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How to Effectively Monitor Guest Balances Using HotelKey

  • Training
  • Oct 31, 2024
  • 1 min read

You can review the Guest Balance Activity Report daily to track any outstanding balances. To do this effectively, export the report as an Excel spreadsheet and focus on two key columns:

 

  • Column M – "Today's Balances": If the guest has a credit in this column, their charges for the day have been paid.

  • Column N – "Full Stay Balances": Ensure the guest has sufficient funds for their entire stay. The balance should show $0.00 or a credit depending on the length of their reservation.

 

To access the report, follow this path: Reports > Reservations > Guest Balance Activity, or simply search by typing the report name in the search bar.



For example, Joyce Sal has a credit of ($297.64) for Today’s Balance.  However, Joyce Sal owes $26.08 based on the length of stay.



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