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To download and customise === Export standard reports:report to Excel ===
4. Change the data as required
'''Download Standard Reports'''
Rright click on the report and then use your Browsers "SAVE" or "DOWNLOAD" option. This will create a file which you can then import as .csv into a spreadsheet program i.e. Excel.
Expample ===== '''Example 1''': Daily breakfast report =====
no edit summary
Definitions:
*average over stay: Values are assigned to each months with booked dates by the number of nights in each month
*booked at check-in date: Value of all bookings for which the check-in date falls into the monthselected period*booked at check-out date: Value of all bookings for which the check-out date falls into the monthselected period
*Invoice charges: Values from the "Total Charge" field in the "Charge and Payments" tab of the booking
*Revenue: Values from the "Price" field in the "Charge and Payments" tab of the booking
1. Generate the report. The report will open in a new browser tab.
2. Right click on the reports and then Select "Save As" e.gin your browser. The report will be saved to your computer as something like 'report.html'.
3. Go to the saved file and open it with Excel
== Custom Reports ==
You can create and store custom reports at the menu SETTINGS->REPORTS->CUSTOM REPORTS.
=== General set up ===
1. Create a custom report
*Enter a "Report Title" which is the name under which the report will be stored.
<embedvideo service="youtube">https://www.youtube.com/watch?v=cY4-NSPNaLo</embedvideo>
The "Room Template" columns show the content added in SETTINGS-PROPERTIES-ROOMS-SETUP under "Room Template". These fields can contain template varialbles variables and also math variables which allows you to use these colums for custom calculations.
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 ===
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.
*Each colum which can have a "Total" can show as graph.*The monthly bar graph requires dated to be selected in "Sort by".*For a pie chart you only need the colunm "Quantity" or a charges/payments/price column. A pie chart will be dawn by what is set to "Sort by" by number of bookings or value. === Template variables in Custom Reports ===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. ===='''Example:''' Create a report in showing a column which is calculated from a value in the booking==== 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" 2. Create a custum report: 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.=== Specific Custom Reports ======= Specific Custom Reports using Sort By==== ===== '''Example ''': Referrer report / Booking source ===== Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings: Report Title = Referrer Report Layout = Tabular Include Totals = Sort By (or Sort By and Report if you want totals across the whole report) Sort by = Referrer Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns” for example: Referrer (required) Quantity (required) Booking Ref (optional) Room (optional) Unit (optional) Full Name (optional) First Night (optional) Check Out (optional) ==== Specific Custom Reports using Info Codes ====
You can create specific reports showing only bookings which meet certain criteria.
To create Info Codes go to SETTINGS - >ACCOUNT -> PREFERENCES “Booking Info Code Presets” and create the info codes you need. For example:
F&B-BB (for example for breakfast)
F&B-HB (for example for half board)
F&B-FB (for example for full board)
AirportTransfer (for example for airport transfer)
1. Create your info codes as explained above.
Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
Trigger tab:
Trigger Event = After Booking
Trigger Time = Immediate
Booking Source = Booking.com (for example)
Booking Field Contains: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking info tab
Booking Info Code : F&B-BB
Booking Info Text : [NUMPEOPLE1]
3. Create Custom Report,
Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
Report Title = Breakfast
Check In From = Any Date
Check In To = Today
Check Out From = Today
Check Out To = Any Date
Any Booking Info Code =F&B-BB
Layout = Tabular
Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
Booking Ref
Property
Room
Unit
Full Name
First Night
Check Out
Booking Info Specified Columns
===== '''Example 2''': Daily Half Board report =====
1. Create your info codes as explained above.
2. Set up Auto Actions to automatically assign the Info Codes.
Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
Trigger tab:
Trigger Event = After Booking
Trigger Time = Immediate
Booking Source = Booking.com (for example)
Booking Field Contains: meal_plan=Half Board (or use the rate code for half board - use the text the channel uses)
Booking info tab
Booking Info Code : F&B-HB
Booking Info Text : [NUMPEOPLE1]
3. Create Custom Report,
Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
Report Title = Half Board
Check In From = Any Date
Check In To = Today
Check Out From = Today
Check Out To = Any Date
Any Booking Info Code =F&B-HB
Layout = Tabular
Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
Booking Ref
Property
Room
Unit
Full Name
First Night
Check Out
Booking Info Specified Columns
===== '''Example 3''': Daily Full Board report =====
1. Create your info codes as explained above.
2. Set up Auto Actions to automatically assign the Info Codes.
Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS and create an Auto Action or each of your meal options.
