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Closed Folio Balances Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: ⚖️ Ledgers & Trial Balance

Target Roles: Directors of Finance & Controllers, Night Auditors, Accounting Managers & Clerks

Key Value: Ensure absolute financial accuracy during the night audit by tracking daily post-departure charges, payments, and ledger shifts on settled guest folios and group master accounts across four structured roll-forward sections.

Executive Summary

The Closed Folio Balances Report is a vital night audit and financial control tool within the ⚖️ Ledgers & Trial Balance module. Designed to maintain zero-variance ledger governance, it tracks all post-departure financial activity, late charges, payment settlements, and balance adjustments applied to closed guest folios and checked-out group master accounts.

By segmenting closed account activity across Reservations, Groups, Net Totals, and Balances, this report provides night auditors and hotel controllers with a complete, transparent ledger roll-forward ($\text{Closed Folio Opening Balance} + \text{Today's Net Change} = \text{Closed Folio Closing Balance}$). This ensures every post-departure transaction is fully tied out and accounted for prior to closing the operational business day.

Key Capabilities

  • Four Structured Audit Perspectives: Segments post-departure activity across individual guest stays (Reservations), group blocks (Groups), consolidated account subtotals (Net Totals), and the master roll-forward (Balances).

  • Strict Roll-Forward Governance: Audits mathematical continuity for closed accounts: $\text{Today's Opening Balance} + \text{Today's Net Change} = \text{Today's Ending Balance}$.

  • Post-Departure Transparency: Isolates late postings (Today's Charges) and delayed settlements (Today's Payments) to prevent unrecorded revenue leakage or unbalanced city ledger transfers.

Report Views & Functional Breakdown

The Closed Folio Balances Report organizes post-settlement financial shifts across four structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                     CLOSED FOLIO BALANCES REPORT                       │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Reservations          │ 2. Groups                │ 3. Net Totals    │
│    (Individual Stays)    │    (Group Masters)       │    (Subtotals)   │
├──────────────────────────┴──────────────────────────┴──────────────────┤
│ 4. Balances (Master Ledger Roll-Forward)                               │
└────────────────────────────────────────────────────────────────────────┘

1. Reservations

Itemizes individual checked-out guest folios, tracking stay dates, account status, and daily charge/payment shifts.

  • Primary Use: Investigating post-departure late charges (e.g., minibar, late checkout fees), refunds, or delayed payments applied to individual guest accounts.

  • Key Metrics: Confirmation Number, Guest Name, Company Name, Check In/Out Date, Status (CHECKED_OUT, NO_SHOW, CANCELLED), Today's Charges, Today's Payments, Today's Opening Balance, Today's Net Change, Today's Ending Balance.

Image 8-13-26 at 1.42 PM.png
Reservations Section

2. Groups

Isolates checked-out group master accounts and corporate event blocks to track post-event billing adjustments.

  • Primary Use: Auditing post-event master folio charges, late banquet postings, or direct-bill transfers for closed group accounts.

  • Key Metrics: Group Number, Group Name, Group Code, Group Contact Name, Company Name, Start/End Date, Today's Charges, Today's Payments, Today's Net Change, Today's Ending Balance.

Image 8-13-26 at 1.47 PM.png
Groups Section

3. Net Totals

Aggregates today's charges, payments, and net activity shifts across all transient reservation folios and group master folios into a single summary view.

  • Primary Use: Rapid night audit verification of total daily activity occurring specifically within the closed folio ledger.

  • Key Metrics: Subtotals for Reservations and Groups across Today's Charges, Today's Payments, Today's Opening Balance, Today's Net Change, and Today's Ending Balance.

Image 8-13-26 at 1.49 PM.png
Net Totals Section

4. Balances

Delivers a macro-level ledger roll-forward establishing strict closing balance continuity for the entire closed folio ledger.

  • Primary Use: Finalizing the night audit trial balance and verifying that all closed folio movements tie into the General Ledger.

  • Key Metrics: Closed Folio Opening Balance, Today's Net Change, Closed Folio Closing Balance.

