Understanding the Billing Report: Overview and Navigation
Accessing the Billing Report:
To access the Billing Report, navigate to the Reports section via the menu bar and select Billing Document. This report provides a detailed financial overview, presenting various document types and statuses related to guest transactions.
Navigating the Report Tabs:
At the top of the report, you can switch between tabs to view specific types of billing documents. Each tab provides a filtered view based on the document status:
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All Documents – Displays all billing records in one overview.
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Proforma – Shows unfinalized financial statements, including upcoming or historical charges and payments.
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Invoice – Displays finalized, itemized documents that reflect the sale of goods or services, along with recorded payments.
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Credit – Shows refunded documents, including full proformas and/or invoices.
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Payment – Lists any revenue received or posted; note this may also include posts where no money was collected (e.g. internal postings).
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Refund – Shows partial or full refunds processed within billing documents.
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Proforma (Cancelled) – Displays proforma documents that have been cancelled.
How to Read the Billing Data:
Each row in the table contains relevant data about individual billing documents. Here's how to interpret the key columns:
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Creation Date – The date the billing document was created. (Note: This is not the same as the check-in or stay date.)
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Type – Indicates the type of billing document (e.g. Invoice, Payment, etc.).
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Created By – Identifies the user or agent who created the document or processed the refund.
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To – Shows the guest or account associated with the document.
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Reference – Displays the booking ID, whether it originated via OTA or direct booking.
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Due Date – Indicates when payment for the document is expected, depending on property settings.
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Amount – The total value of the billing document.
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Balance – The outstanding balance. Depending on your filters, this may include both open and closed documents.
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Booking Number – Shows the internal booking number used in the system.
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Status – Indicates whether the document is active or cancelled.
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Payment Method – Displays how the bill was settled (e.g. cash, credit card, etc.).
Filtering and Search Options:
To simplify your search, you can apply filters based on various fields such as:
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Agent/User
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Booking Number
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Payment Method (e.g. cash, card, voucher)
These filters help streamline financial reviews and ensure clarity during audits or reconciliations.