Daily Revenue. the daily balances as well as the standard monthly account balances.

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Marjorie Turner
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1 Daily Revenue Overview The concept of the Daily Revenue feature is to track actual and budget dollars and statistics on a daily basis. When posting to the General Ledger on a given day, the same amounts will post to the daily balances as well as the standard monthly account balances. Setup for the Daily Revenue Accounts, Daily Revenue Budgets, and Market Segments is done through Daily Revenue Files under File Maintenance. Daily Revenue data entry is processed through Transactions, Daily Revenue inquiries are found in Inquiries>Daily Inquiries, and Daily Revenue reports are available under Reports>Daily Reports. Page 1 of 21

2 I. Daily Revenue Account Setup Navigate to: General Ledger>Maintenance>General>Chart of Accounts Any account created in DPHS will always have Daily Revenue recorded, but there are a few things that need to be set up in the Chart of Accounts before an account can be fully used as a Daily Revenue account. (For more information on the Chart of Accounts section, please refer to our Chart of Accounts Maintenance Tech Note.) Select the account to edit, or click Add / press <F5> to create a new account. Daily Revenue configuration is maintained in the Daily Report Information box. Post from AP? AR? PA? If entries from Accounts Payable, Accounts Receivable, and/or Payroll are to be included in Daily Revenue reporting, check the box. Include in Batch? If this account should be listed in the Daily Revenue Entry screen, check the box. Edit Seq This field determines the order in which the account will appear in the Daily Revenue Entry screen. For example, an account with an edit sequence of 1 is listed before an account with a sequence of 2. Any account left with an Edit Seq of 0 will list first, in account number order. Page 2 of 21

3 II. Daily Revenue File Maintenance Navigate to: General Ledger>Maintenance>Daily The Daily Revenue Report is configured using the following menu options listed under Daily: Page 3 of 21

4 Daily Revenue Budgets Select the Daily Revenue Budgets button to begin the budget setup. Use the top ribbon to select the Fiscal Year and Budget Type. Required Fields: Fiscal Year Budget Type Optional Filters: Display Property ID (Multi-property only) Start Account End Account Description GL Account Parts Click Find Rows with Filters to begin selecting the daily revenue budgets. Page 4 of 21

5 Account Selection The account selection screen displays all accounts that are flagged as Daily Revenue Accounts. It also shows which accounts have not had budgets created yet. To create or edit a budget, highlight the account and click either the Create/Update Budget or double-click the account line. A menu is also available to Create/Update or Delete the budget when an account is right-clicked. Page 5 of 21

6 Create/Delete by Period To create the budget for the selected account, click the Create/Update Budget button, or double-click the account line. Enter the Fiscal Period Range for this budget in the Fiscal Period Range Start and Fiscal Period Range End fields. For example, if budget for the entire year was $ each month, the Start would be 01 and the End would be 12. Enter the Fiscal Period Currency Total as $ Select Save Budget and the period total will automatically be divided by the number of days in each period in the selected range. The Fiscal Period Unit Total field works the same way. Page 6 of 21

7 Edit Budgets Select an account on the Account Selection screen and double-click the cell in Modify Daily Budgets for Selected Account grid to edit the budgets by day. When finished, select Save to leave the grid and save the changes. Page 7 of 21

8 Daily Revenue Segments This screen will define Segments by selecting accounts to group together. Each market segment group appears as one line on the Daily Revenue Report. Select Add to begin creating segments. The Segment ID and Description fields will open. Enter a Segment ID and Description to identify the segment. Click the Save button, and the Daily Report Segment Accounts grid will become available. With the Daily Report Segment Accounts grid active (bolded), the Add Records button becomes available and will bring up the account search window for this Daily Revenue Segment. Page 8 of 21

9 Use the filter options to narrow the view of accounts. Select the account to add to the segment by clicking on it, or multiple accounts by CTRL + Clicking the accounts. Only the accounts highlighted will move to the Segment Accounts grid when Select is clicked. The system will automatically save the selected accounts to the Segment. To remove an account or accounts, use the Delete Records button in the Segment Accounts Maintenance section on the ribbon. The selected accounts will now show in the Daily Report Segment Accounts grid. Page 9 of 21

10 Daily Revenue Groups This section defines Groups. It allows the user to display segments on the Daily Report that need to be individually listed and subtotaled together. It is possible to show only the totals of these groups, this is an option in the Daily Report Control section. Select Add to begin creating Daily Revenue Groups. The following fields will open. Required Fields: Daily Revenue Group Description Currency or Units Reverse Sign? Format Optional Field: Symbol Click Save to proceed to the next step. Page 10 of 21

11 Click inside the Daily Report Group Segments grid window to add Segments to the selected Group. Click Add to select which segments will be included for the selected group. Enter the Group Segment ID in the field, or click on the magnifying glass. Select the segment to add to the group. Double click the segment or click Select. Click Save to add the segment to the group. Page 11 of 21

