The most comprehensive summary or "day-at-a-glance"of transactions is the Transaction Summary Report. This report is often run to see a summary of daily transactions:
The report format always displays the data in three columns. The date chosen in the date picker is the "Today" column with the monthly and year to date totals calculated from that date.
- Today: Displays all transactions on date chosen in drop down list.
- Month-to-Date: Displays all transactions from the first day of the month chosen to the date chosen in drop down list. For example, May 15 would give you all transactions from May 1- May 15.
- Year-to-Date: Displays all transactions from the first day of the year chosen to the date chosen in drop down list. For example, May 15, 2015 would give you all transactions from Jan 1, 2015 to May 15, 2015.
This report is a historical report of transactions and should be run for a specific date or over a date range in the past. The room transaction data is generated from amounts actually posted to folios: Room Rent posted to folios during Night Audit and and Non-Room Revenue items manually charged.
This includes advanced charges and payments made to bookings.If the total amount for charges for a particular date does not equal the amount of payments received on that date, then look at what advanced charges and payments were taken. See Advanced Charges Report (ARC).and Advanced Deposits Report.
Any inventory items you have sold will be displayed under the category miscellaneous and can be seen in detail on the Item Analysis Report
If further detail is needed on any category, then use the Transactions Report and select the "Transaction Category" in the drop-down menu and use the same date range to get a detailed list of transaction in that category. You can also leave the drop down on "Select from list" for a list of all transactions during the time frame.
All Reports run on the system date, so if you have not performed Night audit for the current day, then the report will not be populated with all of the data. It is recommended to run this report for the previous day or after night audit has been completed for the current date.
The transactions displayed in the Transaction Summary Report can also be seen in the Manager's Report. This report is often run daily to see daily activity and transactions. The report provides a summary of daily, month-to-date and year-to-date totals of revenue, charges, payments, AR Accounts, ARC, ARD and Forecasted Occupancy.
The Transactions Report is divided into the following sections:
Accounts Receivable: Displays Direct Bill Payments applied to a folio. See Direct Bill Payment Type and Companies. When a Direct Bill payment is made to a folio, the amount is automatically added to the AR Account of the company. AR Accounts are used for keeping track of Direct Bill payments made by Companies to Individual, Group or House Account Folios. See AR Accounts
Folio Charges / Income
Displays Room Rent, Miscellaneous Items, Occupancy Tax, County Tax, etc. This can also be seen on the Transaction Summary Report and in detail on the Transactions Report . This section will also include any items you have created like Gift Certificate. See Inventory Items
Payments
Displays all payments taken including Cash, Credit Cards, Unknown, Write Off, Direct Bill, etc. This can also be seen on the Transaction Summary Report and in detail on the Transactions Report .This will include any receipt types you have created. See Receipt Types
Occupancy
Displays a summary of Occupied Rooms, Empty Rooms, Percentage Occupied, ADR, REVPAR and the number of Adults, Children, Infants in the bookings. To see the details of the Occupancy summary, see the Occupancy Report
Statistics
Displays a summary of booking information: Arrivals, Departures, In House, Reservations, Cancellations. To see details, see Daily Reports and the Booking Production Report
Advance Room Payment / Charge
Displays the running total of ARD (Advance Room Deposits), for details see Advanced Deposits Report . And, the running total of ARC (Advance Room Charges), for details see Advanced Charges Report (ARC)
Accounts Receivable
Displays a summary of the Accounts Receivable charges and payments. Charges are are payments taken by Direct Bill on guest folios, see Direct Bill Payment Type. Payments are amounts received by Companies to pay down the Direct Bill charges. AR Payments To see a running total of aging receivables, see Accounts Receivable Aging Report
Forecast
Displays future bookings by date, occupancy, occupancy %, room revenue, total guests. The only dates that will displays are dates that have bookings. For details, see Occupancy Forecast Report
To run a Manager's Report:
- Go to REPORTS | MANAGERS | MANAGER'S REPORT
- Click on MANAGER'S REPORT
- Choose Date: Choose a single date. This date also determines the Month to date and Year to date data. I.e. choosing Dec. 31 would display the entire year in the Year to date column.
- Choose the report format: HTML, Excel or Text.
- Click Generate Report
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