Closed Invoice Transactions. ng | HotelKey Knowledge Base

Closed Invoice Transactions

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

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

Key Value: Provide complete line-item visibility into settled guest folios and tax invoices, cross-referencing net revenue, itemized tax allocations, and tender payment postings to ensure flawless financial auditability.

Executive Summary

The Closed Invoice Transactions Report is an essential audit tool within the 📬 Billing & Receivables (AR) and fiscal compliance toolkit. Designed for detailed financial ledger control, it provides an itemized line-item audit trail of every charge, tax assessment, and payment tender associated with closed and settled invoices across guest reservations, house accounts, and corporate billings.

By capturing exact posting dates, transaction descriptions, net revenue breakdowns, and tax distributions alongside guest demographic and payment routing data, this report empowers controllers, night auditors, and accounting clerks to reconcile daily invoice postings, verify tax compliance, and defend against chargebacks or billing disputes.

Key Capabilities

Complete Line-Item Transparency: Itemizes base revenue charges (ROOM RENT, Parking Fee, Event Tickets, FOOD), tax liabilities (Sales tax, City Tax, State Tax), and payment tenders (CASH, CREDIT CARD).
Tax & Fiscal Audit Readiness: Captures assigned Tax Number, Voucher Number, and itemized net vs. gross charge breakdowns for local and national tax compliance.
Tender & User Accountability: Maps every posted line item directly to the processing staff member (Username), card brand (Card Type), and payment token (Last 4 Digits).

Report Views & Functional Breakdown

The Closed Invoice Transactions Report organizes settled transactional activity across three core analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                   CLOSED INVOICE TRANSACTIONS REPORT                   │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Invoice Revenue &     │ 2. Tax Accrual &         │ 3. Settlement &  │
│    Charges Ledger        │    Liability Breakdown   │    Tender Audit  │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Invoice Revenue & Charges Ledger

Itemizes base charges and fee postings linked to closed invoices across room stays, parking, event tickets, and ancillary outlets.

Primary Use: Verifying line-item room rate and charge accuracy for post-departure billing inquiries and folio reconciliations.
Key Metrics: Invoice Number, Invoice Date, Transaction Number, Folio Number, Description, Transaction Date, NET AMOUNT, Gross Amount.

2. Tax Accrual & Liability Breakdown

Isolates line-item tax collections across municipal, state, and sales tax classifications tied to certified closed invoices.

Primary Use: Reconciling tax ledger accruals against general ledger postings and preparing monthly municipal tax filings.
Key Metrics: NET AMOUNT, City Tax, Sales tax, State Tax, Gross Amount, Tax Number, Voucher Number.

3. Settlement & Tender Audit

Audits payment tenders applied to finalize and settle guest folios, tracking payment instruments and staff processing tags.

Primary Use: Reconciling front desk cash drops, balancing merchant gateway credit card batches, and auditing staff cashiering actions.
Key Metrics: Card Type, Last 4 Digits, Description (CASH, CREDIT CARD), Gross Amount, Username, Company Name, Guest Name.

Image 8-7-26 at 8.18 AM.png — Closed Invoice Transactions

Data Dictionary (Dynamic View Columns)

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

💡 Tax Treatment Note: The NET AMOUNT column represents base charges exclusive of taxes. The Gross Amount column represents total charges including all applicable taxes (Sales tax, City Tax, State Tax).

