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Monthly Refund 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 Refund Report lists every refund payment of the period: the date, room, guest, payment type, the Bill Amount of the folio and the Refund amount. Lines are grouped under the desk user who recorded the refund and the report ends with a Total line. It covers folio payments and group payments.

Monthly Refund Report on the demo hotel (SunTatva Demo Hotel)

Purpose

Control and explain refunds: who refunded how much, to which guest, in which payment type, and how it compares with the folio bill.

Who uses it

Front office and finance managers (refund control), cashiers (explaining the drawer), auditors.

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: Refunds given in a period.
  • What this report shows: Each refund between From Date and To Date with the bill amount, the payment type and the amount refunded, grouped by date.
  • How to read it:
  • Filter by desk user or payment type.
  • Good to know:
  • Include Deposit Payment also lists refunds of deposits.
  • From Date starts on the 1st of the current business month; change it for any other period.

Columns explained (the same text shows on the help icon next to a column title):

Column Meaning
Refund Money given back to the guest.

Before you start

  • A refund is a payment linked to an earlier payment (Refund action on the folio payment). Only refunds that are not deleted are listed.
  • The list for a Desk User is limited by the report privileges of the logged in user; by default all desk users of the property are shown.
  • You need the privilege Monthly_Report_MonthlyRefundReport (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 Refund ("Refunds issued in the month"). You can also open #/report/monthly-refund 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, Select Desk User, Type, Include Deposit Payment 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; optionally pick a Select Desk User and a payment Type; tick Include Deposit Payment to add refunds of deposit payments.
  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
Select Desk User Show only the refunds recorded by this user. ALL lists everyone. ALL
Type Show only refunds paid back in this payment type (Cash, Visa Card, UPI...). ALL lists every type. ALL
Include Deposit Payment When ticked, refunds of deposit payments are listed too. When not ticked, a refund is shown only if its payment is not a deposit, or the deposit has been applied to a charge. For group payments, deposits are left out unless the box is ticked. 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) Name of the desk user who recorded the refund (hidden column used for grouping).
Date Payment date of the refund.
Room Room of the folio. Group refunds have no room.
Guest Primary guest of the folio; group refunds show the group name starting with ^.
Payment Type Payment type the money was returned with.
Bill Amount Total of the folio: occupancy charges + occupancy tax + other charges + sales tax.
Refund Amount returned, shown as a positive number (the refund payment is stored as a negative amount).

Totals and grouping

Grouped by desk user. The last line Total: adds Bill Amount and Refund over all lines. When the same folio has several refunds its Bill Amount is repeated on every line, so the Bill Amount total counts that folio more than once.

How to read an example

Run for 16-Oct-2026 to 17-Oct-2026, all users and types: the group heading is Demo Hotel Owner and there are 3 refund lines, all dated 17-Oct-2026 and paid in Cash. The first line is Priya Nair in room 201: Bill Amount 6,210, Refund 2,290. The Total: line shows Bill Amount 15,010 and Refund 18,290.

On the demo hotel two test folios show a Bill Amount of 4,400 and a Refund of 8,000: the refund is read from the refund payment, not from the bill, so a prepaid amount larger than the bill is returned in full.

Common questions it answers

  • Which refunds did we make this month and who made them?
  • How much cash was returned to guests on a day?
  • Did a cashier refund more than the bill?

Troubleshooting

Problem Cause and what to do
A refund I made is not listed Check the dates and that the user filter is ALL. A refund that was deleted is not shown, and a refund of a deposit needs Include Deposit Payment.
Refund is larger than Bill Amount Normal when a prepayment larger than the bill is paid back; Bill Amount is the folio bill, Refund is the refund payment.
The Bill Amount total looks too high A folio with several refunds repeats its bill on every line.
Desk User list shows only my name A user who has the Daily Shift Report privilege but not the one for all desk users only sees himself or herself in the list.

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 Refund 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 Refund Report: monthly refund filters
Monthly Refund Report: monthly refund filters