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Transactions Report

Gabriela Garcia
Updated

🆕 This article reflects the latest version of this report.

We're excited to announce that we're upgrading our reporting suite! These enhancements are aimed at providing greater transparency, accuracy, and actionable insights to support your daily operations and help you achieve your business goals. For a comprehensive overview of the changes, please visit: Prepare for your Upgraded Finance and Occupancy Reporting.

Currently, these enhancements are in a limited-release phase and will be gradually rolled out for each property by the end of Q2 2025. Please note that timelines may change.

We recognize that adjusting to updates can take time, and we appreciate your patience and support during this transition! If you have any questions or concerns, our support team is ready to assist you. 

The Transactions Report is under the Financial Reports section. Some transactions refer to Revenue for the property, such as food and beverage charges and Room and Tax charges (Debits). Other transactions refer to payments made by the guest, such as credit card or cash payments (Credits).

This article will assist you in generating various financial reports for your property from the transaction report section.

Access the Transactions Report

  By default, the property owner has access to financial reports. Other users must be granted permission inside Roles. Learn more: Roles and Permissions.

  1. From the Main Menu Main menu.pngclick on Classic reports Classic reports.png

  2. Go to Financial Reports

  3. Click on Transactions

Navigate the Transactions Report

Filters

Narrow the data by using the filters:

  1. Guest Name, Room #: You can also leave this section blank to generate a report.
  2. From and To Date: Select the start and end date you want the report to cover.
  3. Service Date: You can also leave this section blank to generate a report.
  4. User: This filter can be modified to show only one or all users. It defaults to ALL users.
  5. Description: This section allows you to generate different reports by selecting either Debit or Credit.

Examples of how to set the description filter to generate a specific report types

Income Report

Uncheck the "Select all Debits (Charges)" section and check the "Select all Credits (Payments)" box.

Room & Tax Report

Uncheck "Select all Debits" and "Select all Credits." Once that is done and everything is unchecked, go to Debits (Charges) and select "Fee," "Room Revenue," and "Tax."

Item & Services Reports

Uncheck "Select all Credits" and uncheck all debits not associated with Items & Services. 

  1. Group By and Sub-Group By: Depending on the type of report, you will want to group or sub-group the report by User, Transaction Date/Time, Service Date, Description, Room, Full Name, or Reservation ID.
  2. Adjustments: Select the type of adjustment to be included in the report (Simple Transactions*, Adjustments, Adjustments with voids, Voids, Refunds).

  *Simple transactions are all transactions that are not part of any adjustments, voids, or refunds (e.g., Room Revenue, Taxes, Items and Services, Payments, etc).

  1. Status: Select the reservation status for which you want to generate the report. By default, all statuses are selected.
  2. Type: This field allows you to sort the report by transaction type. You can filter by:
    • Reservations - Transactions within a reservation
    • House Accounts - Transactions within a house account
    • Group Profiles - Transactions in a group profile (only available if the Groups feature is enabled)
  3. Click Apply to save the filter settings.
  4. Clear the filters for new criteria, if needed.
  5. Export to: Download the report as a PDF/Excel.

View report

The report generated will show the necessary fields regarding:

  • User: User who made the transaction.
  • Transaction Date/Time: The date/time when the transaction occurred/ was posted. This cannot be backdated.
  • Service Date: The date the product or service is delivered. With proper permission, the service date can be backdated to recognize revenue and expenses in the correct period.

 Want to know more? Click here to learn the difference between the Service and Transaction Dates.

  • Room: Guest's room.
  • Name and Surname: Click them to be redirected to the guest's profile.
  • Res #: Click the reservation number to be redirected to the guest's reservation.
  • Code: Information entered by the customer in the Code field in Taxes and Fees or Items and Services section.
  • Transaction code: This refers to the Accounting Code associated with the Accounting service.

  Accounting accounting.png is currently an experimental feature. You can find more information about it here.

  • Description: Transaction description.
  • Check-in: Check-in date.
  • Check-out: Check-out date.
  • Status: Reservation status.
  • Note: Any note added when posting an adjustment.
  • QTY: It stands for "Quantity" and refers to the number of transactions in the table.
  • Credit: Payments.
  • Debit: Charges. Two types of values may appear:
    • Red numbers with a minus (-) symbol represent an adjustment made on a charge (adjust charge) or a discount.
    • Any black numbers represent a void on an adjustment (void transaction).

Why is my report different now?

As mentioned at the beginning of this article, we are upgrading our reporting suite capabilities, and this article reflects the latest report version. These are the key changes: 

  • Transaction data is now more detailed and aligned with USALI standards‬‭. Transactions are not mutable; reversals have equal and‬ opposite transactions.‬
  • The Service Date has been‬ added and now the report is‬ filterable by Service Date to meet common reporting needs. Its respective tooltip was added.
  • The Description data attribute will pull directly from the 'type' in the PMS folio.‬ In the‬ past, this was pulled from multiple sources of information. It will now match the‬ ‘Type’ column in the folio exactly.
  • The Code column displays user-defined transaction codes, and a new Transaction Code‬ column is added that matches USALI definitions.‬
  • The Email option (Green button) is being removed. While this feature is no longer available, you can download the report as needed by clicking Export To (Blue button).
Previous (legacy) Updated (new)

Previous-Transactions report.png

  Some customers already have access to the new version of this report.

If you can't see the updated version, don't worry! The enhancements will be gradually rolled out for each property by the end of Q2 2025. For more information, visit this article.

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