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2 Table of Contents Reservation... 4 Wait List Report... 5 Tape Chart Report... 6 eres Reservations Report... 8 Travel Agent Reservations Report... 9 Corporate Reservations Report Reservations by Check-in Date Reservations by Client Type Reservation by Source of Business Abandonment Reasons Report Rate Restriction Override Report Cancellation and Early Check out by Reason Print Guest Notes Report Occupancy In House Report Arrivals Report Departure Report Checked out Listing Reservations Report Checking Credit Limits on Guest Accounts Manual Room Rates Audit Room Audit Report Checked out by City Account Room Availability Scan Daily Balances for In House Guests Report Daily Balances for City Accounts Report Revenue by Room Charge Code Report RateOverride/Variance Report OA Reconciliation Report No Show Report Cancellations Report Corporate Reservations Report Unbalanced Folios Report Policy Exceptions Phone Call Log Statistics Property Status Report Revenue by Room Type Report Room Occupancy and Revenue Report Occupancy and Revenue Actual - Transient Vs. Group Report Daily Operating Report Corporate Volume Report Corporate Statistics Report Travel Agent Statistics Segmentation Report Detail (for Client Types) Segmentation Report Summary Market Feeder Report Page 2

3 Checked out by Client Type Checked out by Source of Business Room Nights and ADR by Client Type Room Nights and ADR by Client Type (Date Range) Room Nights and ADR by Client Type Grouping Room Nights and ADR by Source of Business Room Nights and ADR by Source of Business (including Previous Year To Date) Room Nights & Occupancy by Room Type Financial Folio Transaction Journal Entry Transaction Register Balance Report Accounts Receivable Reconciliation Report Cashier Clerk Detail Clerk Summary All Clerk Detail All Clerk Summary Shift Reconciliation Forecast Occupancy & Revenue Forecast Report Occupancy and Revenue Forecast Transient vs Group Report Wizard Creating a Report using the Report Wizard Report Example 1: In House Guest License Plate Report Report Example 2: Reservations By Clerk Report Example 3: Room Nights & Revenue by Room Type Report Example 4: Transaction Code Usage Report Example 5: Unassigned Rooms Report Report Example 6: VIP Arrival Report Report Example 7: Reversals & Adjustments on Charges Report Report Example 8: Custom Fields Report Report Wizard Permissions Page 3

4 Reservation Page 4

5 Wait List Report > Reservations > Wait List Report This report will list all the Wait List reservations in the PMS for a selected period of time. NOTE: Maximum range for report is 31 days The Wait List Report shows reservations based on the date the reservation request was made (For example: on Oct 2nd Mr. Smith calls to make a reservation for Oct 15th. The hotel is sold out on Oct 15th a wait list reservation is created. When the Wait List Report is run for Oct 2nd, Mr. Smith s name will appear.) The report sorts by Reservation Date, then by Date In (Arrival Date). The report includes: Res ID Room Type Rate Code Rate Guest Name Client Type Source of Business Reservation Date (the date the reservation was made) Date In (arrival date) Date Out (departure date) Deposit Room # When would I use this report? This report can be used to help keep track of the guests that are waiting for a room to become available at a property. The Res. Date (reservation date) can be helpful in determining the order in which reservations were received, and who is first in line for a room when inventory opens up. Page 5

6 Tape Chart Report > Reservations > Tape Chart This report is a printable view of your Tape Chart. It pulls the information based on reservations that have room numbers assigned to them. This report can be printed one day at a time and will show up to 7 days out. The Tape Chart Report cannot be printed for past dates. This report sorts by Room Type and then by Room Number. Report Includes: Room Type Room Number Room Status Guest Name Reservation Status (see Legend at the bottom of the page to identify reservation status) When would I use this report? This report helps to easily identify any holes created when blocking For properties that do not clean all rooms every day (ie: they "carry over" rooms), this report may be used by Housekeeping to help determine what rooms can be "held over" for cleaning. NOTE: This will only work if all rooms for all guests are pre-assigned for the upcoming week. Page 6

7 NOTE: This report should NOT be used to determine availability, as reservations will only appear on the Tape Chart Report after a room number has been assigned. To determine true availability when making new reservation, the Room Inventory Calendar (F12) should be consulted. Page 7

8 eres Reservations Report > Reservations > eres Reservations This report shows all reservations made via the eres Booking Engine based on the date that the reservation was made (Reservation Date). NOTE: Maximum range for report is 31 days. This report prints based on the Date In (arrival date) of the eres Reservation. This reports sorts by Reservation Date. The report includes: Guest Name Room Type Rate Code Rate Type (Client Type) Reservation Date Date In (Arrival Date) Date Out (Departure Date) Res ID When would I use this report? This report can be used to compare with confirmations that are received when a guest books a room. A way of double checking that the reservation did indeed enter the PMS. To see eres bookings that are arriving between a certain date range To see eres booking made on a certain date For properties that take advance deposits, it can be used to determine when new reservations are made and need deposits taken Page 8

9 Travel Agent Reservations Report > Reservations > Travel Agent Reservations This report shows a list of reservations that were booked via a Travel Agent. This report includes all arriving, in house, cancelled and checked out reservations. NOTE: Maximum range for report is 31 days The information for this report is generated from the reservations that have information within their Travel Agent tab. This report is grouped by Travel Agent Name and then sorted by Res ID number. The report includes: Res ID Guest Name Room Number Room Type Date In (Arrival Date) Nights Number of Persons Rate Reservation Status When would I use this report? This report can be used in conjunction with the Commission Worksheet to verify which Travel Agents booked at the property Helps determine which Travel Agent produces the most business within a given monthly period Page 9

10 Shows how many future reservations are coming in that are booked via a Travel Agent Helps narrow search criteria when looking for a specific reservation Page 10

11 Corporate Reservations Report > Reservations > Corporate Reservations This report shows a list of the reservations that were booked using the Corporate Client Type. This report includes all arrivals, in house, cancelled and checked-out reservations. NOTE: Maximum range for report is 31 days This report is grouped by Corporate Names and then by Res ID. The report includes: Res ID Guest Name Room Number Room Type Date In (Arrival Date) Nights Number of persons Rate Reservation Status Page 11

12 When would I use this report? This report can be used to identify reservations booked under specific Corporate Accounts Helps narrow search criteria when looking for a specific reservation Page 12

13 Reservations by Check-in Date > Reservations > Reservations by Check-in Date This report shows a list of reservations for any given day based on the Date In (arrival date). This report also indicates any deposits that were placed on the guestrooms prior to arrival. NOTE: Maximum range for report is 31 days Once a reservation has been checked in it will no longer appear on this report as this report pulls its information based on the status of the reservation. For rooms to appear on this report their status must be Reservation. This report sorts by Date In (arrival date) and then by Res ID. The report includes: Res ID Room Type Rate Code Rate Guest Name Type (Client Type) Source (Source of Business) Reservation Date Date In (Arrival Date) Date Out (Departure Date) Deposit Room # When would I use this report? Used to verify any reservations that do not have room numbers assigned Used to identify deposits that were placed on guest accounts Page 13

14 Reservations by Client Type > Reservations > Reservations by Client Type This report produces a list of reservations that have been made based on a specific Client Type. This report also indicates any deposits that were placed on the guestrooms prior to arrival. NOTE: Maximum range for report is 31 days Once a reservation has been checked in it will no longer appear on this report, as this report pulls its information based on the status of the reservation. For rooms to appear on this report their status must be Reservation. This report is Grouped by Client Type and then sorts by Date In (arrival date) and then by Res ID. The report includes: Res ID Room Type Rate Code Rate Guest Name Source (Source of Business) Reservation Date Date In (arrival date) Date Out (departure date) Deposit Page 14

15 When would I use this report? Used to verify the various different Client Types that have been booked for any given current or future date Used to verify that deposits are being taken for appropriate Client Types Used to help streamline the search of a specific guest reservation Page 15

16 Reservation by Source of Business Page 16

17 > Reservations > Reservation by Source of Business This report produces a list of reservations made based on a specific Source of Business. This report also indicates any deposits that were placed on the guestrooms prior to arrival. NOTE: Maximum range for report is 31 days Once a reservation has been checked in it will no longer appear on this report as this report pulls its information based on the status of the reservation. For rooms to appear on this report their status must be Reservation. This report is Grouped by Source of Business and then sorts by Date In (arrival date) and then by Res ID. The report includes: Res ID Room Type Rate Code Rate Guest Name Client Type Reservation Date Date In (Arrival Date) Date Out (Departure Date) Deposit Page 17

