Training Bulletin. What s happening? Hotel Journal Summary Report

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1 Training Bulletin Title: Financial Reports Audience: Hotel General Manager and Hotel Accounting Personnel Date: October 14, 2013 What s happening? This training bulletin provides an explanation on how the totals are calculated on the Hotel Statistics, Final Transaction Closeout, Hotel Journal Summary, and Hotel Journal Detail reports. Hotel Journal Summary Report This report can be used to review the activity for transaction codes used on a specfied date. The information for this report is obtained from the Post Charge, Post Payment, Correct, and Adjustment functions for guest, direct bill, and house accounts. Detailed posting information on a transaction code can be found on the Hotel Journal Detail report. Postings Total of all postings made to a transaction code using the Post Charge and Post Payment functions. Corrections Total of all corrections made to transaction code using the Correct function. Adjustments Total of all adjustments made to transaction code using the Adjustment function. Totals Calculated by adding/subtracting the totals in the Postings, Corrections, and Adjustments columns. This is a net total, which can be used for balancing purposes and to see what activity occurred for the specified date. The totals for credit card transaction codes can be used to balance credit card payments with the totals in Dollars on the Net. Today s Total Calculated by adding/subtracting the totals of all summary lines for all transaction codes on the report. Separate totals are provided for each column. Total Opening Balance Balance forward total from previous date of Hotel Journal Summary report. Property Systems Training Page 1 of 7

2 Today s Total (including corrections) Calculated by adding/subtracting the Today s Totals figures from the Postings and Corrections columns. Also appears in the Grand Total field under the Amount column on the Hotel Journal Detail. Today s Adjustment Total of all adjustments for the day from the Adjustments column. Also appears in the Grand Total field under the Adjustment column on the Hotel Journal Detail. Balance Forward Calculated by adding/subtracting all the transactions on the report. Hotel Journal Detail Report This report can be used to review the detailed posting information for transaction codes for a specified date. The detail on this report can also be used to balance posting activity for a specific transaction code. Selections include options to include specific or all shifts, users, or transaction codes. One line is printed for each charge or payment posting for transaction codes which have had activity for the selected date. The information for this report is obtained from the Post Charge, Post Payment, Correct, and Adjustment functions for guest, direct bill, and house accounts. Summary totals for these postings appear on the Hotel Journal Summary report. Transaction Code Description and 2-character code assigned to the transaction code appears at the top of each code section. Transaction codes print on the report in alphabetical order. Only codes with activity for the selected date appear on the report. Posting Date Business date transaction was posted to account. User ID Clerk ID who posted transaction. Shift ID Shift number transaction was posted on. Room Room number of guest (or invoice number if direct bill) that transaction was posted to. Account Type Type of account: Guest Account, House Account, or Direct Bill. Account Account number assigned to guest or direct bill/house account. Name Name of the guest, direct bill or house for account. Comment Any information entered in the Comments field during the posting. If a credit card posting, the Authorization # appears in this field. Type Field is blank unless posting is a correction or adjustment. Otherwise, one of the following posting types appears in this field: Corrected, Correction, Adjustment. Amount The amount of the transaction or the correction posting. Corrections appear in parentheses. Adjustment The amount of the adjustment posting. Only adjustments appear in this column. Total for Transaction Code Calculated by adding/subtracting the totals of all detail lines for each transaction code. Separate totals are provided for the Amount and Adjustment columns. Property Systems Training Page 2 of 7

3 Grand Total Calculated by adding/subtracting the totals of all detail lines for all transaction codes on the report. Separate totals are provided for the Amount and Adjustment columns. The total in the Amount column appears in the Today s Total (including corrections) field, and the total in the Adjustment column appears in the Today s Adjustment field on the Hotel Journal Summary. Final Transaction Closeout Report This report can be used to review the activity of any transaction code that has been used throughout the year. It is broken down by the totals for the date selected, the PTD or period (month) to date and YTD or year to date. Transaction codes are grouped together on this report by transaction type as follows, in this order: ADMIN, AREC, CASH, CRED, MISC, REC, ROOM and TAX. The information for this report is obtained from the Post Charge, Post Payment, Correct, and Adjustment functions for guest, direct bill, and house accounts. Details for transaction codes appearing on this report can be reviewed on the Hotel Journal Detail report. Today s Opening Balance The year-to-date total from the previous day. Today s Totals (Includes Corrections) Total of all postings for all shifts and users, including corrections for the specified date. This total also appears in the Today s Total (including corrections) field on the Hotel Journal Summary. Today s Adjustments Total of all adjustments for all shifts and all users for the specified date. This total also appears in the Today s Adjustment field on the Hotel Journal Summary. Today s Net The difference between the Today s Totals (Includes Corrections) and Today s Adjustments columns. PTD Totals The adjusted month-to-date total calculated by adding/subtracting the Today s Net column with the PTD Totals for this code from the previous business date of this report. YTD Totals The adjusted year-to-date total calculated by adding/subtracting the Today s Opening Balance and Today s Net columns on this report. Property Systems Training Page 3 of 7

