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Yearly Sheet 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 Yearly Sheet Report shows, for each month from From Month to To Month of the Year, the lines Rental Guest, Direct Billing and Miscellaneous Income in the columns of the Monthly Sheet: Rent, one column for each tax and one for each Exempt amount, Other Charges, Sales Tax, Discount, Cash, Check, Card, Other Payment, Total Payment, Direct Billing, Deposit and Payment Transfer.

Yearly Sheet Report on the demo hotel (SunTatva Demo Hotel)

Purpose

Give the accounting view of a year, month by month: charges per tax head and money received per payment group, ready for annual tax returns and books.

Who uses it

Accountants, tax consultants, 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 yearly sheet: monthly totals with payments split by cash, card and cheque.
  • What this report shows: Like the Yearly report, with payments split into cash, card, cheque and other.
  • How to read it:
  • Rows called "Total" or "Grand Total" are added by the report itself and are highlighted.

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.
Check Payments by cheque.
Total Payment All payments received.
Direct Billing Charges billed to a company or channel account instead of the guest.
Deposit Money taken in advance; it is used against the bill.
Payment Transfer Payments moved from one folio to another.

Before you start

  • Each month is counted from its first to its last day, including nights already booked in the future of the current month.
  • The tax columns come from Property Setup > Tax (City Tax, State Tax and GST 12% on the demo hotel).
  • You need the privilege Yearly_Report_YearlySheet (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 Yearly Reports (or type in the search box) and click the card Yearly Sheet ("Month-wise yearly breakdown"). You can also open #/report/yearly-sheet directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Month, To Month, Year 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. Choose From Month, To Month and Year; From Month cannot be after To Month.
  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 Month First month (January to December). January
To Month Last month; not earlier than From Month. The PMS month (October)
Year Year of the months: the current year and the six before. 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

All columns of the Yearly Sheet Report (wide screen)

Column Meaning and how it is calculated
(group heading) Month name.
Particular Rental Guest, Direct Billing, Miscellaneous Income, Total.
Rent Room rent of the month (checked-in folios and no-show / cancel rent).
City Tax, State Tax, GST 12% One column per configured tax: tax charged on the rent.
City Tax Exempt, State Tax Exempt, GST 12% Exempt Exempted tax per tax head.
Other Charges, Sales Tax, Sales Tax Exempt Other charges, tax on them and the exempted part.
Discount Discounts of the month.
Cash Payments with category Cash.
Check Payments with category Bank (cheque, bank transfer, UPI...).
Card Payments with category Card.
Other Payment Complimentary and other categories.
Total Payment Cash + Check + Card + Other Payment.
Direct Billing Payments billed to a Sales & Channel.
Deposit Deposits received.
Payment Transfer Payments transferred between folios.

Totals and grouping

A block per month and a final Total block adding every column. The sheet lists Miscellaneous Income (added) and, since 19-Oct-2026, Miscellaneous Expense (subtracted, negative amount) so its totals equal the Yearly report.

How to read an example

Run for September to October 2026:

  • September: no figures.
  • October, Rental Guest: Rent 173,155.71, GST 12% 14,284.29, Other Charges 8,600, Cash 60,937.60, Check 2,000, Total Payment 62,937.60.
  • October Miscellaneous Income 3,500 and Miscellaneous Expense -1,300.
  • Total block: Rent 173,155.71, Total Payment 65,137.60.

After the fix the Total Payment of the Yearly Sheet (65,137.60) equals the Yearly report. Figures are from the demo hotel on 19-Oct-2026 and change as demo data changes.

Common questions it answers

  • What tax did we charge under each head in each month?
  • How much came in as cash, bank and card in each month?
  • How much tax was exempted in the year?

Troubleshooting

Problem Cause and what to do
Total Payment is different from the Yearly report Should not happen since 19-Oct-2026 (both use the same rule). Check the Year and months.
UPI is in Check Check is the Bank category (cheque, transfer, UPI).
Tax columns are zero in earlier months Tax rates start on the date configured in Tax Configuration.
The card says room-wise The subtitle on the Reports card is wrong; the sheet is by month.

Messages you may see

Message Why it appears What to do
From Month should not be greater than To Month. The months are in the wrong order. Pick a From Month before or equal to To Month.
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 Sheet 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

Yearly Sheet Report: yearly sheet filters
Yearly Sheet Report: yearly sheet filters