Administration
      Back to home
      1. Knowledge base
      2. Reports
      3. Administration

      Prepayment Analytics Report

      📌 Report Aim

      This report serves as a tool for monitoring and controlling prepayment invoices that have not yet been finalized with a final invoice. While it focuses on prepayment analytics, it includes both prepayment and final invoices for a complete financial overview.

      📑 Report Content

      • Both prepayment and final invoices are listed, regardless of type (cash, credit card/debit card, transfer, mixed, other).
      • Invoices issued via the Quick Order tool are also included.
      • Canceled and reversed invoices are not listed.
      • The invoices in the table can be filtered and sorted by clicking on the Invoice Payment Type column header.

      📌 Considered Statuses

      • Reservation statuses: Confirmed, Option, Canceled, No-show
      • Room type statuses: Room, Conference Room, Garage, Technical Room
      • Inactive rooms: If a room is marked as "Inactive" in Settings / My Rooms, any invoice issued for a reservation allocated to this room will still appear in the report.
      • Deleted room types: Invoices related to deleted room types will still be listed.
      • Excluding invoices: The only way to exclude an invoice from this list is by using the **"Remove from occupancy"**toggle for the room type associated with the invoice and reservation.

      🔍 Filtering Options

      📅 Invoice Date / Fulfillment Date

      • Filter invoices by either issue date or fulfillment date.
      • The fulfillment date can be manually adjusted, while the invoice date is set automatically by the system at the time of issue.
      • Date Picker: Offers predefined date ranges and custom date selection with no restrictions.

      📄 Invoice Type Filter

      • Easily distinguish between prepayment invoices and final invoices.
      • By default, both options (Invoice, Prepayment Invoice) are selected.
      • Invoice Type Column: Sorting invoices by type is also possible using the column header.

      💱 Currency Filter

      • The filter includes the default currency and any custom currencies added in the invoice settings.
      • Narrow down search results by selecting a specific currency—for example, to monitor outstanding amounts in a particular currency.

      📊 Important Table Information

      • All columns are sortable—click the column header to reorder data as needed.
      • Default display: 10 items—expandable to 100 items via the dropdown menu in the top-left corner.
      • Search field (top-right): Instantly find any listed item, including numerical values.
      • Column selector button: Customise the table view by hiding columns.

      📌 Table Columns & Their Meaning

      • 📜 Invoice Number: Clicking opens an invoice preview in a new tab. Sorts by "Invoice Date + Number."
      • 🏨 Reservation Code / Group ID: Displays the corresponding ID for individual or group invoices. Invoices from Quick Order remain blank here.
      • 👤 Billed For: Shows the guest name, company name, or partner name on the invoice.
      • 💰 Invoice Amount: Total amount the invoice was issued for.
      • 💳 Amount Paid: The total sum of payments attached to the invoice. For "Unpaid" invoices, this value is always 0.
      • 📉 Balance: The remaining amount to be paid. If fully paid, 0 is displayed; otherwise, the outstanding balance is shown.
      • 💱 Currency: Indicates the invoice currency (not the payment currency).
      • ✅ Status: Displays either Paid or Unpaid.
      • 📄 Invoice Type: Shows whether the document is a Prepayment Invoice or an Invoice (Final Invoice in this case).
      • 💵 Invoice Payment Type: Displays the selected payment method: Cash, Credit Card/Debit Card, Transfer, Mixed, Other.
      • 📅 Invoice Date: It is set automatically by the system at the time of issue.
      • 📅 Date of Fulfilment: The date of when the payment is due, can be manually adjusted when issuing the invoice.
      • 🔗 Prepayment is finalised: "-" (not applicable for final invoices) Yes (prepayment linked to a final invoice) No(prepayment not finalized yet).
      • 📑 Final Invoice Number: Relevant only for prepayment invoices (as final invoices do not have associated final invoices). If not yet finalized, this field remains empty.
      • 📅 Final invoice fulfilment Date: Displays the fulfillment date of the final invoice (only relevant for finalized prepayment invoices).
      • ⏳ Days Overdue: Shows the number of days past the due date. For paid invoices, this field is irrelevant and marked as "-".

      📄 Export & Print Options

      • The exported and printed versions follow the same structure as the table.
      • If columns are hidden in the report, they will not appear in the exported or printed version either.