18 When would I use this report? Used to verify the various different types of Sources of Business that have been booked for any given current or future date Helps determine if marketing efforts spent in certain areas are returning an investment Used to verify that deposits are being taken for appropriate Sources of Business Used to help streamline the search for a specific guest reservation Page 18

19 Abandonment Reasons Report The Abandonment Reasons Report can be run two ways: By Booking Date By Arrival Date The following article reviews each method. Denials and Regrets by Booking Date > Reservations > Abandonment Reasons > by Booking Date This report shows a list of reasons by date that the reservation process was abandoned. It shows the arrival and departure date of the reservation, the number of nights that were lost, and if rates were already selected, it will also show the revenue that was lost when the reservation was abandoned. At the bottom, the report puts the information into a summary table outlining the reasons, number of reservations, number of lost nights, lost revenue, and the ADR of the lost bookings. Page 19

20 Denials and Regrets by Booking Date > Reservations > Abandonment Reasons > by Arrival Date This report is broken down by month Denials and Regrets are grouped separately The numbers on a given day represent the room nights that were abandoned for that day Sub-totals for each category (Denial and Regret) Grand Total Date and time the report was created is located in the lower left-hand corner Page 20

21 Rate Restriction Override Report The Rate Restriction Override Report can be run two ways: By Arrival Date By Booking Date The following article reviews each method. Rate Restriction Override Report - by Arrival Date > Reservations > Rate Restriction Override > by Arrival Date This report shows the Rate Restriction Overrides that were used in reservations on the "stay" dates of the reservation. It does not capture all dates of the reservation, only those dates where the Rate Restriction Override was used. This report provides the property with an idea of how the use of the overrides affected the dates the reservation was booked for. Rate Restriction Override Report - by Booking Date > Reservations > Rate Restriction Override > by Booking Date This report shows the Rate Restriction Overrides that were used in reservations made on the dates selected (Booking Date or Creation Date) CTA = Close to Arrival - this gets counted when restriction is on day of arrival CLOSE - this gets counted when at least one of the days is closed in the stay LOS = Length of Stay - this gets counted when restriction is on day of arrival NTS = Number to Sell - this gets counted when at least one of the days, the number left to sell was "0" or a negative number Page 21

22 This report can be used as an audit on how often, or how many times clerks are using the overrides. Rate Restriction Override Permissions In order to be able to use the Rate Restrictions Override feature and reports in the PMS, the appropriate Property and Clerk permissions must be granted. For more information on enabling these permissions, please CLICK HERE. Page 22

23 Cancellation and Early Check out by Reason > Reservations > Cancellation and Early Check out by Reason This report is a breakdown by Reason of reservations that have been cancelled or have checked out early. The report provides a total of Lost Room Nights and Revenue due to cancellations and early check-outs. NOTE: The list of reasons for cancellations and early check-outs must be manually configured before this report can be used. They can be created by going to System Configuration > Property > Reasons tab. Choose Cancel/Checkout Reasons from the drop down list. The report includes: Cancellation/Earlier CheckOut Reason Lost Nights Lost Revenue When would I use this report? Used to help determine how much revenue is being lost due to cancellations and early check-outs Shows the reasons why cancellations are being made, and why guests are checking out early Page 23

24 Print Guest Notes Report > Reservations > Print Guest Notes Report This report displays all guest reservations for a selected date range, and outlines any Guest Notes or Reservation Notes that are attached to the guest reservations. The report prints based on Arrival Date and is sorted by Res ID. The report includes: Res ID Departure Date Nights Adults/Children Room Number Guest & Reservations Notes This report can be run two ways: By Arrival Date (targeting reservations not yet checked in) For all In-House Guests Page 24

25 When would I use this report? This report can be used to help identify any special requests or preferences that a guest may have during their stay. Page 25

26 Occupancy Page 26

27 In House Report This report shows a list of in house guests either by name, room number or suppress note. Suppress Note hides the reservation notes and prints the in house list by room number. > Occupancy > In House There are 3 options for the In House Report: 1. By Name 2. By Room Number 3. Suppress Note (Room Number) The In House Report by Name & Room Number shows different information then the In House Report by Suppress Note (see below) By Name The report includes: Guest Name Res ID Reservation Date (Date Res) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Company Name Reservation Notes Page 27

28 When would I use this report? Quick reference to help you find an in house guest by name Can be used in emergency purposes if a in house guest list is required By Room Number The report includes: Guest Name Res ID Reservation Date (Date Res) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Company Name Reservation Notes When would I use this report? Can be used as a quick view to see what guest is occupying a certain room number Suppress Note The report includes: Room Number Res ID Guest Name Room Charge Code Page 28

29 Client Type Rate Code Rate Number of persons Date In (Arrival Date) Date Out (Departure Date) When would I use this report? Can be used in emergency purposes if a in house guest list is required Can be used as a quick view to see what guest is occupying a certain room number Page 29

30 Arrivals Report This report shows a list of arrivals based on name, room number or arrival date. This report can be run for past dates as well as future dates up to a maximum date range of 31 days. NOTE: This report will also include any wait list reservations. > Occupancy > Arrivals There are 3 options for the Arrivals Report: 1. By Name 2. By Room Number 3. By Arrival Date By Name The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Company Name Reservation Notes When would I use this report? Can be used to find guests arriving on the same day with similar names to ensure that near room requests are fulfilled (report by name) Page 30

31 By Room Number The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Company Name Reservation Notes When would I use this report? Can be used to help identify unblocked arrivals for the day Page 31

32 By Arrival Date The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Company Name Reservation Notes When would I use this report? Can be used to find guests arriving on the same day with similar names to ensure that near room requests are fulfilled (report by name) Page 32

33 Departure Report This report shows a list of guests who are schedule to depart on a particular day. The report can be run by either by name or room number, and can be used to view departures from past dates. > Occupancy > Departures The Departure Report can be run two ways: 1. By Name 2. By Room Number By Name The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Child Room Number Room Type Rate Rate Name Group/Corporate Name When would I use this report? To help search for a departing guest quickly by last name By Room Number The report includes: Guest Name Res ID Page 33

34 Date Res (Reservation Date) Date In (Arrival Date Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Corporate Name When would I use this report? This report can be used as a list to provide to Guest Services (Bell Desk) so that they may check any departures that have still not checked out as of check out time. Page 34

35 Checked out Listing This report shows a list of checked out rooms based on a specific date or a specific date range (with a maximum of 31 days). > Occupancy > Checked Out The Checked Out Listing Report sorts by check-out date (most recent at the top of the list) and time of check-out (most recent time at the top of the list). The report includes: Guest Name Room Number Nights Date In (Arrival Date) Date Out (Departure Date) When would I use this report? Used to help find guests that have already checked out Page 35

36 Reservations Report This report shows all the reservations that have been created on the dates chosen. They include wait list and cancelled reservations, along with arrivals. This report can be run for past and present dates, up to a maximum of 31 days. > Occupancy > Reservations The Reservations Report can be run two ways: 1. By Name 2. By Reservation Date By Name The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Corporate Name Page 36

37 When would I use this report? Can be used to track what reservations were made on any given date. If you were unable to locate a guest reservation and they remember which date they called & made the reservation, this report can help streamline your search. By Res Date (Reservation Date) The report includes: Guest Name Res ID Date Res (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Adults Children Room Number Room Type Rate Rate Name Group/Corporate Name When would I use this report? Can be used to track what reservations were made on any given date. If unable to locate a guest reservation, and the guest remembers which date they called & made the reservation, this report can help streamline the search. Page 37

38 Checking Credit Limits on Guest Accounts This report is mainly used by properties that take a credit card authorization (not payment) at the time of check-in, and allow guests to carry a credit while staying In House. It will show the Credit Limits and the Available Credit remaining for each guest In House. It is used to identify guests that have exceed their credit limit. To resolve the issues raised on the report, ensure that extra credit is authorized on the guest's credit card. This allows guests to continue to charge items to their room (and ensures there are sufficient funds authorized to cover the existing charges on their folio). There are two versions of the Credit Limit Report: 1. Credit Limits 2. Credit Limits (Exceeded) > Occupancy > Credit Limits The Credit Limits Report will show ALL guests currently in house, and the Available Credit and Credit Limits for each. This is useful for locating guests that are either over credit, or have very little credit remaining. This is the recommended version of the report, and should be included in the Night Audit process. The report includes: Room Number Red ID Guest Name Date In (Arrival Date) Date Out (Departure Date) Available Credit Credit Limit NOTE: For more information on how to check Credit Limits, and perform the Credit Limit Audit, please consult the article Credit Limit Audit in the Night Audit Manual. Page 38

