Check that the Ledger Balances are Correct

The ledger balances are the totals of each ledger accounts that you will find in your Daily Report on the first page, sometimes on the second page.

There are three Ledger Balances:

- Advance Deposits;

- City ledger;

- Guest Ledger.

Each closing balance for the day can be found in a specific report.

The Daily Report is a Static Report, meaning the numbers will not change whenever is the time you look at it. The end of the day is the end of the day.

However, the corresponding reports to check the numbers are all dynamic reports, meaning they do update if a corresponding action is done in VM.

The only accurate time to check those numbers between the Daily Report and the reports is right after the audit before any action is done in VM (check-out, check-in, CL payments, ...).

The Advance Deposits Ledger Balance

This ledger balance is made of all the Advance Deposit that has been taken and pending to be transferred to a folio at check-in.

To know if the balance is correct, the report to check is the Advance/Delinquent Deposit Report that you can find in Front Office > Supervisor > Reports > Advance/Delinquent Deposits.

This report will update anytime a check-in with an Advance Deposit is done and the Advance Deposit transfers from the Advance Deposit Ledger to the Guest Ledger.

No report screenshot is available for this ledger as the balance is at $0.00 and the report was also at $0 in this example.

The City Ledger Balance

This ledger is made of all invoices pending payment.

To know if the balance is correct, the report to check is the City ledger AGING Report that you can find in  Accounting > City Ledger > AGING Report.

This report will update anytime a payment is posted in any City Ledger account closing an invoice.

Screenshot from the AGING Report screen - The Total Balance is matching the City ledger Balance in the Daily Report.

The Guest Ledger Balance

This ledger is made of all the in-house guest's folio.

To know if the balance is correct, the report to check is the In-House Guest Report that you can find in Front Office > Reports > In-House Guests - Make sure the box is checked for Incl c/o w/Bal.

This report will update anytime a payment is posted on a guest or group folio.

Screenshot from the In-House Guests report  - The Total Balance is matching the Guest ledger Balance in the Daily Report.

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