Build your own reports from the bookings you want to extract in Reports > Custom Reports, as tables or graphs. You can export custom reports to Excel or .csv, send them automatically by email with Routines and add them to your Dashboard. For preset reports, see Standard Reports.
Quick Guide
- Go to Reports > Custom Reports and enter a Report Title.
- Set the filters, such as dates, status and info codes, and the Layout.
- Drag the columns you want from Available Columns to Show Columns.
- Click Save.
Table of Contents
- Create a custom report
- Filter the bookings
- Calculate values with template columns
- Graphs and charts
- Show a custom report on the Dashboard
- Send reports by email
- Examples
- Available columns
- Troubleshooting
Create a custom report
- Go to Reports > Custom Reports.
- Enter a Report Title: the name the report is stored under.
- Adjust the other criteria. See Filter the bookings.
- Set Layout: it defines how the bookings in the report are displayed.
- Drag the columns you want to the left side (Show Columns) and the ones you don't want to the right, then click Save.
Expected result: The report is stored and always available in the report selector.
Run a saved report
- Choose the report in the selector.
- If required, adjust the criteria, for example the dates.
Filter the bookings
- Dates: restrict by check-in, check-out and booking date. If you apply several restrictions, they all apply.
- Relative months: "this month", "last month" and so on restrict from the first to the last day of that month when used as From and To.
-
Info codes: if you use info codes in bookings, use them to show or hide selected bookings. For example, if you set
CHECKEDINwhen guests check in andCHECKEDOUTwhen they check out, a report can show bookings withCHECKEDINand exclude those withCHECKEDOUT. Create info codes in Settings > Account > Preferences: see Preferences. - Invoice number: to generate a report by invoice number, set Status = Invoice number assigned.
Calculate values with template columns
The Property Template and Room Template columns show the content you entered in Settings > Properties > Description (Property Template) and Settings > Properties > Rooms > Setup (Room Template). These fields support template variables: the report shows the matching value from each booking. With math variables, you can use these columns for custom calculations.
For example, to show 15% of the lodging price, add this as Room Template 1 and add the Room Template 1 column to the report:
[INVOICEUPSELLNUM0][*]0.15
See Template Variables.
Graphs and charts
In Layout, choose a graph or chart. Sort by then defines what is shown horizontally.
- Each column that can have a total can show as a graph.
- The monthly bar graph needs a date selected in Sort by: it assigns the bookings to the bars.
- A pie chart only needs the Quantity column or a charges, payments or price column. It is drawn by what is set in Sort by, by number of bookings or value.
Show a custom report on the Dashboard
- Build the report in Reports > Custom Reports, update the report name and set Layout = Tabular.
- Go to the Dashboard and, in Components, add the custom report number.
See How to setup the Dashboard.
Send reports by email
Set up a Routine in Settings > Account > Routines. The context help (the ? icons) explains each setting. See Routines.
Examples
Step-by-step settings for common reports (to-do list, referrer, pace, room distribution, meal plans and airport transfers with info codes, charge groups, tax advisor, pending payments, owner commission, voucher codes, cancellations, custom questions, group bookings and a customer statement) are in Custom report examples.
Available columns
These columns are available for custom reports, grouped by where the data comes from in the booking.
