Overview

• In this guide we will discuss and show examples of the Guest Room reports for Housekeeping, Month End, Occupancy Summary, and Outstanding Folio Balance. Each report assists with day to day operations at the club’s Guest Rooms location.

Required Permissions

• Interactive Reports

Accessing the Tool

Interactive Reports gives you the ability to filter, sort, and group the data using criteria. The available criteria are specific to the information the report contains. The report functions give you the ability to customize date settings, save criteria settings, delete saved reports, and schedule an email delivery. In this section you will learn how to use the criteria and report functionality.

1. Click on the Interactive Reports Icon from the left menu bar. 

2. On the Report Overview page, there is a list of reporting categories to choose from, or the User can search for a topic in the top search bar. It is best to keep the topic as broad as possible. If the club wants to see POS sales search for sale.

Housekeeping

Provides a list of all Guest Room Housekeeping information as it relates to New Arrivals, Departures, Stay Overs, Turnovers, and Notes on a specified date. 

To run Housekeeping, choose the report from the Guest Rooms Dropdown,

1. Choose the Date.

2. Choose Report Criteria:

   1. Enable Turnovers.

   2. Enable New Arrivals.

   3. Enable Stay Overs.

   4. Enable Departures.

3. Select View Report.

In this example we ran Housekeeping for 7/27 and chose all reporting criteria. For each section we see the Room, Arrival Date, Arriving Occupants, Departure Date, and any notes if you chose to show notes for the room.

Month End

Provides the total of all Room Occupancy for the month by date based on a specific year and month. Displays Daily Revenue, number of occupied rooms, number of sold rooms, and percent occupancy. 

To run Month End, select the report from the Guest Rooms Dropdown,

1. Select the Year.

2. Choose the Month.

3. Select View Report.

In this example we ran Month End for July 2023. We see the Date, Daily Revenue, Occupied, # Rooms Sold, and % Occupancy. At the end of the report we see Average Occupancy and Average Room Rate.

Occupancy Summary

Provides the Total Guests/Children, Number of Rooms, Rooms Sold, Rooms Available, Percentage Occupancy, Actual Room Revenue, Average Room Revenue, and Revenue Per Available Room grouped by Day, Period, and Year. 

To run the Occupancy Summary, select the report from the Guest Rooms Dropdown,

1. Choose the As of Date that the summary is for.

2. Select View Report.

In this example we ran Occupancy Summary for 7/27. We see the Total Guest/Children, Number of Rooms, Rooms Sold, Rooms Available, % of Occupancy, Actual Room Revenue, Average Room Revenue, and Revenue Per Available Room for the Rows. For Columns we see the Day, Period, and Year.

Outstanding Folio Balance

Provides a list of all folios that have not been closed out based on a specific date.

To run the Outstanding Folio Balance, select the report from the Guest Rooms Dropdown,

1. Choose the As of Date.

2. Choose the Detail Level of the report.

3. Select View Report.

In this example we ran the as of date for 7/27 with a detail level of Folio. If you would like the report to be fully expanded, choose invoice as the detail level. For this report we see the Folio #, Sponsor # (Member Number), Sponsor Name, Room #, Confirmation #, and the Balance that is outstanding.

Note: For instructions on settling outstanding folios, please see the guide here.

Best Practices

FAQs