Scalable Audit Activity Report for Folio Changes, Deletions, and User Actions
D
Drew Callison
started a topic
7 days ago
Please add a comprehensive audit activity report that allows hotel management to review system actions at scale for a selected day or date range.
Our primary need is the ability to identify folio items deleted or removed by staff and managers, determine who performed each action, and calculate the total financial value of the deleted items. The report should also support other auditable system actions so management can identify operational issues, investigate exceptions, and monitor employee activity across the property.
Business Problem
Individual folio changes may be visible within a reservation or guest record, but there is not an efficient way to review these actions across the entire hotel for a specific period.
Management needs to be able to answer questions such as:
What folio items were deleted today?Who deleted each item?What was the total value of the deleted charges?Which users or departments have unusually high deletion or adjustment activity?Were charges deleted, voided, corrected, transferred, or otherwise modified?What was the original transaction, and what changed?Are there patterns that may indicate training issues, procedural problems, or potential misuse?
Without a scalable audit report, management must review reservations individually, making the process time-consuming and increasing the likelihood that issues go undetected.
Requested Functionality
Create an Audit Activity Report that can be run for a single day or any selected date range.
The report should include, at minimum:
Date and time of the actionBusiness datePropertyUser nameUser IDUser roleDepartmentAction typeReservation or confirmation numberGuest nameRoom numberFolio number or folio windowTransaction codeTransaction descriptionOriginal posting dateOriginal transaction amountAmount removed, deleted, voided, or adjustedPrevious valueNew valueReason codeUser-entered notes or explanationManager approval, when applicableRelated transaction or replacement transaction IDDevice, workstation, or source of the action, when availableUnique audit event ID
For deleted folio items, the original transaction information should remain visible in the audit report even though the item is no longer displayed on the active folio.
Action Types to Include
The report should support filtering and reporting on actions such as:
Folio item deletedFolio item voidedCharge adjustedCharge correctedCharge transferred between foliosCharge transferred between reservationsPayment deleted or reversedRefund issuedDiscount applied or changedRate changedRoom charge manually postedTax changed or overriddenReservation canceledNo-show status changedReservation reinstatedCheck-in reversedCheck-out reversedGuest or company profile changedUser permissions changedManager override performedNight audit or business-date-related adjustmentsOther significant system or financial actions
It would be helpful for the system to clearly distinguish between a deletion, void, reversal, correction, adjustment, and transfer, since these actions have different operational and financial meanings.
Filters
The report should allow users to filter by:
Business date or date rangePropertyUserUser roleDepartmentAction typeTransaction codeFolio or reservation numberGuest nameRoom numberDollar amount or amount rangeManager approval statusReason codeWorkstation or sourceDeleted, voided, adjusted, reversed, or transferred status
Users should be able to select multiple users, departments, properties, transaction codes, and action types.
Reporting and Calculations
The report should provide:
Total number of audit actionsTotal number of deleted folio itemsTotal dollar value of deleted itemsTotal dollar value by action typeTotal dollar value by userTotal dollar value by departmentTotal dollar value by transaction codeAverage deleted or adjusted amountDaily totals and date-range totalsCounts and values grouped by employee, department, action, and property
The report should support both transaction-level detail and summarized views.
Export and Scheduling
Please include the ability to:
Export detailed results to CSV or ExcelExport or print a PDF summarySchedule the report for automatic deliveryEmail the report to designated managersSave commonly used filter combinationsRun the report across multiple propertiesAccess the data through an API or reporting integration, if available
A scheduled daily report showing all deleted, voided, reversed, or adjusted financial transactions would be particularly valuable.
Security and Audit Integrity
Because this is an audit report, the underlying activity history should be immutable. Users should not be able to modify or remove audit records.
Access to the report should be controlled by role and permission. Sensitive actions, such as viewing payment activity or employee-level audit history, should be limited to authorized management personnel.
