All Transactions Report .ng | HotelKey Knowledge Base

All Transactions Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: 💳 Payments & Transactions

Target Roles: Directors of Finance & Controllers, Night Auditors, Front Office Managers, Cashiers & Revenue Accounting Staff

Key Value: Maintain complete, unfiltered financial transaction visibility and general ledger auditability by logging every charge debit, tax accrual, payment credit, refund reversal, and folio transfer posted across guest stays, group blocks, house accounts, and company AR settlements.

Executive Summary

The All Transactions Report is the primary, master financial audit log within the 💳 Payments & Transactions category of the 💰 Finance & Accounting Reports suite. Designed for total transaction transparency and General Ledger (GL) reconciliation, it serves as the property’s master ledger log, capturing every individual monetary event posted within the system during a selected operational period.

By organizing complete ledger activity across five explicit operational sections (Reservations, Groups, House Accounts, Settlement Payments, and Summary All Sections), this report captures comprehensive transaction metadata—including transaction classifications (Transaction Type like CHARGE, TAX, PAYMENT, REFUND), transaction codes (Transaction Code), charge categories (Charge Type Category, Sub Charge Type name), card tokens (Last 4 Digits), outlet locations (Outlet Name), tax documentation (Tax Invoice Number, Fiscal Invoice Number, POS Check Number), transfer audit trails (Transferred Transactions), and staff attributions (Username). This empowers controllers, night auditors, and compliance officers to perform deep-dive financial audits, investigate folio variances, and verify GL control account balances with zero discrepancy.

Key Capabilities

Five-Section Master Financial Audit: Itemizes all property-wide monetary events across transient guest stays (Reservations), convention group blocks (Groups), internal administrative folios (House Accounts), corporate receivables (Settlement Payments), and a consolidated master view (Summary All Sections).
Complete Financial Event Categorization: Explicitly differentiates base revenue debits (CHARGE), statutory tax accruals (TAX), tender collections (PAYMENT), and credit/card refund reversals (REFUND).
Folio Transfer & Audit Traceability: Captures complete folio transfer directions (Transferred Transactions like Transferred In, Transferred Out), transfer remarks (Charge Remarks), and tax/fiscal invoice numbers for legal and tax compliance.
Granular Staff & Outlet Attribution: Attributes every posted line item directly to its originating POS terminal or outlet (Outlet Name, POS Check Number) and responsible staff account (Username).

Report Views & Functional Breakdown (All 5 Sections)

The All Transactions Report presents property-wide financial activity across five structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                        ALL TRANSACTIONS REPORT                         │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Reservations          │ 2. Groups                │ 3. House Accounts│
│    (Transient Guests)    │    (Convention Blocks)   │    (Non-Guest)   │
├──────────────────────────┼──────────────────────────┴──────────────────┤
│ 4. Settlement Payments   │ 5. Summary All Sections                     │
│    (Corporate AR)        │    (Consolidated Master Ledger)              │
└──────────────────────────┴─────────────────────────────────────────────┘

1. Reservations

Itemizes all line-item charges, tax postings, payments, refunds, adjustments, and folio transfers logged against individual transient guest stays.

Primary Use: Reconciling guest folio charges, investigating guest billing inquiries, auditing night audit room rent/tax postings, and tracking transient payment card captures.
Key Metrics: Date, Time, Confirmation Number, Guest Name, First Name, Last Name, Room Number, Folio Number, Transaction Code, Transaction Description, Last 4 Digits, Transaction Type, Charge Type Category, Sub Charge Type name, Outlet Name, Amount, Username, Remarks, Charge Remarks, Transferred Transactions, POS Check Number, Tax Invoice Number, Fiscal Invoice Number, Company Name, Refund Reason, Quantity, Adults.

Image 10-2-26 at 8.32 AM.png — Reservations Section

2. Groups

Isolates all financial transactions, room revenue charges, catering/banquet fees, group deposit applications, and master folio settlements posted to convention group blocks.

Primary Use: Auditing group master billing accruals, verifying banquet/event revenue postings, checking group deposit utilization, and reconciling group master folios prior to invoicing.
Key Metrics: Date, Time, Group Code, Group Number, Group Name, Folio Number, Transaction Code, Transaction Description, Last 4 Digits, Transaction Type, Charge Type Category, Sub Charge Type name, Outlet Name, Amount, Username, Remarks, Charge Remarks, Transferred Transactions, POS Check Number, Company Name, Tax Invoice Number, Fiscal Invoice Number, Refund Reason, Quantity, Adults.

