Customer Statement .ng | HotelKey Knowledge Base

Customer Statement Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

Target Roles: Directors of Finance & Controllers, Accounting Managers & Clerks, AR Specialists

Key Value: Provide corporate B2B clients with a formal, all-in-one statement of account consolidating invoice activity, payments, aging balances, and official remittance bank details to streamline client reconciliations and accelerate cash collections.

Executive Summary

The Customer Statement Report is a client-facing financial statement within the 📬 Billing & Receivables (AR) module. Designed as a complete statement of account, it consolidates a corporate client’s entire transaction history into a clear, audit-ready document suitable for direct distribution to client accounts payable departments.

The report bridges property management data and client-side accounting by combining line-item transaction history (Statement Details linking guest stays, PO numbers, and tax invoice formats), a credit and delinquency snapshot (Aging Summary), and complete hotel remittance wire instructions (Bank Details).

Key Capabilities

Full Account Consolidation: Combines corporate profile metadata, itemized invoices, unapplied prepayments, and aging metrics into a single client statement.
Multi-Format Invoice Cross-Referencing: Tracks standard Invoice Numbers alongside Tax Invoice Numbers, Fiscal Invoice Numbers, E-Invoice Numbers, and client PO Numbers.
Integrated Remittance Routing: Automatically embeds hotel bank name, account number, IBAN, and SWIFT details directly on the statement for swift electronic wire transfers.

Report Views & Functional Breakdown

The Customer Statement Report organizes client billing data across three structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                        CUSTOMER STATEMENT REPORT                       │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Statement Details     │ 2. Aging Summary         │ 3. Bank Details  │
│    (Header & Line-Items) │    (Credit & Balance)    │    (Remittance)  │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Statement Details

Consolidates corporate/hotel profile header metadata (tax IDs, approved credit limits, payment terms) alongside a line-item ledger of all billing entries (Invoices and Payments) linked to stay dates, guest names, and confirmation reference codes.

Primary Use: Client-side account reconciliation, auditing individual room charges against corporate POs, and tracking unapplied payment deposits.
Key Metrics: Customer Profile & Tax Data, Date, Transaction Type (Invoice / Payment), Invoice Number, Tax/Fiscal/E-Invoice Numbers, PO Number, Arrival/Departure Date, Number Of Nights, Description, Total Amount.

Image 8-7-26 at 10.04 AM.png — Statement Details Section

2. Aging Summary

Provides an executive snapshot evaluating total client debt distributed across 30-day time bands alongside authorized credit capacity.

Primary Use: Highlighting overdue balances to client AP contacts and evaluating credit limit headroom.
Key Metrics: Credit Limit, Current to 30, 31 to 60, 61 to 90, 91 to 120, Over 120 Days, Total Due.

Image 8-7-26 at 10.48 AM.png — Aging Summary Section

3. Bank Details

Presents complete property banking and wire transfer instructions directly on the statement.

Primary Use: Providing client finance departments with exact local and international wire remittance data to settle outstanding balances.
Key Metrics: Bank Name, Bank Identification Number, Bank Address, Account Name, Currency, Account Number, IBAN, SWIFT Code.

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 Total Amount field in Statement Details and all aging bucket values in the Aging Summary represent Gross Amounts (Includes Taxes and Fees).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Customer Name / Code	Official corporate account name and unique system identifier code.	`Company Profile > Company Name / Code`	N/A
Customer Address / Contact	Contact demographics, phone number, and email for statement routing.	`Company Profile > Address & Contacts`	N/A
Customer Tax Number	Corporate client's official government tax identification number.	`Company Profile > Tax Number`	N/A
Approved Credit Limit	Maximum credit threshold authorized for the corporate account.	`Company Profile > Credit Limit`	N/A
Payment Term	Contracted payment window allowed for invoice settlement (e.g., 30 Days).	`Company Profile > Payment Term`	N/A
Date	Posting timestamp of the invoice or payment entry.	Transaction Timestamp	N/A
Transaction Type	Entry classification (`Invoice`, `Payment`, etc.).	System Ledger Tag	N/A
Invoice Number	Standard city ledger invoice reference number.	System Invoice Engine	N/A
Tax / Fiscal / E-Invoice No	Specialized official tax invoice identifiers (e.g., PAC fiscal stamp).	Fiscal Integration Log	N/A
PO Number	Client Purchase Order reference code linked to the stay.	`Reservation / Billing Info > PO Number`	N/A
Arrival / Departure Date	Check-in and check-out stay dates for individual reservation charges.	`Reservation > Stay Dates`	N/A
Number Of Nights	Total stay duration in nights associated with the folio charge.	`Reservation > Nights`	N/A
Transaction Number	Originating reservation confirmation number or master account code.	System Reference ID	N/A
Description	Human-readable memo or guest name summary.	System Description / Guest Profile	N/A
First Name / Last Name	Primary guest profile name linked to the reservation line item.	`Guest Profile > First / Last Name`	N/A
Total Amount	Line-item invoice charge or applied payment amount.	`NET Amount + Taxes` or `Payment Value`	🟢 Yes
Current to 30	Outstanding gross balance within the 0–30 day window.	Aging Calculation Engine	🟢 Yes
31 to 60	Outstanding gross balance within the 31–60 day window.	Aging Calculation Engine	🟢 Yes
61 to 90	Outstanding gross balance within the 61–90 day window.	Aging Calculation Engine	🟢 Yes
91 To 120	Outstanding gross balance within the 91–120 day window.	Aging Calculation Engine	🟢 Yes
Over 120 Days	Outstanding gross balance exceeding 120 days.	Aging Calculation Engine	🟢 Yes
Total Due	Net cumulative balance owed across all invoices and unapplied payments.	`SUM(Aging Buckets) - Payments`	🟢 Yes
Bank Name	Official bank institution name for wire transfers.	`Property Settings > Property Detail > Additional Details > Bank Name`	N/A
Bank Identification Number	Bank routing / transit identification code.	`Property Settings > Property Detail > Additional Details > Bank Identification Number`	N/A
Bank Address	Physical or branch address of the receiving bank.	`Property Settings > Property Detail > Additional Details > Bank Address`	N/A
Account Name	Legal entity name tied to the property bank account.	`Property Settings > Property Detail > Additional Details > Legal Entity Name`	N/A
Currency	Currency designation for wire settlement.	Property Currency Settings	N/A
Account Number	Direct bank account number for domestic wire deposits.	`Property Settings > Property Detail > Additional Details > Bank Account Number`	N/A
IBAN	International Bank Account Number for cross-border settlements.	`Property Settings > Property Detail > Additional Details > IBAN`	N/A
SWIFT Code	Society for Worldwide Interbank Financial Telecommunication BIC code.	`Property Settings > Property Detail > Additional Details > Bank SWIFT Code`	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 2 logical blocks:
- Block A: Transaction Identifiers (Cols 1–5): Transaction Date | Transaction Type | Invoice Number | Fiscal / Tax Invoice # | PO / Ref Number
- Block B: Stay Context (Cols 6–11): Guest Name | Arrival Date | Departure Date | Nights | Transaction Number

Advanced Controls

Exporting & Statement Delivery: Download in Excel or PDF format to email professional statement packages directly to client accounts payable leads.
Filtering: Filter data by specific date ranges, transaction types, or invoice statuses.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue balances exceeding 60 days or statements approaching credit limits.

Within 📬 Billing & Receivables (AR):

Accounts Receivable Activity Report – Audit every line-item transaction hitting the city ledger.
AR Invoice Aging Report – Categorize open corporate balances across standardized aging bands.
Direct Bill Aging Report – Segment corporate debt across AR, Invoices, and Settlements.
Direct Bill Reconciliation Report – Identify payment gaps and verify guarantee statuses for corporate invoicing.
Invoice Details Overview – Detailed lifecycle tracking of every generated invoice.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To reconcile city ledger statement totals against general ledger accounts, review Direct Bill Ledger Details Report.
💳 Payments & Transactions: To inspect corporate checks, electronic bank wires, or credit card settlements, cross-reference Payment Activity or Payment Transactions.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.