Guest Departure Report

Updated 2026-10-30

The Guest Departure Report lists the stays whose departure date is the date you choose. It splits them into Guests To Check Out (still to leave) and Guests Checked Out (already left), with the balance each one owes. It is the day's check-out list.

Purpose

• Prepare the bills and the cashier's work for the day.
• Tell housekeeping and the porters which rooms leave today.
• Check who has left early and who still owes money.

Who uses it

Front desk and cashier (morning preparation), housekeeping supervisor (rooms to clean), porters and managers.

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: Guests due to check out on a date.
• What this report shows: Every in-house guest whose departure date is the chosen Departure Date, with room, charges, payments and balance.
• How to read it:
• A balance above zero means the guest still has to pay at check-out.
• Good to know:
• Include Reservation also lists reservations (not yet checked in) that would depart on that date.

Columns explained (the same text shows on the help icon next to a column title):

Before you start

• You need the privilege Guest_Report_Departure.
• The report uses one date: the planned departure date of the stay. It opens on the PMS date.
• Cancelled and transferred-out folios are not shown.

Step by step

1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
2. Choose the category Guest Reports (or type in the search box) and click the card Departure ("Guest departure list"). You can also open #/report/departure directly.
3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set Departure Date, Include Reservation as you need (in a date calendar, Working Date jumps to the current business date).
4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
5. Tick Include Reservation if you also want reservations whose departure date is that day (guests who never checked in; their name starts with a star).
6. 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.
7. 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

Columns

The Status column exists but is hidden. The Columns list now shows the columns of the report (Guest Name, Room, Date In, Date Out, Balance, Remark...), so you can show or hide them.

Totals and grouping

Two grey headings: Guests To Check Out (the stay is not checked out yet, or its actual check-out is not before the planned date) and Guests Checked Out (guests who left on or before the planned date). There is no total line; add the Balance column yourself.

How to read an example

Departure Date 18-Oct-2026 with Include Reservation, on the demo hotel (PMS date 17-Oct-2026):

Read it as: on 18-Oct the cashier must collect 6,330.00 from Billing Two and 4,830.00 from Billing One before they leave at 16:00 and 11:00. The star shows that Rahul Mehta is still only a reservation with 3,300.00 due. Kiran Bhatt and Vikram Rao already checked out earlier than planned, with zero balance. With the default PMS date 17-Oct-2026 and no reservation the report shows only the three guests who left that morning: Priya Nair (room 201), Neha Arora (104) and Rajiv Bhatia (110), all with 0.00.

Common questions it answers

• Who leaves today and what do they still owe?
• Which rooms will be free this afternoon?
• Who left earlier than planned?
• Are there reservations that should have arrived and were due to leave (stars)?

Export, print and e-mail

• Excel downloads Guest Departure Report.xlsx with both blocks.
• Email (PDF) shows Email sent successfully.
• PDF: Since 19-Oct-2026 the PDF also opens on a property without an uploaded logo.

Troubleshooting

• The list is empty (No record found!). Nobody has this departure date. Change the date.
• A guest who stayed longer is missing. The report lists the planned Date Out; extended stays have a later date.
• "Guests Checked Out" shows a future date. Those guests left earlier than planned; the report uses the planned Date Out as the report date.
• Names with a star. They are reservations; clear the Include Reservation tick to hide them.
• The balance is negative. The guest has paid more than the charges; refund or keep the credit.

Messages you may see

Related reports

Remaining Guest Checkout, Arrival, Guest List, Guest Ledger, Guest Reports overview.