Finance & Accounting Reports | HotelKey Knowledge Base

💰 Finance & Accounting Reports

Welcome to the Finance & Accounting reporting hub.

This page is your central directory for managing your property's financial health. Whether you are balancing the daily ledgers, chasing down outstanding City Ledger invoices, or reconciling month-end taxes, the reports in this section provide the deep financial visibility your team needs to ensure every penny is accounted for.

👥 Who is this for?

These reports are primarily designed for:

Directors of Finance & Controllers: For high-level financial oversight, tax auditing, and AR management.
Night Auditors: For end-of-day balancing, trial balance checks, and daily ledger reconciliation.
Accounting Managers & Clerks: For daily invoice generation, payment reconciliation, and managing house accounts.

📂 What you will find in this section:

To help you find the exact data you need, we have organized our financial reports into four key functional areas:

📬 Billing & Receivables (AR): Everything you need to manage the City Ledger. Find reports for tracking direct bill accounts, monitoring invoice aging, and generating customer statements.
⚖️ Ledgers & Trial Balance: The core of your Night Audit. Access daily balancing reports, comprehensive trial balances, and detailed breakdowns of your guest and city ledgers.
💳 Payments & Transactions: Track your daily cash flow. This section includes credit card reconciliation logs, cashier shift summaries, and complete payment transaction histories.
🏛️ Taxes & Expenses: Monitor your liabilities and internal costs. Discover reports for calculating tax summaries, tracking active charge types, and monitoring overhead on administrative house accounts.

💡 Pro Tip: If you are looking for forward-facing revenue projections or high-level property performance metrics (like RevPAR or ADR), please visit the [Link: 📈 Revenue & Analytics] reporting page.

📂 Knowledge Base Articles

📬 Billing & Receivables (AR)

Knowledge Base Link	KBA Description
Accounts Receivable Activity	Learn how to generate and evaluate the Accounts Receivable Activity Report to track reservation-level transactions, review direct bill company details, and analyze aging balances across 30-day buckets up to over 150 days.
AR Invoice Aging	Learn how to generate and evaluate the Accounts Receivable Aging Report to categorize outstanding invoice balances, monitor aging trends across account types, and optimize cash conversion.
Closed Invoice Transactions	Learn how to generate and evaluate the Closed Invoice Transactions Report to audit itemized line-item charges, tax distributions, and payment tenders across closed invoices, and track user processing tags to resolve billing disputes.
Closed Invoice Transactions Summary	Learn how to generate and evaluate the Closed Invoice Transactions Summary Report to verify settled master invoice totals, audit fiscal tax liabilities against certified invoice numbers, and review cancellation and void activity for corporate accounts receivable.
Company Accounts	Learn how to generate and evaluate the Company Accounts Report to manage corporate client profiles, monitor direct bill credit limits, and analyze corporate yield quality against account re-qualification thresholds.
Customer Statement	Learn how to generate and evaluate the Customer Statement Report to consolidate client billing, review invoice details alongside PO numbers, track credit limits across aging buckets up to 120+ days, and display property bank remittance details.
Direct Bill Aging	Learn how to generate and evaluate the Direct Bill Collections Report to track corporate balances across four key lifecycle stages, monitor granular aging buckets up to 150+ days, and prioritize property-wide collection efforts.
Direct Bill Reconciliation	Learn how to generate and evaluate the Direct Bill Reconciliation Report to verify corporate and group invoicing, audit stay details and rate codes, and identify payment gaps across real-time account balances.
Electronic Factura File	Learn how to generate and evaluate the Electronic Factura File Report to audit stamped digital tax invoices, resolve PAC validation errors, and manage queued electronic invoice transmissions.
Invoice Details	Learn how to generate and evaluate the Invoice Details Report to audit invoice lifecycles, reconcile partial payments, and track room revenue alongside settled and unsettled amounts.
Invoice Summary	Learn how to generate and evaluate the Invoice Summary Report to review high-level corporate billing volumes, monitor open versus settled balances, and evaluate account health without sorting through transaction-level details.
Statement of Invoice	Learn how to generate and evaluate the Statement of Invoice Report to track open and closed corporate billing lifecycles, review total charges and tax breakdowns per invoice, and resolve account balance inquiries.
Uninvoiced Transactions	Learn how to generate and evaluate the Uninvoiced Transactions Report to audit itemized unbilled postings, track tax liabilities across guest, house, and group accounts, and streamline final invoice generation.

⚖️ Ledgers & Trial Balance

Knowledge Base Link	KBA Description
Balance Details	Learn how to generate and evaluate the Balance Details Report to track ledger roll-forwards, isolate revenue and payment streams, and audit category-level starting balances, debits, credits, and ending balances.
Closed Folio Balance	Learn how to generate and evaluate the Closed Folio Balances Report to track daily charges, payments, and net shifts across settled guest and group accounts, and verify night audit ledger roll-forwards.
Control Report	Learn how to generate and evaluate the Control Report to audit cashier cash drawer variances, reconcile credit card brand totals against merchant deposits, and track individual user transaction activity.
Day End Summary	Learn how to generate and evaluate the Day End Summary Report to audit daily revenue postings, verify tax liabilities, reconcile payment tender types, and track advance deposit collections.
Direct Bill Ledger Details	Learn how to generate and evaluate the Direct Bill Ledger Details Report to track unbilled corporate balances, monitor invoice aging across 8 distinct time tiers up to 150+ days, and reconcile applied payment settlements.
Final Audit	Learn how to generate and evaluate the Final Audit Report to review daily revenue postings, reconcile cash drop variances, evaluate key occupancy and revenue statistics, and balance opening-to-closing ledger totals across all property ledgers.
Group Ledger	Learn how to generate and evaluate the Group Ledger Report to monitor master folio activity, review assigned rate plans and stay dates, and audit daily roll-forwards across opening balances, charges, payments, and ending balances.
House Account	Learn how to generate and evaluate the House Accounts Report to monitor non-guest master folios, audit ledger balances against posting activity, and enforce timely account closures.
House Account Folio Balance	Learn how to generate and evaluate the House Account Folio Balances Report to track non-guest internal account activity, audit daily charges and payments by assigned staff, and reconcile opening-to-closing balance roll-forwards.
In House Guest Folio Balance	Learn how to generate and evaluate the In House Guest Folio Balances Report to track daily charges, payments, and net movement across active guest and group folios, and reconcile opening versus ending balances for effective credit monitoring.
Trial Balance	Learn how to generate and evaluate the Trial Balance Report to translate daily property activity into strict accounting terms, filter by general ledger account types or transaction codes, and audit roll-forwards across opening balances, debits, credits, net changes, and closing balances.

