Monthly Credit Card Report
On this page
The Monthly Credit Card Report lists card payments only: one row per day and one column for each card type that has payments in the period (Visa, Master Card, American Express, Discover, JCB, Diners Club, Union Pay, Debit Card, Check, Other), then a Total column. A status list switches between completed sales and pre-authorisations.
Purpose
Reconcile card receipts: compare the card amounts per day and per card brand with the card machine, payment gateway and bank settlements, or list authorisations that have not yet become sales.
Who uses it
Accountants and cashiers (card reconciliation), the night auditor, and managers who check authorisations.
About this report on screen
Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:
- Summary: Card collections per day, authorisations or sales.
- What this report shows: For each day between From Date and To Date: card totals for the chosen transaction type.
- How to read it:
- Authorized = card holds; Sale/AuthToSale = money actually charged.
- Good to know:
- From Date starts on the 1st of the current business month; change it for any other period.
Before you start
- A payment appears here only if its payment type belongs to the Card category (Property Setup > Payment Type). UPI and bank transfers belong to the Bank category and are not shown.
- The card brand comes from the card type stored with the payment (card token or terminal response). Payments without a card type appear in the Other column.
- You need the privilege Monthly_Report_MonthlyCreditCardReport (Property Setup > User & Access > Assign Report Privileges). Without it the card is not shown on the Reports screen and a direct address signs you out.
Step by step
- Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at
#/reports. - Choose the category Monthly Reports (or type in the search box) and click the card Monthly Credit Card ("Credit card collections summary"). You can also open
#/report/monthly-credit-carddirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date, Sale/AuthToSale / Authorized (list without a caption) as you need (in a date calendar, Working Date jumps to the current business date).
- Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
- Set From Date and To Date, and choose Sale/AuthToSale (completed sales, the default) or Authorized (pre-authorisations) in the unnamed list below the dates.
- Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
- Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.
Filters
| Filter | What it does | Default |
|---|---|---|
| From Date | First day of the period. The calendar greys out days before the property start date (16-Oct-2026 on the demo hotel); the Working Date button sets the PMS date. | First day of the PMS month |
| To Date | Last day of the period; it cannot be before From Date. A date after the PMS date is accepted (stays booked for those days then show their rent, nothing is paid yet). | PMS date |
| Sale/AuthToSale / Authorized (list without a caption) | Sale/AuthToSale lists card payments that are sales, including authorisations that were converted to sales. Authorized lists payments that are still only authorised (not captured). | Sale/AuthToSale |
The Columns button in the header opens a panel: untick a column to hide it, drag the grip icon to reorder. Hidden columns are also left out of PDF and Excel. If you hide every column, Export is disabled.
Columns
| Column | Meaning and how it is calculated |
|---|---|
| Date | The payment date, one row per day of the range. |
| one column per card type | Sum of the card payments of that brand on the day. The brand is read from the card type of the payment: Visa, Master Card, American Express, Discover, JCB, Diners Club, Union Pay, EnRoute, Debit Card, Check; anything else is Other. Only brands that have a payment in the range get a column. |
| Total | Sum of all card columns of the day. |
Totals and grouping
No grouping. One row per day and a final Total row adding each card column and the grand total. When there are no card payments only the Date and Total columns remain, with 0.00 in every row.
How to read an example
On the demo hotel, run for 16-Oct-2026 to 17-Oct-2026: nobody paid by card in this period, so the report shows the columns Date and Total only, each day is 0.00 and the Total row is 0 (3 rows including the Total row). Choosing Authorized gives the same empty result (3 rows). The demo hotel's payments on those days were cash and UPI, which you see in Monthly Collection.
With card payments the report would look like this (illustration): Date | Visa | Master Card | Total with a row such as 16-Oct-2026 | 5,000.00 | 2,000.00 | 7,000.00.
Common questions it answers
- How much did we collect on Visa, Master Card or Amex on each day?
- Which card payments are still authorisations and not yet sales?
- Does the card total match the bank settlement?
Troubleshooting
| Problem | Cause and what to do |
|---|---|
| Only Date and Total are shown | There is no card payment in the range for the chosen status. Check the dates and try the other status. |
| Card amount is in the Other column | The payment was saved without a card type (for example entered by hand) or with an unknown brand. It is counted in the day total, but the brand cannot be shown. |
| The total differs from Monthly Collection | Collection adds all payment types; this report adds only the Card category and only one status at a time. |
| A UPI payment is missing | UPI belongs to the Bank category, see Monthly Collection or Monthly Sheet (Check column). |
Messages you may see
| Message | Why it appears | What to do |
|---|---|---|
| No record found! | The service returned no rows for the filters. | Change the dates or filters and click Show. |
| Email sent successfully. | You chose Email (PDF). | Check the property mailbox. The message appears even if the mail server refuses the mail. |
Export, print and e-mail
- PDF is built in the browser and opens in a new tab (allow pop-ups). If the property has no uploaded logo the PDF is simply drawn without it.
- Excel downloads Monthly Credit Card Report.xlsx: property name, print date, report name and date range, then the visible columns and the same rows.
- Email (PDF) has the server mail the PDF to the property e-mail address and shows "Email sent successfully." at once, even if delivery fails.
- The Export button is always in the report header; it is disabled (grey) until the result has at least one row.
Related reports
- Monthly Collection - all payment types
- Monthly Report
- Daily collection reports (group page)
- Monthly Reports - revenue, collections and balances (group page)
- Report finder
Screenshots
