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.
- From the Main Menu
click on Classic reports
- Go to Financial Reports
- Click on Transactions
Navigate the Transactions Report
Narrow the data by using the filters:
- Guest Name, Room #: You can also leave this section blank to generate a report.
- From and To Date: Select the start and end date you want the report to cover.
- Service Date: You can also leave this section blank to generate a report.
- User: This filter can be modified to show only one or all users. It defaults to ALL users.
- 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.
- 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.
- 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).
- Status: Select the reservation status for which you want to generate the report. By default, all statuses are selected.
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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)
- Click Apply to save the filter settings.
- Clear the filters for new criteria, if needed.
- Export to: Download the report as a PDF/Excel.
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 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.
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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).
Cash Drawer Outflows Not Included in the Transactions Report
Cash entering the property (payments) and cash refunds are visible in the Transactions Report. However, cash that is physically removed from the drawer (such as Cash Paid Out) can currently be reviewed only in the Cashier Report. To check these outflows, go to Main Menu → Classic Reports → Daily Activity Reports → Cashier Report.
FAQ
How is transaction data structured and dated in this report?
Transaction data is detailed and aligned with USALI standards. Transactions are not editable, and any changes are recorded through equal and opposite reversal entries. The report includes Service Date as a filterable field to associate transactions with the date a product or service is delivered. A tooltip in the report explains how this date is used.
How are Description, Code, and Transaction Code shown in this report?
The Description field pulls directly from the transaction Type shown in the PMS folio, ensuring it matches the folio data exactly.
The Code column displays user-defined transaction codes, while the Transaction Code column shows standardized codes aligned with USALI definitions.
Can I email the Transactions Report automatically?
Automatic emailing is not available for this report. However, you can download the Transactions Report at any time by clicking the Export To button and sharing it as needed.
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