Reservation Reports

Every front-desk report in one place. Open Reservations → Reservation Reports and pick a tile. Each report opens on its own page with a period picker, totals, print, and export to Excel or CSV.

These are the reports that sat under Reservation → Reservation Report in the desktop program, rebuilt so that the figures agree with the guest's folio.

Before you start

• You need the Reservation Reports permission. A tile you cannot open is not shown. The three sales reports at the bottom of the page need their own permissions.
• Choose the period with the presets ("This month", "Yesterday"…) or type the two dates. Each report says which date it filters on, above the grid.
• Opening a report never changes any data. You can run them at any time, even while guests are checking in.

Steps

1. Open Reservations → Reservation Reports.
2. Click a tile, or type in Find in Reservation Reports to narrow the list.
3. Set the period. The report reloads by itself.
4. To break a report down, drag a column header (for example Receptionist or Room type) onto the bar above the grid. Each group gets its own subtotal.
5. Click a row to open the guest, the folio or the booking it belongs to.
6. Use Print, Excel or CSV at the top right to keep a copy.

What each report shows

Guests & stays

• Arrivals — guests who checked in during the period, one row per guest. A guest who changed rooms is still one arrival.
• Checked Out Guests and Checkout Owing — departures, and those who left still owing. See their own help page.
• Guest Account Summary — every stay that touched the period: room charges, other charges, payments, refunds and the balance. The balance is the same figure the folio shows. Totals are each stay's whole totals, not only the part inside the period.
• Guest Register — who was in the hotel during the period: name, gender, nationality, date of birth, ID type and number, address, company, arriving from and going to. Use it for police, immigration or security returns. The Missing ID number tile tells you which guests to complete first.
• In House on a Night — who slept in the hotel on one night. Pick the date under Night of; it opens on tonight. Each row is a room with a guest in it at midnight, with arrival, departure (or the date due), adults and who is billed. The tiles give rooms occupied, guests, adults and occupancy. A guest who checked out that morning is not counted for that night, and a guest who changed rooms shows in the room they were actually in.

Revenue & billing

• Room Revenue — every room night billed, dated by the night the guest slept there. Drag Receptionist to the group bar for revenue by receptionist, which replaces the desktop "By Receptionist" report.
• Other Guest Charges — restaurant, bar, laundry and every other charge put on a guest's bill.
• Room Billing Audit — each room night beside the day its revenue posted. See its own help page.
• Sponsor Consumption — what each sponsor's guests consumed. Room nights are shown as one line per room ("Room 204 — 3 night(s)"). Untick Sponsored guests only to include guests paying for themselves.
• Sponsor Statement of Account — everything billed to a sponsor or customer account, with the opening and closing balance and what it owes. See its own help page.
• Group Statement — every guest bill in a sponsor guest group on one statement, with bill totals and the group balance. See its own help page.
• Room Profit & Loss — income each room earned against the stock and expenses charged to it, taken from the ledger. A negative figure is a loss.

Payments & deposits

• Guest Payments — money received from or for guests, with the payment method and who took it. A receipt that was a booking deposit is marked.
• Guest Refunds — money paid back to guests. Refunds taken on the web and refund journals posted from the desktop are both listed.
• Deposits — security deposits charged on guest invoices, and deposits taken on advance bookings, each dated by the day it was taken.

Rooms & bookings

• Room Occupancy — nights sold, occupancy %, average daily rate (ADR) and revenue per available room (RevPAR). Switch between By room and By room type at the top.
• Advance Bookings Due — bookings falling due in the period, with the deposit held and whether the guest has arrived. It opens on the next 30 days. Tick Include cancelled to see cancelled bookings too.
• Room Changes — every room move: from which room, to which room, the two rates, the reason and who moved the guest.
• Room Cancellations — rooms taken off a booking, with the reason.

Related sales reports

The desktop menu also listed three general sales reports. They live under Reports and Sales on the web; the tiles here open them.

Tips

• Group Room Revenue by Room type and then by Receptionist for a shift-by-shift view of who sold which rooms.
• Room Occupancy counts a complimentary night separately, not as a sold night, so occupancy shows paying business.
• Bookmark a report you open every day, or find it with Ctrl+K by typing its name.

Common problems

• A tile I expect is missing → you do not have the permission it needs. Ask an administrator to add Reservation Reports to your security group.
• Guest Register and In House on a Night give different counts for one day → Guest Register lists everyone in the hotel at any time that day, including guests who left in the morning. In House on a Night counts only rooms occupied overnight.
• A guest appears in Guest Account Summary but arrived last month → that is intended. The report lists every stay that was open during the period.
• Room Changes shows a move with no rooms → the billing record of that move was removed later, usually by an old correction. The move itself is kept so that nothing disappears from the audit.
• Guest Refunds shows fewer desktop refunds than expected → a desktop refund is counted only when it was paid out of a cash or bank account. Journals to other accounts are adjustments, not refunds.
• Room Profit & Loss shows income but no costs → costs only appear when stock was consumed against a room, or issued to a room from another department.
• Totals differ from the desktop report → the desktop repeated balances on every row and added them up, and counted some room nights twice. These reports count each figure once, so they agree with the folio and the ledger.