Trigger tab:
Trigger Event = After Booking
Trigger Time = Immediate
Booking Source = Booking.com (for example)
Booking Field Contains: meal_plan=Full Board (or use the rate code for Full board - use the text the channel uses)
Booking info tab
Booking Info Code : F&B-FB
Booking Info Text : [NUMPEOPLE1]
3. Create Custom Report,
Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
Report Title = Full Board
Check In From = Any Date
Check In To = Today
Check Out From = Today
Check Out To = Any Date
Any Booking Info Code =F&B-FB
Layout = Tabular
Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns”
Booking Ref
Property
Room
Unit
Full Name
First Night
Check Out
Booking Info Specified Columns
===== '''Example 4''': Airport Transfer Report Daily basis=====
1. Create your info codes as explained above.
2. Set up Auto Actions to automatically assign the Info Codes.
Go to SETTINGS -> GUEST MANAGEMENT ->AUTO ACTIONS
Trigger tab:
Trigger Event = After Booking
Trigger Time = Immediate
Booking Source = Booking.com (for example)
Booking Field Contains: Guest Comment = airport shuttle service ( or any other valid trigger for the airport shuttle)
Booking info tab
Booking Info Code : AirportTransfer
Booking Info Text : [NUMPEOPLE1]
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).'''
Go to REPORTS - > CUSTOM REPORTS and create a new custom report with these settings:
Report Title = Airport Transfer Report
Check In From = Any Date
Check In To = Today
Check Out From = Today
Check Out To = Any Date
Any Booking Info Code =AirportTransfer
Layout = Tabular
Drag and Drop the columns for the information you want to see from the “Available Columns” to the “Show Columns” Booking Ref Property Room Unit Full Name First Night Check Out Booking Info Specified Columns ===== '''Example 5''': List room charges and extras individually tallied or in groups ===== 1.) Create meaningful identifiers for your charges groups. For example: Room charges, upsell item cleaning = Room upsell item breakfast = Breakfast upsell items cats, dogs = Pets. 2.) Insert these identifiers into the status fields for invoice items or upsell items The status fields are not directly accessible. You have to append the content to the description field with a pipe (|). <b>Invoice items:</b> Settings > Guest Management > Invoicing > Invoice Item Room Description: Your description|Your identifier <b>Upsell items:</b> Settings > Properties > Upsell Items > Description: Your description|Your identifier By adding the same identifier to multiple upsell items or invoice items you pool them into a group 3.) Create a custom report. Use the fields that you need and make sure to use the field 'Invoice Status Values' *Layout = 'Tabular' *Include Totals = 'Report' This creates a column for each of your charges groups with the identifier as the column header and the total amounts at the bottom. 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' ==='''Example:''' Report for tax advisor===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". 2.) Create a custom report:*Status = Invoice Number Assignedthen click on SAVE*Invoice date from / to = the period for which you want to create a report.*Layout = Tabular 2*Sort = invoice number Drag the columns with the information you want to see from "Available Columns" to "Show Columns". Invoice Number Invoice Date Invoice Item Description Invoice Item Price Invoice Item Vat Invoice Item Vat % Invoice Status Values (if you require sums for different payment methods) Invoice Payments Value Invoice VAT by Percantage ==='''Example:''' Report on pending payments===Create a custom report:*Pending Payments = choose which types of bookings you want to include in the report*Layout = Tabular *Sort = check-in 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. ==='''Example:''' Commission report for owners===Go to SETTINGS-PROPERTIES-ROOMS-SETUP and us template variables in "Room Template" to calculate the commission. Examples:*If the commission you charge is 10% of the booking value including all extras use [INVOICECHARGES:10%]*If the commission you charge is 10% of cost of the lodging use [INVOICEUPSELLNUM0][*]0.1 Create a custom report:*Layout = Tabular *Include Totals= Property Drag the columns with the information you want to see from "Available Columns" to "Show Columns". Make sure you choose the "Room Template" columns you are using to calculate the commission.
