Reports Overview


 Reservations Reports


Reservations by Booking Date

This report displays Confirmation IDs with reservations that were booked within a specific date range.  Only Confirmation IDs associated with a room reservation are included in this report.  Reported dollar amounts include room and non-room charges.

Best Uses:

  • To find a reservation when you know the approximate arrival date.
  • To determine the volume of reservations booked in a specific date range in the past.

Reservations by Arrival Date

This report displays Confirmation IDs with reservations that are arriving within a specific date range.  Only Confirmation IDs associated with a room reservation are included in this report.  Reported dollar amounts include room and non-room charges.

Best Uses:

  • To find a reservation when you know an approximate arrival date.
  • To determine the volume of reservations that arrived/will arrive in a specific date range.
  • By looking at future arrivals, you can determine balances due in future periods for reservations that are booked as of today.

Canceled Reservations

This report displays all reservations that were canceled within a specific date range. Reported are canceled amounts for tracking lost revenue and the post-cancellation values for cancellation fees and other charges that guests are held accountable for after cancellation. The notes section will show the reason for cancelation if one is present on the reservation.

Best Uses:

  • To find a reservation that has been canceled.
  • To review canceled reservations for outstanding balances.  Reviewing this report on a frequent/regular basis can help to ensure that all outstanding balances on canceled reservations are resolved in a timely manner.

Reservations by Channel

This report displays Confirmation IDs with reservations that are arriving within a specific date range and groups them by booking channel.  Only Confirmation IDs associated with a room reservation is included in this report.  Reported dollar amounts include room and non-room charges.

Best Uses:

  • To determine the volume of reservations (number and dollars) for each reservation channel for a specific date range.  From this report you can calculate the percentage of reservations made online, by phone, through Expedia, etc.

Reservations by Payment Status

This report displays Confirmation IDs with reservations that are arriving within a specific date range and groups them by payment status. Confirmations are grouped by the following payment statuses: No Payment, Partially Paid, and Paid in Full.  Reported dollar amounts include room and non-room charges.  It is recommended that you run this report for a period of a few months to get the full picture of any confirmations requiring attention.

Best Uses:

  • To review reservations for outstanding balances.  Reviewing this report on a frequent/regular basis can help to ensure that all outstanding balances on reservations that have departed are resolved in a timely manner.

Reservations by Attribute

This report displays custom bill attribute contents for Confirmation IDs with room reservations within a specific date range. Only Confirmation IDs with room reservations that have a bill attribute entered are included.  You must select an attribute to be displayed.  Reported dollar amounts include room and non-room charges, excluding any taxes.

Best Uses:

  • To determine the volume of reservations that contain custom attributes.  For example this report can help you understand  how guests heard about you, why guests stay with you, etc. if these are set up as custom attributes to ask of the guests.

Reservations by Agent

This report groups reservations within a specific date range by the agent that created them.  You can choose the report to display reservations “Booked,” “Arriving,” or “In House” between the dates selected.  The agents are identified by their user login ID.   The agent “ThinkReservations” will include all non-phone reservations.  Reported dollar amounts include all charges, including tax for each Confirmation ID.

Best Uses:

  • To determine the volume of reservations created by each system user for the specified date range.  This report is particularly helpful if you are incentivizing staff based on reservation volume.  To be most useful, each staff member should have a unique user in ThinkReservations, and staff should log out of the system when leaving a computer.

Booking Pace Report

Formerly knows as the "Comparison Report," this report compares the rate at which customers make reservations at one point in time versus another point in time. The dates you select are flexible to allow comparison of any points in time and any date ranges that you want to compare.  “Booked As Of” date -  includes reservations booked up to the close of the previous day. This is because the report shows booked as of the beginning of that day, and won't include reservations made that day. Not included are: sales on "fake" rooms, Point of Sales (POS) sales, gift certificates, or sales on canceled reservations. Fake rooms are indicated to the system by checking the box in that room's settings page labeled: "This room is not a real room and should not be counted for room revenue or occupancy (i.e., meeting room, event space, parking spot, etc.)"

Best Uses:

  • To evaluate how well reservations for future dates are booking this year, compared to the same dates last year.
  • Can be used to compare 2 periods in the past when evaluating the impact of marketing strategies, guest services changes, etc.

