RoomRaccoon’s deposit reports provide a comprehensive view of prepayments from direct bookings and running guest balances, ensuring financial transparency and smooth operations for hoteliers.
Available to Premium (T3) and Enterprise (T4) subscribers, these reports offer real-time insight into direct booking prepayments and their impact on your financial management.
Below is a breakdown of the various deposit dashboards and reports, their functionalities, and how they add value to your operations.
1. Deposits and In-House Summary Dashboard
What it Tracks:
This dashboard provides an overview of prepayments, refunds, and in-house balances shown in two cards:
Left: Current Liabilities in Real-time:
Value of deposits before today: The total value of prepayments made before today.
Deposits received today: The total value of prepayments received on today’s date.
Deposits refunded today: The total value of prepayments refunded to guests on today’s date. This will always be a negative value, representing a liability.
Deposits moved today to in-house: The total value of deposits converted to open guest balances on today’s date. This is a negative value, representing a liability.
Real-time deposit liability: The net liability considers all received, refunded, and moved deposits.
Right: Management Overview in Real-time:
Total of in-house balance: The total balances associated with current in-house guests.
Total Revenue Today: The total value of revenue generated today across reservations. This value can also be found as the Gross Total in the Summary/Key Metric report and a breakdown of these values.
Total of Payments Today: The total value of payments via the All Payments page in the Payments Module (excluding OTA commissions from reservations detail) from today’s date.
Total Refunds Today: The total value of payments refunded today (not prepayments). You can also find this data in the All Payments report where the refund date is today (excluding OTA commissions).
Total Debtors Due: The total amount still owed to the hotel by guests or bookers. This can also be found on the Debtors report as a total value.
Value:
Prevents overstatement of revenue by showing prepayments as liabilities.
Displays at-a-glance financial status, ensuring operational accuracy.
2. Deposits Report (Downloadable)
What it Tracks:
This report offers detailed information on prepayments made over a specific date range.
Rules:
For an entry to appear here, the reservation status must be any of Booked or Online Checked-In with their date of arrival in the future.
Key Details:
Reservation ID
Arrival and departure date
Reservation status
Date of payment
Payment amount
Payment method
Booker name
Value:
Provides transparency into all deposits linked to reservations.
Allows filtering by date range and exporting for analysis.
Ensures accurate tracking of guest deposits before they are converted to in-house balances.
3. Deposits Movement Report (Downloadable)
What it Tracks:
This report monitors how prepayments are transferred into running balances when guests check-in.
Rules:
For an entry to appear here, the reservation status must be any of Checked-In or Online Checked-In, and the date of arrival must be today.
Key Details:
Reservation ID
Arrival and departure date
Reservation status
Date of payment
Payment amount
Payment method
Booker name
Key Insights:
Displays the transition of deposits from liabilities to in-house revenue.
Tracks booking statuses to confirm which guests have checked in.
Value:
Ensures accurate revenue tracking as deposits convert into payments for services.
Helps forecast cash flow by showing how funds shift throughout a guest’s stay.
4. In-House Balance Dashboard
What it Tracks:
Real-time monitoring of all active reservations and outstanding balances.
Rules:
Overall balances and amounts recorded here will combine positive and negative values. Negative values indicate liabilities (services still owed to guests) while positive values indicate outstanding payments owed to you (debtors).
Key Details:
Reservation ID
Arrival and departure date
Reservation status
Balance date
The guest's arrival date, marking when their prepayment shifts to contribute toward their in-house balance.Amount
The current daily balance, which may be positive or negative based on the prepayments made and the guest's stage in their stay. This amount can be found in the reservation card labeled as ‘Reservation Balance’ below the payment section.
Key Insights:
Identifies unsettled payments and guest balances.
Tracks balance movements from negative (prepayments) to positive (outstanding charges).
Value:
Provides insights into the financial flow as guests consume services.
Helps manage guest payments proactively, reducing risks of unpaid balances.
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