Payments Due Tab View
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This report has many different uses -- besides just showing reservations that owe a balance, it can show long-term reservations with rent coming due, or it can show any upcoming arrivals that haven't paid a deposit, or it can be used to look for mistakes made (e.g. payments that weren't entered properly, or charges not reversed for canceled reservations).
With the original default settings, the Payments Due view shows any reservations that might have outstanding payments due, as of the selected date (defaulting to today) -- see details below.
Whether payments are "due" is determined by the Paid-Through Date for reservations, so it's important to make sure that each reservation's Paid-Through Date accurately reflects the payment status. (This field can be set every time a transaction is made and the customer checks in or out, or a payment is made.) Also note that if the Paid-Thru date is set to the reservation's Last Night (or later), then the reservation will not be considered "due" even if that date is in the past, since it's considered "paid in full to the Last Night". This is true even if they also have a Block-To date that extends the reservation past the Last Night.
You can filter what reservations are shown further with the options available through the Options button (see below).
By default the report is sorted by the Paid-Through date of the reservation, so the most-overdue accounts are at the top. If no Paid-Through date has been set, then the First Night is used for sorting, and you might see "(Deposit)" in this field if they have made a deposit but no further payments, or "(Payment)" if they have made a payment.
There's also a Show All With Balances option on this report, which will show any reservations with non-zero balances due (unpaid charges on their transaction history), regardless of their Paid-Through date. Reservations with zero balances will also still be shown if they are shown according to the Options.
"Show any due as of..." date
The date selection for this report is a single "Show any due as of" date, rather than a From/To range, since a range doesn't make sense for this report. Thus changing the date or using the Week/Month/Year buttons can be used to show payments that are coming due in the future.
It's important to understand how this date affects what is shown, especially if you don't have "Show all with balances" selected. Primarily, assuming you have the "Checked In" option selected in the Options, this is compared against the Paid Through date of the reservation -- in other words, if Paid Through is earlier than the "Show any due as of" date, then the reservation will be listed even if it does not have a Balance Due according to its transactions. In other words, this completely ignores what the reservation's actual balance is or whether payments have been made. This is mainly of interest for long-term (e.g. Monthly) reservations, to show which ones have an upcoming balance due even though the charges have not been added yet. Of course you will see past-due as well.
Using different Options as described below, the "Show any due as of" can be used different ways. If you're including "Pending" reservations, this date is the "as-of" date for the "days ago" or "days from now". In other words, this is time-shifting the report -- e.g. if you're showing Pending reservations "made more than 10 days ago", it will really show any made more than 10 days before the "Show any due as of" date, not 10 days before "today".
This date is also used when showing columns for Aged Balances Due -- e.g. "120 days" will show balances more than 120 days older than the "Show any due as of" date, not 120 days older than "today". So again, this can be used for time-shifting, e.g. to see balances "as of" some date in the future or past.
Many of the options for Payments Due are different than other Tabs. Proper selection of the options is critical to making Payments Due show the proper information. As mentioned above, the primary/original usage is to show reservations coming due according to their Paid Through date. Selecting other options can override this or add other reservations to the list.
Show any reservations with balances (same as "Show all with balances" checked in the main tab view) -- Check this if you want to see any reservation with a balance due, regardless of its Paid-Through date. If you also want to see any with negative (credit) balances, then also select "Include credit balances".
Use Customer balances instead of individual reservation balances -- Check this, in addition to "Show any reservations with balances", if you want to see all reservations owned by any customer with a balance (even if that particular reservation has a zero balance). This is useful for finding mistakes where a charge or payment was entered on the customer instead of the reservation.
Include linked synchronized and sub-member reservations -- Check this if you want to include the linked reservations (even though the linked ones don't usually have their own balance if all transactions are done on the linked master).
IMPORTANT - If "Use customer balances" or "Include linked" are selected, be aware that the Totals on this report will likely include duplicate balance amounts since they are shown multiple times!
Show reservations which are... -- This section allows filtering which reservations are included by their status and payment status. The options should be self-explanatory so we won't cover each one in detail. Select one or more options as needed.
•Pending -- This will allow you to see future reservations according to when it was made, when it starts, and whether a payment (deposit) has been made or it has a balance. This can be useful for instance to see reservations that still have deposits due. Note that "Confirmed" and "Guaranteed" reservations are also included even though the option just says "Pending".
•Checked in -- This is normally the one you want checked, so see those currently on site with a balance due and/or payment due according to their paid-thru date.
•Checked out, etc... -- Include this to see ones that normally shouldn't have a balance, to help find issues that need cleaned up.
The report can show these special fields:
Reservation Balance, Tot. Customer Balance and Non-Resv. Balance -- These are according to the actual charges and payments applied to the reservation or customer (not some assumed future balance due). Note that the Tot. Customer Balance includes balances from all reservations for the customer (past and future), as well as any transactions on the Customer record that are not on any reservation. The Non-Resv. Balance will be only transactions on the Customer record that are not on any reservation. (Note that depending on the filtering options, a reservation may be shown that has a $0.00 balance even though a payment is due, e.g. for the next month, or because they have a Customer balance.)
Days Overdue -- This is the number of days since the last Paid-Through date (or their First Night, if they have not paid yet).
Unpaid Nights -- This is calculated as the number days from the last Paid-Through date (or First Night) to the end of their reservation (not including Blocked dates). Thus this is often larger than the days overdue for monthly customers, and smaller than the days overdue in most other cases.
Aged Balances Due -- There are special fields available under Options that can show "Aged" account balances, such as you might see on a credit statement. These will show how much of a reservation's balance is Current or 30, 60, 90, or 120 days old, and are used for special accounting purposes. These fields require more calculation than the others, so leave these turned off unless you need them.
Important -- The "Current" column does not mean "balance currently due". It means any part of the balance due more recent than the next Aged Balance option selected (as of the selected "Show any due as of" date). For instance if you have only "Current" and "90 days" selected, "Current" will only include any balance more current than 90 days.
You can select one or more of the aged balance field options, depending on what time frames you need. The column headers will adjust to reflect the actual ranges being used (e.g. "30-60" or "30-90"). Assuming you have the "Current" option selected, the total of all aged amounts shown (including Current) will be the total balance as of the selected "Show any due as of" date -- however it will not include post-dated charges, e.g. due after the selected date.
Aged balances are unique in that they use the date selected in "Show all due as of" as the starting point. So for instance if you enter a prior date, all transactions after that date are ignored. Thus you can use this report to find out how much each customer's balance was as of a particular date in the past. In this case, the total of all of the aged balances may not be the same as the "Balance" (or "Customer Balance") amounts because those balances include all transactions regardless of their dates. However if today's date is selected, then all of the aged amounts shown will total up to the Balance shown.
The dates for 30 days, 60 days, etc. are also figured from the date selected, not from today. Therefore you could also enter a future date and it will show aged balances that are 30, 60, etc. days back from that date.
Another important thing to note is that the aged amounts may be shown for either for the Reservation or the Customer's transactions (which may include other reservations or non-reservation transactions), depending on whether the option "Use customer balance" is selected or not.