Guest Forecast

This report displays the number of overnight guests that will be at your business within a specified date range, based on reservations booked to date.  Results will display the number of rooms arriving, staying over and departing as well as the number of adults and children in-house.  The number of people corresponds to the rooms arriving and staying over.  Additional information includes the number of nights booked and nights blacked out.

Best Uses:

  • To plan staffing levels, food requirements, etc. for future dates.
  • To analyze actual adult/child guest mix.

Note for Occupancy Reports

Occupancy Reports exclude rooms that should not be counted for occupancy as per your Room Settings.  You can choose to view occupancy by day, week, month, quarter, or year within the date range specified. The report displays # Days (in the date range specified), # Rooms, # Available Rooms (room nights available in the date range specified), # Nights Booked, # Nights Blacked Out, Occupancy (#Nights Booked / #Available Rooms), and Occupancy w/Blackouts.

The following may apply (using this example - you have Room 1 and Room 2 which are individually bookable rooms.  You also have Room A which is linked to Rooms 1 and 2 so they can be booked together):

► If you have linked rooms and you did not exclude them from occupancy

# Rooms and # Available Rooms will include linked rooms.  Room A is counted as an available room in addition to Rooms 1 and 2.

# Nights Booked will include linked rooms.  Room A is counted as occupied for the nights that it is specifically booked.  Rooms 1 and 2 are not counted as occupied for the nights that Room A is booked, but are counted for the nights that they are individually booked.

► If you have linked rooms and you exclude them from occupancy

# Rooms and # Available Rooms will include only “real” rooms.  Room A is not counted as an available room.

# Nights Booked will include only “real” rooms.  Nights booked as Room A are not included.  Only nights booked individually as Room 1 and Room 2 are included.

Occupancy by Date

This report displays occupancy information by date for the date range selected.  Reported details include number of rooms available, number of rooms occupied and number of rooms blacked out.  Occupancy is calculated both with and without blackouts.  The total for the period selected is reported, with a breakdown by day, week, month, quarter, or year.

Best Uses:

  • Run this report if you want to know only occupancy for the entire property.

Occupancy by Room

This report displays occupancy information by room for the date range selected.  Reported details include number of rooms available, number of rooms occupied and number of rooms blacked out.  Occupancy is calculated both with and without blackouts.  The total for the period selected is reported along with subtotals by room.  You can choose to display by day, week, month, quarter, or year for each room.

Best Uses:

  • Run this report if you want to know occupancy by room within the property.

Occupancy by Room Type

This report displays occupancy information by room type for the date range selected.  Reported details include number of rooms available, number of rooms occupied and number of rooms blacked out.  Occupancy is calculated both with and without blackouts.  The total for the period selected is reported along with subtotals by room type.  You can choose to display by day, week, month, quarter, or year for each room type.

Best Uses:

  • Run this report if you want to know occupancy by room type within the property.  This is only useful if you are using rate types.

Geographic Origin

This report displays the geographic origin of all reservations arriving within a specific date range.  The report determines location based on data entered in the State and Country fields on a reservation.  For the date range entered, the report summarizes by Origin location, the Count of reservations, the Percentage (based on Count), and total Amount on reservations including tax.  Tip:  When entering the guest's address on a reservation, fill in the State field using the same abbreviation or long name on every reservation.

Best Uses:

  • To determine where your guests are visiting from.


  Point of Sales Reports

Point of Sales by Date

This report displays sales that were created within a specific date range. A Point of Sale is a bill that does not contain any rooms.

Best Uses:

  • To find a point of sale bill when you know the approximate creation date.
  • To determine the volume of point of sales invoices and associated dollars created in a specific date range in the past.

Canceled Point of Sales

This report displays sales that were canceled within a specific date range. A Point of Sale is a bill that does not contain any rooms. This report shows canceled amounts to track lost revenue as well as post-cancellation amounts that reflect charges the customer is responsible for after the cancellation, if any.

Best Uses:

  • To find a point of sale bill that has been canceled.
  • To review canceled point of sales bills for outstanding balances.  Reviewing this report on a frequent/regular basis can help to ensure that all outstanding balances on canceled point of sales bills are resolved in a timely manner.