Image 8-13-26 at 1.51 PM.png
Balances Section

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary available across all sections of this report:

💡 Tax Treatment Note: All monetary figures (Today's Charges, Today's Payments, Today's Opening Balance, and Today's Ending Balance) represent Gross Amounts (Includes Taxes & Fees) posted to the closed folios.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Confirmation Number

Unique system confirmation code assigned to the individual reservation.

System Reservation ID

N/A

Guest Name

Combined full name of the primary guest (Last Name / First Name).

Guest Profile > Full Name

N/A

First Name / Last Name

Individual guest first name and last name.

Guest Profile > First / Last Name

N/A

Company Name

Associated corporate account or agency name contracted for the stay/group.

Company Profile > Name

N/A

Group Number / Code

Unique master identifier code assigned to the closed group block.

Group Profile > Group Number / Code

N/A

Group Name

Designated name of the group block or corporate event.

Group Profile > Group Name

N/A

Group Contact Name

Primary contact person responsible for the group master account.

Group Profile > Contact Name

N/A

Check In Date / Start Date

Arrival date for reservations or event start date for group masters.

Stay / Group Start Date

N/A

Check Out Date / End Date

Departure date for reservations or event end date for group masters.

Stay / Group End Date

N/A

Status

Reservation state at closure (CHECKED_OUT, NO_SHOW, CANCELLED).

Reservation System State

N/A

Today's Charges

Gross total charges posted to the closed folio during the current operational day.

SUM(Day's Late Charges & Taxes)

🟢 Yes

Today's Payments

Gross total payments, refunds, or credits applied during the current day.

SUM(Day's Applied Payments)

🟢 Yes

Today's Opening Balance

Balance carried forward on the closed folio at the start of the current day.

Prior Business Day Ending Balance

🟢 Yes

Today's Net Change

Calculated net financial movement occurring during the day.

Today's Charges - Today's Payments

🟢 Yes

Today's Ending Balance

Final calculated balance on the closed folio at business day close.

Opening Balance + Today's Net Change

🟢 Yes

Closed Folio Opening Balance

Total master opening balance carried forward across all closed folios.

Night Audit Master Ledger Log

🟢 Yes

Closed Folio Closing Balance

Total master closing balance for all closed folios at business day close.

Night Audit Master Ledger Log

🟢 Yes

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves automatically for future sessions.

  • Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:

    • Section 1: Reservations

      • Reservation & Guest Identifiers (Cols 1–5): Confirmation Number | Guest Name | First Name | Last Name | Status

      • Account Context & Stay Dates (Cols 6–8): Company Name | Check In Date | Checkout Date

      • Balance Flow & Activity (Cols 9–13): Today's Opening Balance | Today's Charges | Today's Payments | Today's Net Change | Today's Ending Balance

    • Section 2: Groups

      • Group Identifiers (Cols 1–4): Group Number | Group Code | Group Name | Group Contact Name

      • Account Context & Stay Window (Cols 5–7): Company Name | Start Date | End Date

      • Balance Flow & Activity (Cols 8–12): Today's Opening Balance | Today's Charges | Today's Payments | Today's Net Change | Today's Ending Balance

    • Section 3: Net Totals

      • Category Classification (Col 1): Module Type

      • Aggregate Balance Flow (Cols 2–6): Today's Opening Balance | Today's Charges | Today's Payments | Today's Net Change | Today's Ending Balance

    • Section 4: Balances

      • Ledger Item & Amount (Cols 1–2): Balance Item Descrption | Amount

Advanced Controls

  • Exporting & Audit Delivery: Download in Excel or PDF format to support daily night audit packets, general ledger balancing, or financial compliance reviews.

  • Filtering: Filter data by specific Status, Company Name, or non-zero Today's Net Change entries.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight closed folios with active net changes (Today's Net Change ≠ $0.00) or unexpected negative balances.

Within ⚖️ Ledgers & Trial Balance:

Cross-Pillar Deep Dives:

  • 📬 Billing & Receivables (AR): To inspect closed folios transferred to city ledger billing, review Direct Bill Ledger Details Report or Accounts Receivable Activity Report.

  • 💳 Payments & Transactions: To audit payment tenders or refunds posted to closed accounts, cross-reference Adjustments and Refunds Activity Report or Payment Activity.

  • 📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.