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Monthly Sales 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 Sales Report is a room by day grid for one calendar month: one row per room, one column per day with the rate sold that night, then totals per room and per day (room sales, nights sold, paid and complimentary nights, ADR and occupancy). It is the only monthly report that uses From Month and Year instead of two dates.

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

Purpose

Show which rooms earn the most and how the month sold day by day: the rate charged on each night, the revenue per room and its share of the month, and the ADR and occupancy per day.

Who uses it

Revenue managers and owners (room performance), front office managers (nights sold per room), accountants.

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: Sales of each day in a month.
  • What this report shows: Day-by-day sales for the chosen month and year.
  • How to read it:
  • Compare with the same month last year by running it twice.

Before you start

  • Rates are read from the daily rates of checked-in folios, so the month must contain checked-in stays.
  • You need the privilege Monthly_Report_MonthlySalesReport (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 Sales ("Sales performance by month"). You can also open #/report/monthly-sales directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Month, Year 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. Choose From Month (January to December; it starts at the PMS month) and Year (the current year and the six before).
  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 Month Month of the report, January to December. There is no To Month: the report always covers the whole month. PMS month
Year Year of the month: the current year and six previous years. Current year (2026)

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
Room Room name (caption from the ROOM_TITLE setting). Rooms that are not allowed in occupancy are left out. A line No Show B/R appears when no-show / cancel revenue exists in the month.
1... 31 One column per day of the month: the rate of that night for the room (0 or empty when not sold).
Room Sales Sum of the daily rates of the room.
Room Count Number of nights sold for the room.
Room %OR Share of the room in the total sales of the month in percent: Room Sales / total x 100.

Totals and grouping

After the room rows come the footer rows: Room Sales (total rate per day), Room Count, Paid (paid nights per day), Complementary (complimentary or house-use nights per day; the caption was spelled "Complemantary" until 19-Oct-2026, ), Room Count Total (paid plus complimentary), ADR (average daily rate per day = rent without no-show / paid nights) and Occupancy(%) per day = nights sold / available rooms x 100 (rooms in V/Maint status and rooms not counted in occupancy are excluded).

How to read an example

On 19-Oct-2026 this screen was run for October 2026 (after the fix) and shows one row per room, then a No Show B/R row (3,785.71 on 17-Oct, 1 night), then the footer rows: Room Sales 169,370.00 for 42 nights, ADR 4,032.62, Occupancy 28.81 %. Figures are from the demo hotel on 19-Oct-2026 and change as demo data changes. September 2026 shows No record found! because no folio exists in that month.

How the grid is read when it opens (from the report logic, illustration): a row 201 | 4,000 | 4,000 | 0... | Room Sales 8,000 | Room Count 2 | Room %OR 6.45 means room 201 was sold on two nights at 4,000 each and earned 6.45 % of the sales of the month.

Common questions it answers

  • Which rooms earn the most in a month?
  • What rate did each room sell at on each day?
  • How many paid and complimentary nights did we have each day?
  • What was the ADR and occupancy per day of the month?

Troubleshooting

Problem Cause and what to do
No record found! The month has no checked-in rooms. Try another month or year.
Totals differ from Monthly Statistics This report excludes complimentary nights from ADR and uses the paid nights; Statistics includes reservations in Room Sold.

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 Sales 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 Sales Report: monthly sales filters
Monthly Sales Report: monthly sales filters