The Guest ledger is a tool for managing and tracking the balances of all guests who have checked in or consumed services at your property. Your financial team can use it to monitor guest charges and payments, and identify where there are outstanding balances to chase or invoice. This function is essential for ensuring accurate billing and financial management at your property.

 

When do bills appear on the Guest ledger?

• When the first reservation on the bill or invoice checks in.
• If there is no reservation linked to the bill or invoice. The system uses the consumption date instead.

When do bills disappear from the Guest ledger?

• When all items are consumed and the bill is closed or an invoice has been issued.

 

 

To view the Guest ledger in Mews Operations, 

• Go to the Main menu > Finance > Ledgers > Guest ledger. 
   
   

 
 

In this article, you can learn about: 

• Navigating the Guest ledger 
  • Date picker
  • Outstanding balance
  • Guest ledger table
• Setting the filters in the report 
• Understanding the fields in the report 

 

Navigating the Guest ledger 

Date picker 

• Use the date picker to set the reporting date. 
• When you set the reporting date to a past date, the Guest ledger automatically refreshes the ledger data accordingly. Note: You cannot set the reporting date to a future date, or a date prior to the creation of the ledger. 

 

Outstanding balance 

• Contains the sum of all outstanding balances in the ledger on the reporting date. 
• The reporting date appears above the Outstanding balance total. 

 

Guest ledger table 

• Contains all the balances in the ledger on the given reporting date. 
• The reporting date appears to the right of the Guest ledger table header. 

 

 

Setting the filters in the report 

You can set filters in the report by using the search bar or the Filter button. 
 

To filter the ledger with the search bar: 

1. Click inside the search bar and enter the owner, profile, or bill you want to filter for. 
    

To filter with the Filter button: 

1. Click . 
2. Set filtering options: 
   • Owner type 
   • Associated profile type 
   • Reservation status 
   • Departure date start: Sets the lower range for the earliest departure date to display. 
   • Departure date end: Sets the upper range for the latest departure date to display. 
   • Balance minimum: Sets the lower range for the lowest balance to display. 
   • Balance maximum: Sets the upper range for the highest balance to display. 
3. Click Apply filters to confirm or Reset filters to clear. 

Note:  

• A blue dot on the Filter button  indicates that one or more filters are currently active on the ledger. 
• The Outstanding balance amount updates according to the active filters. 
   

Understanding the fields in the report 

The Guest ledger displays the following columns: 

• Owner: The profile of the bill owner. 
• Associated profile: The profile associated with the bill. Note: If the bill has no associated profile, this field is blank. 
• Bill: The bill belonging to the owner. Note: If the charges belonging to this owner are in Unpaid items and deposits, this field is blank. 
• Arrival date: The reservation date of arrival. Note: If the bill has multiple reservations, this field displays the earliest reservation arrival date. If there are no reservations on the bill, this field displays the earliest consumption date of any order item on the bill. 
• Departure date: The reservation date of departure. Note: If the bill has multiple reservations, this field displays the latest reservation departure date. If there are no reservations on the bill, this field displays the latest consumption date of any order item on the bill. 
• Reservation Status: The status of the reservations. Note: This field is blank if the bill has no reservations or has multiple reservations with different states. 
• Total charges: The total amount consumed to date in the bill. Note: This amount reflects only the charges consumed to the reporting date. 
• Total payments: Total payments made towards the items on the bill. 
• Outstanding balance: The total outstanding balance on the bill based on consumed charges to date.  

 

You can now view and filter outstanding guest balances in the Guest ledger.