The Guest ledger is a part of Mews Analytics. You can use the Guest ledger to check the guests or companies occupying rooms at your property that are in-house, and not yet checked out. It also gives you an overview of their running balance, i.e., the difference between the total amount of money received from and owed by guests or companies staying at your property(s). The Guest ledger can help increase your revenue by helping you identify discrepancies and reduce fraud or unpaid bills due to accurate records. 

You can use the Guest ledger to:  

• Check amounts of open prepayments and open invoices, per guest or company.
• Gain an overview of the amount your guests spend during their stay, and on the products or services that they spend on.
• Check your guest’s balance.
• Detect guests with open accounts from past reservations.   

To access the Guest ledger, you need:  

• an Enterprise subscription to Mews OR
• to purchase Mews Analytics as an add-on AND
• to be either an Admin in your Mews account or have the Access sensitive reports permission. 

Note: Enterprise clients can only use Mews Analytics after they enable the integration for each of their property in the chain.

To access the Guest ledger, in Mews Operations,  

• go to the main menu > Analytics > Guest ledger.

This article gives you a detailed description of all the features, filters, and data available in the Guest ledger and the best way to use them.

In this article, you can learn the following about the Guest ledger:   

• Data sources and parameters
• Main data section  
• Guest ledger
• Using the Guest ledger
  • Filters
• Data export

Data sources and parameters  

• Version: Displays the latest version of the report. 
• Last Refresh: UTC timestamp of the last report refresh. 
• Latest Records: UTC timestamp of the most recent data that the dashboard displays. The dashboard does not reflect any changes in Mews post this time. 
• Currency: The local currency, as per the dashboard selection. Note: You can select different currencies. The system recalculates to your selected currency, based on actual exchange rates.
• Exchange rate: The date of the last valid Exchange rate the system uses to calculate the metrics and the currency conversion.
• UserId: The identity code of the user. 

Note: The dashboard recalculates all figures in the selected currency based on actual exchange rates. 

Main data section 

In this main data section, you can view the following fields: 

• Balance: Sum of reservation deposits, open prepayments, open past revenue and open invoices amounts. 
• Total received: Sum of the reservation deposits and open prepayments. 
• Total owed: Sum of the open invoices for all accounts with an active reservation on the day you select, and all open past revenue.
• Reservation deposits: Gross amount of deposits from accounts with an active reservation.
• Open prepayments: Amount of all open payments before the date selected.
• Open past revenue: Gross amount of unpaid revenue from consumed items and still on an open bill.
• Open invoices: Gross amount of unpaid invoice(s). 

For the following sections, you can search for and select specific enterprises, dates, or graph periods, to filter your data by clicking on individual drop-down menus:   

• Enterprise: Select one or more enterprise(s) of your choice. 
• Date selected: Select a date to filter your data by. You can select today's date, up to 7 previous days, or the last day of each of the previous 3 months. 
• Graph period selected: Select the number of days to display in the visual Amount by enterprise and day, relative to today. For example, selecting 180 days shows you 90 days before the date, and 90 days into the future. 

You can learn more about the other available filters and using them in the section below. 

Guest ledger 

In the Guest ledger you can view the following metrics that Mews Analytics calculates from data across your property(s). 

• Total amount by enterprise: This section displays the total amount received, and total amount owed, per enterprise. It gives you a quick overview of your guest’s open balance.
• Amount by enterprise and day: This section displays the amounts by type, calculated per enterprise and per day. It gives you an overview of the trends in amounts owed and received. You can compare this with your previous year's figures. The report represents it as a trend line, with the total amount received, and total amount owed, on the same date of the previous year. You can select the date range you want to view in the Graph period selected filter.
• Amount by account type: This section displays the amounts, divided by account type.
• Amounts by account: This section displays all your accounts that are in-house with open amounts, categorized by name and type of the account. To go directly to the billing tab of the account holder, click the URL link to check the account state based on the date you select. 

Using the Guest ledger

You can use the data in the Guest ledger to check the total amount of money owed, and received, by guests currently staying in your property(s). You can learn more about refining data using Mews Analytics, and the additional ways of filtering your view here.
 
You can apply filters to refine your data in the Guest ledger. This is useful to customize your reports to display specific data, to analyze trends, quickly identify anomalies, and more.

Filters 

• Account state (today): Filter by the state of the guest’s account. You can choose:
  • Departing today: The guest is in-house, and the reservation is ending today.
  • In-house: The guest is checked-in and staying at the property and not leaving today.
  • To be resolved: The guest has a past reservation, and their account is still open.
• Currency: Your preferred currency. Changing the currency recalculates all metrics, based on current exchange rates.
• Chain: Choose one or more chains.
• Enterprise type: Filter by one or more enterprises.
• Country: Filter by one or more countries.