Column Name	Description	Data Source / Calculation Formula	Includes Taxes & Fees?
Type	Originating account type (e.g., `Reservation`, `House Account`, `Group`).	System Account Classification	N/A
Property Code	Unique identifier code assigned to the property.	System Property Parameter	N/A
Invoice Number	Unique reference code assigned to the closed invoice.	System Invoice Engine	N/A
Invoice Date	Official settlement date when the invoice was generated and closed.	Invoice Closure Timestamp	N/A
Transaction Number	Underlying reservation confirmation number or master account code.	System Reference ID	N/A
Folio Number	Unique system folio ID linked to the closed account.	Folio Audit Log	N/A
Username	User email of the staff member who posted the charge or payment.	System Audit Log	N/A
Card Type	Credit card brand used for settlement (`VISA`, `AMEX`, `Mastercard`, etc.).	Payment Token Gateway	N/A
Last 4 Digits	Last four digits of the credit card instrument used for payment.	Payment Gateway Token	N/A
Company Name	Associated corporate client or direct-bill company name.	`Company Profile > Name`	N/A
Guest Name	Primary guest or account holder name.	`Guest Profile > Full Name`	N/A
Address	Billing or contact street address of the guest or company.	Profile Address Record	N/A
City	City associated with the guest or company billing profile.	Profile Address Record	N/A
State	State or province associated with the billing address.	Profile Address Record	N/A
ZIP Code	Postal code associated with the billing address.	Profile Address Record	N/A
Country	Country code associated with the billing address (e.g., `US`, `AU`).	Profile Address Record	N/A
Account Number	Direct bill corporate account or tax registration ID.	`Company Profile > Account Number`	N/A
Tax Number	Property or corporate fiscal tax identification number.	System Tax Configuration	N/A
Voucher Number	Official fiscal voucher or tax stamp identifier.	Fiscal Engine Integration	N/A
Arrival	Scheduled check-in date for the reservation.	`Reservation > Check In Date`	N/A
Departure	Actual or scheduled check-out date for the reservation.	`Reservation > Check Out Date`	N/A
Number	Physical assigned room number or venue space identifier.	`Reservation > Room Number`	N/A
Transaction Date	Date the specific line-item charge or payment was posted.	Ledger Timestamp	N/A
Transaction Id	System transaction classification code (e.g., `RR`, `PARKING`, `FPCC`).	System Ledger Code	N/A
Description	Human-readable transaction memo (e.g., `ROOM RENT`, `Parking Fee`, `CASH`).	Transaction Description	N/A
NET AMOUNT	Base transaction amount exclusive of applicable taxes and fees.	Base Ledger Charge	❌ No
City Tax	Municipal city occupancy or tourism tax levied on the transaction.	Tax Engine Calculation	❌ No
Sales tax	Standard sales or value-added tax levied on the transaction.	Tax Engine Calculation	❌ No
State Tax	State or regional tax levied on the transaction.	Tax Engine Calculation	❌ No
Gross Amount	Total transaction value including base amount and all taxes/fees.	`NET AMOUNT + Taxes`	🟢 Yes
Currency Code	ISO currency code of the transaction (e.g., `USD`).	Property Currency Setting	N/A

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 5 logical blocks:
- Invoice Identifiers (Cols 1–7): Invoice Number | Invoice Date | Property Code | Type | Folio Number | Transaction Number.
- Guest & Account Context (Cols 8–13): Guest Name | Company Name | Room Number | Market Segment | Arrival | Departure.
- Line-Item Posting Details (Cols 14–18): Transaction Date | Transaction Id | Description.
- Financial & Tax Breakdown (Cols 19–27): NET AMOUNT | City Tax | Sales Tax | State Tax | Gross Amount | Currency Code.
- Settlement & Audit Metadata (Cols 28–35): Card Type | Last 4 Digits | Username | Voucher Number | Account Number | Tax Number | Address | City | State | Zip Code | Country.

Interactive Visualizations & Grouping Controls

Dynamic Grouping Controls: Group closed invoice entries on the fly by Invoice Number or Transaction Number to quickly analyze revenue distributions or cashier shift settlement totals.

Image 8-7-26 at 8.24 AM.png — Example of **Group By** View

Advanced Controls

Exporting: Download in Excel or PDF format for offline distribution, tax filing documentation, or chargeback defense packets.
Filtering: Filter data by specific Description (ROOM RENT, Parking Fee), Card Type, or Invoice Number.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value adjustments, cash settlements, or tax-exempt transactions.

Within 📬 Billing & Receivables (AR):

Accounts Receivable Activity Report – Audit active direct-bill ledger entries and aging buckets.
AR Invoice Aging Report – Categorize open invoice balances across 30-day time bands.
Invoice Details Report – Analyze full invoice lifecycles including open, settled, and voided bills.
Uninvoiced Transactions Report – Audit posted unbilled charges awaiting final tax invoice stamping.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To verify post-checkout folio changes against daily night audit trial balances, review Closed Folio Balances Report or Day End Summary Report.
💳 Payments & Transactions: To reconcile credit card token charges or cash drawer drops, cross-reference All Payments Report or Control Report.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.