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The Open Balances Report shows the balance of every open reservation and paymaster on a chosen date.

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Business Value

  • Shows room charges, extras and payments in separate columns.
  • Shows what each guest still owes, or how much they paid in advance.
  • Lists deposits paid before arrival in their own section.
  • Helps you check the front office totals against the accounting reports.

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Use Cases

  • A night auditor runs the report and checks every open balance before closing the day.
  • A front office manager filters Expected departures to collect balances before check-out.
  • An accountant compares the report totals with the Trial Balance and Balance Sheet.

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How It Works

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Running the Report

  1. Type: choose All, Reservations or Paymasters.
  2. State: choose All or Expected departures.
  3. Date: pick the date you want the balances for.
  4. Display contact information: Yes (the default) adds the guest’s Email, Address and Mobile.
  5. File type: XLS (the default), XLSX, ODS or PDF.
  6. Click Preview, Download or Print.
Open Balances filters with the Type list open: All, Reservations, Paymasters Open Balances filters with the State list open: All, Expected departures

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Report Sections

  • Guest Ledger: open balances of in-house guests and open paymasters.
  • Deposit Ledger: payments made in advance, before arrival.
Each section ends with a Total row. The report ends with a Grand Total row.

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Report Columns

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Update: October 11, 2026

Cancelled postings no longer show in the Room Charge, Extras and Payment columns.

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What Changed

Before, a cancelled posting stayed in the report forever. So did the reversal that cancelled it.
  • A cancelled payment kept adding to the Payment column.
  • Its reversal was counted as Extras.
  • A cancelled charge did the same, the other way round.
  • The amounts grew with every cancel-and-repost cycle.
The report now hides both sides of a cancelled pair. Folios already work this way.

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The Report Date Decides

A pair is hidden only when the posting and its cancellation fall on or before the report date.
  • A payment cancelled after the report date was still live on that date.
  • That payment keeps showing in the Payment column for that date.

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Example

A paymaster with real room charges of 32,570.01 and a Visa payment of 40,120.08. The hotel also made two test payments and cancelled them the same day: 107.72 and 108.72. The 216.44 was the two reversals. This paymaster has no extras at all. Staff read that figure as an extra amount owed.

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Totals

The per-ledger Total and Grand Total rows follow the corrected columns.