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Monthly Sheet 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 Sheet Report repeats the Monthly Report in an accounting layout: for every date it shows rent, one column per tax of the property (and one column for each tax exemption), other charges with sales tax, discount, and the payments split into Cash, Check, Card and Other Payment.

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

Purpose

Give the accounts team a month sheet that can be copied straight into the books: charges per tax head on one side and money received per payment group on the other.

Who uses it

Accountants, auditors and owners who file tax returns or reconcile cash, bank and card receipts with the property books.

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: The monthly sheet: daily totals with payments split by cash, card and cheque.
  • What this report shows: Like the Monthly report, with payments split into cash, card, cheque and other.
  • How to read it:
  • Rows called "Total" or "Grand Total" are added by the report itself and are highlighted.
  • 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
Rent Room rent (without other charges).
Other Charges Charges other than room rent (food, laundry, extra bed...).
Discount Discounts given on the bill.
Check Payments by cheque.
Total Payment All payments received.
Direct Billing Charges billed to a company or channel account instead of the guest.
Deposit Money taken in advance; it is used against the bill.
Payment Transfer Payments moved from one folio to another.

Before you start

  • Finish night audit for the last day of the period.
  • The tax columns come from Property Setup > Tax: this property has City Tax, State Tax and GST 12%, so there are three tax columns and three exempt columns. A property with different taxes shows different columns.
  • You need the privilege Monthly_Report_MonthlySheet (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 Sheet ("Day-wise monthly breakdown"). You can also open #/report/monthly-sheet 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 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. 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.
  6. 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

All columns of the Monthly Sheet Report (wide screen)

Column Meaning and how it is calculated
Particular Row label: Rental Guest, Direct Billing, Miscellaneous Income, Miscellaneous Expense. The date is the group heading.
Rent Room rent of the date for checked-in folios plus no-show / cancel rent posted that day.
City Tax, State Tax, GST 12% One column per configured tax: tax charged on the rent of that date (names come from Tax setup).
City Tax Exempt, State Tax Exempt, GST 12% Exempt Tax that was exempted, per tax.
Other Charges Extra charges posted that day (without tax).
Sales Tax, Sales Tax Exempt Tax on other charges, and the exempted part.
Discount Discount given that day.
Cash Payments whose payment type category is Cash.
Check Payments whose category is Bank (cheque, bank transfer, UPI...). The column is called Check but is the whole bank category.
Card Payments whose category is Card.
Other Payment Payments of category Complimentary or Others.
Total Payment Cash + Check + Card + Other Payment.
Direct Billing Payments billed to a Sales & Channel account.
Deposit Deposits received.
Payment Transfer Payments transferred between folios.

Totals and grouping

Grouped by date; the last block Total adds each column over the period. The Miscellaneous Income line puts its amount in the Cash column and in Total Payment, the Miscellaneous Expense line puts a negative amount there, so the Total Payment of the Total block is the net money received.

How to read an example

Run for 16-Oct-2026 to 17-Oct-2026:

  • 16-Oct-2026 Rental Guest: Rent 26,920, Other Charges 6,360, Cash 39,730, Check 1,000 (a UPI payment), Total Payment 40,730.
  • 17-Oct-2026 Rental Guest: Rent 90,435.71, GST 12% 8,548.29.
  • Total block: Rent 117,355.71, GST 12% 8,548.29, Cash 63,137.60, Check 2,000.00, Total Payment 65,137.60.

Since the fix the Total Payment of the Total block equals the Monthly Report (65,137.60 for 16 to 17-Oct-2026: guest payments 62,937.60 + 3,500 income - 1,300 expense). Figures are from the demo hotel on 19-Oct-2026 and change as demo data changes.

Common questions it answers

  • What tax did we charge under each tax head this month?
  • How much came in as cash, bank and card each day?
  • How much tax was exempted per tax head?
  • What do I enter in the books for the month?

Troubleshooting

Problem Cause and what to do
The Total Payment of the Total block differs from the Monthly report Both use the same rule since 19-Oct-2026 (income added, expense subtracted). A difference means the date range or the filters differ.
UPI payments are under Check Check is the Bank category. UPI, bank transfer and cheque payment types all belong to it.
Tax columns are 0.00 although rent exists Tax applies from the start date of the tax rate (Tax Configuration). Earlier days show 0.
I cannot see all columns The table is wide: scroll to the right, hide columns in the Columns panel or fold the criteria away with Hide criteria.

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 Sheet 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 Sheet Report: monthly sheet filters
Monthly Sheet Report: monthly sheet filters