Monthly Room Sold Report
On this page
The Monthly Room Sold Report has one row per date with the number of Room Sold and the number of Available Room, plus a Total row. It is the room-night count behind occupancy figures.
Purpose
Show how many rooms were sold each day compared with the rooms that could be sold, for the past and for future dates.
Who uses it
General managers, front office and revenue managers; owners.
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: Rooms available and rooms sold each day.
- What this report shows: For each date in the period: rooms available to sell and rooms sold.
- How to read it:
- Occupancy = rooms sold / rooms available.
- Good to know:
- 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 |
|---|---|
| Room Sold | Number of room nights sold. |
| Available Room | Rooms that could be sold: active rooms not under maintenance. |
Before you start
- Room Sold counts rooms charged rent (checked-in) and reserved rooms for the date.
- Available Room counts active rooms that are allowed in occupancy and not in V/Maint (vacant under maintenance) status.
- You need the privilege Monthly_Report_MonthlyRoomSold (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 Room Sold ("Rooms sold during the month"). You can also open
#/report/monthly-room-solddirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date 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.
- 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 |
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 |
|---|---|
| Sold Date | The date, one row per day of the range. The last row reads Total. |
| Room Sold | Rooms sold on that date: checked-in rooms plus rooms reserved for the date. |
| Available Room | Rooms available to sell: active rooms that count in occupancy, without rooms in V/Maint status. For dates after the PMS date the count is the rooms of the PMS date minus the rooms blocked on that date. |
Totals and grouping
No grouping. The Total row adds Room Sold (room nights sold) and Available Room (room nights available) over the range.
How to read an example
Run for 16-Oct-2026 to 17-Oct-2026:
- 16-Oct-2026: Room Sold 10, Available Room 28.
- 17-Oct-2026: Room Sold 24, Available Room 26 (the demo hotel has 28 rooms, 2 of them in V/Maint status).
- Total: Room Sold 34, Available Room 54, which gives an occupancy of Room Sold / Available Room.
Common questions it answers
- How many rooms did we sell each day?
- How many rooms could we sell each day?
- Which days are full and which are quiet?
Troubleshooting
| Problem | Cause and what to do |
|---|---|
| Room Sold is higher than the rooms in the house report | Room Sold includes reserved rooms of the PMS date and future dates; the in-house count only checked-in rooms. |
| Available Room is lower than the room count | Rooms in V/Maint status or not allowed in occupancy are not counted, and future dates subtract blocked rooms. |
| Occupancy is not shown | This report has no percentage column; use Monthly Statistics. |
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 Room Sold 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 Statistics - adds occupancy %, ADR and RevPAR
- Yearly Room Sold Report - the same per day of every month
- Monthly Sales
- Hotel Statistics
- Monthly Reports - tax, charges, sales and channels, statistics (group page)
- Report finder
Screenshots
