Monthly Balance Due Report
On this page
The Monthly Balance Due Report lists checked-out folios of the period that are not fully paid. Each line is one guest with the rent, tax, other charges, discount, payments and the Balance Due; the last line Total: adds the columns. Folios with no balance are not shown.
Purpose
Find money still to be collected from guests who have already left, so the accounts team can follow up or write the amount off.
Who uses it
Accountants and the front office manager (collections follow-up), 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: Folios checked out with money still owed.
- What this report shows: Each checked-out folio in the period with rental charges (A), other charges (B), discount (C), payments (D) and the balance due.
- How to read it:
- Balance Due = (A + B - C) - D.
- Chase these balances or move them to the right account.
- Good to know:
- From Date starts on the 1st of the current business month; change it for any other period.
Columns explained (the same text shows on the help icon next to a column title):
| Column | Meaning |
|---|---|
| Rent | Room rent (without other charges). |
| Other Charges | Charges other than room rent (food, laundry, extra bed...). |
| Other Charge Tax | Tax on the other charges. |
| Total Charges (A+B-C) | Rental (A) + other charges (B) - discount (C). |
| Balance Due (A+B-C)-D | Rental (A) + other charges (B) - discount (C) - payments (D). |
Before you start
- Only folios that are checked out are considered; guests still in house are not listed (use Guest Ledger or Daily Balance for them).
- A folio is selected when its Date In or its Date Out is inside the range.
- You need the privilege Monthly_Report_MonthlyBalanceDueReport (Property Setup > User & Access > Assign Report Privileges). Without it the card is not shown on the Reports screen and a direct address signs you out.
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 Monthly Reports (or type in the search box) and click the card Monthly Balance Due ("Pending balance overview"). You can also open
#/report/monthly-balance-duedirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To 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 | What it does | Default |
|---|---|---|
| From Date | First day of the period. The calendar greys out days before the property start date (16-Oct-2026 on the demo hotel); the Working Date button sets the PMS date. | First day of the PMS month |
| To Date | Last day of the period; it cannot be before From Date. A date after the PMS date is accepted (stays booked for those days then show their rent, nothing is paid yet). | PMS date |
The Columns button in the header opens a panel: untick a column to hide it, drag the grip icon to reorder. Hidden columns are also left out of PDF and Excel. If you hide every column, Export is disabled.
Columns
| Column | Meaning and how it is calculated |
|---|---|
| Guest Name | Primary guest of the folio. Each folio is listed once (since 19-Oct-2026,; before that a folio with several guests was listed once per guest and counted several times in the totals). |
| Rent | Total occupancy charges of the folio. |
| Occupancy Tax | Tax on the rent (title from property settings). |
| Total Rental Charges (A) | Rent + Occupancy Tax. |
| Other Charges | Total other charges of the folio. |
| Other Charge Tax | Sales tax on the other charges. |
| Total Other Charges (B) | Other Charges + Other Charge Tax. |
| Discount (C) | Discount given on the folio. |
| Total Charges (A+B-C) | A + B - C. |
| Payments (D) | Total payments received for the folio. |
| Balance Due (A+B-C)-D | A + B - C - D = Total Charges minus Payments. The heading was misprinted "(A+B+C)-D" until 19-Oct-2026. Only folios with a value above 0 are listed. |
Totals and grouping
A single Total: line at the end adds all numeric columns of the listed guests. No grouping.
How to read an example
On the demo hotel, run for 16-Oct-2026 to 17-Oct-2026: only the Total: line is shown and Balance Due is 0. Guests who checked out in this range (for example the folios checked out on 17-Oct-2026) all settled their bills, so nothing is outstanding. Illustration with made-up numbers: Guest A | 12,000.00 | 1,440.00 | 13,440.00 | 700.00 | 0.00 | 700.00 | 0.00 | 14,140.00 | 10,000.00 | 4,140.00.
Common questions it answers
- Which guests left without paying their full bill?
- How much is still to be collected for the month?
- Who owes more than a limit?
Troubleshooting
| Problem | Cause and what to do |
|---|---|
| The report is empty but I know a guest owes money | The guest may still be in house (not checked out) or the stay is outside the range. Use the Guest Ledger for in-house guests. |
| The same bill appears twice | The folio has more than one guest; each guest of the folio gets a line. The amounts are the same folio amounts, so do not add them twice. |
Messages you may see
| Message | Why it appears | What to do |
|---|---|---|
| No record found! | The service returned no rows for the filters. | Change the dates or filters and click Show. |
| Email sent successfully. | You chose Email (PDF). | Check the property mailbox. The message appears even if the mail server refuses the mail. |
Export, print and e-mail
- PDF is built in the browser and opens in a new tab (allow pop-ups). If the property has no uploaded logo the PDF is simply drawn without it.
- Excel downloads Monthly Balance Due Report.xlsx: property name, print date, report name and date range, then the visible columns and the same rows.
- Email (PDF) has the server mail the PDF to the property e-mail address and shows "Email sent successfully." at once, even if delivery fails.
- The Export button is always in the report header; it is disabled (grey) until the result has at least one row.
Related reports
- Monthly Balance - day by day roll-forward
- Monthly Bad Debts
- Monthly Report
- Ledger reports (group page)
- Monthly Reports - revenue, collections and balances (group page)
- Report finder
Screenshots
