House Account Folio Balance .ng | HotelKey Knowledge Base

House Account Folio Balances Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: ⚖️ Ledgers & Trial Balance

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

Key Value: Maintain strict audit control over internal, administrative, and event master accounts by tracking daily roll-forward balances—including opening balances, charges, payments, net changes, and closing balances—to eliminate unrecorded internal expenses and balance non-guest ledgers.

Executive Summary

The House Account Folio Balances Report is an essential financial control tool within the ⚖️ Ledgers & Trial Balance module. Designed for non-guest account governance, it provides an itemized operational roll-forward of all active, permanent, and temporary house accounts held in the PMS house ledger.

By tracking mathematical ledger continuity (Today’s Opening Balance+Today’s Net Change=Today’s Ending Balance) for every administrative folio and pairing it with account metadata (House Account Code, House Account Name, Type, Open Date, Close Date, Status, Username, Last Transaction Posted), this report enables controllers and night auditors to audit daily internal postings, monitor banquet/event prepayments, spot unbilled internal charges, and ensure accurate trial balance reconciliation prior to rolling the business date.

Key Capabilities

House Ledger Roll-Forward: Tracks strict mathematical continuity (Today’s Opening Balance+Today’s Net Change=Today’s Ending Balance) across permanent and temporary house accounts.
Classification Governance: Segments long-term administrative accounts (PERMANENT) from short-term event/banquet master accounts (TEMPORARY).
Staff & Activity Traceability: Maps every active house account directly to the creating/responsible staff member (Username) and captures exact timestamps for the Last Transaction Posted.

Report Views & Functional Breakdown

The House Account Folio Balances Report organizes non-guest account balances across two structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   HOUSE ACCOUNT FOLIO BALANCES REPORT                  │
├────────────────────────────────────────┬───────────────────────────────┤
│ 1. House Account Folio Balances        │ 2. Balances                   │
│    (Account-Level Roll-Forward)        │    (Master Ledger Continuity) │
└────────────────────────────────────────┴───────────────────────────────┘

1. House Account Folio Balances

Itemizes active house account profiles, tracking account classifications, creation dates, responsible staff members, daily charge/payment shifts, and net balances.

Primary Use: Auditing internal departmental charges (e.g., manager meals, trade shows, retail key folios), tracking event deposits, and verifying user posting attributions.
Key Metrics: House Account Code, House Account Name, Type (PERMANENT / TEMPORARY), Open Date, Close Date, Status, Username, Today's Charges, Today's Payments, Today's Opening Balance, Today's Net Change, Today's Ending Balance, Last Transaction Posted.

Image 8-20-26 at 11.25 AM.png — House Account Folio Balances Section

2. Balances

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

Primary Use: Finalizing night audit trial balance verification and confirming that all house account movements tie into the General Ledger.
Key Metrics: House Account Opening Balance, Today's Net Change, House Account Closing Balance.

Image 8-20-26 at 11.26 AM.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, Today's Net Change, and Today's Ending Balance) represent Gross Amounts (Includes Taxes & Fees) posted to house account folios.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?	Modifiable?
House Account Code	Unique master identifier code assigned to the house account (e.g., `RTKEY`, `PAY`, `HK2025`).	`House Account Profile > Code`	N/A	Yes
House Account Name	Official title or purpose of the house account (e.g., RetailKey, HotelKey Event).	`House Account Profile > Name`	N/A	Yes
Type	Account classification (`PERMANENT` for ongoing operational accounts; `TEMPORARY` for event-based accounts).	`House Account Profile > Type`	N/A	Yes
Open Date	Official creation or activation date of the house account.	`House Account Profile > Open Date`	N/A	Yes
Close Date	Scheduled or actual deactivation date for temporary house accounts.	`House Account Profile > Close Date`	N/A	Yes
Status	Current operational state of the account.	House Account System State	N/A	Yes
Username	User email or staff name of the team member responsible for or creating the account.	System Audit Log	N/A	Yes
Today's Charges	Total gross charges posted to the house account folio during the current operational day.	`SUM(Day's House Charges & Taxes)`	🟢 Yes	Yes
Today's Payments	Total gross payments, wire receipts, or deposit applications applied during the day.	`SUM(Day's Applied Payments)`	🟢 Yes	Yes
Today's Opening Balance	House account folio balance carried forward at the start of the operational business day.	Prior Business Day Closing Balance	🟢 Yes	Yes
Today's Net Change	Calculated net financial movement occurring during the business day (`Charges - Payments`).	`Today's Charges - Today's Payments`	🟢 Yes	Yes
Today's Ending Balance	Final calculated balance on the house account folio at business day close.	`Opening Balance + Today's Net Change`	🟢 Yes	Yes
Last Transaction Posted	Date and time stamp of the most recent financial charge or payment entry.	Transaction Audit Log Timestamp	N/A	Yes
House Account Opening Balance	Total master opening balance carried forward across all active house accounts.	Night Audit Master Ledger Log	🟢 Yes	Yes
House Account Closing Balance	Total master closing balance for all active house accounts at business date close.	Night Audit Master Ledger Log	🟢 Yes	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 logical blocks:
- Section 1: House Account Folio Balances
  - Account Identifiers & Classification (Cols 1–3): House Account Code | House Account Name | Type
  - Account Active Window & User (Cols 4–7): Open Date | Close Date | Status | Username
  - Daily Balance Flow & Activity (Cols 8–12): Today's Opening Balance | Today's Charges | Today's Payments | Today's Net Changes | Today's Ending Balance | Last Transaction Posted
- Section 2: Balances
  - Ledger Item & Amount (Cols 1–2): Balance Item Description | Amounnt

Advanced Controls

Exporting & Audit Delivery: Download in Excel or PDF format to attach to internal departmental billing packets, night audit packs, or general ledger journal entry imports.
Filtering: Filter data by specific House Account Code, Type, Username, or non-zero Today's Net Change entries.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value internal charges or house accounts with unexpected credit/debit balances.

Within ⚖️ Ledgers & Trial Balance:

In House Guest Folio Balances Report – Track daily financial shifts and balances for active in-house guest stays.
Group Ledger Report – Audit daily roll-forward balances for active group master accounts.
Closed Folio Balances Report – Track post-settlement charges, payments, and net changes on closed accounts.
Balance Details Report – Detailed roll-forward tracking starting balances, credits, debits, and ending balances per category.

Cross-Pillar Deep Dives:

📬 Billing & Receivables (AR): To inspect house account folios transferred to city ledger billing, review Direct Bill Reconciliation Report or Direct Bill Ledger Details Report.
💳 Payments & Transactions: To audit advance wire deposits or petty cash outlays posted to house accounts, cross-reference Paid Out Activity 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.