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Overview - calculation

Overview – calculation

Few basic definitions which you should be familiar with before reading following article:

  1. …reservations displayed in reservation calendar…. means reservations in Option, Confirmed, Checked-in, Checked-out and Other status. Reservation in Cancelled, No-show and Waiting list are not being calculated.
  2. …in “accommodation” room types…. means all rooms which are set in room type “Accommodation”.
  3. …proportionally distributed sum….. proportionally distributed item price for each day of reservation.
  4. …recalculated into default hotel currency…. recalculated with set exchange rate to defaultly set currency.

Number of guests – by nationality

  • Foreigners – total number of guests from reservations displayed in reservation calendar in “accommodation” room types with other nationality than hotels location.
  • Domestic guests – total number of guests from reservations displayed in reservation calendar in “accommodation” room types with nationality which is same as hotels location.
  • without nationality – total number of guests from reservations displayed in reservation calendar in “accommodation” room types with not filled in nationality.

Number of guests – by guest categories

  • Adult – total number of guests in Adult guest category calculated from all reservations displayed in reservation calendar in “accommodation” room types.
  • Senior – total number of guests in Senior guest category calculated from all reservations displayed in reservation calendar in “accommodation” room types.
  • Calculation for other set guest categories is the same…

Room statistics

  • Total room nights – total room capacity of the entire hotel. 10 rooms in hotel “generate” 10 room nights.
  • Occupied room nights – all rooms which are occupied with reservations displayed in reservation calendar (not in cancelled, no show and WL status).
  • Available room nights – total number of unoccupied rooms for the night. That means all rooms without reservations in calendar which are also not closed to sale.
  • Total closed room nights – number of rooms which are closed to sale. Historical dates use historical information about closed rooms. For future dates calculation is made from currently closed rooms.
  • Number of overnight stays – number of guests from all reservations which are calculated in occupied room nights (above).

Example – we have 10 rooms which gives us total 10 room nights. We currently have 3 reservations with 6 guests for selected date. That gives us 3 occupied room nights.

Then we have two rooms which are currently under reconstruction and therefore they are closed to sale. That gives us 2 closed room nights.

Altogether we get 5 available room nights (10 – 3 – 2). Overnight stays will give us 6 because we have accommodated 6 guests in our three reservations.

  • % occupancy – ratio between number of occupied rooms (with reservations which are displayed in reservation calendar and are not in cancelled, no show or waiting list status) and total number of rooms.
  • % bed occupancy – ratio between number of occupied beds from all occupied rooms and total number of beds in all rooms (and it doesnt matter if they are available or occupied).
  • % bed and extra beds occupancy – same calculation as in bed occupancy with extra beds included.

Amount of arrivals / departures

  • Arrivals – number of all reservation with arrival date on selected date which are made for “accommodation” room types and at the same time are not cancelled, no show or in waiting list status.
  • Departures – number of all reservation with departure date on selected date which are made for “accommodation” room types and at the same time are not cancelled, no show or in waiting list status.
  • Guest arrivals – number of all guests with arrival date on selected date which are listed in reservations made for “accommodation” room types and at the same time their reservations are not cancelled, no show or in waiting list status.
  • Guest departures – number of all guests with departure date on selected date which are listed in reservations made for “accommodation” room types and at the same time their reservations are not cancelled, no show or in waiting list status.

Quantity of changes of reservations

  • Created reservations – all reservations created during selected date for any future date for rooms in “accommodation” room types.
  • Cancellations during this period – total number of cancelled reservations which are starting or ongoing during selected date.
  • Reservations in WL – total number of reservations in waiting list status which are starting or ongoing during selected date.
  • No-show reservations – total number of no-show reservations which are starting or ongoing during selected date.
  • Cancelled reservations – number of reservations which were switched to cancelled /no show status or were deleted on selected date.

Sums of hotel accounts

  • Excluding VAT – total sum of all room accounts from reservations which start or are ongoing in selected date. Total sum of room account is proportionally distributed for each and every reservation (reservation for 5 nights with total room account price 5000 CZK without VAT will be calculated only as 1000 CZK) and then final number is calculated from all room accounts adjusted in this way.
  • Including VAT – same calculation as above only difference is that price is calculated with VAT.
  • Per person – We start with price of all room account including VAT. Then the sum is proportionally distributed for selected date (as described above – divided by number of nights of reservation) for each reservation separately. Results for all reservations are sumed together and divided by number of all guests in calculated reservations (calculating only with reservations which are displayed in reservation calendar – so no cancelled, no show or waiting list reservations).
  • Per room – same as per person with the difference that the proportionally adjusted total sum is divided by number of occupied rooms (with reservations which are not in cancelled, no show or waiting list status).
  • REVPAR – again we use total sum of proportionally adjusted room account without VAT for all reservations (without cancelled, no shows, waiting list) in selected date. Total is then divided by number of your rooms.
  • ADR – again we use total sum of proportionally adjusted room account without VAT for all reservations (without cancelled, no shows, waiting list) in selected date. Total is then divided by number of all occupied rooms in selected date (= all rooms with some starting or ongoing reservation which is not in cancelled, no show or waiting list status).

Payments

  • Bank transfer – total sum of all bank transfer payments created in selected date. Bank transfers in different than default currency are recalculated using the hotels exchange rate.
  • Payment card – total sum of all payments made by card in selected date. Card payments in different than default currency are recalculated using the hotels exchange rate.
  • Cash – total sum of all cash payments created in selected date. Bank transfers in different than default currency are recalculated using the hotels exchange rate.

Hotel account by type

This section works very similar to Sums of hotel accounts section but its more detailed.

Content of the room accounts is separated into more categories which can be monitored separately.

Calculation in this section is the same. Items in room accounts are proportionally adjusted (by number of nights of the reservation) and then all this proportional amounts are calculated together.