Classic Reports FAQ

Credit and Debit transactions are not expected to match because of their basis.

• The Debit column lists the revenue/receivables posted within the given timeframe.
• The Credit is the income/actual payment received.

Since payment can occur pre- (as a deposit) or post-stay, it does not necessarily coincide with the reservation stay period.

When computing for occupancy, the Calendar takes into account the room blocks you have in place. Think of it as a calculation of how many rooms are physically unavailable for booking due to reservations or blocks.

While the Room Sold/Occupancy Report will only calculate rooms sold as part of the occupancy. The system uses the following reservation statuses to calculate room nights sold for the selected period: Confirmation Pending, Confirmed, In-House, and Checked-out.

The following statuses are not part of the calculation: Cancelled and No-show.

Since a room block or out-of-service block doesn't meet the requirements for having reservation statuses, as listed above, it will not be taken into account in the Occupancy calculation of the report.

The discrepancy is expected since the system is taking information from different sources:

• The room revenue on the Daily Revenue Report (DRR) only consists of the room rate:
  • The DRR pulls data from the Transaction Report which gathers data from the reservation Folio with posted transactions only, and pending ones are omitted. 
• The room revenue on the Occupancy Report includes inclusive taxes and fees:
  • The report considers all transactions from reservations with the status Confirmed, Confirmation Pending, In-House, and Checked-Out (regardless of whether the transaction is posted or not).
  • Note: Leaving reservations in Confirmed and Confirmation Pending status, even if they are already past due, will cause a discrepancy. This is because the transaction will not be posted in the folio and will not be part of the DRR computation.

The Occupancy calculation for properties with the Shared Inventory feature enabled will vary depending on which room is booked because instead of adding all the existing rooms together, the system only uses one of the rooms when calculating the availability percentage on the calendar or in the reports.

Learn more by reading the article Shared Inventory - Occupancy and Availability Calculation. 

If you click the Amount /MTD/YTD per each report, you will see that the difference in those numbers lies in the adjustment.

For the DRR, the following filters are used for the tax section (Simple Transactions and Voids), while the Tax Report uses (Simple Transactions, Adjustments, Adjustments with Voids, Voids, and Refunds).

Revenue Per Available Room (or bed) will give you the revenue you booked (including additional room revenue) divided by every bed/room you have, whether it was sold or not.

The negative amount in this report is usually due to adjustments for cancellations and no-show reservations. Hence, the adjustment will be higher than the amount of payment received.

When you add an adjustment to a canceled reservation (no deposit amount collected), it seems like you are giving money back to the guest even though no payment was made. As a result, you get negative revenue.

To avoid this, follow the steps in this article whenever you want to cancel a reservation.

Deleting/adding a room will affect the occupancy calculations, as the computations will depend on the total number of rooms. Changes will affect even the previous month before making the changes.

For example: Initially, I had 14 rooms and decided to add 1 before the end of the month. The system will consider your total of rooms to be 15 across the entire month and divide it based on that number of rooms.

If the room type is deleted from the system, the room's occupancy history will also be erased. It won't be possible to check the occupancy after deleted.

The rooms occupied percentage disappears, but not the accommodations booked numbers or revenue totals.

• All posted transactions within "Canceled" or "No Show" bookings will be part of the Transactions report, Payment Ledger report, and Daily Revenue report.
• However, "Canceled" and "No-Show" bookings are not calculated in the ADR, RevPar, and Occupancy reports even if room rate transactions were posted. 
• Only manually added room revenue (No-Show room revenue, cancellation room revenue, etc.) and rate adjustments in Canceled/No-Show bookings will be calculated for ADR, RevPAR, and Occupancy Report.