39 > Occupancy > Credit Limits (Exceeded) The Credit Limits Exceeded Report will ONLY show guests that have exceeded their Credit Limit, and are now over credit. The report includes: Room Number Red ID Guest Name Date In (Arrival Date) Date Out (Departure Date) Available Credit Credit Limit NOTE: For more information on how to check Credit Limits, and perform the Credit Limit Audit, please consult the article Credit Limit Audit in the Night Audit Manual. Page 39

40 Manual Room Rates This report shows a list of In House guests that have a manual room rate. This report is available for the current date only, and cannot be run for past or future dates. > Occupancy > Manual Room Rates The sort order for this report is based on the date and time of check-in. The report includes: Room # Res ID Guest Name Client (Type) Rate # of persons Date In (arrival date) Date Out (departure date) Total Charges (on guest account) Folio Balance (of guests account) When would I use this report? This report helps track manual rates that are given out on a daily basis, and helps provide information on how they are affecting a property's ADR. Page 40

41 Audit Page 41

42 Room Audit Report The Room Audit Report provides a snapshot of the current day's inventory, and is sorted by room number. It is best to run this report just before or after midnight in order to get a more accurate snapshot of the day. > Audits > Room Audit The report includes: Room (Name, Type and Status) Date (Arrival and Departure) Res ID Persons Default Rate Room Rate Room Charges Other Charges (ie. Phone, Movies, Food & Beverage) Tax Payments Payment Method (on file) Balance Due (less Payments) NOTE: Any names that appear in italics are overstayed reservations, and should be dealt with immediately (ie: checked-out or stay extended) When would I use this report? Used to help perform bucket checks, comparing information in the PMS to the Registration Cards in the bucket, and verifying such things as room numbers, room status, payments etc... Page 42

43 Checked out by City Account This report shows a breakdown of all the reservations that were checked out to a City Account for a selected date. > Audits > Checked out by City Account This report sorts alphabetically by City Account. The report includes: City Account Name Res ID Guest Name Room Number Room Type Date In (Arrival Date) Nights Number of Persons Rate Amount (total transferred to the City Account) When would I use this report? Can be used to identify which invoices would have to be printed (if invoices are printed on a daily basis). NOTE: Always best to run for the previous day Page 43

44 Room Availability Scan This report provides a quick scan of your room availability for today. It indicates the housekeeping status of your inventory and which rooms have been assigned. > Audits > Room Availability Scan This report is sorted by Room Number. The report includes: Room Number Room Type Status Res ID When would I use this report? Used to confirm the number of rooms still left to be cleaned During the day it can be used to quickly review rooms that are ready at the current moment Page 44

45 Daily Balances for In House Guests Report This report shows a snapshot of the transactions that have occurred on a guest account on a specific date. > Audits > Daily Balances for In House Guests The report includes: Room Number Res ID Balance In Charges Taxes Total Charges Payments Balance Out Guest Name When would I use this report? For properties with a lot of interfaces that auto post to guest folios, this report is useful to investigate any unusual variances between the Balance In and the Balance Out It is used in the Essential Balancing process of the Night Audit to ensure the A/R Guest Receivable Account is in balance in the PMS Page 45

46 Daily Balances for City Accounts Report This report provides a summary of the daily balances of City Accounts. It shows the Balance In at the start of the day, any charges or payments made and the Balance Out at the time of printing. > Audits > Daily Balances for City Accounts This report is sorted alphabetically by City Account name. The report includes: City Account Name Balance In Charges Taxes Total Charges Payments Balance Out When would I use this report? To view the activity within the City Ledger on any given day It is used in the Essential Balancing process of the Night Audit to ensure the A/R City Receivable Account is in balance in the PMS Page 46

47 Revenue by Room Charge Code Report The report shows the revenue produced under each Room Charge code for a specific date. Month to date information is also provided. > Audits > Revenue by Room Charge Code This report includes: Room Charge Code Code Name Revenue Rooms Revenue MTD Rooms MTD When would I use this report? Used by properties that wish to view how much Room Revenue was produced for each Room Charge Code. This is useful for Property Management Companies that have Room Charge Codes broken down into Pools, as it shows how much revenue each pool brought in. Page 47

48 RateOverride/Variance Report This Report produces a list of the rates that were changed during the date range selected, and are grouped by Reason. > Audits > RateOverride/Variance Page 48

49 The report includes: Date Clerk Res ID Original Rate Overridden Rate Variance Reservation Status Page 49

50 OA Reconciliation Report This report shows how much revenue was produced for each room number during a specified time period. NOTE: Maximum range for report is 31 days Page 50

51 > Audits > OA Reconciliation The OA Reconciliation Report is used by properties that have owned units, and are also using RoomKey's Owners Accounting module. This report is sorted by room number. The report includes: Room Number Revenue Guests Owners Total Revenue When would I use this report? Used by Property Management Companies to verify how much revenue each unit is producing. Can be used as a tool to help effectively rotate units that are being rented. Page 51

52 No Show Report This report shows a list of reservations with a current room status of No Show. NOTE: The report does not generate PAST date No Shows. Once No Shows have been dealt with, the reservations should be cancelled, and therefore removed from No Show status. > Audits > No Show Report This report is sorted based on arrival date. The report includes: Res ID Room Type Rate Code Rate Guest Name Type (Client Type) Source (Source of Business) Res. Date Date In (arrival date) Date Out (departure date) Deposit Room # When would I use this report? Used to identify guests that did not arrive for their reservation. Report should be saved or printed prior to dealing with No Shows, in case it should need to be referred to in the future. As No Shows are dealt with (ie: cancelled, checked in prior to roll-over time, or arrival date changed) they will be removed from this report. Page 52

53 Cancellations Report This report shows a list of cancelled reservations for a specified period of time. NOTE: Maximum range for report is 31 days > Audits > Cancellations This report is printed & sorted based on the date that the reservation was cancelled. The report includes: Res ID Room Type Rate Code Rate Guest Name Type (Client Type) Source (Source of Business) Date Created (Reservation Date) Date In (Arrival Date) Date Out (Departure Date) Cancelled (Cancellation Date) Deposit Cancel ID When would I use this report? This report can be used for a quick scan to ensure all cancelled reservations have been settled, and that there are no outstanding balances Page 53

54 Corporate Reservations Report This report shows a list of Corporate Reservations (Reservations, In House, Cancelled & Checked out) for a specified period of time. NOTE: Maximum range for report is 31 days > Audits > Corporate Reservations This report is printed & sorted based on arrival date. The report includes: Corporate Account Guest Name Room Number Room Type Date In (Arrival Date) Nights Number of Persons Rate Reservation Status Page 54

55 When would I use this report? This report can be used to view how much business a Corporate has provided over a selected date period Page 55

56 Unbalanced Folios Report This report shows a list of checked-out guests who still have a balance remaining on their account. NOTE: Maximum range for report is 1 year. > Audits > Unbalanced Folios Unbalanced Folios can cause discrepancies in the Receivable Accounts of the PMS, and therefore should be dealt with each day. For more information on clearing Unbalanced Folios, please consult the article Unbalanced Folios (Pre Rollover) - *Mandatory Task* in the Night Audit Manual. The report includes: Res ID Room # Guest Name Date In (arrival date) Date Out (departure date) Balance When would I use this report? This report should be run several times a day to ensure that there are no accounts in the PMS with outstanding balances. Page 56

57 Policy Exceptions The Policy Exceptions Report shows reservations made where the policies have been overridden as an exception. There are two types of Policy Exception : 1. Deposit Policy Exceptions 2. Cancellation Policy Exceptions Both will be reviewed in this article. Deposit Policy Exceptions > Audits > Policy Exceptions > Deposit Policy Exceptions If a property's cancellation policy is set up so that a deposit is required at the time of reservation, this report can be used to view a list of reservations that were exempted from this policy by manual overrides during the reservation process. This report can be run for a specific time period (NOTE: Maximum range for report is 31 days), and is based on the Date In (Arrival Date). The report includes: Res ID Date Res (Reservation Date) Date In (Arrival Date) Nights Guest Name Source (Source of Business) Client Type Amount Due Paid Page 57

