You see discrepancies because each report uses a different method to calculate revenue.

• The Manager report shows revenue based on when services and products are consumed

• The Trial Balance and Ledger Activity report show revenue based on when it is posted to accounting

• Posting to accounting happens when the reservation is checked in, and items are consumed

This approach ensures that accounting only recognizes revenue when you deliver the service to the guest.

 

As a result, the reason for the discrepancy can be one of the following:

 

1. Reservation checked in after the end of the business day 

 

When you check in a reservation after the end of the business day, the system counts any products consumed before that check-in in the Manager Report on the date of consumption, but only posts to accounting reports once you actually check in the reservation.

 

Example: You check in a reservation booked for 28 January on 29 January. 

• The Manager report shows revenue for the night of 28 January on that date. 

• The Ledger activity report shows no revenue on 28 January. 

 

In the Ledger activity report on 28^th, there is no revenue:

The system posts revenue for the first and second nights on the 29^th. You can see the accounting date being 29^th while the consumption (planned) date is 28^th, which matches the Manager report. 

 

2. Changes to order items after the end of the business day 

If order items are modified within the Editable History Window (EHW), the two reports handle this differently: 

• The Manager report always reflects the latest state of the data. 

• The Trial balance and Ledger activity report record the original posting and then add a correcting (counter) entry on the date you made the change. 

Example: An item consumed on 28 January is repriced from €80 to €60 on 29 January. 

When checking the reports on 29 January:

• The Manager report shows the item at €60 when run for 28 January. 

• The Ledger activity report shows €80 revenue on 28 January, and a correcting entry of −€20 on 29 January. 

 

On the 28^th the Ledger activity report displays night posted for 80 gross (74.77 net):

On 29 January the system displays multiple postings: 

• Reprice of the night consumed on 28 January 

• Reprice of the night consumed on 29 January that was already posted to accounting 

  

3. Rebates or cancellations after the end of the business day 

 

If you cancel a reservation within the Editable History Window after the business day has closed, the reports differ as follows: 

• The Manager report shows no revenue for the stay (unless a cancellation fee applies). 

• The Trial balance and Ledger activity report records revenue on the originally planned consumption date, and then posts a negative (cancellation) entry on the date of cancellation. 

Example: You cancel a reservation starting on 1 February on 2 February (No show). 

• The Manager report no longer shows revenue for that reservation. 

• The Ledger activity report for 1 February shows the first night posted. 

• The Ledger activity report for 2 February shows a correcting entry reversing the first night, plus the posting and cancellation of the second night. 

 

The Ledger activity report for 1 February displays the first night posted:

The Ledger activity report on 2 February displays a correction entry to cancel out the night from 1 February, followed by the posting and cancellation of the night from 2 February:

 

4. Consumed products linked to a reservation with a future date 

If you link products to incorrect future reservations, even if they have a consumption date of today, due to the link the system,

• only posts to accounting when you check in the reservation

• creates a discrepancy for the given date between order items and the Ledger activity report (Accounting). 

For example:

The guest has a stay in April and May and calls to book a parking space for the April stay.

If you add the parking with a consumption date in April but then link it to the May reservation, the system records it in the ledgers in May. 

Summary

The Manager report calculates metrics based on the most up-to-date data, even if updated to past dates within the Editable History Window, while entries in the Trial Balance and Ledger Activity Report are completely immutable, and any changes to products or services are reflected on the current business day. 

 

That way you have the metrics calculated based on what actually happened, for example, nights being repriced, even if changes happened after items were consumed, allowing you for the most accurate data for future insights. 

 

From an accounting standpoint, data is immutable, and the system corrects it through adjustments in the current period. 

 

The two reports align if you make no changes to products, services, or reservations after the business day cutoff. 

 

Both these discrepancies can be minimized by setting up business day offset and shortening the Editable History Window, to minimize any changes done after end of business day. However, discrepancies would still occur if changes to billing items happen after the end of the business day.