Example Use Case
A manager runs the report for the previous business day and filters for:
Action type: Folio Item DeletedDepartments: Front Desk and ManagementAmount: Greater than $0
The report returns every deleted item, including the employee who deleted it, the guest and reservation, the original charge description, the original amount, the deletion time, the reason provided, and whether a manager approved the action.
The report then displays:
18 deleted transactions$1,247.50 in total deleted chargesTotals by employeeTotals by transaction codeLinks or references to the affected reservations
This allows management to quickly identify errors, training opportunities, unusual patterns, and transactions requiring further review.
Business Value
This feature would improve:
Financial controlsFraud and loss preventionEmployee accountabilityOperational oversightTraining and coachingDispute investigationAccounting reconciliationMulti-property managementCompliance and audit readinessSuggested Acceptance Criteria
The request would be considered successful when an authorized manager can:
Run an audit report for any selected business-date range.View all deleted folio transactions across the property without opening reservations individually.See the original description and value of each deleted item.Identify the user, department, date, time, and reason associated with each action.Filter the report by user, department, action type, transaction code, and amount.View total deleted or adjusted dollar values for the reporting period.Group and summarize results by employee, department, property, and action.Export the complete transaction-level report to Excel or CSV.Schedule recurring delivery of the report.Trust that audit records cannot be altered or deleted by hotel-level users.Condensed Portal Description
We are requesting a scalable Audit Activity Report that allows authorized managers to review folio deletions and other significant system actions across an entire property or group of properties for a selected day or date range.
Our highest-priority need is reporting on folio items deleted by staff or managers. The report should show the original transaction, amount, guest, reservation, folio, user, department, action date and time, reason, manager approval, and any related replacement or reversal transaction. It should calculate the total number and dollar value of deleted items and provide summaries by user, department, property, transaction code, and action type.
The report should also include actions such as voids, reversals, adjustments, transfers, payment deletions, refunds, rate changes, tax overrides, reservation status changes, and manager overrides. Filters should include date range, user, department, role, action type, property, transaction code, reservation, room, and dollar amount. Results should be exportable to Excel or CSV and available as a scheduled daily report. Audit records should be immutable and access-controlled.
Please add a comprehensive audit activity report that allows hotel management to review system actions at scale for a selected day or date range.
Our primary need is the ability to identify folio items deleted or removed by staff and managers, determine who performed each action, and calculate the total financial value of the deleted items. The report should also support other auditable system actions so management can identify operational issues, investigate exceptions, and monitor employee activity across the property.
Business Problem
Individual folio changes may be visible within a reservation or guest record, but there is not an efficient way to review these actions across the entire hotel for a specific period.
Management needs to be able to answer questions such as:
What folio items were deleted today?Who deleted each item?What was the total value of the deleted charges?Which users or departments have unusually high deletion or adjustment activity?Were charges deleted, voided, corrected, transferred, or otherwise modified?What was the original transaction, and what changed?Are there patterns that may indicate training issues, procedural problems, or potential misuse?
Without a scalable audit report, management must review reservations individually, making the process time-consuming and increasing the likelihood that issues go undetected.
Requested Functionality
Create an Audit Activity Report that can be run for a single day or any selected date range.
The report should include, at minimum:
Date and time of the actionBusiness datePropertyUser nameUser IDUser roleDepartmentAction typeReservation or confirmation numberGuest nameRoom numberFolio number or folio windowTransaction codeTransaction descriptionOriginal posting dateOriginal transaction amountAmount removed, deleted, voided, or adjustedPrevious valueNew valueReason codeUser-entered notes or explanationManager approval, when applicableRelated transaction or replacement transaction IDDevice, workstation, or source of the action, when availableUnique audit event ID
For deleted folio items, the original transaction information should remain visible in the audit report even though the item is no longer displayed on the active folio.
