Deposit Report

The Deposit Report shows all deposits that are due or have been received for guests arriving during a specified date range. "Deposits" refers to charges made against the Reservation ledger (as opposed to the Accounts Receivable or Front Desk (in-house) ledgers), and usually comprise of room deposits, but may refer to any postings to a guest account before the folio is checked in (non-deposit deposits). The Deposits command in the Revenue Reports section of the Reports Area opens the Deposit Reports screen and allows you to generate the report for the selected date range using various options, including overdue requested deposits or canceled deposits on reservations. The Deposit Report may be shown as a summary or as a detailed report; the summary report option displays the guests name, confirmation number, arrival/departure dates, number of nights, room type and amount of deposit paid, and the detailed report option, in addition to the summary report details, also displays the guests address, phone numbers, number of Adults/Children/Youths, company, and how the deposit was paid.

Note: The information shown on the Deposit Report matches (and shows the details of) information found on the Department Revenue Report. The two reports are not interchangeable but are linked. The totals for Deposit Activity are shown in the Reservation Activity section of the Department Revenue Report, the details of which can be seen for a specific day by running the Deposit Report.

 

 

 

To reach the Reports Menu:

 

The Reports Menu can be accessed by clicking the Reports icon on the Action Bar:

Action Bar for Skyware Systems with words

OR

Full Menu

Click the icon on the left for the Full menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

From the Status Section, select Reports.

Status section of Full Menu with Reports option selected OR Status section of the Full Menu with Reports => command selected, NEW look for Skyware

 

The Reports screen is divided into four sections, Room Reports, Revenue Reports, Managers Reports and Other Reports.

Reports Menu screen OR Reports Menu, NEW look for Skyware

Select the Deposits command from the Revenue Reports section.

Revenue Reports section of the Reports Menu with the Deposits command selected OR Revenue Reports section of the Reports Menu with Deposits command selected, NEW look for Skyware

 

When the Deposits command is selected from the Reports Menu, the Deposit Reports screen will open.

Deposit Report screen example

 

Report Type: Select the you type of report you want to generate. Choose ONE option using the radial buttons. By default Deposits is selected.

 

You may select from:

Deposits: The report will show ONLY deposits.

Non-Deposits: The report will show only non-deposits made. (Non-Deposits refers to charges made for postings to a guest account before the folio is checked in. These tend to be more unusual charges, for example if a guest wishes to have flowers placed in the room prior to their arrival, the charge for them would appear as a non-deposit charge on the Deposits ledger, until the guest was checked in. This allows charges to be made when the folio is not yet checked in).

Both: The Report will show both deposits and non-deposits.

 

Report Options: Select if the report you want to show is in summary or detail form. Choose ONE option using the radial buttons. By default Deposits Summary is selected.

 

Your choices include:

Deposits Summary: Shows all deposits that have been paid for guests due to come in during the specified date range.  The report displays the guests name, confirmation number, arrival/departure dates, number of nights, room type, and amount of deposit paid.

Deposits Detail: Shows all deposits that have been paid for guests due to come in during the specified date range.  In addition to the Summary report, the detailed report displays the guests address, phone numbers, number of Adults/Children/Youths, company, and how the deposit was paid.

 

Select the reporting option you want to show. Choose ONE option using the radial buttons. By default All (Show All Dates) is selected.

 

Select from:

All (Show All Dates): Selecting this option will generate a report showing everything in the Deposits ledger.

Note: This option shows ALL deposits made from the selected Date onwards. Therefore only the "From" field will be shown in the Date range section. For all other category options, BOTH "From" and "To" fields should be selected.

Deposit Report screen schematic showing the change in the Date Range option depending on Report option selected

Applied: When a reservation is checked in, any deposit made is moved from the deposit ledger to the guest ledger. Selecting this option will show the deposits posted for any checked in reservations during the specified date range.

Added: Shows any deposits posted to reservations during the specified date range.

Overdue Deposits: Shows any deposits that have been requested (prints in Detailed format) that are overdue during the specified dates of the report.

Overdue Deposits (All): Shows any deposits that have been requested (prints in Detailed format) that are overdue by the specified dates of the report (so shows all overdue deposits up to the date specified, however old).

Cancelled Deposits: This report shows all of the reservations that were canceled that had a deposit posted to them.

Note: The deposit must be adjusted off of the stay in order to cancel the reservation since it must have a zero balance to be canceled.

 

Date Range: You will need to specify the Date Range for the Report. This refers to the dates for the ARRIVAL of the guest with a deposit that is due or has been received (or canceled or overdue, depending on the report option selected). By default only one day, today's date, will be shown.

 

From: Click within the date field to expand the calendar and choose the desired date. By default, today's date is selected.

To: Click within the date field to expand the calendar and choose the desired date. By default, today's date is selected.

 

When finished, click the button Print Deposits.

 

When generated, the information shown in the report is dependent on the report option selected. All report versions however display guest name, confirmation number, arrival and departure dates, number of nights, and the amounts of any deposits - whether paid, overdue or canceled.

Default Option example (Deposits, Deposit Summary and All (Show All Dates) options selected:

Deposit Report, default options selected (Deposits, Deposit Summary and All Dates)

Deposits Detail example - Deposits, Deposit Detail and All (Show All Dates) options selected:

Deposit Report, detail option selected (Deposits, Deposit Detail and All Dates)

Non-Deposits example - Non-Deposits, Deposit Summary and All (Show All Dates) options selected:

Non-Deposit option selected

Applied Deposits example - Deposits, Deposit Summary and Applied options selected:

Applied Deposits option selected report

Added Deposits example - Deposits, Deposit Summary and Added options selected:

Added Deposits option selected

Overdue Deposits example - Deposits, Deposit Summary and Overdue Deposits options selected:

Overdue option selected

Overdue Deposits (All) example - Deposits, Deposit Summary and Overdue Deposits (All) options selected:

Overdue (All) option selected

Canceled Deposits Summary example - Deposits, Deposit Summary and Canceled Deposits options selected:

Cancelled option selected

 

By default, the report is generated in PDF form and opens in a separate browser window. From there you can select to save or print the report, among other options. You can, instead, check the Generate report to excel checkbox to generate the report in HTML for downloading to Excel instead of PDF.

NOTE: The generated report appears as a pop-up window through your browser. If your browser is set to block pop-ups, you may receive a warning banner at the top of the browser. Click this banner and select to allow pop-ups so that you can view the report.

 

Date Updated July 02, 2026