> ## Documentation Index
> Fetch the complete documentation index at: https://help.kwentra.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Journal By Department Report

> Report's Business Value: This Report is very essential for any Financial Employee as it exports all transactions created by cashiers/receptionists on any revenue or payment department in the hotel....

**Report's Business Value:**

This Report is very essential for any Financial Employee as it exports all transactions created by cashiers/receptionists on any revenue or payment department in the hotel.

The benefits of the report are not limited to the below points:

* Review revenue & payment transactions between 2 selected dates.
* Review cancelled transactions between 2 selected dates.
* Review all cashiers transactions created between 2 selected dates.
* Review system generated transactions.
* Review POS invoices.

**How it works?:**

**[Reports → FO → Journal by department](https://manage.kwentra.com/reports/Income/Journal%20By%20Department/)**

1. Select the dates you would like to view the transactions on.
2. **Optional:** select the revenue or payment department you would like to review the transactions for, if left blank you will get all revenue and payment transaction codes.
3. **Optional:** you can select to view the transactions made on a specific room number for the selected dates.
4. **Optional:** choose whether you would like to see the cancelled transactions or not by selected **Show or Don't show** for the canceled transactions.
5. **Optional:** choose to see the debit amounts of the transactions in the report to exclude or to include the taxes applied to it.
6. **Optional:** choose a certain cashier to view their transactions between 2 selected dates, leaving it blank will get you all cashiers who added transactions for the report's dates.
7. Choose the Export option you desire i.e. Excel "XLS / XLSX / ODS" or PDF.

**Report Columns Outcome:**

This report is grouped by each transaction code departmental group with a total at the end of each group.

This report returns the real-time actual date & time of the transaction and not the system's audit date.

* **Actual Date:** returns the real-time date to when the transaction has been recorded by the cashier or the system.
* **Posting ID:** returns the unique serial number of the charge on the system, no 2 charges can ever have the same ID.
* **Invoice no:** returns the POS invoice ID if the transaction is related to a table on POS.
* **Guest Name:** returns the guest name that the transaction has been applied to.
* **Res ID:** returns the guest's unique reservation ID, no 2 reservations on the system could ever have the same reservation ID.
* **Room no:** returns the guest's room number.
* **Cashier:** returns the employee's username on the system who applied the transaction, if this was an automated charge from the system it will recorded under admin/9999.
* **Foreign Amount:** only in the case wherein the charge was added in a foreign currency and not the default currency of the system, it will appear under this column with the actual amount.
* **Currency:** returns the currency that was used to apply the mentioned charge.
* **Debit Gross:** returns the amount of the transaction in the default currency of the system including taxes, this column will return the amounts of revenue "room charge, food charge, activities etc"
* **Debit Net:** returns the amount of the transaction applied in the default currency of the system excluding taxes, this column will return the amounts of revenue "room charge, food charge, activities etc"
* **Credit:** returns the amount of the transaction applied in the default currency of the system, this column will the return the amounts of payments received by the cashiers "cash, credit cards, bank transfers etc"
* **Module:** it only has two options whether its income "front office" or POS "point of sale"
* **Comments:** with every transaction created whether revenue or payment, employees should add comments to justify the charge, all comments added from staff would appear here.
* **Credit Card number:** if the payment was finalized with a credit card and the staff added the credit card number whilst finalizing the payment, the number would appear here.

*N.B: The default currency for this report would follow the base currency of your system, currency conversion would happen automatically if needed.*

## ***Update: June 16, 2026***

### **Source ID Column**

The Res ID column is renamed Source ID and now shows whether each posting originated from a reservation, paymaster, or POS invoice.

### **Business Value**

* Identifies the posting source at a glance — reservation, paymaster, or POS — without opening individual records
* Speeds up auditing by making mixed-source reports immediately readable
* Reduces investigation time when tracing discrepancies across posting types

### **Use Cases**

* Auditor reviews the Journal by Department report and identifies paymaster postings by the PM- prefix without manually looking up each charge.
* Accountant traces a POS invoice charge to its source using the invoice ID shown in the Source ID column.
* Night auditor distinguishes reservation postings from paymaster postings in a mixed-source department report at a glance.

### **How It Works**

| **Where:** Front Office → Income → Reports → Journal by Department |
| ------------------------------------------------------------------ |

The **Res ID** column is renamed to **Source ID**. The value displayed depends on the posting type:

| **Posting Type** | **Source ID Value**                      |
| ---------------- | ---------------------------------------- |
| Reservation      | `Res-{reservation_id}` (e.g., Res-10042) |
| Paymaster        | `PM-{paymaster_id}` (e.g., PM-678)       |
| POS Invoice      | POS invoice ID                           |