Daily Deposit Report
On this page
The Daily Deposit Report lists the deposits (advance payments) taken on one day, grouped by deposit type, with the folio number, guest, room and the desk user.
Purpose
Keep the advance-deposit ledger right: which deposits were received on a day and by whom.
Who uses it
- Accountant: deposit ledger.
- Front office manager: control of advances.
About this report on screen
Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:
- Summary: Deposits received on a date.
- What this report shows: Every deposit taken on the chosen date with folio, guest, room, amount and desk user.
- How to read it:
- Deposits sit on the folio until they are used against the bill.
Columns explained (the same text shows on the help icon next to a column title):
| Column | Meaning |
|---|---|
| Folio # | The stay's folio number. |
Before you start
- A payment appears here only when it was entered as a deposit (with a deposit type), not as an ordinary payment.
Step by step
- Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at
#/reports. - Choose the category Daily Reports (or type in the search box) and click the card Daily Deposit ("Deposits received daily"). You can also open
#/report/daily-depositdirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date as you need (in a date calendar, Working Date jumps to the current business date).
- Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
- Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
- Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.
Filters
| Filter | Meaning | Default / rules |
|---|---|---|
| From Date | The business day. | The PMS date. |
Columns
| Column | Meaning and how it is calculated |
|---|---|
| Deposit Date | The date the deposit was taken. |
| Folio # | Folio number of the booking. |
| Guest Name, Room Name | The guest and the room (blank for unassigned reservations). |
| Desk User | The user who took the deposit. |
| Deposit Amount | The amount. A deposit deleted later is a negative line on the deletion date; a deposit still counts on its original date. |
Totals and grouping
A heading for each deposit type (for example Advance Deposit), then the lines. There is no grand total line on the screen.
How to read an example
The demo hotel has no deposits, so on 17-Oct-2026 and on 16-Oct-2026 the report shows only the column headings and No record found!. In a hotel with deposits each deposit type has its own heading, for example "Advance Deposit", and under it one line per deposit with the folio number, guest and amount.
The numbers come from the SunTatva Demo Hotel on the day this page was written; your own figures will of course differ.
Common questions it answers
- Which advance deposits did we take today?
- Who took each deposit?
- Which deposits were deleted?
Troubleshooting
| What you see | Why and what to do |
|---|---|
| The report is empty but a guest paid in advance | The payment was entered as an ordinary payment. Ordinary payments are in Daily Collection; only payments entered with a deposit type are here. |
| Export is greyed out | The report has no rows (No record found!), so there is nothing to export. Change the criteria and click Show. |
| You are signed out when the report opens | Your role does not have the privilege of this report. The screen checks the privilege when the address is opened and logs you out if it is missing. |
Messages you may see
| Message | Why it appears | What to do |
|---|---|---|
| No record found! | The report found nothing for the date or filters you chose. | Check the date (the first PMS date of the hotel is the earliest you can pick), the desk user and the other filters, then click Show. |
| Email sent successfully. | You chose Export > Email (PDF). The server built the PDF and handed it to the mail service. | Nothing. If the mail does not arrive, check the e-mail address of the property and the e-mail settings. |
Related reports
- Daily Collection, Daily Balance (Include Deposit Payment).
- Advance and in-house deposit ledgers.
Screenshots
