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Monthly Tax Exempt Claim 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 Tax Exempt Claim Report has one line per tax-exempt stay: Room Name, Folio #, Guest Name, Date In, the Claim Period From and To, the Rent, the Occupancy Tax exempted, split into Occupancy Tax/Day and Occupancy Tax/Stay, and the Payment received on the folio. Lines are grouped by Sales & Channel (N/A when there is none) with a Total per group.

Monthly Tax Exempt Claim Report on the demo hotel (SunTatva Demo Hotel)

Purpose

Prepare the documents needed to claim exempted occupancy tax: which stays, for which period, how much rent and how much tax per day and per stay.

Who uses it

Accountants and the finance manager; the group or company that is entitled to the exemption.

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: Tax exemptions you can claim back, by claim period.
  • What this report shows: Each exempt stay with the claim period, rent, occupancy tax per day and per stay, and the payment.
  • How to read it:
  • Occupancy Tax/Stay is the tax that would have been charged for the whole stay.
  • Good to know:
  • Include No-Show/Cancel also lists no-show and cancellation rent.
  • 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
Folio # The stay's folio number.
Rent Room rent (without other charges).
Occupancy Tax/Day Occupancy tax for one night.
Occupancy Tax/Stay Occupancy tax for the whole stay.

Before you start

  • The stay must have exempted tax (tax-exempt folio or Sales & Channel account).
  • Use together with Monthly Tax Exempt, which lists the individual nights.
  • You need the privilege Monthly_Report_MonthlyTaxExemptClaimReport (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 Tax Exempt Claim ("Claimed tax exemptions"). You can also open #/report/monthly-tax-exempt-claim 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, Include 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; tick Include No-Show/Cancel to add exempted reservations that did not stay.
  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
Include No-Show/Cancel When ticked, no-show and cancelled reservations are added to the stays. 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

All columns of the Monthly Tax Exempt Claim Report (wide screen)

Column Meaning and how it is calculated
(group heading) Sales & Channel of the folio, or N/A (hidden column used for grouping). A Total line closes each group.
Room Name Room of the folio.
Folio # Folio number.
Guest Name Primary guest.
Date In Check-in date.
Claim Period From First day with exempted tax in the range.
Claim Period To Last day with exempted tax in the range.
Rent Rent of the exempted nights (each night counted once).
Occupancy Tax Total tax exempted for the stay.
Occupancy Tax/Day Part of the exempted tax that is charged per day.
Occupancy Tax/Stay Part of the exempted tax that is charged once per stay.
Payment Total payments received on the folio.

Totals and grouping

Grouped by Sales & Channel, a Total line per group, and at the end Total: adding Rent, Occupancy Tax, tax per day, tax per stay and Payment.

How to read an example

On the demo hotel, run for 16-Oct-2026 to 17-Oct-2026: only the Total: line is shown, Occupancy Tax 0, because no stay had exempted tax.

Illustration with made-up numbers: group N/A, line 201 | 161020090257234 | Guest A | 16-Oct-2026 | 16-Oct-2026 | 17-Oct-2026 | Rent 8,000.00 | Occupancy Tax 960.00 | Tax/Day 960.00 | Tax/Stay 0.00 | Payment 8,000.00.

Common questions it answers

  • Which stays do we claim exempted tax for, and for which period?
  • How much exempted tax is per day and how much per stay?
  • What did these guests pay?

Troubleshooting

Problem Cause and what to do
Empty although a tax-exempt guest stayed The nights are outside the range or the rate is zero. Check the dates.
Claim Period To is after the report range The claim period is limited to the dates of the range; widen To Date to include the full stay.
No-show not listed Tick Include No-Show/Cancel.

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 Tax Exempt Claim 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 tax exempt claim filters
Monthly tax exempt claim filters