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Monthly Other Charge Report

Updated

On this page
  1. Purpose
  2. Who uses it
  3. About this report on screen
  4. Before you start
  5. Step by step
  6. Filters
  7. Columns
  8. Totals and grouping
  9. How to read an example
  10. Common questions it answers
  11. Troubleshooting
  12. Messages you may see
  13. Export, print and e-mail
  14. Related reports
  15. Screenshots

The Monthly Other Charge Report lists every other charge posted to folios in the period: Charge Name, Room Name, Guest Name, the desk User Name, the Amount, the Other Charges Tax and the Total. Lines are grouped by posting date and each date ends with a Total; a last Total adds the whole period.

Monthly Other Charge Report on the demo hotel (SunTatva Demo Hotel)

Purpose

See which extra charges the hotel sold (laundry, mini bar, miscellaneous...), to whom, when and who posted them, with the tax on each.

Who uses it

Managers and accountants (extra income control), department heads (mini bar, laundry), auditors checking postings by desk users.

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: Other charges posted in a period, by charge and category.
  • What this report shows: Each other charge posted between From Date and To Date with the amount, tax, total and the user, grouped by charge.
  • How to read it:
  • Pick a category or a single charge to narrow it down.
  • Rows called "Total" or "Grand Total" are added by the report itself and are highlighted.
  • Good to know:
  • Exclude No-Show/Cancel leaves out charges posted for no-shows and cancellations.
  • From Date starts on the 1st of the current business month; change it for any other period.

Before you start

  • Other charges are defined in Property Setup > Other Charges with a category (Other Charge Category). The two drop-downs list those masters.
  • A charge is listed on the date it was posted to the folio.
  • You need the privilege Monthly_Report_MonthlyOtherChargesReport (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

  1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
  2. Choose the category Monthly Reports (or type in the search box) and click the card Monthly Other Charge ("Additional charges summary"). You can also open #/report/monthly-other-charge directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date, Other Charge Category, Select Other Charge, Exclude No-Show/Cancel as you need (in a date calendar, Working Date jumps to the current business date).
  4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
  5. Set From Date and To Date, then optionally an Other Charge Category and one Select Other Charge, and tick Exclude No-Show/Cancel to leave out charges of no-show or cancelled reservations.
  6. 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.
  7. 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
Other Charge Category Only charges of this category. ALL lists every category. ALL
Select Other Charge Only this one charge (for example Laundry per piece). ALL lists all charges. ALL
Exclude No-Show/Cancel When ticked, charges on reservations that became no-show or cancelled are left out. Not ticked

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
(group heading) The date of posting (hidden column used for grouping).
Charge Name Name of the other charge. The line Total closes each date.
Room Name Room of the folio. For a folio without an assigned room the room type name is shown (for example Standard).
Guest Name Primary guest of the folio.
User Name Desk user who posted the charge.
Amount Charge amount without tax.
Other Charges Tax Tax on the charge.
Total Amount + tax.

Totals and grouping

Grouped by posting date; each group ends with a Total line, and the final Total adds all dates. Dates without charges show only a zero Total.

How to read an example

Run for 16-Oct-2026 to 17-Oct-2026, all categories and charges:

  • 16-Oct-2026: 9 lines, for example Miscellaneous for Priya Nair in room 201, 1,000; the date Total is 6,360.
  • 17-Oct-2026: 4 line(s), date Total 2,740 (the room column shows the room type because the reservation has no room yet).
  • Final Total: 9,100. Desk users who posted: Demo Hotel Owner.

The tax column shows 0.00 for all these charges.

Common questions it answers

  • Which extra charges were posted this month and for how much?
  • Who posted the miscellaneous charges?
  • How much laundry or mini bar income did we make?
  • Which charges belong to a no-show reservation?

Troubleshooting

Problem Cause and what to do
A charge is missing Check the date posted, the category and charge filters (ALL) and whether Exclude No-Show/Cancel is ticked.
Room Name shows Standard instead of a room number The folio is a reservation without an assigned room, so the room type is shown.
Totals differ from Monthly Report Monthly Report adds only checked-in folio charges per day; this report can include charges on reservations unless you tick Exclude No-Show/Cancel.
Sorting by a column heading does nothing This report does not sort; the lines are in posting order.

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 Other Charge 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.

Screenshots

Monthly other charge filters
Monthly other charge filters