💳 Payments & Transactions

Knowledge Base Link	KBA Description
Adjustments and Refunds Activity	Learn how to generate and evaluate the Adjustments and Refunds Activity Report to audit line-item charge reallocations, track supervisory manager overrides, and review staff-level adjustment and refund summaries.
Advance Deposit Activity	Learn how to generate and evaluate the Advance Deposit Activity Report to track prepayment balances across reservations, groups, and house accounts, monitor unearned revenue roll-forwards, and compare settlement trends against historical benchmarks.
All Payments	Learn how to generate and evaluate the All Payments Report to audit line-item payment transactions, verify credit card cardholder details using card masks, and align merchant settlements with general ledger account codes and cost centers.
All Transactions	Learn how to generate and evaluate the All Transactions Report to audit line-item debits, credits, and tax postings across guest, group, house, and settlement payment sections, verify staff attribution tags, and reconcile daily general ledger entries.
Authorized Payments	Learn how to generate and evaluate the Authorized Payments Report to track payment holds, compare authorized amounts against active folio balances and average room rates, and verify stay guarantees.
Control	Learn how to generate and evaluate the Control Report to audit individual cashier drawer variances, balance aggregate merchant credit card batches by brand type, and track user-level payment processing.
Credit Card Status - All	Learn how to generate and evaluate the Credit Card Status Report to monitor authorization health, compare folio balances against remaining pre-authorizations, and review authorization request statuses and stop-charge flags.
Credit Card Surcharge Details	Learn how to generate and evaluate the Credit Card Surcharge Report to audit applied fee calculations across reservations, groups, and house accounts, and track waived surcharges alongside authorizing staff members.
Currency Exchange Shift Summary	Learn how to generate and evaluate the Currency Exchange Shift Summary Report to audit shift-level foreign currency transactions by staff member, track foreign currency buy and sell amounts against starting floats, and verify expected ending drawer holdings.
Currency Exchange Transactions	Learn how to generate and evaluate the Currency Exchange Transaction Report to audit individual foreign exchange trades, verify conversion rates and currency amounts, and track markup revenue generated from exchange margins.
Declined Payments	Learn how to generate and evaluate the Declined Payments Report to identify failed transaction dates, payment types, and decline amounts across reservations and groups, and cross-reference total balances to recover payments.
Expired Payment Source Report	Learn how to generate and evaluate the Expired Payment Source Report to identify invalid payment methods prior to check-in, prioritize outreach by arrival date and guarantee type, and resolve Virtual Credit Card and VIP guest payment issues.
Gift Card Activity Details	Learn how to generate and evaluate the Gift Card Activity Details Report to audit individual stored-value transactions, verify staff processing tags, and reconcile total gift card load values, redemptions, and net liability balances.
Payment Activity	Learn how to generate and evaluate the Payment Activity Report to audit transaction details across reservations, groups, house accounts, and corporate accounts receivable settlements, using payment processor keys to defend against chargebacks.
Payment Link Detail	Learn how to generate and evaluate the Payment Link Details Report to track external payment link statuses, differentiate guest profiles from third-party payers, and audit remote sender activity.
Payment Transactions	Learn how to generate and evaluate the Payment Transactions Report to audit itemized monetary tenders across reservations, groups, house accounts, miscellaneous revenue, and corporate company account settlements.
Payment Summary	Learn how to generate and evaluate the Payment Summary Report to review daily property-wide payment collections, analyze tender trends by day of week, and reconcile total physical, card, corporate, and alternative payment methods for daily bank deposits.
Scheduled Advance Deposits by Arrival	Learn how to generate and evaluate the Schedule Advance Deposit by Arrivals Report to audit pre-arrival deposit statuses, compare required deposit amounts against collected funds, and manage outstanding prepayment obligations for upcoming arrivals.
Settlement by Payment Type	Learn how to generate and evaluate the Payment Details and Summary Report to audit line-item payment transactions, investigate cashiering errors or guest disputes using staff tags and remarks, and verify total transaction counts and settlement amounts by payment type.

🏛️ Taxes & Expenses

Knowledge Base Link	KBA Description
Active Taxes and Charge Types	Learn how to generate and evaluate the Active Taxes & Charge Type Report to audit property tax calculation rules, review fee percentages and ranges, and verify charge code mapping, tax inclusions, and invoice display settings.
Paid Out Activity	Learn how to generate and evaluate the Paid Out Activity Report to audit cash drawer disbursements, verify staff user tags and recipient details, and validate expense notes to maintain general ledger compliance.
Tax Range	Learn how to generate and evaluate the Tax Range Report to track tax collections and guest counts across currency brackets, monitor specialized exemption metrics, and reconcile daily tax liabilities in regulated jurisdictions.
Tax Report	Learn how to generate and evaluate the Tax Report to audit total versus exempted tax liabilities, validate tax-exemption paper trails with fiscal invoice numbers, and verify taxable revenue distributions across charge types for tax filings.
Tax Summary	Learn how to generate and evaluate the Tax Summary Report to calculate net tax liabilities, track staff tax overrides and exemption totals, and analyze collection trends for daily general ledger postings and monthly tax remittance.