Booked vs collected: reading the Cash position panel

Open Analytics & Reports and, just under the headline KPIs, you’ll find the Cash position panel. It answers a different question from the charts above it, and the difference matters.

Two honest numbers, not a contradiction

• Booked value (the Total revenue KPI, RevPAR, ADR, occupancy) is accrual — the value of confirmed bookings, whether or not the guest has paid yet. It’s the right number for occupancy and rate analysis.
• Cash position is the money — what has actually landed, what’s still owed, and what you’ve paid back. It’s read from the very same ledger as your Ledger and a booking’s Payments tab, so every page agrees to the cent.

So a period can show R36 250 booked but R20 300 collected — that’s not an error, it just means some of those bookings are still to be paid. The panel spells the gap out for you.

The figures

• Collected — cash received in the selected date range (with your all-time total beneath it).
• Outstanding — what guests still owe you right now, across the whole account, and how many guests that is. This is a live figure, not period-bound.
• Refunded — cash paid back to guests in the period.
• Net cash — Collected minus Refunded: what actually stayed with you.
• Lifetime collection — the bar and percentage show how much of everything you’ve ever billed has been collected versus what’s still outstanding.

Acting on it

If money is outstanding, the panel says how much and across how many guests. Tap Open ledger to jump to the full transaction view, filter to who owes you, and send a payment link or record an EFT — the moment you do, these numbers update.

Refund rate vs cancellation rate

Lower down, the Refunds & Cancellations card shows rates by frequency (share of bookings), while the Refund rate KPI higher up is by value (share of revenue refunded). Both are useful; the labels tell you which is which.