Invoice Details .ng | HotelKey Knowledge Base

Invoice Details 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 complete financial transparency into the lifecycle of every generated city ledger invoice, isolating base revenues, taxes, settled amounts, and unsettled balances to facilitate payment reconciliation and account auditing.

Executive Summary

The Invoice Details Report is a core financial auditing tool within the 📬 Billing & Receivables (AR) module. Designed for line-item invoice governance, it provides an itemized breakdown of every generated corporate invoice, tracking its progression from initial billing through partial settlements to final closure.

By isolating specific revenue and tax streams (Room Revenue, Room Tax / Other Fees, Other Charges, Other Tax / Other Fees) and pairing them with key metadata like PO Number, Confirmation No, Invoice Age, and Settled vs. Unsettled Amounts, this report equips accounting teams to reconcile partial client payments, investigate outstanding city ledger balances, and execute precise account audits.

Key Capabilities

Full Lifecycle Settlement Tracking: Tracks real-time payment progression by isolating Total Payments, Settled Amount, and remaining Unsettled Amount alongside Last Settled Date.
Isolated Revenue & Tax Categories: Separates room rent charges from ancillary charges and isolates their respective tax liabilities for accurate GL posting.
PO & Confirmation Matching: Pairs generated city ledger invoice numbers directly with client PO Numbers, reservation confirmation codes, and stay billing dates for fast client query resolution.

Report Views & Functional Breakdown

The Invoice Details Report organizes invoice transaction data across three structured operational perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                         INVOICE DETAILS REPORT                         │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Invoice Lifecycle &   │ 2. Payment & Settlement  │ 3. Charge & Tax  │
│    Aging Audit           │    Reconciliation        │    Itemization   │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Invoice Lifecycle & Aging Audit

Tracks invoice issuance dates, aging days, due dates, and active lifecycle states across contracted corporate accounts.

Primary Use: Monitoring invoice aging velocity, identifying overdue accounts, and tracking client payment term compliance.
Key Metrics: Company Name, Invoice Number, Invoice Date, Invoice Age, Due Date, Invoice Status (OPEN, SETTLED, VOID).

2. Payment & Settlement Reconciliation

Audits client payments applied to city ledger invoices, contrasting settled funds against outstanding balances.

Primary Use: Reconciling partial client checks or wire transfers, identifying unsettled balances, and verifying payment application dates.
Key Metrics: Invoice Number, Total Payments, Settled Amount, Unsettled Amount, Last Settled Date, PO Number, Confirmation No.

3. Charge & Tax Itemization

Isolates base revenue categories and associated municipal, state, and sales tax accruals included within each invoice.

Primary Use: Validating line-item revenue distribution and verifying tax accrual accuracy prior to general ledger postings.
Key Metrics: Room Revenue, Room Tax / Other Fees, Other Charges, Other Tax / Other Fees.

Image 8-11-26 at 8.57 AM.png — Invoice Details

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: Total Payments, Settled Amount, and Unsettled Amount represent Gross Amounts (Includes Taxes & Fees). Base charge fields (Room Revenue, Other Charges) represent net revenue exclusive of taxes.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Company Name	Name of the contracted corporate entity or direct-bill client.	`Company Profile > Name`	N/A
Invoice Date	Date the city ledger invoice was generated and issued.	Invoice Generation Timestamp	N/A
Invoice Age	Calculated number of calendar days elapsed since invoice generation.	`Report Run Date - Invoice Date`	N/A
Invoice Number	Unique reference code assigned to the city ledger invoice.	System Invoice Engine	N/A
Due Date	Contractual payment deadline based on agreed payment terms.	`Invoice Date + Payment Terms`	N/A
Invoice Status	Current state of the invoice (`OPEN`, `SETTLED`, `VOID`).	System Invoice State	N/A
Confirmation No	Reservation confirmation code(s) included on the invoice.	System Reference ID	N/A
PO Number	Client Purchase Order reference number linked to the invoice.	`Billing Info > PO Number`	N/A
Guest Name	Full guest name(s) associated with the invoiced stay(s).	`Guest Profile > Full Name`	N/A
First Name	First name(s) of the primary guest(s).	`Guest Profile > First Name`	N/A
Last Name	Last name(s) of the primary guest(s).	`Guest Profile > Last Name`	N/A
Billing Date	Date the individual charges were transferred/billed to the invoice.	Charge Posting Timestamp	N/A
Total Payments	Cumulative gross charges billed on the invoice.	`Room Rev + Other Charges + Taxes`	🟢 Yes
Settled Amount	Cumulative gross payments applied and settled against the invoice.	`SUM(Applied Settlements)`	🟢 Yes
Unsettled Amount	Remaining gross unpaid balance outstanding on the invoice.	`Total Payments - Settled Amount`	🟢 Yes
Last Settled Date	Date of the most recent payment applied to the invoice.	Payment Processing Timestamp	N/A
Room Revenue	Net room rent revenue billed on the invoice.	`SUM(Base Room Rent Charges)`	❌ No
Room Tax / Other Fees	City, state, and sales tax levied on room rent charges.	Tax Engine Calculation	❌ No
Other Charges	Net non-room ancillary charges (e.g., parking, food, F&B).	`SUM(Ancillary Base Charges)`	❌ No
Other Tax / Other Fees	Taxes and service fees levied on ancillary non-room charges.	Tax Engine Calculation	❌ No

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 & Status (Cols 1–5): Invoice Number | Invoice Date | Due Date | Invoice Status | Invoice Age
  
  Account Context & PO (Cols 6–7): Company Name | PO Number
  
  Guest & Reservation Context (Cols 8–11): Guest Name | First Name | Last Name | Confirmation No
  
  Financial & Revenue Breakdown (Cols 12–17): Billing Date | Room Revenue | Room Tax / Other Fee | Other Charges | Other Taxes / Fees | Total Payments
  
  AR Settlement & Balance Audit (Cols 18–20): Settled Amount | UnSettled Amount | Last Settled Date

Advanced Controls

Exporting & Report Distribution: Download in Excel or PDF format to attach supporting invoice audit schedules to outgoing client statements or collection notices.
Filtering: Filter data by specific Company Name, Invoice Status, or PO Number.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight overdue invoices (Invoice Age > 30) or partially settled bills with remaining unsettled balances.

Within 📬 Billing & Receivables (AR):

Accounts Receivable Activity Report – Audit line-item transaction entries hitting the direct-bill ledger.
AR Invoice Aging Report – Categorize open invoice balances across 30-day time bands.
Invoice Summary Report – Review macro-level corporate billing totals and open vs. voided invoice counts.
Statement of Invoice Report – Audit corporate billing lifecycles broken down into Open and Closed invoice sections.
Direct Bill Reconciliation Report – Identify payment gaps and verify guarantee statuses for corporate invoicing.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To reconcile city ledger invoice totals against general ledger balances, review Direct Bill Ledger Details Report.
💳 Payments & Transactions: To inspect corporate checks, wire receipts, or credit card settlements applied to these invoices, 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.