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Owner Transaction's Posting Report

Download an XLSX report of booking transactions grouped by owner, formatted to import straight into Xero and other accounting tools.

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Written by Delta HQ Support Team

What this is for

  1. Give the accounting team one XLSX file of owner transactions ready to upload into Xero, so booking revenue and expenses land in the right accounts without manual re-typing.

  2. Let you scope the export by date range and by specific owner agreements, so each accounting cycle only includes the data that period needs.

Where to find it

  1. Login to PMS Host Portal.

  2. Select Report > Report Generator > Preset Templates.

How to use it

  1. In the left menu, open Report and click Report Generator. The Report Generator page opens on the Booking Data tab by default.

    Report Generator page with Booking Data and Preset Templates tabs at the top.

    01-report-generator-landing.png — Report Generator landing (Booking Data tab active).

  2. Click the Preset Templates tab. A searchable list of preset reports appears.

    Preset Templates tab showing a table of preset reports including Owner Transaction's Posting Report in row 6.

    02-preset-templates-tab.png — Preset Templates list. Row 6 is Owner Transaction's Posting Report.

  3. Find Owner Transaction's Posting Report in the list. You can type its name in the Search by report name box to jump to it. Click the Download button in the Action column.

    Preset Templates list filtered by the word 'Owner Transaction', showing a single row for Owner Transaction's Posting Report with a Download button.

    03-preset-list-search.png — Searching for the report by name.

  4. The Download Report dialog opens. Under Time Period, pick one option: Past 6 months, Past 12 months, Monthly, or Custom Date. Past 6 months is selected by default.

    Download Report dialog with four Time Period radio buttons: Past 6 months (selected), Past 12 months, Monthly, Custom Date. Owner Agreement field shows all agreements selected.

    04-filter-modal-open.png — Download Report dialog on first open.

  5. If you pick Monthly, use Select year then Select months to choose one or more months. You can tick multiple months in one download.

    Monthly time period selected, with a year of 2026 and a month picker listing January through December with checkboxes.

    07-filter-monthly-months-picker.png — Monthly picker with year and multi-select month list.

  6. If you pick Custom Date, enter both a Start Period and an End Period using the calendar picker. Both dates are required.

    Custom Date option selected, showing a calendar opened on Start Period with the note 'Only bookings that falls at least 1 date within the chosen time range included.'

    09-filter-custom-date-calendar.png — Custom Date range with calendar picker open.

  7. Open the Owner Agreement field to narrow the export to specific agreements. Agreements are grouped by owner and by room. Use the search box, or tick All Agreements to include everything. All agreements are selected by default.

    Owner Agreement dropdown open, showing a scrollable list of agreements grouped by owner and room, each with a checkbox.

    10-filter-agreement-dropdown.png — Owner Agreement picker grouped by owner and room.

  8. Click Download. The XLSX file is saved to your browser's download folder. The file is auto-named Owner Transaction's Posting Report {download date & time}.

Thing to know

  • If the filters return no transactions, the XLSX is still generated with just the column headers and a message: "No transactions found for selected filters."

  • Amounts are written as plain numbers with two decimal places so Xero's SUM formulas work. Refunds and credits appear with a minus sign.

  • Dates in the file always use dd/mm/yyyy. The transaction time is not included.

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