Statement of Account (sponsor or customer)

The Statement of Account shows everything billed to one sponsor or customer account in a period. That includes:

• the stays and charges of every guest billed to the account;
• invoices raised to the account directly, for example an event or catering;
• payments taken at the sale, and receipts.

The statement starts with the opening balance and ends with the closing balance. The balance is also written in words: "This account owes ₦…" or "This account is in credit by ₦…". You can print it on the company's letterhead, or export it to Excel.

Use it to send a company the bill for all its guests, to check what a sponsor still owes, or to answer "what did we charge this account last month?".

Before you start

• You need one of these rights: Customers, Reservation Reports or Ledger Reports.
• A guest's stay appears on a sponsor's statement when the sponsor was chosen at check-in: Employer, or Existing guest for a guest who pays for another. A guest who pays for themselves has their own account.

Steps

1. Open Sales → Statement of Account. You can also open Reservations → Reservation Reports → Sponsor Statement of Account, or click Statement of account → in the Sponsor box of a guest's folio.
2. Under Account, pick the sponsor or customer.
3. Choose the Period. It opens on this month to date.
4. Read the totals at the top: opening balance, charges, payments and closing balance, and the sentence saying whether the account owes or is in credit.
5. Each line shows the date, the reference (invoice and bill number, or receipt number), what it was and the running balance. Click a line to open the guest's folio, the invoice or the receipt.
6. Click Print / PDF for the statement on your letterhead, with Client and Cashier signature lines. Click Excel or CSV to keep a copy.

Tips

• A room night shows as one line: the night with its tax and service charge, less any discount. Tick Show tax, service charge and discount separately to see each part on its own line.
• To bill an event or catering to the account, raise a normal sales invoice to the same customer. It appears on this statement with the guests' stays.
• When the sponsor pays one sum for several guests, take it as a receipt for the sponsor. It is applied to the oldest unpaid bills first.
• A room night is dated by the night the guest stayed, as on the folio. The accounts record a night when it is billed, which can be the next day, so Reports → Customer Ledger can show a night a day later. The two can only differ by a night stayed on the last day of the period.

Common problems

• A guest's stay is missing → the guest was checked in as paying for themselves, or under another sponsor. Open the guest's folio: the Sponsor box shows who the stay is billed to.
• "Nothing on this account in the period" → there were no charges or payments in those dates. Widen the period; the opening balance still shows what was owed before.
• I cannot see Statement of Account → you need the Customers, Reservation Reports or Ledger Reports right. Ask an administrator.
• The balance shows "CR" → the account has paid more than it was charged. The sentence under the totals says "in credit by".