Image 10-2-26 at 9.29 AM.png — Groups Section

3. House Accounts

Tracks all charge debits, retail outlet sales, payment credits, and transfer adjustments posted to permanent and temporary internal house accounts.

Primary Use: Auditing internal departmental charges, retail shop sales (Sundry Shop, Market Place), banquet house account settlements, and administrative account clearances.
Key Metrics: Date, Time, House Account Code, House Account Name, Account Type, Folio Number, Transaction Code, Transaction Description, Last 4 Digits, Transaction Type, Charge Type Category, Sub Charge Type name, Outlet Name, Amount, Username, Remarks, Charge Remarks, Transferred Transactions, POS Check Number, Tax Invoice Number, Fiscal Invoice Number, Company Name, Refund Reason, Quantity, Adults.

Image 10-2-26 at 9.34 AM.png — House Accounts Section

4. Settlement Payments

Details corporate direct-bill settlements, city ledger AR payments, check receipts, and B2B account clearing entries posted against contracted corporate accounts.

Primary Use: Reconciling incoming corporate accounts receivable settlements, matching check numbers against city ledger balances, and auditing B2B account payments.
Key Metrics: Date, Time, Company Code, Company Name, Transaction Code, Transaction Description, Last 4 Digits, Transaction Type (PAYMENT), Amount, Username, Remarks, Refund Reason.

Image 10-2-26 at 9.38 AM.png — Settlement Payments Section

5. Summary All Sections

Combines all financial transaction entries from all four operational categories into a single, consolidated master ledger view.

Primary Use: Executing macro-level property financial audits, exporting complete daily transaction logs for general ledger integration, and verifying total daily property revenue/payment balance.
Key Metrics: Master consolidated table featuring all transaction fields across Reservations, Groups, House Accounts, and Settlement Payments.

Image 10-2-26 at 9.46 AM.png — Summary All Sections

Data Dictionary (Dynamic View Columns Across All 5 Sections)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing every column available across all five sections of this report:

💡 Tax & Monetary Treatment Note: Amount represents net transaction values for CHARGE entries (exclusive or inclusive depending on transaction setup) and statutory amounts for TAX entries. For PAYMENT and REFUND entries, Amount represents Gross Monetary Values (Includes Taxes & Fees).

