FO Departures Report (Cloud) 🎥
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The Front Office Departures Report helps your front desk manage guest check-outs efficiently. It lists every guest scheduled to depart — showing room assignments, folio balances, and payment methods — so your team can verify charges, close folios, and maintain smooth operations. It’s an essential end-of-day tool for confirming all departures have been processed before the audit.
Path: Front Office > Reports > Front Office > Departures
Generating the Report
1. Use the filters along the top of the screen to define which departures you want to view:
- Date/Period: select a specific day or date range for the report. By default, both “From” and “Through” fields are set to the current audit date, showing only today’s scheduled departures.
- Groups: choose how to handle group bookings using the drop-down options: Include, Exclude, or Groups Only. Then select a specific group from the list or keep All.
- Include Already Checked-Out Rooms: when selected, the report includes all guests who have already checked out within the selected period, helping you verify completed departures.
It’s strongly recommended to always keep this option checked. If a checked-out room still shows a balance, it indicates a billing issue that should be corrected promptly. Over time, when older data is purged (after five to seven years), any uncorrected balances can create discrepancies in historical records that cannot be recovered or reconciled later.
2. After adjusting filters, click Refresh to generate the report.
Understanding the Report
The Departures Report lists all guests scheduled to check out for the selected period. Use it to review each guest’s status, balance, and payment details, ensuring all departures are processed correctly before the end of the day.
Guest & Reservation Information
- Room / Folio # / Confirmation # / Guest Name: Identifies the guest’s reservation and room.
- Status (IN / OUT): indicates whether the guest is still checked in or already checked out.
- Departs: shows the scheduled departure date.
Financial Information
- Current Total Balance: shows the guest’s outstanding balance, if any.
- Incid: displays “Y” when the reservation includes an incidental folio that must be reviewed before check-out.
- MOP: shows the payment method on file for the reservation.
- Share: indicates when the room charge is shared with another folio in the same room.
Loyalty & Summary Columns
- Group Name: shows the group the reservation belongs to, if applicable.
- Loyalty Club # / Status: displays any loyalty information tied to the reservation.
- Total Departures Left: shows the number of guests still expected to check out for the day.
Tips & Use Cases
Tips
- Always keep Include Already Checked-Out Rooms selected to catch any folios that still show a balance and need correction.
- Before starting the night audit, review this report to ensure all guests have valid payment methods and no incidental folios remain open.
- Use the Current Total Balance column to quickly identify departures with outstanding amounts and handle them before the guest leaves.
- If a reservation shows Status = IN after check-out time, verify that housekeeping and the front desk have processed the check-out correctly.
Use Cases
- Front Desk Shift End: Run the report at the end of your shift to confirm all expected check-outs are completed and that no open folios remain.
- Audit Review: Night audit can use the report to double-check that all departures were properly closed, especially if balances exist.
- Training Scenario: Supervisors can use this report to train new front desk agents on recognizing incomplete check-outs or incorrect payment postings.
Still Need Help With This Topic?
Ask Yourself:
- Did I set the correct date range for the departures I need to review?
- Am I including already checked-out rooms if I’m verifying end-of-day folios?
- Did I click Refresh after changing filter settings?
- Am I viewing individual or group departures as intended?
Support May Ask You:
- What filters (date, group, checked-out rooms) were used when you generated the report?
- Are results missing specific reservations or all departures?
- Can you confirm whether this occurs for all users or just your login?
- Could you share a screenshot of your current filters and the generated report?
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