Action Types to Include
The report should support filtering and reporting on actions such as:
Folio item deletedFolio item voidedCharge adjustedCharge correctedCharge transferred between foliosCharge transferred between reservationsPayment deleted or reversedRefund issuedDiscount applied or changedRate changedRoom charge manually postedTax changed or overriddenReservation canceledNo-show status changedReservation reinstatedCheck-in reversedCheck-out reversedGuest or company profile changedUser permissions changedManager override performedNight audit or business-date-related adjustmentsOther significant system or financial actions
It would be helpful for the system to clearly distinguish between a deletion, void, reversal, correction, adjustment, and transfer, since these actions have different operational and financial meanings.
Filters
The report should allow users to filter by:
Business date or date rangePropertyUserUser roleDepartmentAction typeTransaction codeFolio or reservation numberGuest nameRoom numberDollar amount or amount rangeManager approval statusReason codeWorkstation or sourceDeleted, voided, adjusted, reversed, or transferred status
Users should be able to select multiple users, departments, properties, transaction codes, and action types.
Reporting and Calculations
The report should provide:
Total number of audit actionsTotal number of deleted folio itemsTotal dollar value of deleted itemsTotal dollar value by action typeTotal dollar value by userTotal dollar value by departmentTotal dollar value by transaction codeAverage deleted or adjusted amountDaily totals and date-range totalsCounts and values grouped by employee, department, action, and property
The report should support both transaction-level detail and summarized views.
Export and Scheduling
Please include the ability to:
Export detailed results to CSV or ExcelExport or print a PDF summarySchedule the report for automatic deliveryEmail the report to designated managersSave commonly used filter combinationsRun the report across multiple propertiesAccess the data through an API or reporting integration, if available
A scheduled daily report showing all deleted, voided, reversed, or adjusted financial transactions would be particularly valuable.
Security and Audit Integrity
Because this is an audit report, the underlying activity history should be immutable. Users should not be able to modify or remove audit records.
Access to the report should be controlled by role and permission. Sensitive actions, such as viewing payment activity or employee-level audit history, should be limited to authorized management personnel.
Example Use Case
A manager runs the report for the previous business day and filters for:
Action type: Folio Item DeletedDepartments: Front Desk and ManagementAmount: Greater than $0
The report returns every deleted item, including the employee who deleted it, the guest and reservation, the original charge description, the original amount, the deletion time, the reason provided, and whether a manager approved the action.
The report then displays:
18 deleted transactions$1,247.50 in total deleted chargesTotals by employeeTotals by transaction codeLinks or references to the affected reservations
This allows management to quickly identify errors, training opportunities, unusual patterns, and transactions requiring further review.
Business Value
This feature would improve:
Financial controlsFraud and loss preventionEmployee accountabilityOperational oversightTraining and coachingDispute investigationAccounting reconciliationMulti-property managementCompliance and audit readinessSuggested Acceptance Criteria
The request would be considered successful when an authorized manager can:
Run an audit report for any selected business-date range.View all deleted folio transactions across the property without opening reservations individually.See the original description and value of each deleted item.Identify the user, department, date, time, and reason associated with each action.Filter the report by user, department, action type, transaction code, and amount.View total deleted or adjusted dollar values for the reporting period.Group and summarize results by employee, department, property, and action.Export the complete transaction-level report to Excel or CSV.Schedule recurring delivery of the report.Trust that audit records cannot be altered or deleted by hotel-level users.Condensed Portal Description
We are requesting a scalable Audit Activity Report that allows authorized managers to review folio deletions and other significant system actions across an entire property or group of properties for a selected day or date range.
Our highest-priority need is reporting on folio items deleted by staff or managers. The report should show the original transaction, amount, guest, reservation, folio, user, department, action date and time, reason, manager approval, and any related replacement or reversal transaction. It should calculate the total number and dollar value of deleted items and provide summaries by user, department, property, transaction code, and action type.
The report should also include actions such as voids, reversals, adjustments, transfers, payment deletions, refunds, rate changes, tax overrides, reservation status changes, and manager overrides. Filters should include date range, user, department, role, action type, property, transaction code, reservation, room, and dollar amount. Results should be exportable to Excel or CSV and available as a scheduled daily report. Audit records should be immutable and access-controlled.