4 The Totals section provides totals for all transaction code activity displaying on the Final Transaction Closeout report. Totals are calculated by adding/subtracting all transaction code totals in each column for the specified date. Today s Opening Balance Is the YTD total from the previous day. Today s Totals (Includes Corrections) Calculated by adding/subtracting all transaction code totals in this column for the specified date. This total also appears in the Today s Total (including corrections) field on the Hotel Journal Summary and the Net Change field on the Ledger Summary Report. Today s Adjustments Calculated by adding/subtracting all transaction code totals in this column for the specified date. This total also appears in the Today s Adjustment field on the Hotel Journal Summary. Today s Net Calculated by adding/subtracting all transaction code totals in this column for the specified date. This total also appears in the Today s Total (including corrections) field and on the Hotel Journal Summary. PTD Totals Calculated by adding/subtracting the Today s Net column with the PTD Totals for this code from the previous business date of this report. YTD Totals Calculated by adding/subtracting the Today s Opening Balance and Today s Net columns on this report. Hotel Statistics Report The Hotel Statistics report has 3 columns of data. The first column is the statistics for the business date the report was printed. The second column is the PTD or period to date (also known as month to date statistics). The last column is the YTD or year to date statistics. All of the information is broken down into 5 categories. They are: Room Statistics, Occupancy Statistics, Revenue, Guest Statistics, and Today s Activity. The first section is Room Statistics. This section will tell you how many rooms you sold and the breakdown of what those rooms are. See the information below for an explanation of how the numbers are calculated. Property Systems Training Page 4 of 7

5 Total Rooms - The number of sleeping rooms at the hotel. Out of Order - The number of sleeping rooms out of order at the hotel. Rooms Available to Sell - Total Rooms minus Out of Order. Day Use Rooms - The total of after audit check-ins, before audit check-outs, and processed no shows (if you hotel process no shows after audit). Stay Over Rooms - The number of people in house when the audit rolls over. Total Revenue Rooms - The number of rooms that have a rate (non-comp rooms). Comp Rooms - The number of complimentary rooms. Total Non-Revenue Rooms - The number of comp rooms. Total Occupied Rooms - Total Revenue Rooms plus Total Non-Revenue Rooms. The second section is Occupancy Statistics. This section has the calculations that most hotels use to judge how they are doing. The statistics denoted as STR are reported to Smith Travel Research for the STAR report. The following explains how the calculations are made. Occupancy % of total Available Rooms - Total Occupied Rooms/Rooms Available to Sell. Occupancy % of Total Rooms - Total Occupied Rooms/Total Rooms. STR Occupancy % of Total rooms - Total Revenue Rooms /Total Rooms. Property Systems Training Page 5 of 7

6 Average Daily Rate Stay Over Rooms - Total Room Revenue/Total Stay Over Rooms. Average Daily Rate for Total Revenue Rooms - Total Room Revenue/Total Revenue Rooms. STR Average Daily Rate for Total Revenue Rooms - Total Room Revenue/Total Revenue Rooms. Average Daily Rate for Total Occupied Rooms - Total Room Revenue/Total Occupied Rooms. RevPar (revenue per available room) - Total Room Revenue/Rooms Available to Sell. STR RevPar - Total Room Revenue/Total Rooms. The third section is Revenue. This section provides the statistics for the revenue generated. Total Room Revenue - The total of all postings from Room, No Show, Rollaway, Crib, and Cancellation/Early Check-out charges. Other Revenue - All transaction codes posted that are not included in the Total Room Revenue. Total Revenue - Total Room Revenue plus Other Revenue. The fourth section is Guest Statistics. Note: This information is only as accurate as the front desk. This information is only valuable if the front desk staff enters the correct number of adults and children for each reservation. Total Number of Guests - Number of Adults plus Number of Children. Average Adults Per Room - Number of Adults minus Total Occupied Rooms. Average Rate Per Adult - Total Room Revenue/Number of Adults. Average Revenue Per Adult - Total Revenue/Number of Adults. The fifth section is Today s Activity. This section shows the total number of guests that arrived with reservations (Arrived with Reservations) as well as total walk-ins, no shows for the day, cancelled reservations for arriving guests (Cancellations for Today s Arrivals), and checked out guests. Property Systems Training Page 6 of 7

7 Occupancy Snapshot This report can be used for looking up actual hotel occupancy figures for one day or a range of dates. The number of the people in the last column can assist with breakfast numbers. Unpicked up group rooms do not display on this report, however some of the numbers include the unpicked up rooms in the calculations. The information for this report is obtained from Arrivals, Stay Overs, and Due Outs and also carries the Room revenue, RevPar and ADR that would be based on this data. This report shows actual and real time information for the occupancy figures and does not forecast beyond the actual data in the report. The data on this report will change when any changes are made to the above information. Total Rooms -- Total Rooms in the hotel. OOO Out of Order rooms for the date selected. Stay Over Number of stay over rooms that are not due outs for the date selected. Arrivals Number of arrivals that show an arrival date for the date(s) selected. Note: If you are looking at this report for a current date, remember that it is any arrival with today s date. Some of the rooms may have already checked in but are still calculated as today s arrivals on this report. Due Out Number of due outs according to the date of departure for the date selected. Available Rooms -- Number of rooms available after deducting OOO, Stay Over, Arrivals and any unpicked up group rooms for the date selected. Transient / Not GTD Arrivals that are not guaranteed for the date selected. Note: Transient refers to reservations that are not connected to a group. Transient /GTD Arrivals that are guaranteed for the date selected. See note above. Occupied Rooms Total of Stay over and Arrivals for the date selected. Occupancy % -- Percentage calculated by dividing occupancy by total rooms at the hotel less any OOO rooms for the date selected. Room Revenue The room rate of each room including arrivals and stay overs added together for the date selected. RevPar Revenue per available room calculated by dividing the total rooms sold by the total room revenue for the date selected. ADR Average Daily Rate calculated by dividing the total room revenue by the number of rooms sold for the date selected. PPL Adults and children that are showing on the rooms sold including the stay overs and arrivals for the date selected. DONE! Property Systems Training Page 7 of 7