You can generate Manager’s reports to have an overview of activities for the hotel management. You can find this option in the menu Reports/Manager’s Reports/ Overview.
A table is displayed as shown below with a list. You can generate reports in two basic ways:
- Daily Report – You always specify one specific day for which you want to generate the report
- Reports by date range – Specify the date range for which you want to generate daily reports
- First, let’s look at the first option, namely the Daily Report. The report by date range is the same from its data structure, it just differs in the filtered values, so in this manual we’ll mainly focus on the Daily Report, and the explanation of the Report by date range will be more concise.
Let’s start from the beginning (figure below text): On the left side, you have the choice which of the above reports you want to create. Choose the date for which you want to see the report, and you can even tick a comparison with the same date but from last year or you can also choose any other date that you want to compare with.
Above the report table there is a print button (similar to the other modules) with which you can download the filtered results in PDF or XLS format.
The daily report itself is divided into four columns. In the first one we see the operation figure in question, followed by the date by which it is filtered. The other columns show the month and year to which the filtered figures belong.
Please note that the calculation of individual items in the columns January 2017 and 2017, e.g. for the date January 20, 2017 (in the figure below), is always done only until that date. I.e. the column January 2017 lists only figures applying to the first 20 days of January 2017. The same applies to the year column: data for 2017 apply only until the filtered date, i.e. again only to the first 20 days of the year. Please keep this calculation logic in mind, as all the report items are using it.
The first items in the report are the guest numbers by category, including a total and also by nationality. Below you find room occupancy statistics, both, in absolute numbers and in percentage, and then there is the closed rooms count. Additionally, statistics of total arrivals and departures are shown, including the respective guest numbers.
The following part of the report covers the total numbers of bookings and any cancellations. The total number of bookings sums up all bookings that occurred during the (filtered) time period. Cancellations, bookings on the Waiting List and No-Shows are counted according to the same key.
This means e.g. zero bookings in WL for the column January 2017 means that in the time period from January 1, 2017 to January 20, 2017, we had no bookings on the waiting list.
The last section of the report are guest account summaries. First, there is the total sum of all items from guest accounts, which is further broken down in items with VAT and without it, and then it is also broken down by persons and occupied rooms. Additionally, the operating figures REVPAR and ADR are shown (their calculations can also be found separately).
In the second part of the table, guest accounts are broken down by type of item, and again including and excluding VAT.
The final item are the sums of meals that were booked in the given period. If you have multiple choices for dining, of course, a complete breakdown of all items will be shown.
As already mentioned, when creating the second type of report (by date range), the individual report items are the same. This kind of report only differs in that you can display a longer time period day by day and you can compare e.g. data for one week. Under the lightning icon (right next to the data filter) you find several pre-defined quick choices (today/yesterday/last week/current week/following week).
The report itself looks finally like this:
At the top left, above the report, you find the settings icon. Here you can filter items for the report that interest you, and you can also set up regular emails (daily/weekly) with these reports. After saving this setting, regular report emails will be sent to the currently logged-in user that ticked this option.
If you choose the daily option, you will always get a daily report about the previous day (see above: day/month/year) in the morning. If you choose the monthly send option, you get a report email on the first day of the next month with only the month and year columns.