Account Receivables and Unused Deposits

What this report is for

This report answers two money questions about your booked events:

• Who still owes us money? (Accounts Receivable)
• Whose money are we holding for an event that hasn't happened yet? (Unused Deposits)

For every event booking, the report compares the total price of the event against how much the guest has actually paid, and sorts the difference into one of those two buckets. It then shows you the balances at the start of your date range, the activity during it, and the balances at the end.

Two ideas to understand first

Tip: Accounts Receivable is money coming IN later. Unused Deposit is money sitting with you NOW for something still to come.

How to run the report

When you open the report, you only need to choose two things:

The report automatically uses the full day for each date (from the very beginning of the Start Date to the very end of the End Date), so you don't need to worry about times.

Note: There is a third hidden setting (Client Name) that is filled in for you behind the scenes. You will not see it or need to touch it.

Understanding the columns

Each row represents a payment connected to an event booking. Here is what every column means:

Money columns are shown as currency, and a negative number appears in parentheses, for example ($150.00). A negative Unused Deposit means a deposit that was previously being held has now been applied to a completed event, so it is no longer “unused.”

How the report is laid out

The report is organized into balance sections so you can see how things changed over your chosen period:

Beginning Balance

Where things stood at the start of your date range — the Accounts Receivable owed and the Unused Deposits being held as of the Start Date.

Activity during the period

The events and payments that happened between your Start Date and End Date, which move the balances up or down.

Ending Balance

Where things stand at the end of your date range. The ending balance is simply the beginning balance plus everything that happened during the period:

Beginning Balance  +  Activity in the period  =  Ending Balance

Totals

Each section adds up the Accounts Receivable and the Unused Deposits separately, so you get one clear number for each at the bottom.

How to read and use the numbers

1. Pick your date range and run the report.
2. Look at the Ending Balance totals — these are usually the headline numbers: total still owed (AR) and total held in advance (UD).
3. Compare Beginning vs. Ending to see whether what guests owe is going up or down over time.
4. Use the detail rows (with Transaction Id and Order ID) to investigate any single booking or to follow up with a guest.

Good to know

• The report focuses on event bookings and the payments tied to them. Tips and a few internal-only payment types are intentionally left out of the payment figures so the balances stay clean.
• Accounts Receivable is intentionally shown only once per booking (on its first payment line). This prevents the same amount being counted several times when a guest pays in installments.
• The report can take a little while to run for wide date ranges, because it gathers booking and payment history across time to build accurate beginning and ending balances. This is normal.
• If a total looks off, the Transaction Id and Order ID columns are the fastest way to trace a specific booking when raising a question.