SunPMSby SunTatva Technologies
Menu
FeaturesSolutionsIntegrationsReportsHelp CenterVideosFAQSign inRequest a demo

Room History 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. Export, print and e-mail
  12. Troubleshooting
  13. Messages you may see
  14. Related reports

The Room History Report shows, room by room and night by night, which guest occupied the room, what rent and tax the night produced, what other charges were posted on that date and how much was paid on that date by cash, bank, card or direct billing. It is the "statement of a room".

Room History Report for Oct 2026

Purpose

  • Answer "who stayed in room 204 and what did the room earn?".
  • Reconcile a room's income with the payments received on the same day.
  • Investigate a complaint about a room, or a pattern of refunds in one room.

Who uses it

Front office and revenue managers, accountants (room-wise revenue), housekeeping managers (occupancy of each room) and owners.

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 stay and money history of one room (or all rooms) in a period.
  • What this report shows: For the chosen building, floor and room: each date with the guest, the sales & channel, rent, other charges and their tax, and payments by cash, card and bank.
  • How to read it:
  • Pick All in Building, Floor or Room to widen the list.
  • Each group heading is one room.

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...).
Other Charge Tax Tax on the other charges.
Bank Payments by bank transfer or other bank payment types.
Sales & Channel Where the booking came from: direct, a booking site, a travel agent, a company...

Before you start

  • You need the privilege Room_Report_RoomHistoryReport.
  • Only checked-in folios (in-house and checked-out, confirmed or unconfirmed) are listed. Reservations that have not checked in yet have no history and do not appear.
  • The report needs Building, Floor and Room lists; they default to ALL.

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 Room Reports (or type in the search box) and click the card Room History ("Room status history log"). You can also open #/report/room-history 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, Building, Floor, Room 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, and, if you want one room only, Building, Floor and Room. Choosing a building narrows the floor and room lists.
  6. Scroll down the table; every room has a bold grey heading with the room number.
  7. 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.
  8. 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 Meaning Rules and default
From Date First date of the period (night date, charge date or payment date). Default PMS date.
To Date Last date of the period. Default PMS date; not before From Date.
Building Limit to one building. Default ALL.
Floor Limit to one floor. Default ALL.
Room Limit to one room. Default ALL.

Columns

Column Meaning and calculation
Guest Primary guest of the stay on that line. Blank when the stay has no named guest (for example members of a group not yet named).
Date The night date (the day the rent belongs to) or, for later payments, the payment date.
Rent Room rent of that night as stored in the daily rate (before tax).
Occupancy Tax Tax on that night's rent. The heading follows your OCCUPANCY_TAX_TITLE setting (on the demo hotel it shows Occupancy Tax; the 12% GST starts on 17-Oct, so 16-Oct shows 0.00).
Other Charges Other charges posted on that date to the folio (minibar, laundry...). A charge that was deleted is subtracted on the day it was deleted.
Other Charge Tax Tax on those other charges for that date.
Cash Payments of the date whose payment type belongs to the category Cash (refunds show as negative). Deposits are not counted unless they were applied to a charge.
Bank Same for the payment category Bank.
Card Same for the payment category Card. Authorized-only card amounts are excluded.
Sales & Channel Amount settled by direct billing to a Sales & Channel (agent or company).

Totals and grouping

Lines are grouped by room (heading = room number). There are no totals per room and no grand total. Add the lines yourself or use Excel.

How to read an example

Filter 16-Oct-2026 to 17-Oct-2026, all buildings, on the demo hotel (29 night lines in 18 rooms). Room 101:

Guest Date Rent Occupancy Tax Other Charges Cash
Kiran Bhatt 17-Oct-2026 2,750.00 330.00 0.00 3,080.00

Kiran Bhatt stayed on 17-Oct, the rent was 2,750.00, the 12% tax 330.00, and the guest paid 3,080.00 in cash that day: rent plus tax, balance zero. Room 201 shows how a refund looks: on 16-Oct Priya Nair has rent 4,000.00, other charges 2,210.00 and cash 8,000.00; on 17-Oct a second line for the same guest shows rent 0.00 and cash -2,290.00, the refund of the overpayment on the day she left. Room 103, guest Billing Two, shows other charges of 1,000.00 on 17-Oct (a charge posted to the folio) and no payment on that date (500.00 was paid in cash on 16-Oct).

Common questions it answers

  • Who was in room 201 on 16-Oct and what did they pay?
  • Which rooms had a refund (a negative cash amount)?
  • On which nights was a room empty (no line)?
  • How much rent and other income did each room earn in the period?

Export, print and e-mail

  • Excel downloads Room History Report.xlsx with the property name, print date, title, a date line and the table grouped by room. The date line in the file header shows the From Date and the To Date you chose.
  • Email (PDF) shows Email sent successfully. and mails the PDF to the property e-mail.
  • PDF is built in the browser. Since 19-Oct-2026 the PDF also opens on a property without an uploaded logo. Use Excel or Email (PDF).

Troubleshooting

  • The report is empty. No checked-in folio had a night, charge or payment in the dates and room selected. Reservations are not listed.
  • A guest appears on a line with rent 0.00 and only a payment. That is a payment received after the stay ended (the payment date is on or after the departure date); it is shown so that the cash is not lost.
  • Rent is shown but the guest name is blank. The folio has no primary guest name yet.
  • The total does not match Revenue By Room Type. Room History lists checked-in stays only and counts other charges by charge date; Revenue By Room Type also includes future reservations and no-show/cancel revenue.
  • Building or Floor list is empty. The masters Building and Floor are not set up (Settings > Property).

Messages you may see

Message Why What to do
No record found! Nothing matches the dates and room selection. Widen the dates or choose ALL.
Email sent successfully. Mail request accepted. Check the inbox.

Change Room, Block Room, Revenue By Room Type, Guest Stay Summary, Room Reports overview.