Uninvoiced Transactions .ng | HotelKey Knowledge Base

Uninvoiced Transactions Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 📬 Billing & Receivables (AR)

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

Key Value: Maintain fiscal audit control and unbilled revenue governance by monitoring all posted transaction line items and aggregated account totals awaiting official tax invoice generation across transient rooms, house accounts, and group masters.

Executive Summary

The Uninvoiced Transactions Report is an essential fiscal audit tool within the 📬 Billing & Receivables (AR) and night audit toolkit. Designed for unbilled revenue governance and tax compliance, it provides a comprehensive ledger of all posted transactions currently awaiting official tax invoice generation or certified fiscal stamping.

Organized into six specialized operational perspectives, this report bridges daily ledger posting and final tax invoice generation. By balancing granular line-item transaction codes (Posting Code, Posting Description) against high-level folio rollups across Room Details / Summary, House Account Details / Summary, and Group Master Details / Summary, this report equips finance teams to audit unbilled tax liabilities (IVA, City Tax, Sales tax, State Tax), verify night audit postings, and ensure no revenue escapes official tax invoicing.

Key Capabilities

Six Functional Perspectives: Divided into itemized line-item audits (Room Details, House Account Details, Group Master Details) and high-level folio summaries (Room Summary, House Account Summary, Group Master Summary).
Multi-Account Governance: Tracks unbilled postings across transient guest stays, internal administrative house accounts, and convention group blocks.
Complete Tax Liability Visibility: Itemizes base charges (NET AMOUNT) alongside statutory tax allocations (City Tax, Sales tax, State Tax) to ensure zero tax discrepancy prior to invoice generation.

Report Views & Functional Breakdown

The Uninvoiced Transactions Report presents unbilled ledger data across six structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   UNINVOICED TRANSACTIONS REPORT                       │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Room Details          │ 2. House Account Details │ 3. Group Master  │
│    (Transient Postings)  │    (Internal Postings)   │    Details       │
├──────────────────────────┼──────────────────────────┼──────────────────┤
│ 4. Room Summary          │ 5. House Account Summary │ 6. Group Master  │
│    (Guest Folio Rollup)  │    (Internal Account)    │    Summary       │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Room Details

Audits itemized, unbilled line-item postings for transient guests.

Primary Use: Verifying individual room posting codes (e.g., parking, breakfast, airport transfers) and tax liabilities prior to checkout billing.
Key Metrics: Room Number, Confirmation Number, Folio Number, Guest Name, Posting Code, Posting Description, Net Amount,, Sales tax, Total Amount.

Image 8-13-26 at 9.50 AM.png — Room Details Section

2. House Account Details

Tracks itemized unbilled charges posted to internal, banquet, or corporate house accounts.

Primary Use: Auditing internal departmental charges (e.g., equipment rental, function room hire) and verifying house account tax allocations.
Key Metrics: House Account Code, Folio Number, House Account Name, Start/End Date, Posting Code, Posting Description, Net Amount,, Total Amount.

Image 8-13-26 at 9.56 AM.png — House Account Details Section

3. Group Master Details

Itemizes unbilled postings applied directly to group master folios.

Primary Use: Reconciling master group billing line items (e.g., pet fees, group F&B) before generating final group master invoices.
Key Metrics: Group Code, Folio Number, Group Name, Start/End Date, Posting Code, Posting Description, Net Amount,, Total Amount.

Image 8-13-26 at 10.01 AM.png — Group Master Details Section

4. Room Summary

Consolidates unbilled charges per transient guest folio into a single summary line item.

Primary Use: Rapid night audit balancing and evaluating unbilled guest folio exposures across the property.
Key Metrics: Room Number, Confirmation Number, Folio Number, Guest Name, Check In/Out Date, Net Amount, Total Amount.

Image 8-13-26 at 10.13 AM.png — Room Summary Section

5. House Account Summary

Provides consolidated financial totals for active internal house accounts.

Primary Use: Reviewing net unbilled balances on non-guest master folios prior to period-end accounting closures.
Key Metrics: House Account Code, Folio Number, House Account Name, Start/End Date, Net Amount, Total Amount.

Image 8-13-26 at 10.18 AM.png — House Account Summary Section

6. Group Master Summary

Delivers an executive overview of unbilled group master balances.

Primary Use: Assisting accounting leads and group coordinators in reviewing total unbilled group exposure prior to final invoice generation.
Key Metrics: Group Code, Folio Number, Group Name, Start/End Date, Net Amount, Total Amount.