58 When would I use this report? This report can be used to review reservations that are excluded from the deposit policy. Cancellation Policy Exceptions > Audits > Policy Exceptions > Cancellation Policy Exceptions If a property's policy is set up so that a charge is placed on any reservation that cancels within a certain time frame (for example: a full nights room & tax will be charged to anyone that cancels with less then 24hrs notice), then this report shows a list of reservations that were exempted from this policy by overrides during the cancellation process. This report can be run for a specific time period (NOTE: Maximum range for report is 31 days) and is based on the Date In (arrival date). The report includes: Res ID Date Can (Cancellation Date) Date In (Arrival Date) Nights Guest Name Source (Source of Business) Client Type Amount Due Charged Deposit Taken When would I use this report? This report can be used to review those reservations that are currently excluded from the cancellation policy. Page 58

59 Phone Call Log The Phone Call Log are for properties using a Call Accounting interface, where the interface posts calls directly to the PMS. There are two Phone Call Log available: 1. All Calls Report 2. Not Posted Calls Report Both reports are reviewed in this article. All Calls Report > Audits > Phone Call Log > Posted Calls Report This report shows a list of phone calls that have been posted to guest accounts via the telephone interface. The report includes: Date (the call was placed) Time Extension Duration Amount Phone Number called When would I use this report? This report can be used if a guest is disputing a telephone call. It can be used to verify the telephone number called and the duration of the call This report can be used to confirm that the Call Accounting Interface is working. If phone calls have NOT been recorded over a long period of time, reboot the Interface Computer and perform a test call from a checked-in guestroom to confirm that it posts to the PMS. If the phone call does not post, contact PMS Support for further assistance. Page 59

60 Not Posted Calls Report > Audits > Phone Call Log > Not Posted Calls Report This report shows a list of phone calls that have NOT been posted to guest accounts via the telephone interface. The report includes: Date (the call was placed) Time Extension Duration Amount Phone Number called When would I use this report? This report can be used to check for any phone calls that did not post to guestrooms. This allows for a property to: Manually post the phone call to the guest's folio in the PMS Ensure that no phone calls were made from guestrooms that are showing vacant in the PMS Page 60

61 Statistics Page 61

62 Property Status Report This report is an overview of Marketing Statistics for a selected date (NOTE: Does not report future dates). "Month to Date" and "Year to Date" statistics are provided > Statistics > Property Statistics Page 62

63 When would I use this report? This report provides a variety of information on the property. All statistics include MTD and YTD information as well as MTD and YTD figures of the year before, so the changes in marketing statistics can be compared. Page 63

64 Revenue by Room Type Report This report shows the revenue generated by room type, as well as the occupancy percentage for any given day. "Month to Date" and "Year to Date" totals are provided. This report can be generated for past dates only. > Statistics > Revenue by Room Type Report (Room Type Statistics) The report includes: Room Type Rooms Revenue Occupancy Percentage When would I use this report? This report can be used to see what room types are more popular then others, and if the revenue being generated by each room type is feasible For Property Management Companies whose room types and room numbers are on a 1:1 ratio, this report can identify how often each unit is being used, and can help with Room Rotation Page 64

65 Room Occupancy and Revenue Report This report can be produced for past dates only, and can include up to a maximum of 31 days of information. The Room Occupancy and Revenue Report shows a detailed overview of past occupancy and revenue information. This report is permission based. In order to view this report, under Clerks, the Reporting Permission 1524 Room Revenue Actual Report must be given. The report includes: Arrival (Rooms & Persons) In House (Rooms & Persons) Departure (Rooms & Persons) Out of Order (OOO) Rooms Occupied (Rm Occ) Occupancy Percentage (Occ %) Rooms Vacant (Rm Vac) Rooms Vacant (Rm Vac) ADR Stayover (Rooms & Persons) Block Occupancy & Revenue Including Block Rooms Occupied (Rm Occ) Occupancy Percentage (Occ %) Rooms Vacant (Rm Vac) Room Revenue (Rm Rev) ADR When would I use this report? This report can be used to compare how busy the property is month to month, or year to year. Can help with budget forecasting for the next year. Page 65

66 Occupancy and Revenue Actual - Transient Vs. Group Report The following article reviews the Occupancy and Revenue Actual - Transient vs. Group Report, which offers Tag-based reporting in the PMS. Occupancy and Revenue Actual Transient vs Group Report > Statistics > Occupancy and Revenue Actual Transient vs Group When Running the Report, the option will be given to run the report with No Tags. This will give overall hotel production during the selected date range: The other option is to Filter by Tag, which will give production only for that Tag during the selected date range: If using the Tag Filter on the Report, the Tag will show in the header at the top the Report. This version of the report can be produced for past dates only. There is no date range limit on this report, however, the larger the date range selected, the longer it will take for the report to produce Page 66

67 data. The report shows a detailed overview of past occupancy and revenue information, focusing on separating Group and Wholesale business from Transient business. The report includes: Date Day of the Week Out of Order (OOO) Transient (Corporate) Rooms Transient (Corporate) Guests (adult, children) Transient (Corporate) Occupancy % Transient (Corporate) Room Revenue Transient (Corporate) Guests ADR Group Rooms Group Guests (adult and children) Group Occupancy % Group Room Revenue Group Guests ADR Wholesale Rooms Wholesale Guests (adult and children) Wholesale Occupancy % Wholesale Room Revenue Wholesale Guests ADR When would this report be useful? This report can be used to compare business levels from month to month, or year to year. It can help with budget forecasting for the next year This report has a clear distinction between Transient (Corporate) Revenue/Group Revenue/Wholesale Revenue Page 67

68 Daily Operating Report The Daily Operating Report as default shows all Room Revenue as well as Room Statistics. This report has been created so that properties can create a customized version that contains the Room Revenue and Room Statistics, but also displays a breakdown of other revenues that are important by department, such as Food and Beverage, Ski Revenue and Golf Revenue. Month to Date and Year to Date numbers are provided. This report can be printed for any selected day in the past. Page 68

69 > Statistics > Daily Operating Report The report includes: Room Revenue Other Revenue Room Statistics This report allows grouping of Other Revenue transaction codes by using DOR Transaction Code Set-up ( > Statistics > Daily Operating Report > TranCode Setup). 1. To create a grouping select Add 2. Input a Grouping Name and the Sort Order number (this will determine the order that it will appear on your report) Page 69

70 3. Click OK 4. Next, select the Transaction Codes to be tracked under this Grouping Name. Use the <- Add button to move them over to the Name column. 5. Click OK Repeat process until all desired groupings are created. Page 70

71 Now when printing the Daily Operating Report, the groupings that were created will appear under the Other Revenue section. When would I use this report? This report can be used to see how much revenue is being generated by different areas of the property. Page 71

72 Corporate Volume Report This report provides a detailed view of corporate bookings during a selected date range (maximum date range of 31 days). The Corporate Volume Report also shows how many room nights a Corporate has booked during a given time period as well as the average rate that it produces. > Statistics > Corporate Volume The report is first sorted alphabetically based on Corporate Name, then numerically by Res ID. The report includes: Corporate Account Name Res ID Arrival Date Departure Date Nights Amount Average Rate Page 72

73 When would I use this report? This report can be used to determine how much business a corporate account has produced during a selected time period. This information may then be used to determine if a corporate account warrants an increase or decrease in room rate based on performance. Page 73

74 Corporate Statistics Report There are two Corporate Statistics that can be run: 1. By Date Range 2. Comparison The following article will review each version. Corporate Statistics by Date Range > Statistics > Corporate Statistics By Date Range There are 3 ways to run the Corporate Statistics By Date Range Report: 1. Summary Total 2. Sales Manager Commission Sheet 3. Sales Manager This report shows the revenue produced by Corporate Accounts based on a specific date range. Hide Blanks will be checked by default, and will omit from the report any Corporate Accounts that have no performance during the selected date range. Option 1 - Summary Total Running the report by Summary Total will show all Corporate Accounts that have performance during the selected date range. The report includes: Company Revenue Page 74

75 Nights ADR (Average Daily Rate) LOS (Length of Stay) Sales Manager (if applicable) Select the Date Range Click Start A report similar to the following will display. When closing the report, an option to save it as a CSV file will appear. Page 75

76 Option 2 - Sales Manager Commission Sheet Running the report by Sales Manager Commission Sheet, will print each Sales Manager on their own page, with all their respective Corporate Accounts. A report similar to the following will print with Sales Manager's each being displayed on their own page. When closing the report, an option to save it as a CSV file will appear. Page 76