Column Name	Section(s) Where Column Appears	Description	Data Source / System Mapping	Includes Taxes & Fees?
Date	All Sections	Official business date when the transaction was posted.	Transaction Timestamp	N/A
Time	All Sections	Exact system time when the transaction was executed.	Transaction Timestamp	N/A
Confirmation Number	Reservations, Summary All Sections	Unique reference code assigned to the transient reservation.	System Reservation ID	N/A
Guest Name	Reservations, Summary All Sections	Combined full primary guest name (`Last Name / First Name`).	`Guest Profile > Full Name`	N/A
First Name / Last Name	Reservations, Summary All Sections	Individual guest first name and last name.	`Guest Profile > First / Last Name`	N/A
Room Number	Reservations, Summary All Sections	Physical room number assigned to the stay.	`Reservation > Room Number`	N/A
Group Code	Groups, Summary All Sections	Alphanumeric master identifier assigned to the group block (e.g., `MSE`).	`Group Profile > Group Code`	N/A
Group Number	Groups, Summary All Sections	Unique master system ID assigned to the group block.	System Group Block ID	N/A
Group Name	Groups, Summary All Sections	Official title or event name of the group block.	`Group Profile > Group Name`	N/A
House Account Code	House Accounts, Summary All Sections	Unique reference code assigned to the house account folio.	System House Account ID	N/A
House Account Name	House Accounts, Summary All Sections	Official title or operational purpose of the house account.	`House Account Profile > Name`	N/A
Account Type	House Accounts, Summary All Sections	Operational classification of the house account (`Permanent` or `Temporary`).	House Account Setup	N/A
Company Code	Settlement Payments	System code assigned to the corporate profile receiving the settlement.	`Company Profile > Code`	N/A
Company Name	All Sections	Contracted corporate account name associated with the booking or settlement.	`Company Profile > Name`	N/A
Folio Number	Reservations, Groups, House Accounts, Summary All Sections	Specific PMS folio number receiving the transaction entry (e.g., `000835`).	Folio Engine ID	N/A
Transaction Code	All Sections	System transaction code mapped to the posting (e.g., `RR`, `ST`, `CT`, `MRR`, `CASH`, `FPCC`, `CHCK`).	Transaction Code Setup	N/A
Transaction Description	All Sections	Human-readable title of the transaction code (e.g., Accommodation, STATE TAX, CITY TAX, VISA).	Transaction Master Setup	N/A
Last 4 Digits	All Sections	Masked credit card account digits or check reference number.	Payment Gateway Token	N/A
Transaction Type	All Sections	System financial classification category (`CHARGE`, `TAX`, `PAYMENT`, `REFUND`).	Financial Ledger Engine	N/A
Charge Type Category	Reservations, Groups, House Accounts, Summary All Sections	Master department classification for GL routing (e.g., ROOM RENT, TRANSPORTATION, BAR 1).	Chart of Accounts Config	N/A
Sub Charge Type name	Reservations, Groups, House Accounts, Summary All Sections	Secondary sub-department revenue classification.	Chart of Accounts Config	N/A
Outlet Name	Reservations, Groups, House Accounts, Summary All Sections	Specific POS outlet, restaurant, or retail store generating the charge.	POS / Outlet Setup	N/A
Amount	All Sections	Monetary value of the posting (positive for charges/taxes, negative for payments/refunds/transfers).	Transaction Ledger Engine	🟢 Yes (Pay/Refund)
Username	All Sections	User email or staff ID of the employee who processed the entry.	System Audit Log	N/A
Remarks	All Sections	Operational comments, automated transfer descriptions, or cashier notes.	Transaction Notes Field	N/A
Charge Remarks	Reservations, Groups, House Accounts, Summary All Sections	Specific line-item charge remarks entered during charge posting.	Charge Notes Field	N/A
Transferred Transactions	Reservations, Groups, House Accounts, Summary All Sections	Folio transfer direction audit tag (`Transferred In`, `Transferred Out`, `Transferred In Transferred Out`, `Transferred Out Adjustment`).	Folio Transfer Engine	N/A
POS Check Number	Reservations, Groups, House Accounts, Summary All Sections	Point-of-sale check number for dining room or outlet charges.	POS Interface Engine	N/A
Tax Invoice Number	Reservations, Groups, House Accounts, Summary All Sections	System tax invoice reference code generated for the transaction.	Tax Invoicing Engine	N/A
Fiscal Invoice Number	Reservations, Groups, House Accounts, Summary All Sections	Legal fiscal invoice reference number for government tax compliance.	Fiscal Integration Engine	N/A
Reference External Bill Number	Reservations, Groups, House Accounts, Summary All Sections	Third-party billing or external interface reference code.	External Interface Logs	N/A
Refund Reason	All Sections	Standardized reason code selected when executing a transaction refund or reversal.	Reason Code Configuration	N/A
Quantity	Reservations, Groups, House Accounts, Summary All Sections	Number of item units posted in the transaction (e.g., `1`).	Inventory / Charge Engine	N/A
Adults	Reservations, Groups, House Accounts, Summary All Sections	Registered adult headcount linked to the room rate charge posting.	`Reservation > Occupancy`	N/A

