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Monthly Undo 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 Undo Report lists the operations undone through Utility > Undo Transaction in the period: Desk User, Undo Date, Room, Guest Name, Folio #, UndoOperation (what was undone, written as from status -> to status) and the Reason that the user typed.

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

Purpose

Control undo actions: which folios were reversed, by whom and why, because an undo changes room status, folio status and revenue.

Who uses it

The general manager, the front office manager and auditors; also support staff who investigate a folio.

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: Operations that were undone in a period.
  • What this report shows: Each undo (check-in, check-out, payment...) with the folio, the date, the desk user and the reason given.
  • How to read it:
  • Review this regularly: frequent undos can point to training needs.
  • 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
Folio # The stay's folio number.

Before you start

  • Undo is performed in Utility > Undo Transaction. Every undo is logged here with the reason entered by the user.
  • The date filter applies to the Undo Date, not to the stay dates.
  • You need the privilege Monthly_Report_MonthlyUndoReport (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 Undo ("Undone operations log"). You can also open #/report/monthly-undo 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 Undo Report (wide screen)

Column Meaning and how it is calculated
Desk User User who performed the undo.
Undo Date Date (PMS date) of the undo.
Room Room of the folio at the time.
Guest Name Primary guest; empty when the folio had no guest name (for example members of a test group).
Folio # Folio number of the folio that was undone.
UndoOperation What was undone, as from -> to: CHECKIN -> RESERVATION (check-in reversed, the guest is a reservation again) and CHECKIN -> VACANT (a walk-in check-in removed, the room is vacant again). Other undone operations (for example a check-out) are written the same way.
Reason Free text typed by the user.

Totals and grouping

No grouping and no totals; the lines are sorted by Undo Date and room.

How to read an example

Run for 16-Oct-2026 to 17-Oct-2026: 24 lines, all by Demo Hotel Owner (3 of CHECKIN to VACANT and 21 of CHECKIN to RESERVATION). The first line is room 202, Marcus Weber, CHECKIN to VACANT and the reason reads Checked in by mistake during training. The many CHECKIN -> RESERVATION lines of 17-Oct-2026 are test groups that were removed on the demo hotel, each with the reason "Test group removed".

Common questions it answers

  • Who undid a check-in or check-out and why?
  • How many undos happened this month?
  • Which room and folio were affected?

Troubleshooting

Problem Cause and what to do
An undo I made is not listed Check that the Undo Date is inside the range and that the undo really succeeded on screen.
Guest Name is empty The folio belonged to a group member or a reservation without a guest name.
I need more detail about the folio Open the folio from the Register with the Folio # shown here.

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 Undo 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 Undo Report: monthly undo filters
Monthly Undo Report: monthly undo filters