Occupancy Statistics RMS Balancing Report overview

This report displays occupancy data for the specified date range and is used specifically to assist with balancing HMS to EzRMS. The report can be used to get historical or forecast data, or a combination of both. The forecast section includes occupancy data on dates included in the date range specified that are on or after the current date. The history section includes occupancy data included in the date range specified that are in the past. The report includes available rooms, OOO rooms, rooms sold, rooms to sell, occupancy %, arrival rooms, arrival reservations, stay over rooms, departure rooms, departure reservations, number of complimentary rooms, number of no show rooms, day use rooms, transient rooms, group pickup, group pickup reservations, group remaining, contract pickup rooms, contract pickup reservations, contract remaining, reserved lease rooms, un-reserved lease, room revenue, ADR, Rev Par, and guests. The report is grouped by date then will total columns per date and will have a total line for the sum of all dates represented on the report. If a group by method is used, the occupancy data is reported according to the grouping used for each date contained in the date range specified, then the report includes a total for each group by method section and will have a total line for the sum of all data included on the report.

The report can be filtered by property. You can use Limit Group Status to include or exclude group and group delegates that are in the Tentative or Definite status. You can group the report by market segment, rate plan, rate category, room type, source, or track. You can optionally: include zero values (this check box is only included when a group by option is selected), include day use (in arrival and departure totals), include day use in rooms and revenue, treat reserved leases as reservations, treat un-reserved leases as reservations, include tentative leases, show contract columns, treat contract pickup as reservations, treat contract remaining as reservations, show group columns, treat group pickup as reservations, treat group remaining as reservations, and include transient.

The following are some important points to be noted:

  • The following report columns will only display on the default report when no group by method is used: Arrival Rooms, Arrival Reservations, Stay Over Rooms, Departure Rooms, and Departure Reservations. The columns are available in the base report and can be set to display in report configuration.
  • These columns are available in the base report, but are hidden by default: Group Pickup Reservations, Contract Pickup Reservations, Reserved Lease Rooms, Un-Reserved Lease.
  • Only rooms with active status that are in inventory are reported.
  • If a OOI (out of inventory) work order exists for a room, the room will not be included in Available Rooms.
  • If there are shares, guest count is taken from the share components. The combined guest count of all share components will be reported. Room revenue is taken from the share components. The combined room revenue of all shares components will be reported.
  • For suites the component rooms are counted, room revenue will be based on the suite master, and guest count will be taken from the suite reservation.
  • The report will not include non-rooms like bath and parlors.
  • Transient reservation are reservations that are not associated to a Group, Booking Agency Contract, or Lease.
  • When remaining group blocks, contracts, or unreserved leases are treated as pickups, the system treats the remaining block as if they were picked up reservations. The default number of guests is used for any rate calculations.
  • When Include Day Use in Revenue is selected, day use room revenue is included in the Room Revenue column, but not included in Rooms Sold, or in guest counts.
  • When Include Day Use in Rooms and Revenue is selected, day use room revenue is included in the Revenue column, and day use rooms are included in the calculation for Rooms Sold and guest counts.
  • It is possible to have an occupancy of more than 100% when day use rooms are included in the report.
  • The columns for complimentary rooms and no show rooms display the count of each and are informational only, they are not used in any of the report's calculations.
  • When the report is grouped by rate category, the guest stays that are associated with a lease will be reported under the rate category of the lease's rate plan.
  • When the Lease Managed Shoulder Periods option is selected in the Lease Configuration screen, the shoulder periods are considered lease dates. The shoulder start and end dates will be used as the lease period start and lease period end. The report will compare the shoulder start and end dates, instead of the lease start and end dates.
    Note: 
    • You can select multiple room types, when the report is grouped by Room Type.
    • If the Group By option is not specified, the reservation data is displayed with ‘***’.
  • The Waitlist Rooms data is included in the report. The Waitlist Rooms count is displayed for the Reservations with Waitlist status. These reservations are considered only on the arrival of the guests.
  • If the report is grouped by the promotion code, the guest stay details associated with the promotion code that is active, are printed in the report.
    Note: The promotion code is applicable for all the dates of a guest stay.
  • If the Include Lease Reservations check box is selected, the report includes lease reservation information for the guest stay.
  • If the Include Un Reserved Lease check box is selected, the report includes unreserved lease information for the guest stay. The unreserved lease data with these status is displayed:
    • Definite
    • Released
    • Complete
    Note: The lease status is defaulted from the Lease screen.
  • If the Include Tentative Lease check box is selected the report displays:
    • The reserved lease column with reservation information that is associated with a lease and has a status set to Tentative.
    • The unreserved lease column with lease information and has a status set to Tentative.
    • The lease related data for these status is displayed in the generated report for the specified date range:
      1. Complete
      2. Definite
      3. Release
      Note: This value is defaulted from the status specified in the Lease screen.