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Daily and period reports

Two reports from one journal: a closed day's revenue and takings, and the whole book's trial balance — with the CSV export and how to reconcile them.

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Who this is for: Accountant, Manager, Owner, Read-only — requires backoffice.ledger.read. Where: Accounting → Ledger, and Accounting → Night Audit

There are two financial reports, and they answer different questions.

The daily report The trial balance
Question What did this property earn and collect on one day? What does the whole book say, right now?
Where Night Audit → Recent runs Ledger → the card at the top
Scope One property, one business date The whole organisation, every property, all time
Produced by Closing the day Continuously — it is a live total

Both are computed from the journal rather than kept alongside it, so neither can disagree with the ledger. There is no separate set of report figures to reconcile against; reconciling means checking your reading, not checking the system.

Read the daily report#

Closing a day stores its totals, and the row for that day in Recent runs on the Night Audit screen is the report:

Figure Where it comes from
Room Net credits to 4000 Room Revenue that day
Tax Net credits to 2100 Tax Payable that day
Revenue Room revenue plus 4100 Other Revenue — tax is not in it, because tax is not the hotel's money
Payments Net debits to 1000 Cash & Bank — everything collected, whatever it was for

A day only has a report once it has been closed. Today, still open, does not appear.

Reconcile a day against the journal#

The check is worth doing once on a property you have just brought live, so you trust the figures afterwards.

  1. Note the Date and Room figure from a run in Recent runs.
  2. Open the ledger.
  3. Find the entries carrying that date.
  4. Add up the credits to 4000 across them, and subtract any debits to 4000 — a credit adjustment on a folio posts on that side.

The total is the run's Room figure. Repeat with 2100 for Tax, and with 1000 — debits minus credits this time — for Payments.

If they differ, the difference is nearly always one of two things:

  • An entry belonging to another property. The journal lists every property in the organisation; the daily report covers the one you had selected. A second hotel's postings sit in the same list.
  • An entry dated to a different business day. Ledger entries are dated by the property's business date at the moment they posted, not by the wall clock — so a charge taken at 01:00 sits under the night that had not yet been closed.

Read the trial balance#

The card on the Ledger screen is the period report, with the caveat that its period is everything.

It totals debits and credits per account across the entire journal, for the whole organisation, and marks itself Balanced when the two grand totals agree. What it is good for:

  • The shape of the book. Guest Ledger against City Ledger tells you how much of what you are owed is still with guests in the house and how much has gone out to companies and channels.
  • Cumulative revenue by kind. 4000 against 4100 and 4050.
  • What is owed and owing. 2000 Accounts Payable and 2100 Tax Payable against 1000 Cash & Bank.

What it is not: a date-ranged report. There is no month or quarter selector on it. For a period, take the daily reports for the days in that period — that is what they are for — or export and total the export.

Export a report#

  1. Open the ledger.
  2. Select Export trial balance (CSV).

trial-balance.csv arrives with one row per account — code, name, type, debits, credits, balance — and a TOTAL row at the foot, matching what is on screen row for row.

Two notes for whoever opens it:

  • Amounts are integer minor units. Rp 33.000 exports as 33000. Nothing is rounded on the way out, and your spreadsheet will not helpfully lose a cent.
  • A leading apostrophe on a text cell is deliberate. Account names beginning with =, +, - or @ are exported with one so the spreadsheet reads them as text rather than evaluating them as formulas. The apostrophe is not part of the name and does not display.

What's next#