Purpose
This report is designed to break a payment made on a booking or invoice into the room and extras components. This is useful for those on cash accounting basis where the sale is recognised when the payment is received rather than when the sale is made.
For payments made against bookings that have not been invoiced, the payment is apportioned to all components of the booking. For payments made against bookings that have been invoiced, the payment is apportioned only to the components of the booking that have been included in the invoice. So if a payment is for a specific component or components of a booking, then those components must be separately invoiced and the payment made against that invoice.
Note that this report is only accurate while there is no change to a booking or invoice. If items are subsequently added, then the payment apportionment will change and the report could give different values.
Operation
To activate the report, click on the Payments Summary option in the Finance menu group and it will open the Payments Summary Report as per the example below.
Report Filters
Date Type - in this example, note the Date Type is set to Payment which applies to all payments where the payment received date is within the date range selected. If the Date Type was set to Arrival then this will list all payments made on bookings or invoices where the arrival date is within the date range selected. Arrival date is more appropriate if you wish to ignore payments that have been made in advance of arrival.
From - this is the start date of the date range.
To - this is the end date of the date range.
Booking Ref - if entered, will limit the report to list only those payments made on this booking number.
Payment ID - if entered, will limit the report to list this payment record only.
Payment Ref - if entered, will limit the report to list only those payment records with this payment ref.
Payment Method - if entered, will limit the report to list only those payment records using this payment method.
Invoice No - if entered, will limit the report to list only those payment records to this invoice number.
Property - if entered, will limit the report to list only those payments associated with the selected property.
Screen Report Fields
Because of space limitations, the fields displayed in the screen report are limited. To see all fields, view the Export Report Fields below.
Date - the date the payment was made or the date or arrival depending on the date type selected.
PayId - the unique iBex payment reference. This is a clickable link which will take you to the payment screen for the payment.
InvNo - if this payment was made to an invoice, then the invoice number will display in this field.
Ref - if this payment was made to a booking, then the booking number will display in this field. Note that even if a payment a payment is made to an invoice where that invoice includes multiple bookings, this field will show the first booking in the invoice. So a booking number will always display in this field.
Name - the lead guest name in the booking.
PayRef - the payment reference if added to the payment record.
Method - the payment method used.
Accom - the component of the payment that is associated with the accommodation component of the booking.
Extras - the component of the payment that is associated with the extras component of the booking.
Total - the total payment amount and is the sum of the accom and extras components.
Export Report Fields
The export report fields are the same as the screen report fields with the exception that the accom component is further to split into all room types used in the booking or invoice. Also the extras component is further split into the extras categories of all extras included in the booking or invoice.