> ## Documentation Index
> Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Trial Balance Report (Front Office)

> Easily review and reconcile all main account balances—covering guest, city, deposit, and control accounts—at any point in time. Business Value Provides a real-time snapshot of all major hotel accou...

**Easily review and reconcile all main account balances—covering guest, city, deposit, and control accounts—at any point in time.**

## **Business Value**

* Provides a real-time snapshot of all major hotel accounts for reconciliation.
* Helps detect discrepancies between postings, expected balances, and actual closures.
* Ensures compliance and financial control for audits.

## **Typical Use Cases**

* Night audit teams verifying balances and transactions.
* Finance teams preparing for end-of-month closing.
* Managers investigating discrepancies between forecasted and actual balances.

## **Key Report Sections & Formulas**

### 1. **Ledger Accounts Explained**

#### **Guest Ledger**

* **What is it?**
  Represents the balance of all in-house guest folios/accounts (i.e., current guests and their charges).
* **How is it affected?**
  Increased by guest charges (room, F\&B, extras), decreased by payments, check-outs, or transfers to City Ledger.

#### **City Ledger**

* **What is it?**
  Shows amounts due from companies, travel agents, or direct bill clients (accounts receivable not yet settled).
* **How is it affected?**
  Increased by invoices or transfers from Guest Ledger (on check-out to company), decreased by payments received from companies.

#### **Deposit Ledger**

* **What is it?**
  Tracks advance deposits from guests or companies for future reservations/stays.
* **How is it affected?**
  Increased by prepayments or deposits received, decreased when deposits are applied to folios or refunded.

#### **Control Accounts (Control Sum)**

* **What is it?**
  Balancing accounts used to ensure all postings, closings, and ledgers reconcile. Any balance here typically indicates a discrepancy needing investigation.

### **2. Report Columns**

Typical columns for each row/account:

* **Opening Balance:** Balance carried forward from the previous day.
* **Total Postings:** Total of all transactions (charges, credits, transfers) recorded for the day.
* **Projected Closing:** Expected balance after all postings, before the night audit closes the day.
* **Actual Closing Balance:** The real balance at the end of the night audit.
* **Control Sum:** The net difference between actual and projected closing—should be zero in a balanced report.

### **3.** **Summary Row Formulas**

#### **Total Postings**

* **Formula:**
  Total charges, credits, and transfers posted during the day for each account/ledger.

#### **Projected Closing**

* **Formula:**
  `Projected Closing = Opening Balance + Total Postings`
* Represents the expected account balance before night audit closes the business day.

#### **Actual Closing Balance**

* **Formula:**
  The closing balance calculated by the system after the night audit is complete.
* Should match Projected Closing if all transactions are posted and there are no discrepancies.

#### **Control Sum**

* **Formula:**
  `Control Sum = Actual Closing Balance - Projected Closing`
* **Purpose:**

  * Should be **zero** in a balanced report.
  * If not zero, signals a posting or reconciliation error needing correction.

## **How to Read and Reconcile the Report**

1. **Compare Projected vs. Actual Closing** for each ledger.
2. **Investigate Control Sum**:

   * Zero means the ledger is balanced.
   * Non-zero indicates missing postings, late entries, or manual errors.
3. **Guest Ledger and City Ledger Movement:**

   * Guest Ledger decreases when guests check out, and balances are moved to City Ledger.
   * City Ledger increases with such transfers, decreases when payments are made.

## **Tips**

* **Common Causes of Control Sum Variances:**

  * Unposted charges.
  * Checking the report on the same calendar date.
* **Daily Review:**

  * Always review all ledger balances and Control Sums after the night audit.
  * Investigate discrepancies immediately for clean financials.