77 Option 3 - Sales Manager Running the report by Sales Manager, allows the selection of one specific Sales Manager, in order to print the report. When closing the report, an option to save it as a CSV file will appear. A report similar to the following will be displayed. When closing this report you will be given the option to save it as a CSV file which can be opened in Excel. Page 77

78 Corporate Statistics Comparison > Statistics > Corporate Statistics Comparison This report shows all Corporate Accounts based on the revenue that they produced. There is an option to show all records, or select a specific number (ie: to view the top 10, change this number to 10) as well as to sort the Corporate Accounts from Highest to Lowest producing, or from Lowest to Highest. NOTE: This report does not produce forecast numbers. The report includes: Year To Date Company Revenue Nights ADR (Average Daily Rate) LOS (Length of Stay) Previous Year To Date Company Revenue Nights ADR (Average Daily Rate) LOS (Length of Stay) Page 78

79 When closing this report you will be given the option to save it as a CSV file, which can be opened in Excel. Page 79

80 Travel Agent Statistics This report shows all Travel Agent Accounts based on the revenue that they produced. There is an option to show all records, or select a specific number (ie: to view the top 10, change this number to 10), as well as to sort the Travel Agent Accounts from Highest to Lowest producing, or from Lowest to Highest. > Statistics > Travel Agent Statistics This report is sorted based on revenue. NOTE: This report does not produce forecasted numbers. The report includes: Travel Agency Name Year To Date Revenue Nights ADR (Average Daily Rate) LOS (Length of Stay) Previous Year To Date Revenue Nights ADR (Average Daily Rate) LOS (Length of Stay) Page 80

81 When closing the report, there is an option to save it as a CSV file, which can be opened with Excel. When would I use this report? This report is used to help identify top performing Travel Agent Accounts. It provides Year to Date, and Previous Year to Date information, and shows how much revenue Travel Agents are producing on a year to year basis. Page 81

82 Segmentation Report Detail (for Client Types) This report breaks down Client Type segmentation. It breaks down bookings based first on Client Type, then by Room Type and then again by Rate Plan. It provides the revenue and room nights produced by each Rate Plan for each Room Type by Client Type. The Segmentation Report Detail also provides the total room nights & revenue by Client Type as well as the total room nights & revenue for the property for a select time period. Page 82

83 > Statistics > Segmentation Report Detail The report includes: Client Type Rate Plan Room Nights Room Type Revenue Page 83

84 At the end of the breakdown for each Client Type, the report shows a total of how much Room Revenue & Nights were booked on each Client Type. At the very end of the report, it shows Total Room Revenue & Total Nights for all the Client Types combined. When would I use this report? This report can be used to help determine where manual rates were used, enabling the property to ensure accuracy of market segmentation. Page 84

85 Segmentation Report Summary This report shows Segmentation based on Rate Plans booked. The Segmentation Report Detail Report can be used in conjunction with this report to determine which Segment the manual rates belong. NOTE: Using Rate Categories when creating Rate Plans will improve the accuracy of this report. > Statistics > Segmentation Report Summary The report includes: Rate Plan Name (Rate) Nights ADR (Average Daily Rate) Revenue When would I use this report? This report can be used to see how much revenue was brought in through each Rate Plan. Page 85

86 Market Feeder Report The Market Feeder report provides a breakdown of the room nights produced by either City or State/Province. > Statistics > Market Feeder Report The Market Feeder Report offers 3 options: View/Print Report Create CSV File Send CSV via NOTE: The Send CSV via option can only be used if the proper registry settings (System Configuration > Property > Registry Tab) are in place to guest confirmations. For more information on how to set this up, please review the article How to Setup your PMS to Send Confirmations in the System Configuration manual. The report includes: City State/Province Room Nights Total for Period (total room night for month selected) Market Share Below is the Market Feeder Report run for City. Page 86

87 When would I use this report? This report can be used to identify where bookings are coming from, providing information about what areas to focus advertising on. Page 87

88 Checked out by Client Type This report produces a breakdown of reservations there were checked out, broken down into Client Type. > Statistics > Checked out by Client Type Report The report groups by Client Type, then sorts by Res ID. The report includes: Client Type Res ID Room Type Rate Code Rate Guest Name Source of Business Reservation Date Date In Date Out Deposit Page 88

89 When would I use this report? This report can be used to provide a detailed view of reservations that have checked out, broken down by Client Type. Page 89

90 Checked out by Source of Business This report produces a breakdown of reservations there were checked out, broken down by Sources of Business. Page 90

91 > Statistics > Checked out by Source of Business Report The report groups by Source of Business, and then sorts by Res ID. There are two options for viewing this report: 1. Detail 2. Summary The Detail report includes: Source of Business Res ID Room Type Rate Code Rate Guest Name Client Type Reservation Date Date In (Arrival Date) Date Out (Departure Date) Deposit Below is the Detailed version of the report. Summary The Summary version of the report includes: Page 91

92 Source of Business Number of Reservations Room Nights Room Charges Average Daily Rate Below is the Summary version of the report. When would I use this report? This report can be used to view a detailed (or summarized) list of reservations that have checked out, broken down by Source of Business. Page 92

93 Room Nights and ADR by Client Type This report shows a breakdown of the room nights and average daily rate produced by individual Client Types, on a specific date. > Statistics > Room Nights and ADR by Client Type The report sorts alphabetically by Client Type. The report includes: Client Type name Number of Reservations Nights Room Revenue ADR (Average Daily Rate) Current, MTD and YTD figures When would I use this report? This report identifies the room nights, revenue & ADR produced for all of the different Client Types, and can be used for deeper analysis. Page 93

94 Room Nights and ADR by Client Type (Date Range) This report shows a breakdown of the room nights and average daily rate produced by individual Client Types, for a specific date range. > Statistics > Room Nights and ADR by Client Type (Date Range) The report sorts alphabetically by Client Type. The report includes: Client Type name Number of Reservations Nights Room Revenue ADR (Average Daily Rate) Page 94

95 When would I use this report? This report identifies the room nights, revenue & ADR produced for all of the different Client Types over a specific date range, and can be used for deeper analysis. Page 95

96 Room Nights and ADR by Client Type Grouping In the Client Type module (System Configuration > Client Types), it is possible to group multiple Client Types together under a single grouping. For example, there may be multiple Client Type "subsets" for group business, such as Group Corporate, Group Social, Group SMERF etc... All of these Client Types can be unified under a single "superset" Client Type Grouping called Group. The Room Nights and ADR by Client Type Grouping report will report on the "superset" Client Type Grouping. Client Type Grouping In the Client Types module, groupings can be made under the Client Type Grouping drop down. For more information on this, please consult the article How to Create a Client Type. > Statistics > Room Nights & ADR by Client Type Grouping If multiple Client Types have been grouped together using the Client Type Grouping feature in the Client Type module, this report will show the breakdown of the room nights and average daily rate produced by all Client Types within the Grouping. This report sorts alphabetically by Client Type Grouping name, and will only include data from Client Types that have been grouped. The report includes: Page 96

97 Current Client Type Grouping Name Number of Reservations Nights Room Revenue ADR Month To Date Client Type Grouping Name Number of Reservations Nights Room Revenue ADR Year To Date Client Type Grouping Name Number of Reservations Nights Room Revenue ADR Page 97

98 Room Nights and ADR by Source of Business The Room Nights and ADR by Source of Business Report shows room nights and revenue generated through each Source of Business for the "run date" of the report, and includes Month To Date and Year To Date figures as a comparison. > Statistics > Room Nights & ADR by Source of Business The report includes: Source of Business (Name) Number of Reservations Room Revenue ADR (Average Daily Rate) Current, MTD and YTD figures When would I use this report? This report can be used in market analysis. It provides a view of room nights and revenue produced by the various Sources of Business that have been set up in the PMS. This report can be used to compare the revenue produced by the various Sources of Business on the current or "Run Date" of the report, as compared to MTD and YTD figures. Page 98

99 Room Nights and ADR by Source of Business (including Previous Year To Date) The Room Nights and ADR by Source of Business (Inc. PYTD) Report provides a view of revenue and room nights as booked through each Source of Business as of Month To Date, Year To Date, and Previous Year To Date. Page 99

