Transactions report

Report Objective

This report serves as a control tool for front office staff, helping to:

• Collect and compare transaction data registered in SabeeApp with cash register and bank terminal records.
• Monitor deposit payments and refunds efficiently.

Data Scope

The report is based solely on payments, meaning it does not include reservation details or invoices.

Payment Creation Methods Considered:

1. Manual Payments:
   • Using the "Create Payment" or "Create Group Payment" button on a reservation or group reservation page.
   • Using the "Add New Payment" button on prepayment invoices, group prepayment invoices, invoices, and group invoices.
2. Automatic Payments:
   • Payments processed through the Internet Booking Engine (IBE) when an online payment option (e.g., PayPal, Paystack, SabeePay) is enabled.
3. SabeePay Transactions: (Only available if the SabeePay module is active.)
   • Includes both completed payments and refunds (negative balances).
4. Quick Order Payments:
   • Payments registered in the Quick Order menu, whether an invoice was issued or not.
5. System-Generated Payments: (e.g., automatic Virtual Card (VCC) charges – coming soon.)

Filtering Options

📅 Date Picker

• Select from predefined date ranges or a custom date range.
• Filters payments based on the creation date (not the registration date).
• The custom date range limit of 31 days has been removed, allowing selection of any interval for comprehensive transaction monitoring (e.g., quarterly reviews).
• The earliest selectable date is the account's subscription date.

👤 Created By

Filter payments by the user who created them:

• Booker → Only applies to payments from IBE reservations, where the booker created the payment.
• System Generated → Applies to automatic VCC payments (coming soon), created by a system cron job.
• User → Lists SabeeApp users with Owner or Operator roles (excludes Visitor & Housekeeper accounts by default).
• A search field is included for easy filtering when multiple users exist.

💳 Payment Type

• Lists all available payment methods.

💱 Currency

• Filters transactions based on default and custom currencies.

📌 Status

• Filters by reservation status (Confirmed, Option, Cancelled, No-show).

📝 By default, all room types (Room, Technical, Garage, Conference Room) – including deleted or inactive types – are considered. All filter options are pre-selected but can be adjusted as needed.

Important Notes

• If no filters are selected for Created by, Payment Type, Currency, or Status, the report includes all available data by default.

• The Payment Summary Table and Exchange Gain/Loss Summary Table behave differently:

  • If the Payment Type or Currency filter is used, the Summary Table only shows matching transactions. If a selected option has no relevant data, it still appears but with a value of 0.
  • If the Summary Table has no relevant results at all, it is not displayed. However, detailed tables still appear with headers and an empty state message.

  Example:

  If Cash EUR and Transfer HUF contain data, they will appear in the table. However, if Cash HUF and Transfer EURhave no data, they will still be shown but filled with zeros.

🔍 Search Behaviour

• In the "Transaction Details" and "Gain & Loss Details" tables, the search field only activates after pressing "Enter" or clicking the magnifying glass icon.
• Summary tables always reflect filtered data—if a transaction is filtered in the search field, the Summary Table will only show results matching that transaction.

📊 Report Tables

The report contains 4 key tables:

1️⃣ Payment Summary Table

Provides an overview of collected payments across various currencies within the selected date range.

• Includes unallocated payments (from reservations without an assigned room) for accurate reporting.
• Data dynamically adjusts based on applied filters.

2️⃣ Transaction Details Table

• Lists all transactions individually.
• Date & Time columns merged into a single column.
• Invoice Number column:
  • Displays invoice numbers for payments linked to invoices.
  • If a payment is not attached to an invoice, the column remains empty.
• Quick Order payments:
  • The "Order Name" column displays the order’s name.
  • If an invoice was issued, the "Invoice Number" column will be filled accordingly.
• Unallocated payments (belonging to reservations without a room assigned) are included for accuracy.
• Credit Card transactions → The "Card Number" column displays only the last 4 digits.
• Online payments (SabeePay, PayPal) → The "Transaction ID" column is filled.
• All columns are sortable; users can hide columns or search for specific data.
• Search starts only after pressing "Enter" or clicking the search icon.

3️⃣ Exchange Rate Gain & Loss Summary

Follows the same structure as the Payment Summary Table, but includes only a single row for "Exchange Rate Gain / Loss".

4️⃣ Gain & Loss Transaction Details

• Lists system-generated payments for exchange rate differences.
• Includes the following details:
  • Date & Time → When the "Clear Balance" button was pressed.
  • Payment Amount → The amount of the system-generated adjustment.
    • Exchange Rate Loss → Displayed as "+" amount.
    • Exchange Rate Gain → Displayed as "-" amount.
  • Currency → The currency used on the invoice.
  • Invoice Number, Group ID, Reservation Code, Room Number → Related booking details.

📄 Exporting & Printing the Report

• The report can be printed or exported to an Excel file.
• The exported/printed version respects all applied filters and search results, ensuring consistent data representation.
• Each table in a report generates a separate sheet, and empty tables result in empty sheets.