Overview
Which report answers which question, who can open the reports, and the rules every report follows.
The Reports sidebar lists every report in five groups: Front desk, Revenue, Finance, Kitchen and Audit. Every report works the same way: you pick the dates, sort and select rows, and export. See Use a report.
Which report do I need?
| Group | Report | It answers | Page |
|---|---|---|---|
| Front desk | Guest list | Who arrives, who is in house, who leaves and who has checked out? | Guest list |
| Front desk | Police report | Which guests stayed, with their ID, for the police or the tourism office? | Police report |
| Revenue | Daily report | What did we earn and take in on one day, down to each charge and each payment? | Daily report |
| Revenue | Occupancy | How full were we, and what were ADR and RevPAR? | Occupancy |
| Revenue | Revenue and Tax | What did we earn by transaction code, and how much tax did we charge? | Revenue and tax |
| Revenue | Non-national guests | Which foreign guests stayed, for how many nights, and what tourism tax did they pay? | Non-national guests |
| Finance | Payments | Which payments and refunds came in, and how much should each cashier hand over? | Payments and cash-up |
| Finance | Folio ledger | Which lines were posted to the folios, and by whom? | Folio ledger |
| Finance | Outstanding balance and Deposit liability | Who owes us money, and whose money do we hold? | Balances and deposits |
| Kitchen | Meal counts | How many adults and children do we feed at each meal? | Meal counts |
| Audit | Night audit history | When did each night audit run, how did it end, and what does its packet say? | Night audit history |
| Audit | Activity log | Who did what, and when? | Activity log |
Some reports are in other chapters:
| Report | Where you open it | Page |
|---|---|---|
| Housekeeping tasks | The Export menu on the housekeeping board | Housekeeping |
| Boat manifest | Reports → Front desk, when boat transfers are turned on | Boats |
| City ledger aging and statements | Companies | Aging and statements |
Who can open the reports
| Task | Permission | Owner | Manager | Front desk | Housekeeping | Finance |
|---|---|---|---|---|---|---|
| Open and export reports | View and export reports | Yes | Yes | No | No | Yes |
| See full ID numbers in the Police report and Non-national guests | View and manage guest ID documents | Yes | Yes | Yes | No | No |
| Change a report's layout | Manage property settings | Yes | Yes | No | No | No |
These are the default roles. A user without View and export reports does not see the Reports sidebar. An owner can change the roles under Settings → Team. See Roles and permissions.
Rules every report follows
- Reports count by business date, not by the clock. Before the night audit, Today is still the open business date. See Business date.
- A closed date never changes. A correction is a new line on a later date, and it counts on the day it posts.
- Payments are not revenue. Revenue reports count charges; Payments counts money in and out.
- Lines brought over from your old system are left out of the revenue figures. The Tax report lists them in their own table. See Revenue and tax.
- One layout per report is shared by everyone at the property. See Report layout.
Special cases
| Situation | What happens | What to do |
|---|---|---|
| Today's figures look low | The open day has no room charges until the night audit posts them. | Read today after the audit, or use Occupancy, which shows the open day as a Live row. |
| A report shows nothing before your go-live date | Estatell has no business dates before go-live. | Read older figures in your old system. |
| ID numbers show as masked | You do not have View and manage guest ID documents. | Ask an owner or a manager to export the report. |
| There is no Layout button | You do not have Manage property settings. | Ask an owner or a manager to change the layout. |