Group Ledger Report

Updated 2026-10-30

The Group Ledger Report lists the payments taken for a group that have not yet been allocated to the folios of the group members, as of a date. When a group (a wedding party, a tour) pays a lump sum on the group folio, the money sits in the group ledger until the desk moves it to the rooms. The report shows what is still waiting.

Purpose

• Find group money that has been received but not yet applied to member folios.
• Make sure nothing is left on a group folio when the group leaves.
• Support the audit: the total is the "Unallocate Group Payment" of the Ledger Summary.

Who uses it

Group sales staff, the front desk handling the group check-out, and accountants / night auditors.

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: What group bookings owe on a date.
• What this report shows: Each group with open folios on the chosen date: charges, payments and balance.
• How to read it:
• Group heading = the group name.

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

Before you start

• You need the privilege Ledger_Report_GroupLedger.
• Groups are created with Group Reservation / Group Check-In. The report uses payments entered on the group (see Group reservation).
• It lists groups whose arrival date is on or before the as-of date; payments for groups that arrive later are in the Advance Deposit Ledger.

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 Ledger Reports (or type in the search box) and click the card Group Ledger ("Group reservations ledger"). You can also open #/report/group-ledger directly.
3. 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).
4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
5. Read the lines and the Total at the bottom.
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

Totals and grouping

No grouping. The last line Total adds the payment amounts.

How to read an example

On the demo hotel on 17-Oct-2026 no group payment is waiting: the table has no lines and the Total is 0.00. If a group paid 20,000.00 at the group folio and 12,000.00 were allocated to the member rooms, the report would show one line with Payment Amount 8,000.00: the money still held for the group.

Common questions it answers

• Does any group still have money that is not applied to rooms?
• Which payment of the group is still unallocated, from which date and by which payment type?

Export, print and e-mail

• Excel downloads Group Ledger For 17-Oct-2026.xlsx.
• Email (PDF) shows Email sent successfully.
• PDF: Since 19-Oct-2026 the PDF also opens on a property without an uploaded logo.

Troubleshooting

• Empty although the group paid. The payment was allocated to the members, or the group arrives after the as-of date (then it is in the Advance Deposit Ledger), or the payment is a deposit.
• A group shows a small amount. Part of a payment is still unallocated; allocate it or refund it at group check-out.
• The total differs from the Ledger Summary. Use the same date.

Messages you may see

Related reports

Advance Deposit Ledger, Guest Ledger, Ledger Summary, Ledger reports overview.