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| − | [[Category:Settings]]
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| − | [[Category:Guests_and_Bookings]]
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| | [[Category:Daily_Use]] | | [[Category:Daily_Use]] |
| − | ''This page is about the menu REPORTS''
| + | <div class="heading">Reports</div> |
| − | __TOC__
| + | This page is about the menu REPORTS |
| − | If you need a report that is not here please let us know, we will attempt to add any reasonable report type.
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| − | If you have more than one property you can select whether you want to run a report for one property or for all.
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| − | After you have selected the time period click on one of the report buttons to generate the report.
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| − | If you want to limit the report to certain rooms you can add a rooms parameter to the end of the report URL in the browser.
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| − | The rooms parameter can contain one room id or a comma separated list of room id's
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| − | For example adding '''&rooms=1000,1001''' to the reports URL will cause the report to show only room id's 1000 and 1001.
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| − | | |
| − | == Standard Reports ==
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| − | The system offers a range of standard reports.
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| − | Definitions:
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| − | *average over stay: Values are assigned to each months with booked dates by the number of nights in each month
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| − | *booked at check-in date: Value of all bookings for which the check-in date falls into the selected period
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| − | *booked at check-out date: Value of all bookings for which the check-out date falls into the selected period
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| − | *Invoice charges: Values from the "Total Charge" field in the "Charge and Payments" tab of the booking
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| − | *Revenue: Values from the "Price" field in the "Charge and Payments" tab of the booking
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| − | === Export standard report to Excel ===
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| − | 1. Generate the report. The report will open in a new browser tab.
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| − | 2. Select "Save As" in your browser. The report will be saved to your computer as something like 'report.html'.
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| − | 3. Go to the saved file and open it with Excel
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| − | == Custom Reports ==
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| − | You can create and store custom reports at the menu SETTINGS->REPORTS->CUSTOM REPORTS.
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| − | | |
| − | === General set up ===
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| − | 1. Create a custom report
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| − | *Enter a "Report Title" which is the name under which the report will be stored.
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| − | *Adjust the other criteria
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| − | *Drag the items you want to the left side and the one you do not want to the right then SAVE. If will now be always available.
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| − | 2. Generate a preset custom report
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| − | *Use the selector to choose a report
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| − | *If required adjust the criteria e.g. dates
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| − | *If you want to use a custom report on the dashboard set it "Layout" = tabular.
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| − | If you use info codes in booking you can use these to show or hide selected bookings.
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| − | For example, if you use the code "CHECKEDIN" when guests check in and "CHECKEDOUT" when guests check out, you could create a custom reports to show custom reports by showing booking which include the info code "CHECKEDIN" and excluding those that have the info code "CHECKEDOUT".
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| − | <embedvideo service="youtube">https://www.youtube.com/watch?v=cY4-NSPNaLo</embedvideo> | |
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| − | The "Room Template" columns show the content added in SETTINGS-PROPERTIES-ROOMS-SETUP under "Room Template". These fields can contain template varialbles and also math variables which allows you to use these colums for custom calculations.
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| − | Note: There can be problems exporting data to Excel or CSV in some browsers including Internet Explorer/Edge, it works well with Chrome and Firefox. Problems also occur with Chrome and MAC. | |
| − | | |
| − | === Graphs and Charts ===
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| − | Under "Layout" you can choose to show a graph or chart. If you want to use this option what is set to "Sort by" defines what is shown horizontally.
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| − | Each colum which can have a "Total" can show as graph.
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| − | === Template variables in Custom Reports ===
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| − | The columns "Property Template" and "Room Template" will show the content you have entered in SETTINGS->PROPERTIES->DESCRIPTION / SETTINGS->PROPERTIES->ROOMS->SETUP. These fields support template variables. If you enter template variables there the report will show the corresponding value from the booking. You can also use math variables to calculate values from the booking.
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| − | ===='''Example:''' Create a report in showing a column which is calculated from a value in the booking====
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| − | 1. In this example we will calculate 15% from the lodging price. Do do this go to SETTINGS ->PROPERTIES->ROOMS -> SETUP and add [INVOICEUPSELLNUM0][*]0.15 as "Room Template 1"
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| − | 2. Create a custum report:
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| − | | |
| − | Drag the columns with the information you want to see from "Available Columns" to "Show Columns" make sure you choose the "Room Template 1" column.
