Payments Due Tab View

The Payments Due view shows any reservations that might have outstanding payments due, as of the selected date (defaulting to today).  Whether payments are due is primarily 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 easily set every time a transaction is made and the customer checks in or out.)  You can filter it 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 the customer has not made any payments (i.e. their Paid-Through Date is blank), the date shown here will be the reservation's First Night, and will be shown in parenthesis to indicate that no payments have been made.  You might also see "(Deposit)" if they have made a deposit but no further payments, or "(Payment)" if they have made a payment but no Paid-Through date was set.  Unlike most other date columns on reports, blank lines don't separate the different Paid-Through dates.  This is because it would usually result in many blank lines, and the date grouping is not important for this report.

The report also shows these special fields:

Reservation Balance, Tot. Customer Balance and Non-Resv. Balance -- These are according to the charges and payments applied to the reservation or customer.  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.

Note that 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.

There's a special 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.  This is handy to see customers that will owe something in addition to their reservation stay when they check out, or any other case where they haven't paid their full balance even though the reservation has been marked "paid" according to the date.

The Options button has a variety of options for selecting which reservations will be shown in the report, in addition to the list of fields to show.  You can select criteria for showing pending, checked-in, and other reservation statuses.  This can be based on whether there is a balance due for any status.  For pending reservations, you can filter based on how long ago the reservation was made or how soon the reservation starts (in case you have prepayment/deposit requirements).  You can also filter by balance due (either Customer or Reservation balance) and whether they have made any payments yet.  For checked-in reservations, you can filter on how long it's been since their last paid-through date or how soon their paid-through date is coming up (to show long-term residents that require monthly payments, for instance).  All of these selections will be kept until you change them, even if the program is shut down.

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.

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 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.