Point of Sales by Payment Status

This report displays sales that were created within a specific date range and groups them by payment status. A Point of Sale is a bill that does not contain any rooms.

Best Uses:

  • To review point of sales bills for outstanding balances.  Reviewing this report on a frequent/regular basis can help to ensure that all outstanding balances on point of sales bills are resolved in a timely manner.


  Accounting

Summary

This report displays any debits and/or credits per account for the dates specified. It is a high-level view of exactly how your accounts changed within a specific date range.  The report is in the form of an adjusting journal entry.

Best Use:

  • To create your entry 

Accounts

This report shows journal postings per account for the dates specified. This report is useful to detail exactly how an Account has changed within a specific date range.  It supports the Summary report.

Journal

This report shows each journal entry for the dates specified. A journal entry details how an individual revenue/payment item affected the Accounts.

Night Audit

This report walks you through the night audit process and allows you to close your books for the dates specified by finalizing the audit. When the night audit has locked the books, they cannot be unlocked.


  Revenue

Revenue by Date

This report displays how much revenue was recognized within a specific time period. It includes all revenue and related sales/occupancy taxes.

Revenue by Room

This report displays how much revenue was recognized per room. It includes room revenue only and related sales/occupancy taxes.  Quantity is the number of room nights.  Additional Guest Fees and Pet Fees are not included - they are in the Revenue by Item Report.

The following may apply:

- If you have “fake” room(s) (meeting room, wedding venue, etc.) - The “fake” room(s) will not be included in this report.

- If you have linked rooms - The room reported is the linked room that was booked.

Revenue by Item

This report displays how much revenue was recognized per item. This report contains item revenue only and related sales/occupancy taxes.  It includes Additional Guest Fees and Pet Fees. This report does not contain Room revenue.

Revenue by Rate Type

This report displays how much revenue was recognized per rate type. Additional Guest Fees and Pet Fees are included. This report does not contain Item revenue, except items that are bundled within the rate type in a room package. 

Revenue by Account

This report displays how much revenue was recognized per revenue account. This report contains all revenue.  Items and rooms that are not assigned to revenue accounts will be included in “Unassigned” Revenue. Revenue Accounts must be set up in advance in Settings > Chart of Accounts.

Revenue by Agent

This report displays how much revenue was recognized per agent (Employee at your property). The Agent that adds an item is the agent that will be attributed to the revenue. This report contains all revenue.  Revenue that was booked online (rooms and items) through your Booking Engine and through OTA’s directly connected to ThinkReservations will be included under user “ThinkReservations.”

RevPAR (Revenue Per Available Room) Reports.

These reports exclude rooms that should not be counted for occupancy as per Room Settings.  Room revenue on these reports includes pet fees but excludes additional guest fees and items.  You can choose to view RevPar by day, week, month, quarter, or year within the date range specified. The report displays Number of Nights (in the date range specified), Number of Rooms (room nights available in the date range specified), Number of Occupied Rooms, Occupancy (# Occupied Rooms / # Rooms), Room Revenue, Average Daily Rate (Room Revenue / # Occupied Rooms) and RevPAR (Room Revenue / # Rooms).

The following may apply (using this example - you have Room A and Room B which are individually bookable rooms. You also have Suite AB which is linked to Rooms A and B so they can be booked together):

► If you have linked rooms and you did not exclude them from occupancy.
# Rooms will include linked rooms. Suite AB is counted as an available room in addition to Rooms A and B.
# Occupied Rooms will include linked rooms. Suite AB is counted as occupied for the nights that it is specifically booked. Rooms A and B are not counted as occupied for the nights that Suite AB is booked but are counted for the nights that they are individually booked.
Room Revenue will include linked rooms. Revenue associated with Suite AB is included for the nights that Suite AB is booked. Revenue for Rooms A and B are included for the nights that they were individually booked.

