The outstanding folio report

Who this is for: Front Desk, Accountant, Manager, Owner — requires backoffice.outstandingfolio.read. Where: Accounting → Outstanding Folio

"What is still owed to this hotel, right now?" You can answer it by opening folios one at a time. This report answers it in one screen — every bill in the property carrying a balance, whatever kind of bill it is.

It derives every figure from the folios themselves. Nothing here is stored, so a number on this report and the same number on the folio cannot drift apart.

Two open bills and what the property is owed on them. The ID card column carries the document type and a four-character tail — never the number itself.

Read a row#

Column	What it carries
Type	Which kind of bill this is — see below
Room · Guest · Reservation	Who owes it and where to find them
Stay	Arrival → departure
Due	When the money is due
Guarantee	The booking's guarantee state, and how the money is secured
ID card	The document type and a four-character tail
Nation	The guest's nationality
Unearned	Room and tax posted for nights not yet slept
At departure	What the bill will owe once the stay completes

注意

The ID card column never shows a full document number. It shows the type and a masked tail — passport ····7788 — because a report that everyone at the desk can read is the wrong place for a passport number.

Four kinds of bill#

Bill type narrows the report, and the four kinds answer different questions:

Kind	What it is
Guest bill	The stay's own folio
No-show bill	A stay that never arrived but still owes a forfeited fee
Master bill	A group's master folio, carrying whatever routes to it
Ledger bill	A company, OTA or government folio

Guest bill + No-show bill is the "what settles at the desk" view — the money a cashier will actually take. The ledger and master bills settle elsewhere, against an account.

Understand unearned revenue#

Nerve posts the whole tariff at check-in. A guest two nights into a four-night stay has all four nights on the bill, so half of the room and tax is revenue for nights nobody has slept yet. That half is unearned.

The Earned to date switch changes which question the amount column answers:

Switch	The amount column means
Off (default)	What the bill will owe at departure
On	What the bill is owed for nights actually slept

Turn it on and every balance drops by exactly its unearned figure. A departed stay does not move — it is fully earned. A stay that has not arrived yet but paid a deposit shows a credit, which is the correct reading: that is the house holding cash it has not earned.

No-show bills#

Marking an arriving stay as a no-show does not make it disappear from the money plane. A No-show bill appears carrying the forfeited fee from the rate plan's cancellation policy — and nothing else. There are no room nights on it, because there was no stay.

Two consequences follow from that:

• Its due date is the arrival date, not a departure that never happened.
• Earned to date does not change it. A forfeit is earned the moment it is posted, and a no-show never accrues room nights however far the arrival date recedes.

Marking the same stay a no-show twice does not charge the fee twice.

Read the due date and the guarantee#

Due is normally derived — the departure date, or on a no-show the arrival. Where the booking carries an agreed deposit due date, that date is used instead and the cell says Agreed deposit date beneath it. An agreed date and a derived one never look the same, because chasing a payment on a date nobody agreed to is how a relationship gets damaged.

Guarantee shows the booking's own guarantee state as a badge, with how the money is secured beneath it. The two are deliberately not merged: a not guaranteed booking carrying a prepayment and a guaranteed one secured by nothing are both real situations, and collapsing them would hide the one you need to act on.

Both are set on the booking's terms card — see Reservations.

Narrow it#

• Room and Group filter to one room or one group. A room that does not exist returns an empty report, not an error.
• Checking out today keeps only bills whose stay departs on the property's own business date, which the report names.
• Include zero balances brings back settled bills showing what was paid — useful for proving a bill was cleared.
• Print produces the report without the filter row or the card chrome.

What's next#

• Folios and billing — the bill a row is derived from
• Receivables — where a ledger bill settles
• Reservations — where guarantee and deposit due date are set
• The night audit — what moves the business date this report keys off