100 > Statistics > Room Nights & ADR by Source of Business (Inc. PYTD) The Room Nights and ADR by Source of Business (Inc. PYTD) Report offers 3 options: 1. View/Print Report 2. Create CSV File (For export to Excel) 3. Send CSV via NOTE: The Send CSV via option can only be used if the proper registry settings (System Configuration > Property > Registry Tab) are in place to guest confirmations. For more information on how to set this up, please review the article How to Setup your PMS to Send Confirmations in the System Configuration manual. The report includes: Source of Business Number of Reservations Nights Room Revenue ADR (Average Daily Rate) MTD, YTD and Previous YTD figures To run the report, select the Report Date, and then choose a method. Page 100

101 When would I use this report? This report can be used in market analysis. It a view of room nights and revenue produced by the various Sources of Business that have been set up in the PMS. This report can be used to compare the revenue produced by the various Sources of Business on a YTD basis. It compares current numbers to previous YTD numbers. Page 101

102 Room Nights & Occupancy by Room Type The Room Nights & Occupancy by Room Type Report provides an overview of what Room Types were booked, and what the occupancy percentage of each Room Type was for the selected date, or date range. > Statistics > Room Nights & Occupancy by Room Type The report can be run for a single date, or a date range. The report includes: Room Type Max Inventory (total number of rooms available in that Room Type) Max Room Nights (total number of room nights that can be booked in that Room Type) Actual Room Nights (total number of room nights that were actually booked in that Room Type) Occupancy Percentage (the occupancy percentage of Actual Room Nights out of Max Room Nights) Page 102

103 Financial Page 103

104 Folio Transaction There are two options for running the Folio Transactions Report: 1. Compact 2. With Guest Names The following article will review each method. > Financial > Folio Transactions > Compact This report is a compacted view of all folio transactions for a selected day. The report is sorted alphabetically based on the Transaction Code. The report includes: Code (Transaction Code) Description (Transaction Code Description) Reference Room and Folio Clerk Amount Tax Total Page 104

105 > Financial > Folio Transactions > with Guest Names This version of the report provides a view of all folio transactions for a selected day, and indicates the guest names associated with the transactions. This report is sorted alphabetically based on the Transaction Code. The report includes: Code (Transaction Code) Description (Transaction Code Description) Reference Room and Folio Clerk Amount Tax Total Guest Name When would I use these reports? These reports can be used to identify if a specific transaction code was used on a specific date These reports can be used to see how much revenue was generated by a specific transaction code The Guest Name version of the report can be used to identify transactions preformed in relation to a specific guest name Page 105

106 Journal Entry > Financial > Journal Entry The Journal Entry Report can be viewed in 3 different ways: 1. Expand Selected Only allows specific General Ledger Accounts to be selected and viewed in an expanded view 2. Contract All shows a view of General Ledger Accounts in a contracted view 3. Expand All shows a view of all General Ledger Accounts in an expanded view Page 106

107 The report includes: General Ledger Account Description Debit Net MTD Credit When would I use this report? This report is used by Accounting to see the flow of revenue through the PMS for any selected time period. Page 107

108 This report is used for the Essential Balancing during the Night Audit. For more information on how, see the article Essential Accounting Balancing (Post Rollover)- *Mandatory Task* in the Night Audit manual. Page 108

109 Transaction Register Balance Report The Transaction Register Balance Report is a complete listing of all transactions that took place in the PMS on a specific date, or for a selected date range. There are 3 options for running this report: Detail > Compact Detail > With Guest Names Summary This article will review each option. Page 109

110 Detail > Compact > Financial > Transaction Register Balance > Detail > Compact This report provides a detailed breakdown of all transactions preformed in the PMS for a selected date period. The report includes: Res ID Room Number Folio Clerk Date Reference Amount Tax Total When would I use this report? This report can be used to find individual postings posted to a guest folio It can also be used to see how much revenue was posted for a specific Transaction Code Page 110

111 Detail > With Guest Names > Financial > Transaction Register Balance > Detail > with Guest Name This report provides a detailed breakdown of all transactions, along with the guest name, that were preformed in the PMS for a selected date period. The report includes: Res ID Room Number Folio Clerk Date Reference Amount Tax Total Guest Name When would I use this report? This report can be used to find individual postings posted to a guest folio It can also be used to see how much revenue was posted for a specific Transaction Code Page 111

112 Summary > Financial > Transaction Register Balance > Summary This report provides a summary of all transactions preformed in the PMS for a selected date period. The report includes: Transaction Code Transaction Code Description Amount Tax Total When would I use this report? This report can be used to view the total postings to each Transaction Code for specific date, or date range. Page 112

113 Accounts Receivable Reconciliation Report This report shows the activity that occurred in the receivable GL accounts within the PMS. NOTE: The figures in the Accounts Receivable Reconciliation Report are not finalized until after mid-night. If this report is run for the current day, it would display an (E) after all the Balance Out figures. These balances would be current, however are considered "Estimates" until after midnight, as they can still change during the remainder of the business day. > Financial > Accounts Receivable Reconciliation Report The report includes: General Ledger Account Balance In Debit Credit Balance Out When would I use this report? This report is used by Accounting to ensure that the A/R Guest & A/R City are in balance. It also reports the amount of money on guest reservations being held in Deposits. This report is used for the Essential Balancing during the Night Audit. For more information on how this is used, please see the article Essential Accounting Balancing (Post Rollover)- *Mandatory Task* in the Night Audit manual. Page 113

114 Cashier Page 114

115 Clerk Detail The Clerk Detail report is a detailed breakdown of all the transactions that a clerk has done on a selected date. Page 115

116 > Cashier > Clerk Detail The report includes: Clerk Name Transaction Code Room # Invoice # Res ID Folio # Transaction Number Reference Amount Tax Total Page 116

117 When would I use this report? Used to balance out a clerks credit card slips at the end of their shift Used to help find any discrepancies found in the clerk summary (if a clerk is missing a Visa slip, this report can be used to identify which slip is missing) Page 117

118 Clerk Summary The Clerk Summary report is a summary of all the transactions that a clerk has done on a selected date. > Cashier > Clerk Summary The report includes: Clerk Name Transaction Code Count Amount Tax Total When would I use this report? This report can be submitted to Accounting so they can review all the transactions a clerk preformed during their shift. Page 118

119 All Clerk Detail The All Clerk Detail report is a detailed breakdown of all the transactions that all clerks have done on a selected date. Page 119

120 > Cashier > All Clerks Detail The report includes: Clerk Name Transaction Code Room # Invoice # Res ID Folio # Transaction Number Reference Amount Tax Total Page 120

121 When would I use this report? Used to by management to monitor the transactions done by all clerks Used to help find any discrepancies found in the clerk summary (if a clerk is missing a Visa slip, this report can be used to identify which slip is missing, and which clerk the slip actually belongs too) Page 121

122 All Clerk Summary The All Clerk Summary report is a summary of all the transactions that all clerks have done on a selected date. > Cashier > All Clerk Summary The report includes: Clerk Name Transaction Code Count Amount Tax Total When would I use this report? Can be used to compare with Credit Card Interface Batch Out to ensure the Credit Care payment amounts taken in the PMS match the Amounts processed through the Credit Card interface. Page 122

123 Shift Reconciliation The Shift Reconciliation Report shows a summary of all the Payment transactions preformed by a clerk on a selected date. > Cashier > Shift Reconciliation The report includes: Clerk Name Payment Type Count Total Payment Totals Shit Actual Over/Short Total Cash Deposits Clerk Signature Page 123

124 When would I use this report? Used to help a clerk reconcile the payments taken at the end of their shift. The total number of credit card slips should match the count and the total amount of the credit cards slips should match the Total. Used to ensure that float balances at the end of the clerks shift This report should be printed, filled out & signed by the clerk and then deposited into the safe along with the money that the clerk will be submitting to accounting at the end of their shift. Page 124

125 Forecast Page 125

126 Occupancy & Revenue Forecast Report The Occupancy & Revenue Forecast provides future occupancy and revenue forecasting. It contains room occupancy forecasts which include revenue and occupancy as well as ADR. Occupancy and revenue including block contains block, occupancy and revenue as well as ADR for group blocks even if reservations have not been made out of the blocks. Once a group block is dropped the block number changes to reflect this as well as the revenue. Wholesalers are also accounted for in this report, in the same way groups are. > Forecasts > Occupancy & Revenue Forecast The report includes: Arrival (Room & Persons) In House (Room & Persons) Departure (Room & Persons) Rooms Occupied (Rm Occ) Occupancy Percentage (Occ %) Rooms Vacant (Rm Vac) Room Revenue (Rm Rev) ADR Stayover (Rooms & Persons) Block Occupancy & Revenue Including Block Rooms Occupied (Rm Occ) Occupancy Percentage (Occ %) Rooms Vacant (Rm Vac) Room Revenue (Rm Rev) ADR Page 126

