Reports FAQ

Reports

When making reports can I get reports on breakfasts, opals etc?
To get a report on how much money you made from Opals, first make sure that you have Opals as one of your transaction codes, then print out the transaction report for Opals only for the date range you require. Same thing with Breakfasts, etc.

What is the Aged Debtor Report?
The criteria for this report is:-
The balance of all non reservation Company transactions, plus

The balance of all Company related reservations with a status of checked out or checked out balance due.

What is the Total Debtor Report?
The criteria for this report is:-

For Companies
The balance of all non reservation Company transactions plus

The balance of all Company related reservations with a status of checked out, or checked out balance due.

For Groups
The balance of all non reservation Group transactions plus

The balance of all Group related reservations with a status of checked out, or checked out balance due.

For Travel Agents
The balance of all non reservation Travel Agent transactions plus

The balance of all Travel Agent related reservations with a status of checked out, or checked out balance due.

For Guests (ie Past Guest Ledger)

The balance of all reservations with a status of checked out, or checked out balance due, that are NOT related to a Company, Group or Travel Agent

Can you please explain the Charges in the Market Segment and Business Source report?
The Market Segment report displays Room Charge column which is the total cost of the room for the entire stay regardless of if each Nightly Charge has been posted or yet to be posted. Other Charges column is the total of all charges posted by the user Excluding automatically posted Nightly Charge amounts. Finally the Balance column is the balance amount outstanding ie what amount the guest is yet to pay you.

How do you overcome Date situation when you are doing your Transaction Report? We need this to cover Previous days date and Current days date, however any transactions which have been made to Guest’s A/c eg Telephone calls as they are checking out are being included in this report from the previous day. We enter things such as Breakfast, Paper, Discounts etc of an evening, therefore we need our Report to show these – hence the Transaction Report is needed over this two day period.
Some people take care of all their morning charges/payments without rolling the day. Then around 11, they roll day and check everyone out at that time. We give you the option of when to roll day and when to print out the report and when to post charges. There are countless ways to combine them to make it fit your style of operation.

I would like to create my own reports in Excel. Can you tell me the MAP for your database and relevant fields?
RezBook Res Status Code’s

STATUS DESCRIPTION
1 = Checked In
2 = Checked Out
3 = Checked Out Bal
4 = Advanced Res
6 = Cancelled Res


Guest History is stored in the Guest Table.
All reservation information is stored in the Res Table.
All Company information is stored in the Comp Table.
All Group information is stored in the Group Table.
All Travel Agent information is stored in the Travel_Agnt Table.
All Transactions are posted to the Ledger table.

Can I export my Guest list to Excel or Word?
You can use the features of Microsoft Office to create links to your data from within Access to export any information you wish – this will allow you to use data in the RezBook Tables – see our online help for more information.

Can I export Accounting data reports into Excel? Or other form of Accounting program?
You can export financials to Excel, or we have an interface to QuickBooks with RezQuick. We have written some documents for you on transferring your financial information to your Accounting program – contact us for more information.

Can the form letters format be modified in terms of margins, etc to work with our letterhead?
Margins can be setup in Print Settings to accommodate your Letterhead. If “letterhead” is ticked, that means you want to use your OWN letterhead. If it is NOT ticked, then we put your standard property information at the top of your letters.

Can I email customers directly from RezBook? What about mass mailings?
You can save the confirmation letters to a Word File and then use the Email button to send this to your guest. To run mass mailings you can use the Mail Merge features of Word to create a marketing document using your RezBook data – this can then be printed and posted in bulk or emailed in bulk provided you have the email addresses you need in your mail client.

If I want to go back and find out how many people and what type of revenue I generated for a particular annual event, how do I do this?
You can do this by assigning them a market setment. All these people are at your facility for a particular reason, so assign them to a market segment. Then all revenue can be tracked back to the Annual Event as well as individual guest history. The Market Segment Report can give you details.

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