Checked Out Guests and Checkout Owing

Two reports drawn from the same list of departures.

Checked Out Guests — everyone who left during the period, with what the stay came to and what is left on it. This is the handover and month-end view.
Checkout Owing — only the guests who left still owing. This is the chase list.

Because both come from one place, the "still owing" total can never disagree with the departures list it is drawn from.

Before you start

You need the Reservation Reports permission.
Choose the period from the presets or set the dates. The period filters on the departure date, so "This month" means everyone who left this month, whenever they arrived.

How the balance is worked out

Balance = everything charged to the guest's folios − everything they paid.

This is exactly the figure the guest's own folio shows. It is worked out fresh each time you open the report, so a payment taken five minutes ago is already counted.

A positive balance (amber) means the guest still owes.
A negative balance (blue) means the guest is in credit — they paid more than the stay cost, and the house is holding money that may be refundable. These are counted separately rather than being netted off against what is owed, because an over-payment is easy to lose sight of.

Steps — chasing what is owed

Open Reports → Checkout Owing.
Set the period. This month is the usual starting point; widen it to catch older debts.
Read the Total owing tile — that is the whole exposure for the period.
Work down the grid. It is sorted with the largest balance first. Days since ages each debt.
The Phone and Billed to columns give you the contact and tell you whether the debt belongs to the guest or to a sponsor company.
Click a row to open that guest's record, where you can see the folio and take a payment.
Export to Excel if you need to hand the list on.

Steps — reviewing departures

Open Reports → Checked Out Guests.
Set the period.
The banner at the top tells you how many left owing and how much, with a button that takes you straight to the Checkout Owing list.
Use the totals row at the foot of the grid for the period's nights, charges and payments.

Tips

Only guests whose stay has been closed at checkout appear here. Someone who has physically left but has not been checked out in the system is still in-house as far as these reports are concerned — look at the Guests list for those.
Nights counts billable nights on the folio, not the days between arrival and departure. A day-use booking or a late check-out will not match the dates, and that is correct.
To reconcile against money actually received, use the Collections report. This one is about what is owed; that one is about what came in.

Common problems

"A guest who has paid still shows a balance." Check their folio. If the folio agrees the balance is zero but this report does not, refresh the page — both read the same live figures, so they cannot stay out of step. If they still disagree, tell your administrator: it means a payment was recorded against a different guest or bill number.
"A guest I know left is missing from the list." They were probably not checked out in the system, or their departure date falls outside the period. Widen the dates first.
"Total owing is bigger than the balances I can see." The tile counts every departure in the period; the grid on Checkout Owing already shows only those owing, so the two should match. On Checked Out Guests they differ on purpose — the tile is the owing subtotal, the grid is everybody.
"A sponsored guest shows a balance but the company is paying." The balance follows the folio. If the charges were meant to move to the sponsor's account and have not, that transfer has not been done yet — check the folio's sponsor settings.
"Someone is in credit — how do I refund them?" The blue banner counts them. Open the guest, review the folio, and process the refund through the normal payment screens. Do not adjust the folio charges to absorb it; that hides the over-payment instead of settling it.