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Monthly Tax Exempt 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 Report lists every night in the period on which tax was exempted: date heading, Room Name, Guest Name, the Rate of the night, one column per exempted tax (for example City Tax Exempt) and the Total exempted tax. The last lines Total: and Grand Total add the columns.

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

Purpose

Show how much tax the hotel did not charge because of tax exemption, per night, room and guest, so that it can be explained to the tax authority or claimed back.

Who uses it

Accountants and tax officers, general managers, 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: Stays that were exempt from tax.
  • What this report shows: Each tax-exempt stay in the period with the date, rate and total.
  • How to read it:
  • Keep this with the exemption certificates.
  • 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.

Before you start

  • A night appears when its daily tax record is marked Tax Exempt (tax-exempt folio or Sales & Channel account) and the rate is not zero.
  • The tax columns are created only for taxes that actually have exempted amounts in the result.
  • You need the privilege Monthly_Report_MonthlyTaxExemptReport (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 ("Tax exempt transactions"). You can also open #/report/monthly-tax-exempt 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 reservations that became no-show or cancelled (they are shown on the no-show date).
  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 that had tax-exempt rates are added. Without it, only confirmed and unconfirmed reservations and stays are listed. 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) Date of the night (for a no-show, the no-show date).
Room Name Room of the folio (caption from ROOM_TITLE).
Guest Name Primary guest (caption from GUEST_TITLE).
Rate Room rate of the night (not zero).
Exempt One column for each tax with an exempted amount, for example City Tax Exempt or GST 12% Exempt: tax that would have been charged but was exempted.
Total Sum of the exempted tax columns of the line.

Totals and grouping

Grouped by date, then a Total: line and Grand Total at the end. Without any exempted night only the Grand Total line (zeros) is shown.

How to read an example

On the demo hotel, run for 16-Oct-2026 to 17-Oct-2026 with the box unticked: the report shows only the Total: / Grand Total line with Rate and Total 0. No stay was tax-exempt in this period, so there is no night to list.

Illustration with made-up numbers: 17-Oct-2026 | 201 | Guest A | Rate 4,000.00 | City Tax Exempt 400.00 | Total 400.00.

Common questions it answers

  • Which guests did not pay tax and how much tax was exempted?
  • How much tax exemption did we give this month?
  • Which no-show reservations had exempted tax?

Troubleshooting

Problem Cause and what to do
The report is empty but a guest was tax exempt Check the dates and that the exemption was set before the night was posted. A night with rate 0 is not listed.
A no-show is missing Tick Include No-Show/Cancel.
No exempt columns The exempt columns only exist when at least one exempted amount is in the result.

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 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 filters
Monthly tax exempt filters