Accounts Receivable and Unused Deposits

Report Guide for Users

What this report shows, the choices you make when running it, and how to read each section.

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What this report is for

The Accounts Receivable and Unused Deposits report tracks two related but opposite financial situations tied to event bookings:

• Accounts Receivable – money guests still owe you for an event, where payments haven't fully covered the event charges.
• Unused Deposits – money guests have already paid you (a deposit or prepayment) that hasn't yet been applied against an event charge.

The report shows a Beginning Balance and an Ending Balance for both figures across the date range you select, along with the underlying transaction detail that makes up those balances.

Because it looks at activity both before and after your date range to calculate running balances, the underlying query is more involved than most reports — but you only need to set a date range and a grouping option to use it.

How the report works

When you run the report, it looks at all event bookings and all payments and organizes them into three time periods relative to your selected date range:

• Before – everything that happened prior to your Start Date
• Between – everything that happened within your Start Date and End Date
• After – everything that happened after your End Date

The report then compares, for each transaction, how much the event cost against how much has been paid so far. Depending on the timing of the event versus the timing of the payment relative to your date range, the difference is classified as either an Accounts Receivable balance (still owed) or an Unused Deposit balance (paid but not yet used).

• The Beginning Balance reflects the running totals as of the start of your date range.
• The Ending Balance adds in everything that changed during your date range to show the running totals as of the end of your date range.

Note: To reduce clutter, the Beginning Balance only includes events with an end date within the six months prior to your Start Date. Any accounts receivable balances originating before that six-month window are treated as uncollectible bad debt and are excluded from the report.

The choices you make when running it

These are the settings available. Everything else is calculated automatically.

1. The time period

Setting	What it does
Start Date	The beginning of the date range you want to report on.
End Date	The end of the date range you want to report on.

2. How results are grouped

Setting	What it does
Group By	Choose Transaction (default) to organize results by event date, transaction, order, and event amount, or Guest Account to organize results by the guest account first, then by the same transaction-level details.

Columns on the report

Column	Description
Guest Account Name	The name of the guest account associated with the booking. Only shown when Group By is set to Guest Account.
Guest Account First Name / Last Name	The first and last name of the guest account owner. Only shown when Group By is set to Guest Account.
Event Date	The scheduled start date/time of the event booking.
TransactionID	The unique identifier for the transaction tied to the event booking.
Order ID	The order number associated with the transaction.
Event Amount	The total charge for the event booking.
Payment Date	The date the payment toward this transaction was made.
Payment	The amount of the individual payment made toward the transaction (tips and cash-outs are excluded from this figure).
Unused Deposit	The portion of a payment that hasn't yet been applied to an event charge — essentially a credit balance sitting on the account.
Accounts Receivable	The portion of an event charge that hasn't yet been covered by a payment — money still owed on the booking.

How to read the layout

Depending on the Group By selection, the report displays one of two layouts:

• Grouped by Transaction: Detail rows are organized by Event Date, then TransactionID, then Order ID, then Event Amount, with each associated payment listed underneath. A Beginning Balance row and an Ending Balance row summarize the totals for Unused Deposit and Accounts Receivable.
• Grouped by Guest Account: The same detail is shown, but rows are organized first by Guest Account Name, First Name, and Last Name, so you can see all activity for a specific guest account together. Beginning and Ending Balance rows are shown per guest account grouping.

The Ending Balance for both Unused Deposit and Accounts Receivable is calculated by taking the Beginning Balance and adding the net activity that occurred during your selected date range.