Yearly Room Sold Report
On this page
The Yearly Room Sold Report is a grid with one row per day number (Sold Date 1 to 31), one column per month (Jan to Dec) and a Total column. Each cell shows rooms sold | rooms available for that calendar date, and the last row Total adds the months.
Purpose
Show the sales pattern of a whole year at a glance: which days and months are busy, and how many rooms were sold against the rooms that could be sold.
Who uses it
Revenue managers, general managers and owners (seasonality, pricing and staffing decisions).
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: Rooms sold per month for a whole year.
- What this report shows: One column per month (Jan to Dec) and a total for the chosen year.
- How to read it:
- Spot your busy and quiet months at a glance.
Before you start
- Rooms sold include checked-in rooms and booked (reserved) rooms for future dates, so the current and following months fill up as bookings are made.
- Months in which the property had no rooms in the system (before it started) show 0 | 0.
- You need the privilege Yearly_Report_RoomSoldReport (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
- Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at
#/reports. - Choose the category Yearly Reports (or type in the search box) and click the card Room Sold ("Total rooms sold yearly"). You can also open
#/report/yearly-room-solddirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set Year as you need (in a date calendar, Working Date jumps to the current business date).
- Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
- Choose the Year.
- 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.
- 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 |
|---|---|---|
| Year | The year to show: the current year and the six years before it. | Current year (2026) |
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 |
|---|---|
| Sold Date | Day of the month, 1 to 31, and Total for the last row. |
| Jan... Dec | One column per month. Each cell is rooms sold / rooms available for that date. A day that does not exist in a month (31 Feb) shows 0 / 0. |
| Total | For each day number, the rooms sold and rooms available added over the twelve months. |
Totals and grouping
The last row Total adds each month (sold | available room nights of the month) and the grand total in the Total column. Available rooms are the active rooms that count in occupancy, without rooms in V/Maint status (for dates after the PMS date, minus blocked rooms).
How to read an example
Run for 2026:
- 16-Oct-2026: 10 | 28 (10 rooms sold, 28 available); 17-Oct-2026: 25 | 26 (fewer rooms available because two rooms are in V/Maint status).
- 20-Oct-2026: 5 | 28, already booked for the future.
- 01-Nov-2026: 2 | 28, future bookings.
- Total row: October 95 | 446 (room nights sold | room nights available); the Total column of the Total row is 106 | 2154.
- January to September show 0 | 0 because the property started on 16-Oct-2026.
Common questions it answers
- Which days of the year are busiest?
- How many rooms did we sell on a given date?
- How many room nights were sold in a month and how many were available?
Troubleshooting
| Problem | Cause and what to do |
|---|---|
| Everything is 0 / 0 for a month | The property had no rooms in the system in that month (before start date) or availability was not generated yet for that month. |
| The Total column adds availability of months in the future | It adds every month of the year, past and future, so use the monthly Total row to compare actual months. |
| I want a percentage | Divide sold by available yourself or use Monthly Statistics. |
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 Yearly Room Sold 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.
Related reports
- Monthly Room Sold - the same per day for one range
- Monthly Statistics - occupancy percentage and ADR
- Yearly Report
- Yearly Reports (group page)
- Report finder
Screenshots