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| − | === Specific Custom Reports ===
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| − | ==== Specific Custom Reports using Sort By====
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| − | ===== '''Example ''': Referrer report / Booking source =====
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| − | Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
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| − | Report Title = Referrer Report
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| − | Layout = Tabular
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| − | | |
| − | Include Totals = Sort By (or Sort By and Report if you want totals across the whole report)
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| − | | |
| − | Sort by = Referrer
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| − | Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns” for example:
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| − | Referrer (required)
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| − | Quantity (required)
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| − | Booking Ref (optional)
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| − | Room (optional)
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| − | Unit (optional)
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| − | Full Name (optional)
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| − | First Night (optional)
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| − | Check Out (optional)
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| − | ==== Specific Custom Reports using Info Codes ====
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| − | You can create specific reports showing only bookings which meet certain criteria.
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| − | These bookings are identified using Booking Info Codes which are automatically set by Auto Actions.
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| − | To create Info Codes go to SETTINGS - >ACCOUNT -> PREFERENCES “Booking Info Code Presets” and create the info codes you need.
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| − | For example:
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| − | F&B-BB (for example for breakfast)
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| − | F&B-HB (for example for half board)
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| − | F&B-FB (for example for full board)
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| − | AirportTransfer (for example for airport transfer)
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| − | ===== '''Example 1''': Daily breakfast report =====
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| − | 1. Create your info codes as explained above.
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| − | 2. Set up Auto Actions to automatically assign the Info Codes.
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| − | Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
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| − | Trigger tab:
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| − | Trigger Event = After Booking
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| − | Trigger Time = Immediate
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| − | Booking Source = Booking.com (for example)
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| − | Booking Field Contains: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
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| − | Booking info tab
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| − | Booking Info Code : F&B-BB
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| − | Booking Info Text : [NUMPEOPLE1]
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| − | 3. Create Custom Report,
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| − | Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
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| − | Report Title = Breakfast
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| − | Check In From = Any Date
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| − | Check In To = Today
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| − | Check Out From = Today
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| − | Check Out To = Any Date
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| − | Any Booking Info Code =F&B-BB
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| − | Layout = Tabular
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| − |
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| − | Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
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| − | Booking Ref
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| − | Property
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| − | Room
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| − | Unit
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| − | Full Name
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| − | First Night
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| − | Check Out
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| − | Booking Info Specified Columns
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| − | ===== '''Example 2''': Daily Half Board report =====
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| − | 1. Create your info codes as explained above.
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| − | 2. Set up Auto Actions to automatically assign the Info Codes.
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| − | Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
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| − | Trigger tab:
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| − | Trigger Event = After Booking
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| − | Trigger Time = Immediate
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| − | Booking Source = Booking.com (for example)
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| − | Booking Field Contains: meal_plan=Half Board (or use the rate code for half board - use the text the channel uses)
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| − | Booking info tab
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| − | Booking Info Code : F&B-HB
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| − | Booking Info Text : [NUMPEOPLE1]
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| − | 3. Create Custom Report,
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| − | Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
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| − | Report Title = Half Board
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| − | Check In From = Any Date
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| − | Check In To = Today
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| − | Check Out From = Today
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| − | Check Out To = Any Date
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| − | Any Booking Info Code =F&B-HB
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| − | Layout = Tabular
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| − | Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
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| − | Booking Ref
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| − | Property
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| − | Room
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| − | Unit
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| − | Full Name
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| − | First Night
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| − | Check Out
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| − | Booking Info Specified Columns
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| − | ===== '''Example 3''': Daily Full Board report =====
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| − | 1. Create your info codes as explained above.
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| − | 2. Set up Auto Actions to automatically assign the Info Codes.
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| − | Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
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| − | Trigger tab:
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| − | Trigger Event = After Booking
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| − | Trigger Time = Immediate
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| − | Booking Source = Booking.com (for example)
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| − | Booking Field Contains: meal_plan=Full Board (or use the rate code for Full board - use the text the channel uses)
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| − | Booking info tab
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| − | Booking Info Code : F&B-FB
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| − | Booking Info Text : [NUMPEOPLE1]
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| − | 3. Create Custom Report,
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| − | Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
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| − | Report Title = Full Board
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| − | Check In From = Any Date
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| − | Check In To = Today
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| − | Check Out From = Today
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| − | Check Out To = Any Date
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| − | Any Booking Info Code =F&B-FB
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| − | Layout = Tabular
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| − | Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
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| − | Booking Ref
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| − | Property
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| − | Room
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| − | Unit
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| − | Full Name
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| − | First Night
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| − | Check Out
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| − | Booking Info Specified Columns
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| − | ===== '''Example 4''': Airport Transfer Report Daily basis=====
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| − | 1. Create your info codes as explained above.
