Generating the Transaction Totals Report

Use this screen to generate a report that includes the list of the transactions posted for the specified date range and categorized by the transaction code or the transaction type. The report includes transactions that are related to the advance deposit ledger, guest ledger and A/R (guest).

This report is used by the night auditor, the revenue manager, the accounting manager and the general hotel manager.

To generate the Transaction Totals Report:

  1. Select Administration > Reports > Accounting > Transaction Totals.
  2. Specify this information in the Report Parameters section:
    Property
    The property code for which the report is generated. This value is defaulted.
    Note: 

    You can modify the value.

    Transaction Type
    The type of the transaction such as food and beverage revenue, room revenue and tax.
    Transaction Code
    The transaction code and description based on which the report is generated.
    Note: 

    You can select multiple transaction codes.

    Created By
    The user who posts the transaction.
    Note: 

    You can select multiple users.

    Group By
    The category based on which the information in the report is grouped.
    Exclude Created By
    The user name or ID. The transaction posted by this user are not included in the report.
    Note: 

    You can select multiple users.

    Building
    The building code based on which the transactions were posted are included in the report.
    Note: 

    You can select multiple building codes.

  3. Set these parameters in the Report Options section:
    Include Advance Deposits Ledger
    If this check box is selected, the report includes the advance deposit ledger section and the associated transactions.
    Note: 

    By default, this check box is selected. However, you can modify the value.

    Include Lease Rental Deposits
    If this check box is selected, the report includes a rental deposit ledger section and the associated transactions.
    Include Lease Security Deposits
    If this check box is selected, the report includes a security deposit ledger section and the associated transactions.
    Include Lease Incidental Deposits
    If this check box is selected, the report includes an incidental deposits ledger section and the associated transactions.
    Include Guest Ledger
    If this check box is selected, the report includes the transactions that are posted to the general ledger.
    Note: 

    By default, this check box is selected. However, you can modify the value.

    Include A/R Ledger
    If this check box is selected, the report includes:
    • Direct Postings: The charges that are posted directly to an A/R Account.
    • Direct Bill Charges: The charges that are transferred or billed directly, from an account to the Guest Ledger.
    Note: 
    • By default, this check box is selected. However, you can modify the value.
    • The transaction totals for direct bill charges are included in the report only if an A/R charge is linked to a transaction code.
    Include Direct Bill Transfers
    If this check box is selected, the report includes the transactions that are associated with the Direct Bill Transfer.
    Note: 

    By default, this check box is selected. However, you can modify the value.

    Include Credit Card Transfers
    Select this check box to include payment amounts related to the Credit Card account type in the report.
    Show Discount
    If this check box is selected, the report includes the discounts.
    Show Count
    If this check box is selected, the report includes the number of the transaction lines.
    Show Quantity
    If this check box is selected, the report includes the quantity associated with the transaction.
    Show Quantity as Unit Sold
    If this check box is selected, the report includes the transaction quantity calculated by the application.
    Note: 

    You must select this check box only for the transactions that have been posted using the HMS versions prior to 3.6.

    Show Net Amount
    If this check box is selected, the report includes the net amount of transaction.
    Show Tax Amount
    If this check box is selected, the tax amount is included in the report.
    Show Tax as Separate Section
    If this check box is selected, the report displays all the tax transactions in a separate section.
    Group By Building
    If this check box is selected, the information in the report is grouped based on the building code.
  4. Specify the Start Date and the End Date in the Data Range section.
    Note: 

    By Default, the Start Date and the End Date are set to the Hotel Date.

  5. Click Print Record.
    Note: 

    By default, the report is sorted by Transaction Code. However, you can also sort the report by GL Account and Transaction Type.