Monthly Reports - revenue, collections and balances
On this page
Ten reports for a period, usually a month. Date reports default From Date to the 1st of the PMS month and To Date to the PMS date; you may choose any range. Tax, source and statistics reports are in 06-monthly-reports-tax-charges-sources.
Before you start
Finish night audit for the last day of the period before running month-end figures.
Monthly
Screen title: Monthly Report. Filters: From Date, To Date. A day-by-day version of the Daily Report: for each date, rows "Rental Guest", "Direct Billing", "Miscellaneous Income", "Miscellaneous Expense", and a final Total. Columns: Particular, Rent, tax, tax Exempt, Other Charges, other-charge tax, Discount, Payment, Direct Billing, Payment Transfer, Total Payment, Deposit, Other Payment.
Monthly Sheet
Same rows as Monthly but every tax of your property is its own column (with Exempt columns) and payments are split Cash, Check, Card, Other Payment, Total Payment, Direct Billing, Deposit, Payment Transfer. Use it for accounting entries.
Monthly Collection
Filters: From Date, To Date. One row per day (Day), one column per payment type, a Total column and a Total row. Answers "how much cash/card did we collect each day?".
Monthly Sales
Filters:From Month, Year (only the month; no day range). One row per room with daily rates in day columns 1..31, then Room Sales (sum of rates), Room Count (nights sold) and Room %OR (that room's share of total sales). Footer rows: Room Count, Paid, Complimentary, Room Count Total, ADR, Occupancy(%) per day. Use it to see which rooms earn most.
Monthly Credit Card
Filters: From Date, To Date, and a selector Authorized or Sale/AuthToSale (default Sale/AuthToSale). Columns: Date, then one column per card type, Total. Choose Authorized to see pre-authorisations that are not yet sales.
Multi Currency
Filters: From Date, To Date. Columns: User/Guest Name, Room, Date In, Date Out, Currency Amount, Exchange Rate, Total, User Name. Grouped by currency. Currency Amount x Exchange Rate = Total in the property currency.
Monthly Refund
Filters: From Date, To Date, Select Desk User, Type, Include Deposit Payment. Columns: Date, Room, Guest, Payment Type, Bill Amount, Refund. Lists payments linked to a refund (guest and group payments), excluding deleted ones.
Monthly Bad Debts
Filters: From Date, To Date. Columns: Desk User, Posting Date, Guest Name, Folio #, Rent, tax, Total Rental, Other Charges, tax, Total Other Charges, Total Charges, Payments. Includes folio, business-source, group and miscellaneous payments whose payment type category is Bad Debts, plus deleted ones on deletion date. Use to know what was written off.
Monthly Balance Due
Filters: From Date, To Date. Columns: Guest Name, Rent, tax, Total Rental Charges (A), Other Charges, Other Charge Tax, Total Other Charges (B), Discount (C), Total Charges (A+B-C), Payments (D), Balance Due. The screen heading shows "(A+B+C)-D" but the amounts are Total Charges minus Payments, with discount already deducted.
Monthly Balance
Filters: From Date, To Date. Day-by-day roll-forward. Columns: Date, Previous Balance, Today's Rent, tax, Other Charges, tax, Total Charges, Total Payment, Auth. Payment, Discount, Direct Billing, Advance Deposit, Total Balance. Previous Balance of a day = last day's Total Balance.
Messages you may see
No record found! when nothing posted in the range.
Tips and FAQ
- Q: Monthly Collection total differs from Monthly Credit Card. A: Credit Card shows one payment status (Authorized or Sale), Collection includes all payment types.
- Q: Monthly totals differ from the Dashboard. A: Dashboard may show the current month to the PMS date and exclude deleted items.
- Q: Balance Due is negative. A: The guest overpaid or paid a deposit not yet applied.
Dedicated pages (one page and one video per report)
Every report has its own page with filters, every column, a worked example, troubleshooting and a short narrated video: