GuestVilla-Monthly-Consumption-Report is an Excel-based system designed to help guest villa and hospitality managers keep track of food, beverages, and supplies. It automates monthly cleanup of data and helps review costs each month. The system supports multiple categories like alcohol, groceries, and other items. It uses built-in Excel macros to calculate consumption and costs automatically. This tool offers a clear monthly summary to help manage inventory and expenses with ease.
- Microsoft Windows 7 or later
- Microsoft Excel 2016 or later with macro support enabled
- At least 100 MB free disk space
- Basic knowledge of running Windows programs and opening Excel files
- Excel template with prebuilt sheets for tracking daily use of supplies
- Automated monthly cleanup to remove old data and reset sheets
- Cost analysis showing total spend per category each month
- Separate sections for food, beverages, alcohol, and grocery inventory
- Macros that handle calculations when you update supply data
- Audit trail to review inventory changes over time
- Monthly summary report ready for printing or saving as PDF
Click the button below or visit the link to download the files:
You will be taken to the GitHub Releases page. Find the latest version and download the Excel file or zip archive provided.
- Visit the Releases page.
- Download the latest Excel file (usually named
GuestVilla-Monthly-Consumption-Report.xlsx) or a zip file containing it. - If you downloaded a zip file, right-click it and select "Extract All" to unpack the content.
- Open the Excel file by double-clicking it.
- When Excel warns about macros, click "Enable Content." The macros are needed for the automated calculations and monthly reset.
- Save the file in a folder where you can easily access it later.
- Open the Excel file.
- Go to the daily input sheet.
- Enter the items you used or sold by date, category (food, beverages, alcohol), and amount.
- Do not remove any pre-existing columns or macros.
- Save the file after entering data.
- At the end of each month, open the Excel file.
- Click the "Run Monthly Cleanup" button on the main sheet.
- This will clear last month’s daily data but keep totals and cost summaries.
- The tool then prepares the sheets for the new month’s data.
- You can review your monthly cost analysis immediately after this step.
- After inputting consumption data and running the cleanup, go to the "Monthly Summary" tab.
- This sheet shows totals for each supply category.
- Review costs broken down by food, beverages, and alcohol.
- Use this information to compare months and identify trends.
- If macros do not run, check that Excel has been set to enable macros in the security settings.
- If the monthly cleanup does not work, save and close the file, then reopen and try again.
- Make sure you only use the file on Windows since some macros may not work on Mac versions of Excel.
- If you get errors while entering numbers, ensure the format matches what Excel expects (usually numbers only, no letters).
- If the summary does not update, press
F9in Excel to manually refresh calculations.
- Set Excel calculation mode to "Automatic" (under Formulas > Calculation Options).
- Allow the macros to run when opening the file.
- Avoid making changes to the structure of sheets or deleting tabs.
- Keep backup copies regularly to avoid data loss.
- Tracks consumption daily for multiple categories: food, beverage, alcohol, and groceries.
- Automatically calculates cost and usage.
- Allows audit-friendly detailed entry and history tracking.
- Clears monthly data to keep the workbook size manageable.
- Supports stock and invoice tracking alongside consumption.
- Summarizes monthly expenses for simple review.
- Daily Input Sheet: For entering daily consumption data.
- Cost Analysis Sheet: Calculates and shows spend and usage totals.
- Monthly Summary: Displays reports for each month after cleanup.
- Audit Trail: Stores previous months’ data for reference.
- Macros: Automate cleanup, calculations, and report generation.
For guides and updates, check the GitHub repository or contact the maintainer through the issue tracker on the release page.
Visit this page to access the latest files and instructions for all updates.