Day End Summary .ng | HotelKey Knowledge Base

Day End Summary Report Overview

Parent Hub: 💰 Finance & Accounting Reports

Category: ⚖️ Ledgers & Trial Balance

Target Roles: Directors of Finance & Controllers, Night Auditors, Accounting Managers & Clerks

Key Value: Provide a consolidated financial blueprint of all monetary transactions processed during the operational day across gross revenues, tax accruals, payment tenders, and advance deposits to streamline end-of-day general ledger reconciliation.

Executive Summary

The Day End Summary Report is a core financial reconciliation blueprint within the ⚖️ Ledgers & Trial Balance module. Designed for end-of-day auditability and general ledger governance, it synthesizes all monetary activity executed across the property during the operational business day into four distinct financial pillars.

By mapping revenue postings (Revenue & Charges), municipal and state tax liabilities (Tax Information), settlement tenders (Payment Information), and advance prepayments (Deposit Information) directly to the processing staff member (Username), this report enables night auditors and controllers to verify gross operational earnings, audit daily tax accruals, balance cashier payment collections, and establish baseline figures for General Ledger (GL) posting.

Key Capabilities

Four Financial Audit Pillars: Divided into gross charges (Revenue & Charges), tax liabilities (Tax Information), settlement tenders (Payment Information), and advance prepayments (Deposit Information).
Staff Accountability Tracking: Maps every posted charge, tax adjustment, payment tender, and cash deposit directly to individual staff accounts (Username).
Net Revenue & Adjustment Visibility: Captures both positive gross charges (ROOM RENT, WIFI, PET FEE) and negative line-item adjustments (Parking, FOOD) for exact audit trail reconciliation.

Report Views & Functional Breakdown

The Day End Summary Report presents daily financial operations across four structured operational sections:

┌────────────────────────────────────────────────────────────────────────┐
│                        DAY END SUMMARY REPORT                          │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Revenue & Charges     │ 2. Tax Information       │ 3. Payment       │
│    (Gross Operations)    │    (Accrued Liabilities) │    Information   │
├──────────────────────────┴──────────────────────────┴──────────────────┤
│ 4. Deposit Information (Prepayments & Advance Tender)                  │
└────────────────────────────────────────────────────────────────────────┘

1. Revenue & Charges

Audits gross revenues, ancillary fees, and operational charge adjustments posted across property folios during the business day.

Primary Use: Establishing gross operational revenue baselines per charge code and auditing staff posting attributions.
Key Metrics: Charge Type (ROOM RENT, WIFI, Parking Fee, FOOD), Username, Amount.

Image 8-13-26 at 3.03 PM.png — Revenue & Charges Section

2. Tax Information

Itemizes municipal, state, and sales tax accruals generated across all taxable daily sales.

Primary Use: Verifying daily tax ledger accruals, monitoring tax adjustments, and ensuring compliance with tax remittance rules.
Key Metrics: Tax Type (City Tax, Sales tax, State Tax), Username, Amount.

Image 8-13-26 at 3.06 PM.png — Tax Information Section

3. Payment Information

Tracks all settlement tender processed for active guest stays, house accounts, and settled folios during the operational day.

Primary Use: Balancing daily merchant gateway credit card batches, verifying physical cash drops, and auditing cashier shift settlements.
Key Metrics: Payment Type (CREDIT CARD, CASH, CHECK), Username, Amount.

Image 8-13-26 at 3.08 PM.png — Payment Information Section

4. Deposit Information

Isolates advance prepayments, pre-arrival deposit collections, and cash deposits logged for future stay commitments.

Primary Use: Balancing unearned revenue ledgers, auditing advance deposit postings, and tracking cash flow commitments.
Key Metrics: Payment Type (Cash Posted, Credit Card Deposit), Username, Amount.

Image 8-13-26 at 3.10 PM.png — Deposit Information

Data Dictionary (Dynamic View Columns)

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

💡 Tax Treatment Note: Revenue charges (ROOM RENT, FOOD, WIFI, etc.) in the Revenue & Charges section represent net amounts exclusive of taxes. The Amount fields in Payment Information and Deposit Information represent Gross Amounts (Includes Taxes & Fees).

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Charge Type	System revenue or fee posting classification (e.g., `ROOM RENT`, `PET FEE`).	Transaction Code Configuration	❌ No
Tax Type	Specific statutory tax classification (e.g., `City Tax`, `Sales tax`, `State Tax`).	Tax Engine Configuration	N/A
Payment Type	Settlement method or deposit category (e.g., `CREDIT CARD`, `CASH`, `Cash Posted`).	Tender Configuration	N/A
Username	User email or staff identifier of the user who posted the charge or payment.	System Audit Log	N/A
Amount	Total financial value for the charge, tax accrual, or payment tender entry.	Ledger Posting Engine	Depends on Section

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preference saves 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: Revenue & Charges
  - Charge Category & User (Cols 1–2): Charge Type | Username
  - Financial Total (Col 3): Amount
- Section 2: Tax Information
  - Tax Category & User (Cols 1–2): Tax Type | Username
  - Financial Total (Col 3): Amount
- Section 3: Payment Information
  - Payment Tender & User (Cols 1–2): Payment Type | Username
  - Financial Total (Col 3): Amount
- Section 4: Deposit Information
  - Deposit Tender & User (Cols 1–2): Payment Type | Username
  - Financial Total (Col 3): Amount

Advanced Controls

Exporting & Audit Delivery: Download in Excel or PDF format to attach supporting documentation to daily night audit packs or General Ledger posting journals.
Filtering: Filter data by specific Username, Charge Type, or Payment Type.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight negative charge adjustments (Amount < $0.00) or high-value cash deposits.

Within ⚖️ Ledgers & Trial Balance:

Trial Balance Report – Translate daily property activity into strict General Ledger asset, liability, income, and expense accounts.
Balance Details Report – Comprehensive ledger roll-forward detailing starting balances, credits, debits, and ending balances per category.
Closed Folio Balances Report – Track daily financial shifts and balances on post-settlement closed accounts.
Control Report – Audit cashier shift cash drawers, paid-outs, and credit card processing gateway batches.

Cross-Pillar Deep Dives:

💳 Payments & Transactions: To inspect itemized token details or cashier shift logs, cross-reference All Payments or Payment Transactions.
🏛️ Taxes & Expenses: To audit tax percentage rules and verify taxable vs. tax-exempt revenue codes, review Active Taxes and Charge Types or Tax Summary.
📈 Forward Revenue & Analytics: Looking for forward-facing revenue projections or macro performance metrics (like RevPAR or ADR)? Please visit the [📈 Revenue & Analytics] reporting hub.