► If you have linked rooms and you exclude them from occupancy:
Using the same example as above, # Rooms will include only “real” rooms. Suite AB is not counted as an available room.
# Occupied Rooms will include only “real” rooms. Nights booked as Suite AB are not included. Only nights booked individually as Room A and Room B are included.
Room Revenue will include only “real” rooms.  Revenue for nights booked as Suite AB is not included.  Revenue for nights booked individually as Room A or Room B is included.

RevPAR by Date

This report calculates your Revenue Per Available Room (RevPAR). See above.

RevPAR by Room

This report calculates your Revenue Per Available Room (RevPAR) per room. See above.


  Payments

Payments by Date

This report displays the payments received from customers for the date range specified in chronological sequence.  Grouping by “None” will display the payment type, Confirmation ID, guest name, reference #, and the amount for each payment.   You can group payments by Day, Week, Month, or Year.

Payments by Type

This report displays the payments received from customers for the date range specified in chronological sequence by payment type.  Grouping by “None” will display the payment type, Confirmation ID, guest name, reference#, and the amount for each payment, subtotalling for each payment type.   You can group payments by Day, Week, Month, or Year.

Payments by Agent

This report displays the payments received from customers for the date range specified in chronological sequence by agent/user (employee).  Grouping by “None” will display the payment type, Confirmation ID, guest name, reference#, and amount for each payment, subtotalling for each agent. You can group payments by Day, Week, Month, or Year.

Payments by Agent and Type

This report displays the payments received from customers for the date range specified in chronological sequence by agent/user (employee) and type. Grouping by “None” will display the payment type, Confirmation ID, guest name, reference#, and the amount for each payment, subtotalling for each agent. You can group payments by Day, Week, Month, or Year.

Shift Change

This report displays payments created within the date and times specified. Please note the timezone is always the business timezone.

Credit Card Batch

This report displays credit card payments with a payment date between the dates specified. This report is useful to match against your daily batch settlement report sent from your payment processor. Note that your payment processor might not be set to batch out at the end of the day, batch several times a day (Braintree), or batch after every transaction (Stripe). Payments are sorted and totaled by payment type.

Deposits Received by Date

This report shows advance deposits that were received between the dates specified.  The report displays the date of payment, payment type, confirmation ID#, guest name and the amount of payment.  Please note, if there are multiple payments made in advance on one reservation or bill, each payment will be displayed in the report. Payments must be made in advance of their billing date.

Deposits Applied by Date

This report shows deposits that were applied to reservations or bills between the dates specified. The report displays the date of payment, payment type, confirmation ID#, guest name and the amount of payment.  Please note, if there are multiple payments made in advance on one reservation or bill, each payment will be displayed in the report as it is applied.  Deposits are applied to a reservation on the date the guest is to arrive.  Deposits on a non-room bill will be applied on the earliest date of sale of an item on the bill.

Deposit Liability

This report shows your total deposit liability as of a specified date.  The report displays the date of payment, payment type, confirmation ID#, guest name and the amount of payment.  Please note, if there are multiple payments made in advance on one reservation or bill, each payment will be displayed in the report.


  Front Desk

Front Desk reports are designed to provide you with the added tools to manage your time and the time of your front desk, housekeeping and kitchen staff.

Availability Calendar

This report displays a chart detailing availability within a specific date range. If the room is available, we will display the price of that room for the requested rate type.

Room Assignment Chart

This report displays a chart that displays which guests are staying within the dates specified.

Arrivals

This report displays all the customers who are arriving within the dates specified.  The report is sorted by date and displays the guest name, room, check-in and check-out dates, # nights, # guests and notes accompanying the reservation.

Departures

This report displays all the customers who are departing within the dates specified.  The report is sorted by date and displays the guest name, room, check-in and check-out dates, # nights, # guests and notes accompanying the reservation.

Guests in House

This report displays all the customers who are in house within the dates specified.  The report is sorted by date and displays the guest name, room, check-in and check-out dates, # nights, # guests and notes accompanying the reservation.

Housekeeping

This report details the housekeeping activities for reservations within the dates specified.  The report is sorted by date then by Arrivals, Departures and Staying Over.  The report displays room, guest name, status, check-in and check-out dates, # guests and notes accompanying the reservation.

Housekeeping by Room Group

This report details the housekeeping activities for reservations within the dates specified and groups them by room group.

