RezNEWS HOT TIP
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Get the most out of utilizing the Reports feature in RezStream Professional!
Did you know that RezStream Professional features over 100 reports to help track your property’s financial transactions, taxes, marketing trends, and more? These reports can help organize routine information such as housekeeping assignments as well as monitor employee entries, keep track of package use and key sales items, and make daily audit tasks a snap.
This month’s HOT TIP will first explain a list of commonly used report styles in RezStream Professional that can help supervise your business activities on a daily basis. RezStream Professional provides a variety of reports to choose from. You can also print reports for multiple businesses if you have defined more than one Unit Group when setting up your property in RezStream Professional.
RezNEWS will then illustrate how to create a collection of reports that get printed on a routine basis. By defining a collection of reports, you can save valuable time by automating the printing process. RezNEWS will finish its HOT TIP by explaining commonly used reports for your property to utilize on a monthly basis.
Accessing the RezStream Professional Reports Screen
You can access the list of reports available in RezStream Professional by clicking the Reports F7 icon on the left-hand main toolbar. Alternately, you can press the F7 key on the top of your computer keyboard.
The Reports screen will appear. The Reports screen is divided into two columns: the left column lists all Financial report choices. Under the Financial Reports column, Accounting reports are listed. Expand any of these folders to see subcategories by clicking the ‘+’ sign next to the folder listing. The right column of the Reports screen lists Other reports such as Billing, Occupancy, Miscellaneous, and Your Reports (where report collections are stored). When a specific individual report is selected, the Print Options box appears on the right hand of the Reports screen. With the Print Preview box checked, the individual report may be previewed to the screen before printing.
Daily Audit Reports
After previewing the various reports available in the software, choose a night audit checklist. The reports in this particular checklist will be later added to an “End of Day” report collection and printed nightly. In this example, the following reports will be printed on a daily basis.
REPORT NAME |
DESCRIPTION |
Summaries > Daily Audit |
Includes information about the number of units occupied, the occupancy percentage, room revenue, cancellation fees, tax totals, and average daily rate. |
Payments > Detail |
The Payment Detail report displays every payment taken (including credit card payments) as opposed to a total by payment type (VISA, MasterCard, etc.) |
Daily Sales > Detail |
Displays all sales made--a breakdown of daily and hourly reservations--and includes point of sale items, packages, and room sales. Also includes a summary of cancellation fees. |
Point of Sale > by Category |
A summary of point of sale activity for the day (including packages) sub-totaled by each point of sale category. |
Revenue by Unit > Standard |
Displays room revenue and average daily rate by unit. |
Revenue by Unit > Comparison |
Compares revenue in previous years to revenue in the current year. |
Occupancy > Housekeeping |
Details arrivals, departures, and stayovers. |
Miscellaneous > Log of Activity |
Displays a change log for today’s activity. |
In addition to the reports listed above, you may consider adding a few additional reports to your collection, including Revenue by Unit > Cancellation, Summaries > Management Analysis, General Ledger > Account Balances and Net Account Changes, and Point of Sale > Key Items.
Creating a Report Collection
After deciding which reports will be in your “End of Day” (night audit) report collection, use the following steps for creating and printing a report collection.
1. Click the Reports F7 icon on the left-hand main toolbar.
2. Click Edit > Define Collections on the top toolbar of the Reports screen.
3. The Select Reports screen appears. Select the Day End radio button on the left side of the screen. These are the reports that will be printed at the end of the day (the night audit).
4. Remove the RezStream Professional default reports in the Day End collection (preinstalled in the software) by highlighting each report (A) and clicking the Delete button (B).
5. After removing the default reports, customize your own night audit report collection by scrolling through the list of reports (A), highlighting one, and clicking the Add button (B).
6. Continue adding reports until your customized night audit collection is complete. Note that a checkmark in the “Add Day” box denotes that the report will be printed for the following day. In the example below, the Housekeeping report will also be printed for the following day. When all reports have been added to the collection, close out of the Select Reports screen to return to the main Reports screen.
7. From the Other Reports column in the main Reports screen, print all reports in the collection by clicking Your Reports > Collections > End of Day and follow the standard print option prompts on the right hand side of the screen. Report collections cannot be previewed to the screen. They are designed to print quickly and automatically.
Monthly Audit Reports
In addition to printing an End of Day (night audit) report collection, RezStream recommends that certain reports be printed on a monthly basis. These suggested reports are listed in the following table. Monthly audit reports are added to the “End of Month” report collection.
REPORT NAME |
DESCRIPTION |
Summaries > Management Analysis |
A snapshot of revenue for the month, occupancy percentage, income for the day, reservations for the current period, reservations booked in the future, and a breakdown of revenue by point of sale category. |
Tracking > Referral Source |
A breakdown of where reservations came from. This report allows you to track reservation revenue based on marketing expenditures. |
Sales Tax > Sales Tax Month |
A breakdown of taxes for the month. |
Summaries > Daily Audit |
Information about the number of units occupied, the occupancy percentage, room revenue, cancellation fees, tax totals, and average daily rate. |
Revenue by Unit > Standard |
Room revenue and average daily rate by unit. |
Revenue by Unit > Single Unit > Cancellation |
Canceled reservations for the selected timeframe. |
Advance Deposits > Summary |
Advance deposit liability. |
Receivables > Detail > 30-60-90 |
A list of outstanding receivables. |
General Ledger > Account Balances |
A list of advance deposits, payables, and receivables by reservation. |
General Ledger > Net Account Changes > Summary |
A summary of charges, payments, advance deposits, payables, receivables, and revenue. |
In addition to the monthly reports listed above, the Gift Certificates > Redeemed and Agents > Statements > Pending reports may be applicable to properties that issue gift certificates and/or accept travel agent reservations.
Additional Resources
For more information about specific reports or other functionality of RezStream Professional, view our training manuals accessed online from the following web page: http://www.rezstream.com/documentation_rezstream_professional.htm.
As always, RezStream support can be reached at 303-872-0220. Normal support hours are Monday through Friday, 8AM to 5PM, MST.