127 Occupancy and Revenue Forecast Transient vs Group This report can be produced for future dates, and is meant to be paired with the Statistics Report Room Occupancy and Revenue Actual Transient vs Group. There is no date range limit on this report, however, the larger the date range selected, the longer it will take for the report to produce data. The report shows a detailed overview of forecasted occupancy and revenue information, focusing on separating Group and Wholesale business from Transient business. The report includes: Date Day of the Week Out of Order (OOO) Transient (Corporate) Rooms Transient (Corporate) Guests (adult, children) Transient (Corporate) Occupancy % Transient (Corporate) Room Revenue Transient (Corporate) Guests ADR Group Rooms Group Guests (adult and children) Group Occupancy % Group Room Revenue Group Guests ADR Wholesale Rooms Wholesale Guests (adult and children) Wholesale Occupancy % Wholesale Room Revenue Wholesale Guests ADR Page 127

128 When would I use this report? This report can be used to compare business levels from month to month, or year to year. Can help with budget forecasting for the next year This report has a clear distinction between Transient (Corporate) Revenue/Group Revenue/Wholesale Revenue Page 128

129 Report Wizard Page 129

130 Creating a Report using the Report Wizard The report wizard is a module that allows users to generate their own custom reports, while using a large number of data fields from within the PMS. NOTE: The Report Wizard does have limitations, and depending on the scope the desired report, it may not be possible to create using the Report Wizard. Creating a "Reservations by Rate Plan" Report To access the Report Wizard module, go to > Report Wizard. Click the New button to create a new report. Report Tab Starting with the Report tab, each tab will be worked through to create the report. Each field on the report tab has a particular function: Name: Enter a name for the report. This name will be both the name of the report within the Report Wizard, and in the Report Menu (should you wish to show the report in the menu) File Name: Pick a file name for this report (can be the same as Report Name). Based On: The two options within this pull down menu are Reservations and Transactions. Will the report being created be based on reservation data (information pertaining to a guest reservation) or transaction data (information pertaining to guest folio transactions)? Please note more fields are attached to reservation data than transaction data. Page 130

131 Category: Allows you to place the custom report within a sub category. The default General may be selected, or a customs category may be created. For this example, a sub category will be created called Reservation. Active: The next check is asking whether this report is active or inactive. To be able to use this report, it must be active. Show in Menu: If this box is checked this report will show up under the report pull down in the main screen under > Custom > the name chosen for the subcategory > The name of the report Landscape: If this box is checked the report will print in landscape format rather than the default portrait. With shares: If this box is checked it will display a reservation share's information within the report. Omit details: Will only display totals on the report, and will omit the line by line details. Show counter: If this box is selected, a counter adding up the amount of records displayed will appear at the bottom of the report Description: The description is a way to tell others exactly what this report is displaying. The description used in this example states: This report shows all reservations booked by Rate Plan for a selected Arrival Date Range. After all necessary fields have been filled in, click Next to proceed to the Header tab. Page 131

132 Header Tab The Header tab allows a custom header to be added to be the report, such as the Property's name and address. To populate the header info, click the "..." buttons at the end of each line to see a list of available fields to choose from Click on the desired variable to be added, then click the Insert button Fill in all the desired fields, then click Next to proceed to the Fields tab. Page 132

133 Fields Tab The Fields tab is where all the fields to be displayed on the report are selected. All items on the left side are available, and all items on the right side are the ones selected for this report. Press the + symbol to expand the list of fields under each category. Use the arrows to more the fields on or off the report. NOTE: Any field that will have conditions imposed on it will need to be added in this section. For example, if the report is supposed to only show reservations with Res ID's greater than 2000, then the field Res ID would need to be added to the Selected Fields side here. The following Filter tab is where all conditions will be imposed. All filters and conditions are based on Boolean logic, and some appropriate modifiers. Below is a list of fields that have been selected for the Reservations By Rate Plan report. The order in which the filters are added is not important at this point, as they can be re-ordered and organized appropriately in the Columns tab. Once all required fields have been selected, click Next to proceed to the Filter tab. Filter tab The Expression button in the middle of the screen will assist in filtering the data to be searched. For example: to search for reservations whose Res ID s were GREATER than 2000, an expression needs to be created to state that. For this report, there are several expressions required that will allow the user to: Page 133

134 Select the Date From and the Date To based on Reservation Arrival and Departure Dates (as the report will return results for Arrivals for a specific date range) Filter out Reservations with the status "CANCELLED" or "NOSHOW" (as they are not needed for this report) Optionally, a filter could be added that allows the user to enter a specific Rate Plan name, so the report only returns results for bookings on that specific Rate Plan The first step will be to set up an expression that allows a Date Range to be selected, based on Arrival Date. 1. Locate the "Arrival Date" field under the available Report Fields 2. Click the Expression button in the middle The Report Expression box will be displayed. 1. Start by selecting >= (great than or equal to) in order to search for all dates great than or equal to whatever date is selected by the user when running the report 2. Next, we will add the ability to select a different Date From whenever the report is run, so, check the box next to Parameter and enter the Prompt to be shown when the report is run. For this example, that prompt will be Date From 3. Click OK to save Some Boolean Expressions: = - equals <> - does not equal >= - greater than or equal to <= - less than or equal to > - greater than < - less than IsNull - Empty Page 134

135 NOTE: To have the report always run from the same date, use the Value drop down to select a specific date instead of using the Parameter option. This will generate the information for the report based on the selected date, and the user will not have the option of changing that date when running the report. Notice that the Filter Expressions box to the right now populates with the filter expression. To be able to have the ability to select a date range when running the report, the report filter must also be set up so it asks for a Date To as well. Page 135

136 The first step is to add an AND rule to tell the report to look for an Arrival Date From AND an Arrival Date To. Click the AND button located it the middle of the screen to add an AND to the filter expression. The next step is to add the Date To parameter for the Arrival Date, to be able to close out the date range. To do this, select the Arrival Date again from the Report Fields on the left, and click Expression. The Report Expression box will open again. 1. This time, select the <= Less than or equal to option 2. Check the Parameter box, and enter Date To: in the prompt 3. Click OK to add the expression Page 136

137 The next step in the filter expression is to omit Cancelled and No Show reservations from the report. To do this, first input another AND after the Date To: expression by clicking the AND button. Click on Status field to the right and then click the Expression box. To not include Cancelled reservations, select <> (does not equal) and type CANCELLED into the Value. When done, click OK. Select AND again, as the next expression to be added will instruct the report to omit NOSHOW reservations. Page 137

138 Again, select Status and click Expression Select <> (does not equal) and type NOSHOW into the Value box. Click OK. The filter expression is now complete. It instructs the report to ask the person running which Date From and Date To to search for, and to omit reservations during that time frame that were either cancelled, or were No Shows. The expression could be taken one step further by adding another AND, and adding a Rate Name filter. The Rate Name filter would ask the user to enter in a specific Rate Plan name to search for. To do this, select Rate Name from the Report Fields and click Expression In the Report Expression box, choose like, and type Enter Rate Plan Name into the Parameter box Click OK to save Page 138

139 NOTE: The like option was selected instead of the = (equals) option. The reason for this is that it permits a partial match on the Rate Name when searching. For example, if a search was done for "Best", it would return any rate plans that started with the word "Best". If = (equals) was used, it would mean the user running the report would have to enter the full, exact name of the rate plan in order to return any results; if the Rate Name was misspelled or incomplete, no results would show. The filter is now complete. Select Next to move on to the Columns tab. Page 139

140 Columns Tab The Columns tab is used to set the parameters for the columns displayed on the report. Each row shown here represents a column on the final report when it is generated. The row can be shown or hidden by checking or unchecking the corresponding box under the Column column. Page 140

141 Name - Shows the field that is being displayed for each column in the report. Items inside [ ] will be what prints as the column header on the final report Title - Appears blank at first, but can be filled in to replace the name of the column under Name Format - Allows configuration of the display format, such as date or currency displays Width - Allows configuration of the column's width on the report. How many characters of space will each column need? Column - Allows the column to either show, or be hidden on the report (Check to show, uncheck to hide) Sum() - Check this box to have the values in this field added together, and a total displayed. NOTE: Certain fields (ie: dates) cannot be added together Once all the columns have been configured as desired, click Next to move on to the Group By tab. Page 141