Booking info
| Column | Description |
|---|---|
| Booking Ref | Booking reference number |
| Group Ref | Booking reference of the Master booking |
| Internal Notes | Internal Notes (Info tab) |
| Booking Info All Columns | All booking info codes in the booking |
| Booking Info Codes | Booking info codes |
| Booking Info Texts | Booking info text |
| Booking Info Specified Columns | If a booking info code has been specified in the report, then this will display the specified columns |
| Booking Info Specified Columns Code | If a booking info code has been specified in the report, then this will display the specified code in columns |
| Booking Info Specified Columns Total | If a booking info code has been specified in the report, then this will sum up and show the total value of all the values from the info items (expecting the text to be numbers) |
Summary tab
| Column | Description |
|---|---|
| Status | Booking status |
| Sub status | Booking Sub Status |
| Property | Property name |
| Room | Room name |
| Unit | Unit name |
| First Night | First night booked |
| Check Out | Check-out day |
| Last Night | Last night booked |
| Nights | Number of nights |
| Title | Guest title |
| First Name | Guest First name |
| Last Name | Guest last name |
| Full Name | Guest full name |
| Guest Comments | Guest Comments |
| Notes | Notes (Summary tab) |
| Arrival Time | Guest arrival time |
| Adults | Number of Adults |
| Children | Number of Children |
| Guests | Total number of guests |
| Telephone | Guest telephone number |
| Mobile | Guest mobile number |
| Fax | Guest fax number |
| Company | Guest Company details |
| Address | Guest Address |
| City | Guest City |
| State | Guest State |
| Postcode | Guest Postcode |
| Country (selector) | Guest Country from the selector |
| Country (text) | Guest Country text, manually entered |
Detail tab
| Column | Description |
|---|---|
| Message | Guest Message |
| Custom Question 1-10 | Answer to Custom question 1-10 |
| Reference | Content of the booking reference field |
| Quantity | Number of rooms booked |
| Flag | Latest flag set in the booking |
| Status Code | Status Code can be used for your own purposes and for triggering auto actions. |
| Original Referrer | Original referrer |
| Channel Ref | Channel booking reference |
| Referrer | Referrer |
| Booking Date | Booking date |
| Booking IP | Ip address of the computer used to make the booking |
| API Message | Channel booking information |
Mail and Action tab
| Column | Description |
|---|---|
| Guest email address | |
| Language | Guest language |
Charges and Payments tab
| Column | Description |
|---|---|
| Charge Item Description | Charge Item Description |
| Charge Item Qty | Charge Item Qty |
| Charge Item Price | Charge Item Price |
| Charge Item Net | Charge Item Net |
| Charge Item Total | Charge Item Total |
| Charge Item Status | Charge Item Status |
| Charge Item Vat % | Charge Item Vat % |
| Charge Item Vat | Charge Item Vat |
| Charge Item Date | Charge Item Date |
| Charge Item Invoicee Name | Charge Item Invoicee Name |
| Charge Item Invoicee Code | Charge Item Invoicee Code |
| Payment Item Description | Payment Item Description |
| Payment Item Amount | Payment Item Amount |
| Payment Item Status | Payment Item Status |
| Payment Item Date | Payment Item Date |
| Payment Item Invoicee Name | Payment Item Invoicee Name |
| Payment Item Invoicee Code | Payment Item Invoicee Code |
| Pending Payment Item Description | Pending Payment Item Description |
| Pending Payment Item Amount | Pending Payment Item Amount |
| Pending Payment Item Status | Pending Payment Item Status |
| Pending Payment Item Due | Pending Payment Item Due |
| Pending Payment Item Invoicee Name | Pending Payment Item Invoicee Name |
| Pending Payment Item Invoicee Code | Pending Payment Item Invoicee Code |
| Pending Payment Item Rule | Pending Payment Item Rule |
| Invoicee | Invoicee code assigned to booking |
| Offer | Offer number booked |
| Price | Indicative price information at time of booking, not recalculated |
| Tax | Indicative tax information at time of booking, not recalculated |
| Deposit | Indicative Deposit information at time of booking, not recalculated |
| Commission | Indicative Commission information at time of booking, not recalculated |
| Discount Voucher Code | Discount voucher code entered by the guest at the time of booking |
| Rate Description | Description of the rate that was quoted at time of booking |
Invoice tab
| Column | Description |
|---|---|
| Invoice Charges Value | Invoice Charges Value |
