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Monitor outstanding guest balances and customer deposits across all properties from a single consolidated report.

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Business Value

  • Provides portfolio-level visibility into accounts receivable and customer deposits.
  • Eliminates the need to manually consolidate reports from multiple hotels.
  • Helps corporate finance teams prioritize collections and monitor cash flow.
  • Supports financial control, auditing, and reporting at the regional and group levels.

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Where to Find the Report

Multi-Property → Reports → Consolidated Open Balance

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Report Parameters

1. Type (Mandatory)
  • All (Default) – Reservations and Paymasters
  • Reservations – Guest reservations only
  • Paymasters – Paymaster accounts only
2. State
  • All (Default)
  • Expected Departures – Filters based on expected departure status
3. Date (Mandatory)
  • Report reference date used to classify balances into:
    • Guest Ledger
    • Deposit Ledger
4. Display Contact Information
  • No (Default) – Hides all contact details (privacy-focused)
  • Yes – Displays:
    • Email
    • Address (Country)
    • Mobile number
Supports GDPR and internal vs. external reporting needs.
5. Hotels
  • Multi-select autocomplete showing all operational hotels
  • Excludes:
    • Head office instances
    • Demo / training instances
  • If no hotel is selected, all eligible hotels are included by default
Report Structure The report is divided into three clear sections to separate receivables from deposits.

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Section 1: Guest Ledger

Data Included:
  • Reservations where Arrival Date ≤ Report Date
  • Guests already arrived or arriving today
Financial Meaning:
  • Represents Accounts Receivable
  • Money owed to the hotel
Columns Displayed:
  • Hotel Name
  • Room Number
  • Guest Name
  • Arrival Date
  • Departure Date
  • Room Charge
  • Extras
  • Payment
  • Balance
  • Number of Persons
  • Rate
  • Email (if enabled)
  • Address (if enabled)
  • Mobile (if enabled)
Guest Ledger Grand Total:
  • Sum of all guest balances across all selected hotels

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Section 2: Deposit Ledger

Data Included:
  • Reservations where Arrival Date > Report Date
  • Future arrivals
Financial Meaning:
  • Represents Deferred Revenue / Customer Deposits
  • Obligation by the hotel to deliver services
Characteristics:
  • Typically no room charges yet
  • Advance payments or deposits applied
  • Balances usually negative
Columns Displayed: Same as Guest Ledger Deposit Ledger Grand Total:
  • Sum of all deposit balances across all selected hotels

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Section 3: Grand Total (All Ledgers)

  • Combines totals from:
    • Guest Ledger
    • Deposit Ledger
  • Provides a complete financial snapshot across the entire portfolio
Note:
  • No individual hotel subtotals are shown
  • Totals are displayed only at:
    • Ledger level
    • Overall portfolio level

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Data Classification Logic

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Guest Ledger

  • Arrival Date ≤ Report Date
  • Accounts receivable
  • Usually positive balances

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Deposit Ledger

  • Arrival Date > Report Date
  • Deferred revenue
  • Usually negative balances

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Filtering & Exclusions

  • Excludes:
    • Head office instances
    • Demo / training instances
  • Applies the same filtering logic as the single-property Open Balance report
  • Includes only balances:
    • ≥ 0.01
    • ≤ -0.01
  • Zero balances are automatically excluded

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Sorting Logic

  • Hotels sorted alphabetically
  • Within each hotel:
    • Guest Ledger first
    • Deposit Ledger second
  • Within each ledger:
    • Sorted by Room Number (Ascending)

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Permissions

This report requires a new dedicated permission, assigned to:
  • Multi Property Financial Controller
  • Multi Property Night Auditor