142 Group By Tab The Group By tab allows grouping of all reservations that have the same filter together. In the below example, the report results will be grouped by Rate Name. To set a Group By, select the desired field from the Report Fields side, and move to the Group By field using the arrow in the middle. Page 142

143 When report data is grouped by Rate Name, it will show all reservations made under each different Rate Plan name. Alternatively, the report data may be grouped by Arrival Date to see all the reservations that are arriving under the same day. Below is an example of a report grouped by Rate Name. When done, click Next to move to the Order By tab. Page 143

144 Order By Tab Use Order By to select the order in which the data is sorted. If the information is to be sorted numerically by Res ID, move Res ID over to the right hand side. If the information is to be sorted by Arrival Date, move Arrival Date to the right hand side. In the example below the records will be displayed in order of Arrival Date. The image below shows the report sorted by Date In (Arrival Date). Page 144

145 After all the sections of the report have been completed as desired, click Finish. To both finish the report, and run a preview of it, click the Run on finish box. Running the finished Report When running this report, based on the filters used, several prompts will appear. The first prompt asks for the starting date of the report (the first Arrival Date to report from): The second prompt is for the end date of the report (the date to report up until): Page 145

146 The last prompt is asking for the name of the Rate Plan to return information on: The Reservations by Rate Plan Report will return results for all reservations booked under the *Best Available Rate: Page 146

147 There are two options for running this report again. The first option is: Proceed to > Report Wizard > Reservations. Click the + symbol to expand the list, select the Reservations by Rate Plan report, and click Run. Page 147

148 The second method to run the report is through the Custom section of the Report Menu. Proceed to > Custom > Load Custom to load the Custom into the report menu Once loaded, proceed to > Custom > Reservations > Reservations by Rate Plan to run the report Page 148

149 Report Example 1: In House Guest License Plate Report The following article provides an example of how to create a report using the Report Wizard. Report Report Objective: This report provides the Vehicle Make, Model & License Plate Number for all In- House Guests. NOTE: For this report to work, Vehicle Make, Model and License plate info will need to be entered on the Guest Info Tab for all guests in house. Page 149

150 Header Fields Filter This report will search for In House guests only. To do this, the filter expression must be set as Reservations.[Status] = (equals) 'Value' Page 150

151 RESERVATIONS.[STATUS] = "INHOUSE" NOTE: To have the report only return guest records that have a License Plate, and omit those that do not, use this in the filter: (NOT ISNULL(GUESTS. [VEHICLE LICENSE], ' ') = ' ') The resulting filter would be: RESERVATIONS. [STATUS] = ' INHOUSE' AND (NOT ISNULL(GUESTS. [VEHICLE LICENSE], ' ') = ' ') Page 151

152 Columns Group By No particular Grouping is needed for this report, therefore this tab can be skipped. Page 152

153 This report can be ordered based on the Vehicle License Plate Number to help with locating a specific License Plate. The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 153

154 Report Example 2: Reservations By Clerk The following article provides an example of how to create a report using the Report Wizard. Report The Reservations By Clerk report allows tracking of the number of bookings made by each user in the PMS. This report can be used to track productivity of individuals, or perhaps a sales incentive being offered to staff. Page 154

155 Header Fields Filter Filter is based on Reservation Date and omits CANCELLED and NO SHOW reservations. Page 155

156 RESERVATIONS. [RESERVATION DATE] >= '{D DATE FROM:} ' AND RESERVATIONS. [RESERVATION DATE] <= '{D DATE TO:} ' AND RESERVATIONS. [STATUS] <> 'CANCELLED' AND RESERVATIONS. [STATUS] <> 'NOSHOW' Columns Page 156

157 Group By Order By Page 157

158 The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 158

159 Report Example 3: Room Nights & Revenue by Room Type The following article provides an example of how to create a report using the Report Wizard. Report The Room Nights & Revenue by Room Type Report tracks the room nights and revenue produced by each different Room Type at a property. Page 159

160 Header Fields Filter Filter is based on Arrival Date and does not include CANCELLED and NOSHOW reservations. Page 160

161 Reservations.[Arrival Date] >= '{d Date From:}' AND Reservations.[Arrival Date] <= '{d Date To:}' AND Reservations.[Status] <> 'CANCELLED' AND Reservations.[Status] <> 'NOSHOW' Columns Page 161

162 Group By Order By Page 162

163 Room Nights & Revenue by Room Type Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 163

164 Report Example 4: Transaction Code Usage The following article provides an example of how to create a report using the Report Wizard. Report The Transaction Code Usage Report can help with finding when specific Transaction Codes were used in the PMS. It will show when the code was used, whom the posting was made by, and what reservation it posted to. This report will be Based On Transactions. Page 164

165 Header Fields Filter The filter expression is set to search for a specific Transaction Code that will need to be entered when this report is run. It will then filter based on the date the transaction was posted. Page 165

166 Transactions.[Tran Date] >= '{d Date From:}' AND Transactions.[Tran Date] <= '{d Date To:}' AND Transactions.[Tran Code] = '{s Enter Transaction Code:}' Columns Page 166

167 Group By Order By This report does not require to be ordered in any specific format. Page 167

168 Transaction Code Usage Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 168

169 Report Example 5: Unassigned Rooms Report The following article provides an example of how to create a report using the Report Wizard. Report The Unassigned Rooms Report can be used to assist in finding upcoming reservations that do not have a room number assigned. Page 169

170 Header Fields Filter This filter shows all reservations that do not have a Room Number assigned (it is looking for reservations where the Room Number is "Null" (ie: empty). Page 170

171 Reservations.[Status] = 'RESERVATION' AND IsNull(Reservations.[Room],'') = '' Columns Page 171

172 Group By The Group By tab can be left blank. Order By Page 172

173 Unassigned Rooms Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 173

174 Report Example 6: VIP Arrival Report The following article provides an example of how to create a report using the Report Wizard. Report The VIP Arrival Report will show a list of all arriving VIP Guests. Page 174

175 Header Fields Filter The filter set is to find all the VIP Arrivals for a specific date, as opposed to a date range. Page 175

176 Reservations.[Arrival Date] = '{d Select Arrival Date:}' AND Reservations.[Status] <> 'CANCELLED' AND Reservations.[Status] <> 'NOSHOW' AND Guests.[vip] = '1' Columns Page 176

177 Group By This report does not require grouping of any kind. Order By Page 177

178 VIP Arrivals Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 178

179 Report Example 7: Reversals & Adjustments on Charges Report The following article provides an example of how to create a report using the Report Wizard. Report This report shows all the reversals & adjustments made in the PMS for a selected time period. Page 179

180 Header Fields Filter This filter searches for transactions during specific transaction dates, where the amount is less than $0.01. Page 180

181 Transactions.[Tran Date] >= '{d Date From:}' AND Transactions.[Tran Date] <= '{d Date To:}' AND Transactions.[Amount] <= 0.01 AND Transactions.[Tran Type] = 'CHG' Columns Page 181

182 Group By Order By Page 182

183 Adjustments on Charges Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 183

184 Report Example 8: Custom Fields Report The following article provides an example of how to create a report using the Report Wizard. NOTE: In order for this report to work, the property must have Custom Fields defined and in use. To set Custom Fields, proceed to System Configuration > Setup Custom Fields. Report This report is based on the Custom Fields found in the PMS (System Configuration > Setup Custom Fields). This particular report shows all the Custom Data for the arrivals of a selected date range. Page 184

185 Header Fields This filter searches for Arrivals for a selected date range, and will only show reservations where the Custom Fields are NOT blank. Reservations.[Arrival Date] >= '{d Date From:}' AND Reservations.[Arrival Date] <= '{d Date To:}' AND (NOT IsNull(Custom Fields.[Anniversary],'') = '' OR NOT IsNull(Custom Page 185

186 Fields.[Birthday],'') = '' OR NOT IsNull(Custom Fields.[Drivers License],'') = '' OR NOT IsNull(Custom Fields.[Passport Number],'') = '') Columns Page 186

187 Group By Order By Page 187

188 Custom Guest Information Report The report will now appear in the Report Wizard ( > Report Wizard) as well as the Custom ( > Custom ). Page 188

189 Report Wizard Permissions Operations > 611 Report Wizard Property, Owner, Clerk & Accountant level permission When given, allows access to > Report Wizard Page 189