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| − | 2. Set up Auto Actions to automatically assign the Info Codes.
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| − | Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS
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| − | Trigger tab:
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| − | Trigger Event = After Booking
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| − | Trigger Time = Immediate
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| − | Booking Source = Booking.com (for example)
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| − | Booking Field Contains: Guest Comment = airport shuttle service ( or any other valid trigger for the airport shuttle)
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| − | Booking info tab
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| − | Booking Info Code : AirportTransfer
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| − | Booking Info Text : [NUMPEOPLE1]
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| − | 3. Create Custom Report, '''(please note you might need to adjust the Check In From, Check In To, Check Out From, Check Out To" to see in advanced the airport transfer requests).'''
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| − | Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
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| − | Report Title = Airport Transfer Report
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| − | Check In From = Any Date
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| − | Check In To = Today
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| − | Check Out From = Today
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| − | Check Out To = Any Date
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| − | Any Booking Info Code =AirportTransfer
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| − | Layout = Tabular
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| − |
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| − | Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
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| − | Booking Ref
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| − | Property
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| − | Room
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| − | Unit
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| − | Full Name
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| − | First Night
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| − | Check Out
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| − | Booking Info Specified Columns
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| − | ===== '''Example 5''': List room charges and extras individually tallied or in groups =====
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| − | 1.) Create meaningful identifiers for your charges groups. For example:
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| − | Room charges, upsell item cleaning = Room
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| − | upsell item breakfast = Breakfast
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| − | upsell items cats, dogs = Pets.
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| − | 2.) Insert these identifiers into the status fields for invoice items or upsell items
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| − | The status fields are not directly accessible. You have to append the content to the description field with a pipe (|).
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| − | <b>Invoice items:</b>
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| − | Settings > Guest Management > Invoicing > Invoice Item Room Description: Your description|Your identifier
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| − | <b>Upsell items:</b>
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| − | Settings > Properties > Upsell Items > Description: Your description|Your identifier
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| − | By adding the same identifier to multiple upsell items or invoice items you pool them into a group
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| − | 3.) Create a custom report. Use the fields that you need and make sure to use the field 'Invoice Status Values'
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| − | *Layout = 'Tabular'
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| − | *Include Totals = 'Report'
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| − | This creates a column for each of your charges groups with the identifier as the column header and the total amounts at the bottom.
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| − | Note: Bookings that were created before you created the identifiers won't be included in this report unless you manually add the identifier in the booking popup under 'Charges and Payments'
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| − | ==='''Example:''' Report for tax advisor===
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| − | 1.) If you require sums for different payment methods, first set up status descriptions for your payment methods under SETTINGS->GUEST MANAGEMENT->INVOICES "Payment Status".
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| − | 2.) Create a custom report:
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| − | *Status = Invoice Number Assigned
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| − | then click on SAVE
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| − | *Invoice date from / to = the period for which you want to create a report.
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| − | *Layout = Tabular 2
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| − | *Sort = invoice number
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| − | Drag the columns with the information you want to see from "Available Columns" to "Show Columns".
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| − | Invoice Number
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| − | Invoice Date
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| − | Invoice Item Description
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| − | Invoice Item Price
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| − | Invoice Item Vat
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| − | Invoice Item Vat %
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| − | Invoice Status Values (if you require sums for different payment methods)
| + | '''Booking Logs''' show the activity on your booking page. |
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| − | Invoice Payments Value
| + | '''Standard Reports''' are predefined reports for which you can choose a date range and for what it applies. They can apply to bookings or rooms. |
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| − | Invoice VAT by Percantage
| + | <span class="" style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> If you need a report that is not here please let us know, we will attempt to add any reasonable report type. |
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| − | ==='''Example:''' Report on pending payments===
| + | '''Custom Reports''' are based on bookings only. Available formats are tables and graphs. You can filter which bookings should be included in the report and which columns you want to display. |
| − | Create a custom report:
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| − | *Pending Payments = choose which types of bookings you want to include in the report
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| − | *Layout = Tabular
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| − | *Sort = check-in
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| − | Drag the columns with the information you want to see from "Available Columns" to "Show Columns". Make sure you choose the "Pending Payments" columns you want to display.
| + | '''Routines''' allow to automatically generate reports and send them via E-Mail. |
