4b. Room Ledger (Room & Non-Res Account)

LEDGER 1 - ROOM LEDGER (Room & Non-Res Account)

Quick Answer: The Room Ledger is the primary ledger out of all 3 ledgers. All earned revenue allocates itself first to the room ledger before interacting with the other two Deposit & Debtor Ledgers.

Before starting this article, we recommend you review Article 4a. Reading the Daily Balance Report for a basic introduction to all 3 ledgers.

Understanding how the ledgers work is not required for general operations on GuestPoint.

These ledger articles are only relevant for those versed in Accounting or using Accounting Integrations.

All revenue starts by allocating itself first in the Room Ledger. The other two Deposit and Debtor Ledgers then further interact with the Room Ledger.

The Room Ledger balance will theoretically never be 0 unless you had no one staying for a date.

It could be a positive or a negative balance depending on your Payment Policies (whether you collect full payment prior to Arrival/on Arrival, or if you collect payment at Departure).

The Room Ledger is composed of multiple items including transactions in Non-Residential Accounts.

This ledger is more complicated than the other two Deposit & Debtor Ledgers.

An easy way to remember how the Room Ledger works is: If a transaction on the system isn't a payment deposit, or a debtor invoice, it belongs to the Room Ledger.

More detailed information about what the Room Ledger is composed off is available further down this article.

WHAT EACH LINE MEANS FOR THE ROOM LEDGER

Opening Balance from Yesterday - The Room Ledger balance as at the last completed rollover.

Net Revenue - All revenue you earn in the same Daily Balance Report goes in here.

Payments/(Banking) - Any payments you do on Checked In Rooms/ Checked Out Rooms or Non-Residential Accounts.

Commission Paid - N/A for the Room Ledger - belongs in Debtor Ledger

Write Offs - N/A for the Room Ledger - belongs in Debtor Ledger

Transfer to Debtor Ledger - The total of room charges you have transferred to the Debtor Ledger. This would match your Invoices figure on the same Daily Balance Report.

Transfer from Room Deposits - Deposits transferred into the Room Ledger from the Deposit Ledger from Checking In a booking with a Deposit Payment on it.

This would be a negative figure as the deposit is looking to balance out the revenue you earn from the booking.

Transfer from Gift Card - This option is not applicable for those not on our Enterprise solution. It acts the same as a Deposit, it would be a negative value indicating a gift card payment being consumed to balance out the revenue you earn from a booking.

Closing Balance Carried Forward - This will be the Opening Room Ledger Balance of the next roll over.

EXAMPLES OF HOW THE ROOM LEDGER WORKS BY ITSELF AND WITH OTHER LEDGERS

1. THE ROOM LEDGER BY ITSELF (PRESENT BOOKINGS STAYING)

If you had a room that stayed for $200 for 1 night, and you collected a payment of $200 on Arrival, you would have a revenue of +$200 and a payment of -$200. These two figures balance each other out to 0 in the Room Ledger.

2. ROOM LEDGER & DEPOSIT LEDGER INTERACTION (FUTURE BOOKINGS STAYING)
If you have collected a deposit of $200 for a future booking staying 1 night for $200, that payment will sit as -$200 in the Deposit Ledger.

As soon as you check this booking in, the -$200 will transfer out from the Deposit Ledger to the Room Ledger. This will balance out the +$200 revenue you earn from the booking

3. ROOM LEDGER & DEBTOR LEDGER INTERACTION (PAST BOOKINGS THAT HAVE STAYED)
At Check In for a booking staying 1 night for $200, a revenue of +$200 is earned and allocated to the Room Ledger.
During Check Out, this booking will be paid for by a company, and you send that room charge of $200 to the Debtor Accounts.
As soon as you send the invoice to Debtors, -$200 revenue will transfer out of the Room Ledger and +$200 revenue will be added to the Debtor Ledger.

Once you obtain payment from your debtor and Make Payment of $200 on the invoice in Debtors Accounts, the Debtor Ledger will reduce by -$200 payments, balancing out the -$200 revenue you have transferred to the Debtors.

ADVANCED - WHAT THE ROOM LEDGER IS COMPOSED OF & HOW IT WORKS

The Room Ledger contains transactions that don't belong in the Deposit Ledger or the Debtor Ledger. It also includes transactions in Non-Residential Accounts.

The Room Ledger is far more complicated than the other two ledgers.

A basic explanation for how Room Ledger works is: If a transaction on the system isn't a payment classified as a deposit, or transactions that have been transferred to Debtors, it belongs to the Room Ledger

It is recommended you understand how the Debtor Ledger & Deposit Ledger works before coming back to this article to fully understand how the Room Ledger works.
See below articles for Debtor & Deposit Ledgers.
Article for Debtor Ledger
Article for Deposit Ledger

The Room Ledger (Room & Non-Res Account) balance is made up of the following items:

• Balance of Checked In Rooms (This balance is available in report format using the Room Account Balances As At Last Roll Over in Reports > Transactions tab)
• Balance of Non-Res Accounts (This balance is available in report format using the Non-Res Accounts Summary report from Accounts section on Menu)
• Re-Opened Accounts that show during Roll Over. These are Checked Out rooms that do not have a zero Account Balance. (This balance is available if you have re-open accounts, these will show in the Roll Over screen.)

• Revenue Charges (excluding Surcharges) entered on reserved bookings which haven’t checked-in yet.
  (You can obtain this All Revenue transactions reports on future bookings from Reports > Transactions tab > Select two filters: 1. Reserved under Status, 2. All Revenue under Transaction Account and then pull the All Transactions report. Please minus out surcharges from the totals)

• Please note that this may still not include revenue charges which were entered directly on the group account tab by opening up the group reservation.

• Payments which have been transferred from checked-in bookings to future reserved bookings.
  

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