The Billing Documents Report Explained

The Billing report allows you to have a clear overview of the outstanding documents. This article will elaborate on its functionality.

The Billing report can be found from the main menu under Reports :

At the top of the Billing Documents page, use the tabs to filter and view specific types of billing documents by their status.

• All Documents – Displays all billing records in one overview (Proforma - Invoice - Credit - Payment - Refund - Cancelled Proformas).

• Proforma – Shows unfinalised financial statements, including upcoming or historical charges and payments.

• Invoice – Displays finalised, itemised invoices that confirm sales of goods or services and show recorded payments.

• Credit – Shows refunded documents, including full proformas and/or invoices.

• Payment – Lists any revenue received or posted; *note this may also include manual simple posts.

• Refund – Shows partial or full refunds processed.

• Proforma (Cancelled) – Displays all cancelled proforma's.

The Payment Report explained per tab

1. Creation Date – The date the billing document was created. (*Note: This is not the same as the check-in or stay date.)

2. Type – Indicates the type of billing document (e.g. Invoice, Payment, etc.).

3. Created By – Identifies the user or agent who created the document or processed the refund.

4. To – Shows the guest or account associated with the document.
   

5. Reference – Shows the unique document ID number.

    

6. Due Date – Shows the expected payment date for the document, based on your property’s settings.

    

7. Amount – The total value of the billing document.

8. Balance – Outstanding balance (depending on your filters, this may include both open and closed documents).

9. Booking Number – Shows the internal booking number (created by the system).

10. Status – Indicates whether the document is active or cancelled.

11. Payment Method – Displays how the bill was settled (e.g. cash, credit card, etc.).