Guest Ledger Report

Updated 2026-10-30

The Guest Ledger Report lists the guest folios that have an unpaid balance as of a date: guests who are in the house and guests who have checked out but still owe (or are owed) money. For each folio it shows the charges up to that date, the payments and the balance, and it ends with a Grand Total, the amount the hotel is owed by its guests.

Purpose

• Know how much money is still to be collected from in-house guests and from guests who already left.
• Support the night audit: the Guest Ledger total must match the ledger summary.
• Find folios with a balance at check-out time.

Who uses it

Accountants and the night auditor (closing balance of the guest ledger), the front office manager (collection follow-up) and owners.

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 in-house guests owe on a date.
• What this report shows: Each open guest folio on the chosen date with room, dates, total charges, payments and balance.
• How to read it:
• The total is the guest ledger balance in the Ledger Summary.

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

Before you start

• You need the privilege Ledger_Report_GuestLedger.
• The report is an "as of" statement. It has one date (From Date), default the PMS date. It counts all charges whose date is on or before that date.
• Run it after the night audit of the date for final figures. Today's report still changes while the business day is open.

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 Guest Ledger ("Guest account transactions"). You can also open #/report/guest-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 In-house block (and the Check-Out block when there are checked-out folios with a balance).
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

Blocks: In-house (guests in the house on the date, or overdue and not yet checked out) and Check-Out (guests who left on or before the date and still have a balance). A Total line closes a block only when its payments are not zero; the Grand Total line at the bottom adds everything.

How to read an example

As of 17-Oct-2026 on the demo hotel, block In-house:

Read it as: Hana Kobayashi has been charged 13,150.00 up to 17-Oct (two nights of rent 4,000.00 each plus 5,150.00 of other charges) although her stay runs to 20-Oct; she has paid 5,500.00 and owes 7,650.00. The 14 in-house folios together owe 69,098.40. The Grand Total is the amount the guest ledger holds on that evening. The four Family rooms 301 to 304 each show 6,406.40 because only the first night of their stay is charged as of 17-Oct.

Common questions it answers

• How much do in-house guests owe at the moment?
• Which checked-out guests left without paying in full?
• What is the guest ledger balance for the audit date?

Export, print and e-mail

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

Troubleshooting

• A guest who owes money is missing. The balance is below 0.50, or the folio is outside the in-house/checked-out rules for the date. Open the folio and check the balance.
• The balance differs from the folio. The report cuts the charges at the as-of date; the folio shows the whole stay.
• A deposit is not in Payment Amount. Deposits are listed in Inhouse Deposit Ledger and Advance Deposit Ledger.
• The ledger total does not match the Ledger Summary. The Ledger Summary adds the guest ledger to the other ledgers; compare the "Guest Ledger Summary" figure with this Grand Total, same date.
• The report is empty. No folio has a balance on that date.

Messages you may see

Related reports

Ledger Summary, Inhouse Deposit Ledger, Advance Deposit Ledger, Remaining Guest Checkout, Ledger reports overview.