.

Which Reservations Appear on the Arrears and Advances Report

The Arrears and Advances report lists a reservation when all three of the following are true:

• The reservation's current status is Arrived.
• The reservation's area has an owner contract that covers the As of Date.
• The reservation's category belongs to one of the properties selected in the Property option.

The Arrive and Depart dates do not affect whether a reservation appears. A guest who has passed their Depart date stays on the report until you check out the reservation.

Important! Apart from deciding which owner contracts count, the As of Date controls only the Nights and Rentals columns. The report always lists the reservations that are Arrived today, even when the As of Date is in the past, and Bond o/s always shows today's position.

Use Cases

• Check what in-house guests owe - the accounts team runs the report as of yesterday to see the amount owing and the nights stayed on each in-house reservation.
• Find long-stay guests who are behind - the property sorts by Area and looks for reservations with a high Arrears Nights count and an Arrears Rentals balance.
• Review bonds held - the property uses the Bond o/s column to see the bond it is holding for each in-house reservation.

How to Access

Go to Reports > Owner Accounting > Arrears And Advances.

To run the report, a user's Security Profile needs the Arrears And Advances access in its Owner Accounting reports. This access is listed only when Trust Account Required is turned on.

Report Options

The report options below control the date the report splits on, which properties it covers, and how rows are grouped and ordered.

Select Build to run the report. The Schedule button sets the report to run on a schedule, and Exit closes the report.

Column Headers

The columns below appear on the Arrears and Advances report. The Source / Calculation column points to the explanation under Data Sources & Calculations where the figure needs more detail.

The Grand Total row at the bottom shows the number of reservations on the report and the total of each Nights, Rentals, and Bond o/s column.

When you group the report by Area or Arrive Date, each group ends with a Total row that shows the number of reservations in the group and the group's totals.

Please Note! When you group the report by Arrive Date, the groups are sorted by the day of the month first, so they are not in date order. For example, the group for 10 August is listed before the group for 21 April.

Data Sources & Calculations

The following concepts each govern more than one column on the Arrears and Advances report.

Nights

The Nights columns on the Arrears and Advances report count nights on either side of the As of Date, using the reservation dates only. Arrears Nights count every date from the Arrive date to the As of Date, including both. Advance Nights are the days between the As of Date and the Depart date, less one, and never less than 0. For example, a reservation arriving on 27 July and departing on 3 August, run as of 1 August, shows 6 Arrears Nights and 1 Advance Night.

Advance Nights show the nights still booked after the As of Date, whether or not the guest has paid for them. Once the As of Date is on or after the Depart date, Advance Nights show 0 and Arrears Nights keep counting.

Please Note! There is one exception to the Arrears Nights count. A reservation that arrives on the As of Date shows 2 Arrears Nights, not 1.

Please Note! Advance Nights count from the As of Date, not from the Arrive date. When the As of Date is two or more days before arrival, Advance Nights show more nights than the reservation has. For example, a reservation arriving on 10 August and departing on 12 August, run as of 1 August, shows 10 Advance Nights for a 2-night stay.

Rentals

The Rentals columns on the Arrears and Advances report cover every tab on the reservation account, including Accom, Extras, Bond, and any utility tabs. They show everything on the account, not only the rent.

• Arrears Rentals is the amount owing on the account at the As of Date. RMS takes the Debtors Ledger balance of each account tab at that date and adds up only the tabs that owe money. A credit on one tab does not reduce the amount owing on another, so an account with an Accom tab in credit and an Extras tab owing 50.00 shows 50.00. An account in credit shows 0.00, and the column is never negative. This can differ from the Debtors Ledger, which also reports credit balances.
• Advance Rentals is the total of every transaction on the account dated after the As of Date, with no end date. Charges add to it, and payments dated after the As of Date reduce it, so it can show a negative amount. Voided transactions and suspense receipts are left out, and hidden package components are taken off.

Unpaid bonds count as money owing. A bond that has been charged but not paid adds to Arrears Rentals, or to Advance Rentals when it is dated after the As of Date, and shows 0.00 under Bond o/s. Once the bond is paid, it no longer counts as owing and shows under Bond o/s instead.

Payments made on or before the As of Date are not taken off Advance Rentals. A guest who has paid in full before the As of Date still shows their future charges under Advance Rentals, and 0.00 under Arrears Rentals.

For example, on a reservation with nightly charges of 265.00 for the first two nights and 285.00 for the third, run as of the second night, the report shows 530.00 under Arrears Rentals and 285.00 under Advance Rentals. Run as of the Depart date, the whole 815.00 moves to Arrears Rentals.

Bond o/s

The Bond o/s column on the Arrears and Advances report shows the bond the property is holding for the reservation. The bond comes from the refundable charges on the reservation account. For each bond charge, the column shows what the guest has paid less what has been refunded:

• A bond that has not been paid shows 0.00.
• A bond of 500.00 paid in full shows 500.00.
• A bond of 500.00 paid, with 200.00 refunded, shows 300.00.
• A bond refunded in full shows 0.00.

Bond o/s does not use the As of Date. It always shows today's position.

Related Reports

• Debtors Ledger report - lists every account with an outstanding balance as of a chosen date.
• Agent Pending History Report - shows the outstanding charges on each reservation in a Trust Accounting database, split into Trust and Non-Trust amounts.
• Bonds Held Report - lists the refundable charges a property holds against reservations as at a selected date.
• Owner List Report - exports each owned area with its owner's contact, banking and Owner Contract details.

Related Articles

• Set up a new owned area
• End of Month Preparations - Owner Accounting