12 The Segments will print on the report in the order they appear in the group. To change the order, simply click on the Segment in the Daily Report Group Segments grid. Click Move Up/Down, and the print order for that segment will be updated in the grid. To Delete a segment from the group, highlight the segment in the browse and click Delete. Page 12 of 21

13 Daily Revenue Metrics Metrics are used to show calculations on a Daily Revenue or Daily Labor report. Here you can create lines on the report that show calculations which can be based on entered figures or constants. This is where you would setup the Average Daily Rate, Revenue per Available Room, Average Check, and Occupancy Percentage. For Daily Labor reporting, functionality exists to display values based on a previous date using the Days Back field. The Divide By field to divide the daily amount by a number for Full Time Equivalent Values. For Daily Labor Report setup details, please see the Daily Labor Report Tech Note To create a metric, click the Addd button. Existing rows can be updated by selecting the metric in the grid, and then clicking Update. Page 13 of 21

14 General Information Required Fields: Metric Code Format Operator General Information Optional Description Symbol Reverse Sign Fields: Group Information Required Fields: Group Type Group or Constant Group ID Group Information Optional Fields: Days Back Divide By Click Save after filling the required information. Page 14 of 21

15 Daily Revenue Report Control The Daily Revenue Report Control is used to define what order the groups and metrics are to be displayed. The number of reports that can be created is up to the user. Click Add to create a new Daily Report. Required Fields: Report Code Description Report Type The four report types available are: 1 Daily Revenue 2 Daily Labor 3 Daily Executive 4 Check Book Accounting After filling out the above fields, click Save and proceed to the next step. Page 15 of 21

16 To create a new row, click inside the Daily Report Rows grid, and then click Add. Required Fields: Report Row Row Type Group/Metric/Text Description Currency Format Unit Format Calculation Format Optional Fields: Row Font Style Underline Field Totals Only? Symbol Page 16 of 21

17 The Rows will print on the report in the order they appear in the grid, descending numerically. To change the order, simply select the Row in the Daily Report Row grid. Click Move Up/Down, and the Report Row position/number will be updated in the grid. This will then change the order in which the rows appear when the report is generated. Page 17 of 21

18 III. Daily Revenue Entry Daily Revenue Entry is a convenient way of creating a batch of journal entries since it displays several daily revenue accounts on the screen at one time. Navigate to: General Ledger>Transactions>Rapid Journal Entry (For more information on the Rapid Journal Entry and its other functions, pleasee refer to our Rapid Journal Entry Tech Note.) Page 18 of 21

19 The Rapid Journal Entry grid is where you will be able to create or edit existing batches. With the Journal Entry grid selected (bolded), press the Add button to create a new batch. When the batch is created, the Batch Information viewer and fields will open. Here you will select Daily Revenue Entry from the Journal Type drop down menu, and fill out the required fields that will define the daily batch. Required Fields: Post Month/Year Property ID (multi-property only) Revenue Date Optional Field: Auto Reverse Batch? Click Save to create the batch with a system generated Batch ID. Page 19 of 21

20 Next, by selecting the Batch Transactions grid, enter amounts and units in their respective fields. The transaction count, total credits, and total debits will be displayed at the bottom of the screen. Press the <Down Arrow> or <Enter> keys to move through the fields, or click the fields with the mouse. Right-click on the Batch Transactions grid to display the additional options menu. Selecting Delete will remove the selected line from the batch. Selecting Add will insert a blank row, which is used to add accounts that are not already included in the batch. Click Save when all daily revenue entries are complete and are on an updatable field, if an updatable field is not selected press Cancel. The Batch Validation grid will show any errors or warnings that may exist in the batch. The Batch Totals viewer will also show any discrepancies in the Batch between the Debits and Credits by highlighting the Difference in red. Select the batch in the Journal Entry grid and click Edit List to generate posting journal to double check for any errors/warnings before posting the batch. With the batch selected in the Journal Entry grid and no errors exist; you can click Post Batch to post the batch. If the batch is not ready for posting, it will remain in the journal entry list until the batch is completed at a later time. When the batch is posted, it will produce a posting journal similar to other posted journal entries. Page 20 of 21

21 If there are further inquiries please refer to our website or contact the Data Plus Support department. Website Data Plus Support Ext 3 support@dphs.com Page 21 of 21

Journal Entry. The Ribbon Bar holds menu options, many of which can also be toggled using function keys. When applicable, both options will be given.

Journal Entry. The Ribbon Bar holds menu options, many of which can also be toggled using function keys. When applicable, both options will be given. Journal Entry Overview This tech note will explain the process to create and edit a journal entry using the Journal Entry menu function in Data Plus. Rapid Journal Entry can also be used for these functions