Reports and compliance

The books

Every closed day is posted, two-sided, into a ledger you can read as a journal, a trial balance, a P&L and a balance sheet — and hand to Tally.

Reports → B5 · Financial and ledger carries the books. Nothing is typed into them by the desk: when the night audit closes a day, that day's charges, taxes, collections, restaurant bills and credit notes are posted as one balanced journal, and the folios and the books agree to the rupee.

Night audit journal is one closed day, line by line: the guest ledger and the city ledger on one side, revenue by head, output GST by rate and each tender on the other. The last rows check the books against the open bills — *agrees* is what you want to see.

General ledger is every line of a period, account by account, with a running balance. Journals lists the period's journals — the night's, any posted by hand, and any reversal.

Trial balance is the period: opening balance, the period's debits and credits, and the closing balance on each account. Profit & loss is revenue by department the way a hotel reads it (rooms, food & beverage, banquets, other), then expenses, then the result. Balance sheet is as at a date.

Chart of accounts is the list itself. Rename an account, change its Tally name or Tally group, or retire one; the night's journal still finds the right account because it goes by the account's *role*, not its name.

A day that changes after it closed — a void, a credit note, a late restaurant bill — is not edited in the book. The old journal is reversed and the day is posted again, and both stay visible. Locking a month (an administrator, a manager or back office) stops anything landing in it; a correction to a locked month lands on the open date and says so.

Tally. *Tally masters* is a one-time file of the ledgers with their Tally groups; *Tally vouchers* is the period's journals. Import both in TallyPrime (Gateway of Tally → Import → Masters, then Vouchers). Importing the same period twice alters rather than duplicates.

Not in the books yet: vendor bills and other expenses (post them by hand for now), bank reconciliation, e-invoicing.

