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Dynamic Charge Details Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🧾 Guest Folios & Billing

Target Roles: Night Auditors, Hotel Controllers, Front Office Managers, Finance Managers, Accounting Supervisors, General Managers

Key Value: Audit automated variable and per-person fee postings (such as local city taxes, resort fees, or occupancy surcharges), verify tax calculations, track exempt guest stays, inspect adjustment statuses, and ensure full compliance with municipal tax regulations.

Executive Summary

The Dynamic Charge Details Report is a specialized billing audit, municipal tax compliance, and automated fee reconciliation document within the 🧾 Guest Folios & Billing category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete operational and financial visibility over auto-calculated guest fees (such as per-person city taxes, tourist surcharges, or dynamic resort fees), it itemizes both posted fee charges and qualified tax-exempt stays.

  • By organizing dynamic charge transactions into 2 defined report sections: Dynamic Charge Posting Details and Dynamic Charge Exempted Details, this report enables night auditors, controllers, and finance teams to reconcile posted fee revenues (Dynamic Charge Posting Details) against approved tax-exempt reservations (Dynamic Charge Exempted Details). It correlates guest stay parameters (Date, Room Number, Transaction Number, Transaction Name, First Name, Last Name, Check In Date, Check Out Date, Room Rate, Daily Room Rate, Adults, Children, Total Guests) with dynamic fee calculations (Charge Code, Charge Description, Amount, Dynamic Charge Per Person, Taxes, Adjustment Status, Folio Name).

Key Capabilities

  • Two-Section Regulatory Audit Structure: Separates posted dynamic charges (Dynamic Charge Posting Details) from approved tax-exempt stays (Dynamic Charge Exempted Details) for thorough municipal tax reporting.

  • Per-Person Dynamic Fee Calculation: Itemizes dynamic surcharge rates per occupant (Dynamic Charge Per Person) alongside total guest headcounts (Adults, Children, Total Guests) and calculated total fee postings (Amount).

  • Municipal Tax & Surcharge Compliance: Audits charge codes (Charge Code, e.g., 7700) and charge descriptions (Charge Description, e.g., City Tax) to satisfy local authority tax audit standards.

  • Exempt Guest Governance: Identifies qualifying tax-exempt stays (such as long-term corporate stays, government diplomatic exemptions, or minor headcounts) in a dedicated audit section.

  • Folio & Transaction Traceability: Maps dynamic charge postings directly to unique PMS transaction identifiers (Transaction Number), folio bucket assignments (Folio Name), and posting modification flags (Adjustment Status).

Report Views & Functional Breakdown

The Dynamic Charge Details Report presents dynamic fee posting and exemption data in a structured matrix across 2 defined sections:

┌────────────────────────────────────────────────────────────────────────┐
│               DYNAMIC CHARGE DETAILS REPORT                            │
├────────────────────────────────────────────────────────────────────────┤
│                       2 Defined Report Sections                        │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Dynamic Charge        │ 2. Dynamic Charge        │                  │
│    Posting Details       │    Exempted Details      │                  │
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Dynamic Charge Posting Details Section

Monitors all posted dynamic charges, local city taxes, and per-person surcharges billed to guest folios.

  • Primary Use: Auditing daily city tax postings, verifying per-person fee multipliers, inspecting tax liabilities, and reconciling night audit billing runs.

  • Key Metrics: Date, Room Number, Transaction Number, Transaction Name, Adults, Total Guests, Charge Code, Charge Description, Dynamic Charge Per Person, Amount, Taxes.

Image 10-12-26 at 2.53 PM.png
Dynamic Charge Posting Details Section
2. Dynamic Charge Exempted Details Section

Logs guest reservations and folio stays that have been granted official tax-exempt or fee-exempt status.

  • Primary Use: Verifying tax-exemption eligibility, auditing diplomatic or long-stay tax waivers, and preparing documentation for tax authority audits.

  • Key Metrics: Date, Room Number, Transaction Number, Transaction Name, Check In Date, Check Out Date, Adults, Children, Room Rate, Daily Room Rate, Adjustment Status, Folio Name.

Image 10-12-26 at 2.57 PM.png
Dynamic Charge Exempted Details Section

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 20 unique columns available across the 2 report sections:

💡 Fee Calculation Note: Amount in Section 1 represents the total dynamic fee billed for the day (Amount = Dynamic Charge Per Person x Per Adult) or (Amount = Dynamic Charge Per Person x Total Guests) depending on the country requirements. Daily Room Rate reflects the average base room charge calculated across the stay duration (Daily Room Rate = Room Rate ÷ Nights).

Column Name

Section Applicability

Description

Data Source / System Mapping

Includes Taxes & Fees?

Date

Both Sections

Calendar date on which the charge or exemption was recorded.

PMS Folio Audit > Posting Date

N/A

Room Number

Both Sections

Physical guest room assigned to the reservation.

