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Monthly 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 Report is the day by day financial summary of the hotel for any period you choose (usually a month). For every date it shows the rent, tax, other charges and discount posted that day and the payments received, in one line for Rental Guest and extra lines for Direct Billing, Miscellaneous Income and Miscellaneous Expense. It ends with a Total block.

Monthly Report on the demo hotel (SunTatva Demo Hotel)

Purpose

Give accountants and owners one place to see how much the hotel charged (rent, tax, other charges, discount) and how much it collected each day, without opening folios. It is the monthly counterpart of the Daily Report, shown date by date.

Who uses it

Accountants and night auditors (month-end closing and day-book checks), the general manager and owners (revenue overview), and revenue managers.

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: Rent, charges and payments for every day of a period.
  • What this report shows: One line per day (or particular) between From Date and To Date with rent, other charges, discount, direct billing, deposit, payments, payment transfer and total payment.
  • 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.
Direct Billing Charges billed to a company or channel account instead of the guest.
Payment Transfer Payments moved from one folio to another.
Total Payment All payments received.
Deposit Money taken in advance; it is used against the bill.

Before you start

  • Finish night audit for the last day of the period. The report reads posted rent, charges and payments; a day that was not audited is incomplete.
  • Tax columns follow the tax setup of the property (see Property Setup > Tax). The titles of the tax columns come from the property settings, so on your property Occupancy Tax may be called Tax or GST.
  • You need the privilege Monthly_Report_MonthlyReport (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 ("Comprehensive monthly summary"). You can also open #/report/monthly 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 earliest day you can pick in the calendar is the property start date of the property (16-Oct-2026 on the demo hotel). First day of the PMS month
To Date Last day of the period. It cannot be earlier than From Date. A date after the PMS date is accepted and then shows the rent of stays that are booked for those dates (nothing 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

Column Meaning and how it is calculated
Particular Row label: Rental Guest (folios), Direct Billing (payments posted to a Sales & Channel account), Miscellaneous Income and Miscellaneous Expense (from the Miscellaneous screens). The date heading above each group is the posting date.
Rent Room rent of that date for all checked-in folios (rate of the night, after rate changes), plus the rent of no-show / cancelled reservations posted that day. Miscellaneous lines are 0.
Occupancy Tax Tax charged on that rent (title from the OCCUPANCY_TAX_TITLE setting).
Occupancy Tax Exempt Tax that would have applied but was exempted (tax-exempt guest or Sales & Channel).
Other Charges Extra charges posted that day (laundry, mini bar, miscellaneous charge...), without tax.
Other Charges Tax Sales tax on those other charges.
Discount Discount amounts given to folios that day (discount payments).
Payment Cash, bank and card payments received on that date. On the Miscellaneous Income and Miscellaneous Expense lines the amount of the income or expense is shown here.
Direct Billing Payments of the day that were billed directly to a Sales & Channel account.
Payment Transfer Payments moved from one folio to another on that day.
Total Payment Payment + Direct Billing + Payment Transfer on the Rental Guest line.
Deposit Deposit payments received on the day.
Other Payment Payments of type Complimentary or "Others" (not cash, bank or card).

Totals and grouping

The report is grouped by date (the group heading is the date, in the format set in the property date format). The last group, Total, adds every column over the whole period. The Miscellaneous Income line adds its amount to Payment and Total Payment, the Miscellaneous Expense line shows a negative amount and is subtracted, so both totals are the net money received. Before the fix the expense was added like income and the Payment total did not match Total Payment.

How to read an example

Run on the demo hotel for 16-Oct-2026 to 17-Oct-2026:

  • 16-Oct-2026, Rental Guest: rent 26,920, other charges 6,360, discount 1,000, payment 40,730.
  • 16-Oct-2026, Miscellaneous Income 3,500 and Miscellaneous Expense 1,300 (shown in the Payment column, the expense as -1,300).
  • 17-Oct-2026, Rental Guest: rent 90,435.71, occupancy tax 8,548.29, payment 22,207.60.
  • Total: rent 117,355.71, occupancy tax 8,548.29, discount 1,000, Payment 65,137.60, Total Payment 65,137.60.

Payment and Total Payment are the same net figure: guest payments 62,937.60 + Miscellaneous Income 3,500 - Miscellaneous Expense 1,300 = 65,137.60. The figures change whenever folios are posted. Figures are from the demo hotel on 19-Oct-2026 and change as demo data changes.

Common questions it answers

  • How much rent did we post each day of the month?
  • How much did we collect each day, and how much was discount?
  • What was the total rent, tax and other charge income of the period?
  • How much miscellaneous income and expense did the desk record?

Troubleshooting

Problem Cause and what to do
The numbers do not match the Dashboard or the Daily Report The Dashboard shows the current day; this report adds the posted days of the period. Check that the date range is the same and that night audit was run for every day.
All lines are 0.00 No rent was posted in the range: check the dates (the property started on 16-Oct-2026 on the demo hotel) and that the stays are checked in.
Payment total differs from Total Payment Direct Billing lines add to Payment but not to the Total Payment of the Rental Guest line; Miscellaneous Income is added and Miscellaneous Expense subtracted in both (since 19-Oct-2026).
A future date shows rent but no payment Dates after the PMS date show the rent of booked nights; the money has not been received yet.
A column is missing Open the Columns panel and tick it again. The choice is kept while you stay on the screen.

Messages you may see

Message Why it appears What to do
No record found! The service returned no rows (nothing at all in the range). Change the dates and click Show.
Email sent successfully. Email (PDF) was requested. Check the property mailbox; the message appears even if delivery fails.

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 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 Report: monthly filters
Monthly Report: monthly filters