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House Accounts .ng

House Accounts Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: ⚖️ Ledgers & Trial Balance

Target Roles: Directors of Finance & Controllers, Night Auditors, General Cashiers, Accounting Managers & Supervisors

Key Value: Maintain complete internal ledger control and non-guest financial accountability by tracking balances, charges, payments, and operational statuses across permanent property outlets and temporary event house accounts.

Executive Summary

The House Accounts Report is a primary sub-ledger control and operational audit tool within the ⚖️ Ledgers & Trial Balance category of the 💰 Finance & Accounting Reports suite. Designed for non-guest financial governance, internal department auditing, and event folio tracking, it provides a comprehensive overview of all permanent and temporary house accounts configured in the PMS.

By capturing master account metadata (Type, House Account Name, House Account Code, Status), corporate billing linkages (Company Name, Company Code), lifecycle dates (Open Date, Close Date, Last Transaction Posted), and active sub-ledger balances (Total Charges, Total Payments, Balance), this report enables controllers, night auditors, and accounting managers to audit internal departmental postings, monitor retail outlet sales, ensure timely closure of event folios, and reconcile non-guest ledger balances against the General Ledger with zero variance.

Key Capabilities

  • Dual Account Lifecycle Segmentation: Explicitly differentiates standing operational folios (PERMANENT) from time-bound event accounts (TEMPORARY).

  • Complete Sub-Ledger Balance Visibility: Displays cumulative posting activity (Total Charges, Total Payments) and net active balance positions (Balance).

  • Corporate & Event Linkage Tracking: Connects house accounts directly to contracting company profiles (Company Name, Company Code) and captures event descriptions (Remarks).

  • Audit & Activity Monitoring: Tracks account creation attributions (Username), operational states (OPEN / CLOSED), and the exact date of recent ledger movement (Last Transaction Posted).

Report Views & Functional Breakdown

The House Accounts Report presents non-guest ledger data in a unified single-table view that supports three distinct analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                        HOUSE ACCOUNTS REPORT                           │
├────────────────────────────────────────────────────────────────────────┤
│                       Unified Ledger Overview                          │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Permanent Account     │ 2. Temporary Event &     │ 3. Corporate     │
│    Governance            │    Function Management   │    Sponsorship   │
│                          │                          │    & B2B Billing │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Permanent Account Governance

Monitors standing departmental, retail, and outlet accounts configured for continuous property operations.

  • Primary Use: Auditing internal retail outlets (Sundry Shop, Market Place), permanent administrative folios, kiosk terminals (IHGPS KIOSK), and recurring charge accounts.

  • Key Metrics: Type (PERMANENT), House Account Name, House Account Code, Open Date, Status, Username, Total Charges, Total Payments, Balance.

2. Temporary Event & Function Management

Tracks time-bound house accounts created for specific banquets, conferences, catering functions, or social events.

  • Primary Use: Verifying event prepayments, monitoring catering function charges, ensuring timely account settlement, and enforcing folio closure upon event completion (Close Date).

  • Key Metrics: Type (TEMPORARY), House Account Name, House Account Code, Open Date, Close Date, Status, Total Charges, Total Payments, Balance, Remarks.

3. Corporate Sponsorship & B2B Billing

Isolates house accounts tied directly to corporate profiles for direct billing or sponsored event retainers.

  • Primary Use: Auditing B2B company event folios, verifying corporate deposit applications, and preparing accounts receivable transfers.

  • Key Metrics: House Account Name, House Account Code, Company Name, Company Code, Total Charges, Total Payments, Balance, Last Transaction Posted.

Image 9-30-26 at 9.10 PM.png
House Accounts Report

Data Dictionary (Dynamic View Columns)

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

💡 Tax & Balance Treatment Note: Total Charges, Total Payments, and Balance represent Gross Monetary Values (Includes Taxes & Fees). Balance is calculated as Balance=Total Charges−Total Payments (where positive values indicate unpaid charges due to the property and negative values indicate credit/deposit holds).

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Type

Operational classification of the house account (PERMANENT or TEMPORARY).

Account Classification Setup

N/A

House Account Name

Primary descriptive title assigned to the house account (e.g., Sundry Shop, 60th Birthday Bash).

Master Profile Title

N/A

House Account Code

Unique system reference code assigned to the house account folio (e.g., RTKEY, SHOP2025).

System Account ID

N/A

Company Name

Associated corporate profile or sponsoring business entity linked to the account.

Company Profile > Name

N/A

Company Code

System identifier code assigned to the linked corporate profile (e.g., FSK).

Company Profile > Code

N/A

Open Date

Official date when the house account was created and activated in the PMS.

Account Activation Timestamp

N/A

Close Date

Scheduled or actual termination date for temporary event house accounts (blank for permanent accounts).

Account Setup Schedule

N/A

Status

Current operational state of the account (OPEN or CLOSED).

System Account Engine

N/A

Username

System ID or staff name of the employee who created or manages the house account setup.

System Audit Log

N/A

Total Charges

Cumulative gross charges posted to the house account folio.

SUM(Folio Charges)

🟢 Yes

Total Payments

Cumulative gross payments, credits, or retainer deposits applied to the house account.

SUM(Folio Payments)

🟢 Yes

Balance

Net active ledger balance remaining on the house account (Total Charges - Total Payments).

Total Charges - Total Payments

🟢 Yes

Last Transaction Posted

Timestamp indicating the most recent charge, payment, or adjustment posting on the account.

Transaction Posting Audit Log

N/A

Remarks

Additional operational notes, event descriptions, or administrative remarks attached to the account.

Account Notes Field

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save 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:

    • Account Identifiers & Classification (Cols 1–4): House Account Code | House Account Name | Type | Status

    • Corporate Account Context (Cols 5–6): Company Name | Company Code

    • Account Lifecycle & User Metadata (Cols 7–9): Open Date | Close Date | Username

    • Financial Activity & Balances (Cols 10–12): Total Charges | Total Payments | Balance

    • Audit Metadata & Notes (Cols 13–14): Last Transaction Posted | Remarks

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon

Action / Feature

Description
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Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Image 9-29-26 at 12.53 PM.png

Group By

Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

  • Dynamic Section Grouping: Group house account entries on the fly by Type (PERMANENT, TEMPORARY), Status (OPEN, CLOSED), Open Date or Closed Date to evaluate internal account distribution.

Image 9-30-26 at 9.08 PM.png
Example of Group By View


Advanced Controls

  • Exporting & Sub-Ledger Tie-Outs: Download in Excel or PDF format to support end-of-month trial balance reconciliation, general cashier audits, or event folio closures.

  • Filtering: Filter data by specific Type, Status (OPEN / CLOSED), non-zero Balance values (Balance != $0.00), or date ranges.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue temporary house accounts (Close Date < Today) or high-value unpaid balances.

Within ⚖️ Ledgers & Trial Balance:

  • Trial Balance – Translate house account balance totals into formal General Ledger liability and asset accounts.

  • Day End Summary – Verify consolidated daily revenue, payment, and house account balance movements at business date close.

  • Advance Deposit Activity – Track pre-paid deposits held within house account advance ledgers.

Cross-Pillar Deep Dives:

  • 💳 Payments & Transactions: To audit specific line-item payments and credit card transactions posted to house accounts, review Payment Activity or All Payments.

  • 📬 Billing & Receivables (AR): To inspect corporate house account balances transferred to city ledger invoicing, review Direct Bill Ledger Details.