| Invoice Balance Value | Invoice Balance Value |
| Invoice Payments Value | Invoice Payments Value |
| Invoice Vat Value | Invoice Vat Value |
| Invoice Vat by Percentage | Invoice Vat by Percentage |
| Invoice Description Values | Invoice Description Values |
| Invoice Status Values | Invoice Status Values |
| Invoice Item Description | Invoice Item Description |
| Invoice Item Qty | Invoice Item Qty |
| Invoice Item Price | Invoice Item Price |
| Invoice Item Net | Invoice Item Net |
| Invoice Item Total | Invoice Item Total |
| Invoice Item Status | Invoice Item Status |
| Invoice Item Vat % | Invoice Item Vat % |
| Invoice Item Vat | Invoice Item Vat |
| Invoice Item Date | Invoice Item Date |
| Invoice Item Invoicee Name | Invoice Item Invoicee Name |
| Invoice Item Invoicee Code | Invoice Item Invoicee Code |
| Invoice Item Booking Ref | Invoice Item Booking Ref |
| Invoice Number | Invoice Number |
| Invoice Date | Invoice Date |
| First Invoice Item Charge Value | First Invoice Item Charge Value |
| Second Invoice Item Charge Value | Second Invoice Item Charge Value |
| Third Invoice Item Charge Value | Third Invoice Item Charge Value |
| Fourth Invoice Item Charge Value | Fourth Invoice Item Charge Value |
| Fifth Invoice Item Charge Value | Fifth Invoice Item Charge Value |
| Sixth Invoice Item Charge Value | Sixth Invoice Item Charge Value |
| Extra Invoice Item 1-20 Value | Extra Invoice Item 1-20 Value |
| Extra Invoice Item 1-20 Qty | Extra Invoice Item 1-20 Qty |
| Extra Invoice Item 1-20 VAT | Extra Invoice Item 1-20 VAT |
| Extra Invoice Manual Value | Extra Invoice Manual Value |
| Extra Invoice Manual Qty | Extra Invoice Manual Qty |
| Extra Invoice Manual VAT | Extra Invoice Manual VAT |
| Print Invoice | Icon to print Invoice |
| Assign Invoice Number | Icon to Assign Invoice number |
| Invoicee Code | Invoicee Code - Guest Management > Invoicee |
| Invoicee Name | Invoicee Name assigned to the booking |
| Invoicee Currency | Invoicee Currency - Guest Management > Invoicee |
| Invoicee Template 1-8 | Invoicee Template 1-8 - Guest Management > Invoicee |
| Base Value | Lodging Price (Accommodation price) |
| Base Qty | Lodging quantity (Accommodation) |
| Upsell 1-20 Value | Upsell items Value added to the booking |
| Upsell 1-20 Qty | Upsell items Qty added to the booking |
| Upsell 1-20 VAT | Upsell items VAT added to the booking |
Calculated fields
| Column | Description |
|---|---|
| Price less Commission | Calculation - Price field - Commission field |
| Price less Tax | Calculation - Price field - Tax field |
| Price less Commission and Tax | Calculation - Price field - Commission field - Tax field |
| Cancel Date | Cancelled date |
| Modified Date | Modified date |
| Booked Days In Advance | Number of days between booking and check-in |
| Price per Day | Average price, booking price / number of nights |
| People Nights | Number of people x number of nights |
| Adult Nights | Number of adults x number of nights |
| Child Nights | Number of children x number of nights |
| Bookings in Group | Number of bookings in the group |
General fields
| Column | Description |
|---|---|
| Guests Ids | Guest id from Guest database |
| Guests Names | Guest Names (Group booking guest names) |
| Guests First Names | Guest First Names (Group booking guest names) |
| Guests Last Names | Guest Last Names (Group booking guest names) |
| Group Notes | Notes for group bookings |
| Account | Account id of the booked property |
| Random 1 | A 1 digit random number seeded from the booking number |
| Random 2 | A 2 digit random number seeded from the booking number |
| Random 3 | A 3 digit random number seeded from the booking number |
| Random 4 | A 4 digit random number seeded from the booking number |
| Random 5 | A 5 digit random number seeded from the booking number |
| Random 6 | A 6 digit random number seeded from the booking number |
| Random 7 | A 7 digit random number seeded from the booking number |
| Random 8 | A 8 digit random number seeded from the booking number |
| Bedding | Displays bedding info codes |
| Currency | Property Currency |
| Room Template 1-8 | Properties > Setup > Rooms > Room Template 1-8 |
| Property Template 1-8 | Properties > Description > Property Template 1-8 |
| Room Id | Room id assigned for the booking |
| Property Id | Property id of booking |
Troubleshooting
| Issue / Error | Likely cause | Resolution |
|---|---|---|
| Export to Excel or CSV fails | Some browsers, including Internet Explorer/Edge, and Chrome on Mac have problems with the export. | Export with Chrome or Firefox. |