Purpose
Sales Ledger is the report you use to keep track of you open tabs, i.e. all reservations that have checked out but that have not been fully paid or invoiced yet. It will also show if you owe the guest something, for example if a guest have paid in advance but then cancelled according to the cancellation policy.
Using on 'To' until today or end of last month to figure out which reservations to invoice is the most common use of this report.
Sales Ledger needs to be continuously monitored.
These are the types of reservations that end up in Sales Ledger:
1. Advance invoices: these reservations will be in Sales Ledger until the Advance invoice is paid then it will be moved to Deposit Ledger (Prepayment account).
2. Reservations that are staying in the hotel at the moment but pays at check-out.
3. Reservations that have been staying at the hotel and should be invoiced.
It can also contain these types of reservations that should be handled:
4. Checked out reservations that for reason have not been paid.
5. Cancellations and No-shows that are paid but should be refunded to customer, read how to refund here.
6. Cancellations and No-shows that are not paid and you will not get the money, read how to remove a cancellation fee here for no-show you set the housing to 0, like this.
7. Comissions or rounding errors, handle it like this.
How to use
1. Go to 'Reports>Accounting>Sales Ledger'.
2. Select 'To' date.
3. (optional) click 'Show advanced options' to add additional criteria.
3. Click 'Search' which can be found in top right corner.
4. The report will display all outstanding open tabs on this day (which is also sums up to the balance on "Sales Ledger/Open tabs" account).
Advanced Options
'Exclude zero balance' checkbox: uncheck this if you want to see all reservations, not only the ones that are unpaid.
'To/From' 'From' and 'To' date refers to the accounting transactions. If you select both a 'From' and 'To' date the report will display the change in the "Sales Ledger/Open tabs" account between these two dates.
'Stay from/Stay to' refers to Stay date of the reservation.
'Reservations filter' has options:
'Accounted only' default option, means that it only shows reservations accouted on 'Sales Leder' account.
'Future only' if you want to see the balance of unpaid reservations in the future you can use 'Future only' option, these reservations have not yet been accounted on 'Sales Ledger'account.
'Both' this option shows both accounted and future reservations.
'Target groups' if you want to see unpaid reservations of a specific target group you can select it here.
Result
Reservation number: Links to the reservation.
Customer: Company name if it is present in the reservation, otherwise Customer first name and last name.
Created: The confirmation date of the reservation.
Stay: the stay dates of the unit, for a group booking the dates will be separated with ','.
Total Amount: the total amount of the reservation in the selected date interval.
Paid: The sum of all payments (and invoices if you have different invoice and customer accounts) in the selected date interval.
Balance: The amount that remains to be paid.
You can click the titles in the top row of the result list to sort on that column.
Other options
On the options menu (three dots) in the top right corner you can find the options to export your result to excel or pdf or to print it.
On top of the page you see five fast links this year, last half year and last three months.
For example it can look like 'Unpaid bookings: 2023, half-year, September, August, July'.
If you click the link it will prefill report so you will see for example the unpaid bookings staying 2023 etc.
Above the date fields there are links 'Absolute dates' and 'Relative dates'. 'Absolute dates' is selected by default, this means you will enter specific dates in the date field, e.g. 230701. If you switch to 'Relative dates' you will enter days from today, e.g. '0'means today, '-1' means yesterday and '1' means tomorrow. This is useful if you build save a report to use over time for example "Unpaid reservations this month" or if you schedule a report to be sent automatically. (Read more about scheduling here.)