Image 8-13-26 at 10.23 AM.png — Group Master Summary 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: The NET AMOUNT column represents base charges exclusive of taxes. The Total Amount column represents total gross charges including all applicable taxes (City Tax, Sales tax, State Tax).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Room Number	Assigned physical room number linked to the unbilled guest charge.	`Reservation > Room Number`	N/A
Confirmation Number	Unique system confirmation code assigned to the guest stay.	System Reservation ID	N/A
Folio Number	Unique system folio ID where the unbilled charge resides.	`Folio ID`	N/A
House Account Code	Unique identifier code assigned to the internal house account.	`House Account Profile > Code`	N/A
House Account Name	Designated title of the internal or corporate house account.	`House Account Profile > Name`	N/A
Group Code	Unique identifier code assigned to the convention group block.	`Group Profile > Group Code`	N/A
Group Name	Name of the group or event block.	`Group Profile > Group Name`	N/A
Guest Name	Combined full name of the primary traveler (`Last Name / First Name`).	`Guest Profile > Full Name`	N/A
First Name / Last Name	Individual guest first name and last name.	`Guest Profile > First / Last Name`	N/A
Check In Date / Start Date	Arrival date for reservations or opening date for master accounts.	`Stay / Account Start Date`	N/A
Check Out Date / End Date	Departure date for reservations or closing date for master accounts.	`Stay / Account End Date`	N/A
Posting Code	System charge code used to post the item (e.g., `BF`, `5302`, `PET`).	Transaction Code Configuration	N/A
Posting Description	Human-readable charge description (e.g., `Parking`, `Breakfast`, `Pet Fee`).	Transaction Code Description	N/A
NET AMOUNT	Net charge amount exclusive of applicable taxes and fees.	Base Ledger Posting	❌ No
City Tax	Municipal city occupancy or tourism tax levied on the posting.	Tax Engine Calculation	❌ No
Sales tax	Standard sales or value-added tax levied on the posting.	Tax Engine Calculation	❌ No
State Tax	Regional or state tax levied on the posting.	Tax Engine Calculation	❌ No
Total Amount	Gross transaction value including base charges and all taxes.	`NET AMOUNT + Taxes`	🟢 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 the logical blocks:
- Section 1: Room Details
  - Account & Guest Identifiers (Cols 1–6): Confirmation Number | Folio Number | Room Number | Guest Name | First Name | Last Name
  - Stay Dates (Cols 7–8): Check In Date | Check Out Date
  - Line-Item Posting Details (Cols 9–10): Posting Code | Posting Description
  - Financial & Tax Breakdown (Cols 11–15): Net Amount | City Tax | Sales Tax | State Tax | Total Amount
- Section 2: House Account Details
  - Account Identifiers (Cols 1–3): House Account Code | House Account Name | Folio Number
  - Account Active Window (Cols 4–5): Start Date | End Date
  - Line-Item Posting Details (Cols 6–7): Posting Code | Posting Description
  - Financial & Tax Breakdown (Cols 8–12): Net Amount | City Tax | Sales Tax | State Tax | Total Amount
- Section 3: Group Master Details
  - Group Identifiers (Cols 1–3): Group Code | Group Name | Folio Number
  - Group Stay Window (Cols 4–5): Start Date | End Date
  - Line-Item Posting Details (Cols 6–7): Posting Code | Posting Description
  - Financial & Tax Breakdown (Cols 8–12): Net Amount | City Tax | Sales Tax | State Tax | Total Amount
- Section 4: Room Summary
  - Account & Guest Identifiers (Cols 1–6): Confirmation Number | Folio Number | Room Number | Guest Name | First Name | Last Name
  - Stay Dates (Cols 7–8): Check In Date | Check Out Date
  - Financial & Tax Totals (Cols 9–13): Net Amount | City Tax | Sales Tax | State Tax | Total Amount
- Section 5: House Account Summary
  - Account Identifiers (Cols 1–3): House Account Code | House Account Name | Folio Number
  - Account Active Window (Cols 4–5): Start Date | End Date
  - Financial & Tax Totals (Cols 6–10): Net Amount | City Tax | Sales Tax | State Tax | Total Amount
- Section 6: Group Master Summary
  - Group Identifiers (Cols 1–3): Group Code | Group Name | Folio Number
  - Group Stay Window (Cols 4–5): Start Date | End Date
  - Financial & Tax Totals (Cols 6–10): Net Amount | City Tax | Sales Tax | State Tax | Total Amount

Advanced Controls

Exporting & Audit Delivery: Download in Excel or PDF format to support night audit balancing or tax invoice stamping queues.
Filtering: Filter data by specific Posting Code, Account Type, or date range.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value unbilled postings or negative charge adjustments.

Within 📬 Billing & Receivables (AR):

Electronic Factura File Report – Audit certified, rejected, or queued digital tax invoices transmitted to the PAC.
Invoice Details Report – Detailed lifecycle tracking of generated city ledger invoices.
Accounts Receivable Activity Report – Track every detailed transaction hitting the city ledger.
AR Invoice Aging Report – Categorize open invoice balances across 30-day time bands.
Statement of Invoice Report – Audit corporate billing lifecycles broken down into Open and Closed invoice sections.

Cross-Pillar Deep Dives:

⚖️ Ledgers & Trial Balance: To balance unbilled guest and group folios during night audit, cross-reference In House Guest Folio Balances Report, Group Ledger Report, or Trial Balance Report.
🏛️ Taxes & Expenses: To verify tax calculation rules applied to unbilled posting codes, review Active Taxes and Charge Types.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.