Account Reports Overview
1. Account Reports
Account Reports cover the financial side of the property — debtors, revenue, room statistics, payments and Roll Over. They draw their data from Room Accounts and the debtor ledger, and most are driven by a date range you set inside the report card itself.
Reports in this tab
Aged Debtors
Purpose: Shows the total amount owed to your property by each Company (debtor), broken into ageing buckets so you can chase the right invoices first.
Report settings
• As at Date — the report runs as of this date (defaults to today).
What you see
• Each Company with an outstanding balance.
• Outstanding amounts split into ageing buckets (e.g. Current, 30, 60, 90+ days).
• Total owed per company and overall total.
Common use cases
• Daily/weekly debtor follow-up.
• Month-end accounts receivable review.
• Identifying overdue accounts that need escalation.
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Tip: Run this on the same day each month for a consistent comparison of debtor performance. |
Agent Commission
Purpose: Total revenue and commission payable per booking agent within a selected date range.
Report settings
• Date Range — the reservation dates included (commission can be calculated against booking or stay dates depending on your setup).
What you see
• Each agent and total bookings.
• Gross revenue, commission percentage and commission payable.
Common use cases
• Paying OTA / agent commission at end of month.
• Reviewing which channels are driving the most revenue vs. cost.
Daily Room Statistics
Purpose: A day-by-day snapshot of room inventory and revenue for your property.
Report settings
• Date Range — defaults to the current month.
• Group by Room Type — split the figures out by room type instead of property-wide.
• Inc Room Charges Only — include only Room Charge revenue (exclude extras).
What you see
• Occupancy, vacancies and rooms out-of-service per night.
• Average Daily Rate (ADR), RevPAR and total room revenue.
• Totals for the selected period.
Common use cases
• Daily handover and morning manager reports.
• Tracking month-to-date performance against budget.
Daily Transactions
Purpose: Lists every transaction recorded for the selected night — charges, payments and adjustments. Use this for end-of-day cash up.
Report settings
• Trial Roll Over — preview tonight's transactions before the Roll Over has been completed.
• Last Roll Over — the transactions captured in the most recent completed Roll Over.
• For night of — choose any historical date to view its transactions.
What you see
• All Room Account transactions for the selected night.
• Subtotals by transaction account / type.
• Grand totals for revenue and payments taken.
Common use cases
• End-of-day balancing before running Roll Over.
• Investigating discrepancies on a specific night.
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Tip: If your numbers don't match the till, run Daily Transactions as a Trial Roll Over to spot un-posted charges before completing your night audit. |
Debtors Invoice
Purpose: Generates the invoices to send to your debtor companies for outstanding charges.
Report settings
• Date Range — the transaction period to invoice.
• Group by Company — produce one consolidated invoice per company.
• Only Show Outstanding — exclude items already paid.
What you see
• Invoice-style breakdown of charges per company.
• Totals per invoice and across all selected companies.
Common use cases
• End-of-month debtor invoicing run.
• Re-issuing a copy invoice to a corporate client.
Historic Debtors Balance
Purpose: Shows the outstanding debtor balance as it was on a chosen historical date — useful for reconciling against past financials.
Report settings
• As at Date — pick the historical date you want the balance for.
What you see
• Outstanding debtor balances per company at that point in time.
Common use cases
• Reconciling debtor figures back to financials (e.g. tax year-end).
• Auditing changes in the debtor ledger over time.
Property Statistics
Purpose: Higher-level statistics across the property — revenue, occupancy and payments — over a chosen period.
Report settings
• Room Type Category — narrow the report to a specific category.
• Date Range — period to report on.
• Include Tax — show figures gross of tax.
• Use Roll Over Dates — align the period to your Roll Over dates rather than calendar dates.
• Include Payments — add a payments breakdown to the report.
What you see
• Revenue, occupancy and ADR for the selected period.
• Payments by type when 'Include Payments' is enabled.
Common use cases
• Monthly/quarterly performance reviews.
• Owner / management reporting.
Room Yield
Purpose: Revenue performance per room or room type — your yield figures.
Report settings
• Date Range — the period to measure.
• Inc Room Charges Only — exclude extras to focus purely on accommodation yield.
• Include Tax — show tax-inclusive revenue.
• Group by Month — summarise by month rather than night-by-night.
What you see
• Revenue per room / room type for the period.
• Average rate, occupancy and yield.
Common use cases
• Pricing reviews — which room types are underperforming?
• Comparing revenue performance month-over-month.
View Previous Roll Over
Purpose: Re-open a previously completed Roll Over to view the figures captured on a specific night.
Report settings
• For night of — pick the Roll Over date to view.
• Export Previous Roll Over — save a copy of the Roll Over to file.
What you see
• The full Roll Over report exactly as it was completed for that night.
Common use cases
• Re-printing the Roll Over for a specific night.
• Investigating banking or revenue queries against a past night.
View Trial Roll Over
Purpose: Preview the Roll Over for tonight before it has been completed — useful as part of your end-of-day check.
What you see
• A draft Roll Over showing the figures GuestPoint will roll over when you complete the night audit.
Common use cases
• Catching discrepancies before completing Roll Over.
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Confirming the night's revenue and payment totals
during shift handover.
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Tip: Always run Trial Roll Over before the actual Roll Over so issues are caught while the day is still 'open' and easy to fix. |