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Section 1: Reservations
  - Room & Account Anchors (Cols 1–3): Room Number | Confirmation Number | Folio Number
  - Guest & Corporate Context (Cols 4–7): Guest Name | First Name | Last Name | Company Name
  - Audit Timestamps & Posting Details (Cols 8–18): Date | Time | Transaction Code | Transaction Description | Transaction Type | Charge Type Category | Sub Charge Type name | Outlet Name | Last 4 Digits | Quantity | Adults
  - Financial Settlement Amount (Col 19): Amount
  - Audit, Reference & Notes Metadata (Cols 20–28): Username | Remarks | Charge Remarks | Transferred Transactions | POS Check Number | Tax Invoice Number | Fiscal Invoice Number | Reference External Bill Number | Refund Reason
- Section 2: Groups
  - Group & Account Anchors (Cols 1–4): Group Code | Group Number | Group Name | Folio Number
  - Corporate Context (Col 5): Company Name
  - Audit Timestamps & Posting Details (Cols 6–16): Date | Time | Transaction Code | Transaction Description | Transaction Type | Charge Type Category | Sub Charge Type name | Outlet Name | Last 4 Digits | Quantity | Adults
  - Financial Settlement Amount (Col 17): Amount
  - Audit, Reference & Notes Metadata (Cols 18–26): Username | Remarks | Charge Remarks | Transferred Transactions | POS Check Number | Tax Invoice Number | Fiscal Invoice Number | Reference External Bill Number | Refund Reason
- Section 3: House Accounts
  - House Account Anchors (Cols 1–4): House Account Code | House Account Name | Account Type | Folio Number
  - Corporate Context (Col 5): Company Name
  - Audit Timestamps & Posting Details (Cols 6–16): Date | Time | Transaction Code | Transaction Description | Transaction Type | Charge Type Category | Sub Charge Type name | Outlet Name | Last 4 Digits | Quantity | Adults
  - Financial Settlement Amount (Col 17): Amount
  - Audit, Reference & Notes Metadata (Cols 18–26): Username | Remarks | Charge Remarks | Transferred Transactions | POS Check Number | Tax Invoice Number | Fiscal Invoice Number | Reference External Bill Number | Refund Reason
- Section 4: Settlement Payments
  - Company Context & Account Anchors (Cols 1–2): Company Code | Company Name
  - Audit Timestamps & Posting Details (Cols 3–8): Date | Time | Transaction Code | Transaction Description | Transaction Type | Last 4 Digits
  - Financial Settlement Amount (Col 9): Amount
  - Audit & Settlement Notes Metadata (Cols 10–12): Username | Remarks | Refund Reason
- Section 5: Summary All Sections
  - Primary Operational Anchors (Cols 1–9): Room Number | Confirmation Number | Group Code | Group Number | Group Name | House Account Code | House Account Name | Folio Number | Account Type
  - Guest Details & Company (Cols 10–13): Guest Name | First Name | Last Name | Company Name
  - Audit Timestamps & Posting Details (Cols 14–24): Date | Time | Transaction Code | Transaction Description | Transaction Type | Charge Type Category | Sub Charge Type name | Outlet Name | Last 4 Digits | Quantity | Adults
  - Financial Settlement Amount (Col 25): Amount
  - Audit, Reference & Notes Metadata (Cols 26–34): Username | Remarks | Charge Remarks | Transferred Transactions | POS Check Number | Tax Invoice Number | Fiscal Invoice Number | Reference External Bill Number | Refund Reason

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Background Export	Allows users to download up to 365 days of data directly to their computer in CSV format.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Bar Chart	Displays report data in a visual bar chart format.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

Dynamic Section Grouping: Group transaction entries on the fly by Transaction Type (CHARGE, TAX, PAYMENT, REFUND), Transaction Code, Transaction Description to evaluate posting patterns.

Image 10-2-26 at 9.48 AM.png — Example of **Group By** View

Visual Charts Display: Generates a visual chart of all posted transaction amounts across a specified time period.

Image 10-2-26 at 9.50 AM.png — Example of **Bar Chart** View

Advanced Controls

Exporting & General Ledger Auditing: Download in Excel or PDF format to support end-of-month general ledger tie-outs, external tax authority audits, or night audit documentation.
Filtering: Filter data by specific Transaction Type, Transaction Code, Charge Type Category, Username, or date ranges.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-value adjustments, negative charge entries, or manual tax overrides.

Within 💳 Payments & Transactions & ⚖️ Ledgers & Trial Balance:

Payment Activity – Line-item transaction audit capturing token details and gateway approvals for all payments.
All Payments – Complete transaction ledger logging all cash, check, credit card, and direct-bill payment receipts.
Authorized Payments – Audit credit card authorization holds, capture approvals, and card refund processing.
Adjustments & Refunds Activity – Track rate write-offs, charge adjustments, and cash/card refund transactions.
Trial Balance – Translate daily transaction postings into formal General Ledger asset, liability, and revenue control accounts.
Day End Summary – Review consolidated daily revenue, tax, payment, and deposit blueprints at business date close.

Cross-Pillar Deep Dives:

🏛️ Taxes & Expenses: To audit tax percentage setups and statutory tax accruals, review Tax Summary or Active Taxes & Charge Types.
📬 Billing & Receivables (AR): To inspect corporate accounts receivable direct-bill settlements, review Direct Bill Ledger Details.