More in Reports and compliance

Running a reportPick it, set the hotel and the dates, Run. Export CSV for anything that leaves the building. Which report answers which questionForty reports, grouped by the question somebody actually asked. The occupancy heatmapEvery hotel you may see, the month day by day: rooms, occupancy and ARR in each cell, coloured by occupancy, last year beneath, the month summed on the right. The log: everything that happened, on one pageOperations → Log is every kind of event for this hotel in one list — bookings, rooms, messages, mail, channel traffic, support access — newest first, seven days by default. GST, GSTR-1 and the tax invoiceWhat the system produces, and the two things it does not do. What an auditor will ask forThe six reports that get asked for every time, and what each proves. How many rooms are leftThe night-by-night availability sheet: rooms, out of order, sold, on hold and what is left to sell, per room type and in total. What to run daily, weekly and monthlyA short habit that catches most problems while they are still small. What the reports cannot do yetFixed reports, run and exported by hand. There is no report builder and no scheduling. Bank accounts, cash and chequesEach bank account and petty cash float has its own ledger; the till's cash is deposited to a named account; a company's cheque is deposited, clears, or bounces — and the books follow each step. Bank reconciliation — the statement and the books, line by lineImport the bank's statement, let the rules match it to the books, finish the rest by hand, and read the reconciliation statement: books, plus what the bank has not seen, less what the books have not seen, equals the bank. Banquet finance — an event is a ledger of its ownDeposits by milestone, the fee when a client lets go, the florist's bill and the food issued tagged to the function, the salesperson's cut — and the margin each event made. Cash position — what is in the bank, what leaves, what comes in, day by dayEvery bank account with the books' balance and the bank's, what neither side has seen, the sanctioned limit; every rupee owed or held, dated; the balance for the next thirty days; who may sign; funding a sister hotel. Collections — reminders, write-offs and the provisionPast-due bills are chased by mail on a schedule, each is assigned to somebody with a promise date, a debt is forgiven only with a second signature, and the books carry a provision for what may not come. Commission bills and the group's own feesA travel agent that invoices the hotel for commission gets its month's bill raised from the bookings it sent; the management fee or franchise royalty is raised from the month's revenue by a rule. Connectors — a batch leaves the books once, and says where it wentMap the chart to the other system's ledgers, build a batch of journals for a period with control totals and a hash, send it (Tally bridge, Zoho, QuickBooks, a file), read back what the other side said; issue keys for systems that post into the books, and read the rejection queue. Cost of sales — the stock ledger in the booksWhat the kitchen used is the cost of the day; what sits on the shelf is an asset. From the day you switch it on, the night audit reads the stores. CSV, QuickBooks, webhooks and the warehouse feedA batch as a CSV with the mapped codes; QuickBooks Online through the same batch machinery; signed webhooks for posted, recorded, approved and paid events; the nightly line-level CSV for a warehouse. E-invoices — the B2B invoice is registered with the IRP and carries its signed codeAbove ₹5 crore a B2B invoice is registered with the Invoice Registration Portal the moment it closes; the IRN, acknowledgement and signed QR come back and print on the invoice; cancel within 24 hours, else a credit note. Fixed assets — a thing the hotel owns is numbered, and wears outEvery asset is a row with a tag, a cost, a life under two books, an insurance date and a history; depreciation is a monthly run; a count says what could not be found. Gateway settlements — what Razorpay, PhonePe and the card machine paid, and what they keptImport (or pull) the gateway's settlement, match each line to the payment the desk took, post one journal per settlement: the bank gets the net, 5060 gets the fee with its input GST, and the card / UPI receivable comes down by the gross. GST returns — GSTR-1 and GSTR-3B from the books, frozen when prepared, amended by the differencePrepare GSTR-1 (the portal's JSON) and GSTR-3B (the tables) for a registration and a month from the documents, the bills and the channels' TCS; download; mark filed with the ARN; read what changed since as next month's amendments; check that the ledger's output tax agrees. OTA and aggregator statements — what the channel collected, what it kept, what it paidImport MakeMyTrip's, Booking.com's, Agoda's, Zomato's or Swiggy's payout statement; every line is matched to its booking's invoice (or the order's payment); posting settles the invoices through the receivable — commission, GST on it, TCS, TDS and the net — or, for an aggregator, writes one journal. Packages, free nights, gift cards — revenue the books read rightA CP rate is a room and a breakfast; the books split it, the bill does not. A free night is an expense with an approver's name on it. A gift card is money held, until it is spent or it expires. Paying vendors — the payment runVendors are paid in runs: one person proposes what is due, another approves, the money goes with its UTR, the books and the bills follow; advances, debit notes and failed payments have their own doors. Purchase matching — the credit is only what the supplier declaredImport the month's GSTR-2B from the portal; every line is matched to the bills by GSTIN and invoice number; mismatches are named in words; accept, reject or keep pending each line (IMS) and export the actions; write to the supplier from the row. Receivables — who owes what, bill by billEvery bill moved to a company or an agent is an invoice with a due date; record what they paid against it, with the TDS they deducted; the ageing reads by due date. Tally — the day lands once, and Tally's GSTR-1 equals oursJournals go as Journal vouchers by the mapped ledger names; documents go as Sales / Credit Note / Receipt / Purchase / Payment vouchers with the party's GSTIN and the tax ledgers by rate; every voucher carries our id so a re-send alters instead of duplicating; the Tally Bridge on the accountant's PC moves the batches and reads Tally's ledger list back. TDS returns — the deduction is returned on 26Q, the credit is claimed against 26ASForm 26Q for the quarter in the RPU's text from what was deducted and deposited; the 16A certificates customers send, matched to the receipts; Form 26AS imported and reconciled on both sides; the channels' TCS against GSTR-2X. TDS — the deduction is a dated rule, and the threshold is per yearThe rates and thresholds are rows with effective dates; the year's aggregate is what the threshold is tested against; every deduction, challan and the 26Q rows are reports. The accounting API — the routes the pages use, for anyone who signs inEvery screen of the ledger, receivables, payables, bank, tax and connectors is a versioned REST route under /api with a capability; the same routes serve an integration that holds a session or an integration key. The revenue reportThe money of a period, one row per bill, narrowed every way the owner asks. Vendor bills — matched before they are owedA vendor's bill is captured for the hotel, a goods bill is matched against the GRN and the PO, and approval is the moment it is owed: TDS held back, one journal posted. Vendors — who the group buys from, and the two-person rule on their bank accountA vendor belongs to the group, says who it is for GST and TDS, and its bank account is changed only by a proposal that a second login approves. Zoho Books — the books are mirrored, each day onceStore the Zoho organisation and its OAuth refresh token under the vault key; pull Zoho's chart into the mapping; send journals, invoices, customer payments (with the TDS withheld), credit notes and bills as batches; Zoho's answers and ids come back to the batch.