Journal by Transaction
Journal by Transaction provides a detailed view of all billing items and payments posted within a cash register session or date range. It is used to audit and reconcile transactions across reservations, cashiers, and room types.
See the main Troubleshooting page for general issues, or Cashiering Overview for cashier-related issues.
Access
From the sidebar: Cashiering → Journal by Transaction. You must complete Cash Register Login first if prompted.
Filters
| Filter | Description |
|---|---|
| Date Range | Start and end date for the journal. Defaults to the current business date. |
| Room Class | Filter by room class. |
| Room Type | Filter by room type (narrows when room class is selected). |
| Room | Filter by a specific room number. |
| Cashier | Filter by a specific cash register user, or view all. |
| Group By | Group results by Reservation No, Cashier, Transaction Code, or Room No. |
| Columns | Toggle which columns are visible in the table. |
Tabs
The journal is split into four tabs:
| Tab | Description |
|---|---|
| Items | All active (non-voided) billing charges posted in the selected range. |
| Payments | All active (non-voided) payments posted in the selected range. |
| Voided Items | Charges that have been voided. Shown in red. |
| Voided Payments | Payments that have been voided. Shown in red. |
Each tab shows a count of records in its label.
Grouping
When Group By is set to anything other than "No Grouping", the table switches to a tree/grouped view. Each group can be expanded to see individual transactions within it.
Available groupings:
- No Grouping — flat list, sorted by reservation then transaction code and date
- Group by Reservation No — one group per reservation
- Group by Cashier — one group per cash register user
- Group by Transaction Code — one group per transaction code
- Group by Room No — one group per room
Columns
Typical columns for Items include: reservation ID, room number, guest name, transaction code, description, quantity, unit price, total amount, business date, posted date, cashier.
Typical columns for Payments include: reservation ID, room number, guest name, payment code, amount, business date, cashier.
Use the Columns toggle to show or hide specific columns. Your column preferences are saved per browser session.
Common FAQs
Why don't I see any data? Check that the date range is correct and that transactions were posted on those dates. If filtering by cashier, ensure the correct cashier is selected.
What is the difference between Items and Voided Items? Items shows active charges. Voided Items shows charges that were voided — they are still recorded for audit purposes but do not count toward the guest balance.
Can I export the journal? Export functionality depends on your configuration. Check for an export button on the page.
See also
- Transaction — Post charges and payments on individual folios.
- Cashier Shift — Open and close shifts; reconcile daily activity.
- Room Routing — View and manage routing rules across reservations.
- Billing Reports — Revenue and payment reports by date range.
- Night Audit — Close the business date after reconciling cashier activity.