Kitchen

This report displays all dietary preferences of the customers who are in house.  The report is sorted by date and displays room, guest name, status, check-in and check-in dates, # nights and notes accompanying the reservation.

Batch Printing

This report allows you to print many reservations in a batch.  You select either arriving or departing reservations, select the date of arrival or departure, and choose which form you want to be printed.  You will be able to choose from any of the print templates created for your property, the same forms that are available to print on an individual reservation.  All reservations meeting the selection criteria will be displayed.  Click on “Print” to print the forms.

 


  Gift Certificates

Gift Certificates Sold

This report shows gift certificates sold for the dates specified. The report displays the date issued, gift certificate #, expiration date, sale price, redeemable value and amount remaining.

Gift Certificates Redeemed

This report shows gift certificates redeemed for the dates specified.  The report displays the date redeemed, gift certificate #, confirmation #, guest name and amount redeemed.

Gift Certificates Liability

This report shows your total gift certificate liability as of a specified date.  The report displays the date issued, gift certificate #, expiration date, sale price, redeemable value and amount remaining.  Please note, the report includes only gift certificates that have not expired. The ledger comparison report (enabled for some clients) does include expired certificates.


  Taxes

Our tax reports are designed to help you understand, analyze and summarize the taxes you have collected on behalf of your state and local tax authorities so that you can accurately report and remit these taxes to the proper authorities. For the most accurate tax reporting, ensure that your taxes are properly set up individually under Settings > Taxes.  Refer to Changing Tax Settings for guidance in setting up your taxes.

Tax-Exempt Sales and Non-Taxable Sales

Tax-exempt sales include revenue derived from rooms and items that have taxes associated with them in settings, and therefore would be otherwise taxable except for a special tax-exempt status marked on the bill. This is usually allowed to a class of customers by a tax authority, which is typically written into its tax law. Tax-Exempt sales data is collected from specific Bills/Reservations where the tax-exempt edit is applied to select or all taxes.
Non-taxable sales include revenue derived from items where no tax is assigned to an item, and from room revenue associated with a rate type where a tax or taxes have been overridden or not applied.  Non-taxable items may include items such as cancellation fees (in many states, not all) and shipping/handling fees to cover shipping guest clothing left behind.

Tax Summary

This report displays tax collected by tax name for the time period specified. It also displays by tax name, total taxable sales, and total tax-exempt sales. This report does not contain non-taxable sales.

Taxes by Date

This report provides detail support of taxes collected for the time period specified.  For each tax name, it reports in chronological sequence every line item on every reservation and bill where the tax is calculated.  The report includes Date, Name (of room or item), Confirmation ID, Guest Name, Taxable Sales, Tax Exempt Sales, and Tax Collected. This report does not contain non-taxable sales.

Taxes by Item

This report provides detail support of taxes collected for the time period specified.  For each item, it reports in chronological sequence every line item on every reservation and bill where the tax is calculated.  The report includes Date, Name (of room or item), Confirmation ID, Guest Name, Subtotal (revenue $), Tax Name, Taxable Sales, Tax Exempt Sales, and Tax Collected. This report does not contain non-taxable sales.

Taxes by Account

This report provides detail support of taxes collected for the time period specified.  For each account, it reports in chronological sequence every line item on every reservation and bill where the tax is calculated.  The report includes Date, Name (of room or item), Confirmation ID, Guest Name, Subtotal (revenue $), Tax Name, Taxable Sales, Tax Exempt Sales, and Tax Collected. This report does not contain non-taxable sales.


  Special Reports (Those found in the black bar at the top)

Front Desk Report

The Front Desk Report shows Arrivals, Departures, and Stay-overs for any one day. The report will also show all the reservation notes.

Tasks

The Tasks Report shows all overdue tasks, tasks that are not associated with a bill, and tasks for the next two weeks.

Sales

The Sales report shows the most recent bills that have been created with the newest at the top.

Customers

The Customers report shows a searchable and downloadable list of all your guests and contacts in your account.

Gift Certificates

The Gift Certificate report shows a searchable list of all your gift certificates. The newest certificates will be at the top.


New reports will be added from time-to-time. If you have a request for a report, please let us know!

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