PMS > Assigned Room Number

N/A

Transaction Number

Both Sections

Primary unique PMS transaction or reservation identifier.

PMS Billing > Transaction ID

N/A

Transaction Name

Both Sections

Combined full name of the registered folio holder.

Guest Profile > Full Name

N/A

First Name

Both Sections

First name of the primary registered guest.

Guest Profile > First Name

N/A

Last Name

Both Sections

Last name of the primary registered guest.

Guest Profile > Last Name

N/A

Check In Date

Both Sections

Scheduled or actual check-in date.

Reservation System > Arrival Date

N/A

Check Out Date

Both Sections

Scheduled or actual check-out date.

Reservation System > Departure Date

N/A

Room Rate

Both Sections

Total base room revenue billed for the stay duration.

Folio Posting > Base Room Revenue

❌ No

Daily Room Rate

Both Sections

Calculated average base room rate per night (Room Rate ÷ Nights).

Folio Posting > Average Daily Rate

❌ No

Adults

Both Sections

Count of registered adult occupants in the room.

Reservation System > Adult Count

N/A

Children

Both Sections

Count of registered child occupants in the room.

Reservation System > Child Count

N/A

Total Guests

Section 1

Combined headcount of all occupants (Adults + Children).

Reservation System > Total Occupants

N/A

Charge Code

Section 1

System alphanumeric code representing the dynamic charge (e.g., 7700).

PMS Charge Setup > Charge Code

N/A

Charge Description

Section 1

Official title of the dynamic charge (e.g., City Tax, Resort Fee).

PMS Charge Setup > Description

N/A

Amount

Section 1

Total daily dynamic surcharge amount billed to the folio.

Folio Posting > Dynamic Surcharge

❌ No

Dynamic Charge Per Person

Section 1

Base unit surcharge rate charged per individual guest per night.

PMS Dynamic Setup > Rate Per Person

❌ No

Taxes

Section 1

Additional tax amount applied on top of the dynamic charge.

Folio Posting > Tax Amount

🟢 Yes

Adjustment Status

Both Sections

Indicator code or status denoting fee adjustments or manual overrides.

PMS Billing > Adjustment Flag

N/A

Folio Name

Both Sections

Target folio bucket where the charge was posted (e.g., GENERAL, 1).

PMS Billing > Folio Bucket

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: Dynamic Charge Posting Details

      • Transaction Audit & Location (Cols 1–3): Date | Room Number | Folio Name

      • Reservation Identification (Col 4): Transaction Number

      • Guest Profile Identification (Cols 5–7): Transaction Name | First Name | Last Name

      • Stay Itinerary (Cols 8–9): Check In Date | Check Out Date

      • Occupancy Demographics (Cols 10–12): Total Guests | Adults | Children

      • Charge Classification (Cols 13–14): Charge Code | Charge Description

      • Financial Ledger & Tax Audit (Cols 15–19): Amount | Dynamic Charge Per Person | Taxes | Daily Room Rate | Room Rate

      • Adjustment Status (Col 20): Adjustment Status

    • Section 2: Dynamic Charge Exempted Details

      • Exemption Location & Audit (Cols 1–3): Date | Room Number | Folio Name

      • Reservation Identification (Col 4): Transaction Number

      • Guest Profile Identification (Cols 5–7): Transaction Name | First Name | Last Name

      • Stay Itinerary & Timestamps (Cols 8–9): Check In Date | Check Out Date

      • Exemption Occupancy Demographics (Cols 10–11): Adults | Children

      • Tariff Valuation (Cols 12–13): Daily Room Rate | Room Rate

      • Adjustment Status (Col 14): Adjustment Status

Report Toolbar & Quick Actions

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

Icon

Action / Feature

Description
Image 9-29-26 at 1.04 PM.png

Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Advanced Controls

  • Exporting & Tax Authority Filings: Download in Excel or PDF format to submit monthly city tax declarations and tourist fee audit filings directly to local municipal tax authorities.

  • Filtering: Filter Section 1 by Charge Description = City Tax to reconcile city tax general ledger accounts, or filter Section 2 by Adults > 0 to audit tax-exempt adult stays.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-dollar tax postings (Amount > €50), zero-rate stays (Daily Room Rate = $0), or adjusted transactions.

Within 🛎️ Front Desk & Guest Services & 🧾 Guest Folios & Billing:

  • In House List – Real-time guest register detailing active room occupants, rate plans, and room assignments.

  • Departures Details – Comprehensive manifest tracking daily scheduled guest departures, folio numbers, and outstanding balances.

  • Service Recovery – Audit report tracking guest service recovery rate adjustments and fee allowances.

Cross-Pillar Deep Dives:

  • ⚖️ Ledgers & Trial Balance: Reconcile daily city tax postings (Amount) against municipal tax liability accounts in Trial Balance and Tax Report.

  • 💳 Payments & Transactions: Verify tax and surcharge payment collections in Settlement By Payment Type.