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Inhouse Deposit Ledger Report

Updated

On this page
  1. Purpose
  2. Who uses it
  3. About this report on screen
  4. Before you start
  5. Step by step
  6. Filters
  7. Columns
  8. Totals and grouping
  9. How to read an example
  10. Common questions it answers
  11. Export, print and e-mail
  12. Troubleshooting
  13. Messages you may see
  14. Related reports

The Inhouse Deposit Ledger lists the deposits the hotel holds on guest folios as of a date: payments that were taken with a Deposit Type (for example a refundable security deposit) and have not been refunded or applied to a charge. It covers reservations, guests in the house and checked-out folios.

Inhouse Deposit Ledger For Oct 2026 (no deposit held)

Purpose

  • Know how much refundable deposit money the hotel is holding.
  • Make sure no deposit is forgotten on a folio of a guest who has left.
  • Support the audit: the Ledger Summary shows the same totals as "Deposit Ledger Summary".

Who uses it

The night auditor, accountants and the front office manager. The night audit stops when deposits remain on a guest folio ("Some guests have deposit payment exist."), so this list tells you which folios to clear.

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 held for guests who are staying now.
  • What this report shows: Each in-house folio with a deposit on the chosen date.
  • How to read it:
  • The deposit is used against the bill at check-out.

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

  • You need the privilege Ledger_Report_InHouseDepositLedger.
  • A payment is a deposit only when it was saved with a Deposit Type on the folio payment panel (the feature must be enabled, see Payments, advance, deposit and refund). Normal advance payments are in the Advance Deposit Ledger.
  • The date is an as-of date.

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 Inhouse Deposit Ledger ("Deposits from in-house guests"). You can also open #/report/inhouse-deposit-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 blocks Reservation, In-house and Check-Out.
  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

Filter Meaning Rules and default
From Date The as-of date. Default PMS date; no To Date.

Columns

Column Meaning and calculation
Folio # Folio or reservation number.
Guest Name Guest (a leading * marks a cancelled reservation).
Room Name Room number.
Date In Arrival date.
Date Out Departure date.
Deposit Date Date of the deposit payment.
Payment Type How the deposit was paid (cash, card...).
Deposit Amount The deposit held: all deposits of the folio added together, minus refunds, as of the date. A folio is listed only if the sum is not zero.

Totals and grouping

Blocks Reservation (deposits on reservations), In-house (checked-in guests) and Check-Out (folios already checked out that still hold a deposit). The Grand Total at the bottom adds all deposits.

How to read an example

On the demo hotel on 17-Oct-2026 the table has no folio line and the Grand Total is 0.00: no payment with a Deposit Type is held. In a hotel that took a 1,000.00 security deposit from room 204 on arrival, the In-house block would show one line for that folio with Deposit Date, Payment Type and Deposit Amount 1,000.00, and the Grand Total 1,000.00 until the deposit is refunded or used.

Common questions it answers

  • How much deposit money are we holding right now?
  • Which checked-out guests still have a deposit that must be refunded?
  • Why does the night audit say "deposit payment exist"?

Export, print and e-mail

  • Excel downloads Inhouse Deposit 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

  • The report is empty although guests paid in advance. Those payments are normal payments (advance), not deposits. See Advance Deposit Ledger for reservations and the folio for in-house payments.
  • A deposit is missing. It was already refunded or applied (net zero), or its date is after the as-of date.
  • The audit complains about deposits but the report is empty. Check the date of the report against the audit date and look at the checked-out block.
  • The amount differs from the folio. The report shows the net of deposit payments and deposit refunds only.

Messages you may see

Message Why What to do
No record found! No deposit held on the date. Check the date.
Email sent successfully. Mail request accepted. Check the inbox.

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