Use these ready-made settings to build common custom reports in Reports > Custom Reports. For each report, enter the settings shown, drag the listed columns from Available Columns to Show Columns and click Save. For how custom reports work, see Custom-Reports.
Table of Contents
- To-do list
- Referrer report (booking source)
- Graphs: pace report and room distribution
- Reports with info codes: meal plans and airport transfers
- Room charges and extras in groups
- Report for your tax advisor
- Pending payments
- Commission report for owners
- Use of voucher codes
- Cancelled bookings
- Custom question ticked or not ticked
- Group bookings only
- Customer statement with calculated values
To-do list
Show all bookings with the sub status Action Required.
Report Title = To-Do-List Check-in / Check-out = the time span the report should cover Substatus = Action Required Layout = Tabular
Columns: Substatus (required), Booking Ref (optional).
Referrer report (booking source)
Report Title = Referrer Report Layout = Tabular Include Totals = Sort By Sort by = Referrer
For totals across the whole report, set Include Totals = Sort By and Report.
Columns: Referrer (required), Quantity (required), Booking Ref (optional), Room (optional).
Graphs: pace report and room distribution
Pace report for the current month
Report Title = Pace Report Check In From = Today Check In To = Next 365 days Check Out From = Any Date Check Out To = Any Date Booking Date From = This month Booking Date To = This month Status = Not cancelled Sub Status = All Booking Source = All Layout = Bar Graph Sort By = Booked Days in Advance
Columns: Quantity.
Room distribution for the current month
Report Title = Room Distribution Check In From = Any Date Check In To = Any Date Check Out From = Any Date Check Out To = Any Date Booking Date From = This month Booking Date To = This month Status = Not cancelled Sub Status = All Booking Source = All Layout = Pie Chart Sort By = Room
Columns: Quantity.
Reports with info codes: meal plans and airport transfers
Show only the bookings that meet certain criteria, identified by Booking Info Codes that Auto Actions set automatically.
- Create the info codes in Settings > Account > Preferences > Booking Info Code Values, for example:
F&B-BB (breakfast) F&B-HB (half board) F&B-FB (full board) AirportTransfer (airport transfer)
- Go to Settings > Guest Management > Auto Actions and create one Auto Action for each option, with the values from the table below:
Trigger tab: Trigger Event = After Booking Trigger Time = Immediate Booking Source = Booking.com (for example) Booking Field Contains = see table Booking Info tab: Booking Info Code = see table Booking Info Text = [NUMPEOPLE1]
- Go to Reports > Custom Reports and create one report for each option:
Report Title = see table Check In From = Any Date Check In To = Today Check Out From = Today Check Out To = Any Date Any Booking Info Code = see table Layout = Tabular
- Add the columns Booking Ref, Property, Room, Unit, Full Name, First Night, Check Out and Booking Info Specified Columns.
| Report Title | Booking Field Contains (use the text the channel uses) | Info code |
|---|---|---|
| Breakfast |
meal_plan=Breakfast (or Extra Breakfast) |
F&B-BB |
| Half Board |
meal_plan=Half Board (or the rate code for half board) |
F&B-HB |
| Full Board |
meal_plan=Full Board (or the rate code for full board) |
F&B-FB |
| Airport Transfer Report | Guest Comment = airport shuttle service (or any other valid trigger for the airport shuttle) |
AirportTransfer |
Tip: For the airport transfer report, you might need to adjust Check In From, Check In To, Check Out From and Check Out To to see transfer requests in advance.
Room charges and extras in groups
List room charges and extras tallied individually or in groups.
- Create identifiers for your charge groups, for example:
- Room charges, upsell item cleaning =
Room - Upsell item breakfast =
Breakfast - Upsell items cats, dogs =
Pets
- Room charges, upsell item cleaning =
- Add the identifiers to the status fields of the invoice items or upsell items. The status fields aren't directly accessible: append the identifier to the description field with a pipe (
|).- Invoice items: Settings > Guest Management > Invoicing > Invoice Item Room Description =
Your description|Your identifier - Upsell items: Settings > Booking Engine > Upsell Items > Description =
Your description|Your identifier
- Invoice items: Settings > Guest Management > Invoicing > Invoice Item Room Description =
- Create a custom report with the fields you need, including Invoice Status Values, and set:
Layout = Tabular Include Totals = Report
Expected result: The report has a column for each charge group, with the identifier as the column header and the total amounts at the bottom.
Note: Bookings made before you created the identifiers aren't included, unless you add the identifier manually on the Charges and Payments tab of the booking.
Report for your tax advisor
- If you need sums for different payment methods, first set up status descriptions for your payment methods in Settings > Guest Management > Invoices > Payment Status.
- Create a custom report with Status = Invoice Number Assigned and click Save.
- Set:
Invoice date from / to = the period of the report Layout = Tabular 2 Sort = Invoice number
- Add the columns Invoice Number, Invoice Date, Invoice Item Description, Invoice Item Price, Invoice Item Vat, Invoice Item Vat %, Invoice Status Values (for sums per payment method), Invoice Payments Value and Invoice Vat by Percentage.
Pending payments
Pending Payments = the types of bookings to include Layout = Tabular Sort = Check-in
Columns: the Pending Payment columns you want to display, plus any others. See How to setup Pending Payments.
Commission report for owners
- Go to Settings > Properties > Rooms > Setup and calculate the commission with template variables in Room Template, for example:
- 10% of the booking value including all extras:
[INVOICECHARGES:10%] - 10% of the cost of the lodging:
[INVOICEUPSELLNUM0][*]0.1
- 10% of the booking value including all extras:
- Create a custom report:
Layout = Tabular Include Totals = Property
- Add the Room Template columns you use for the commission, plus any others.
Use of voucher codes
Booking Field Contains = Rate Description + the name of the voucher code Layout = Tabular
Cancelled bookings
Bookings cancelled in the last day (since yesterday)
Check In From = Yesterday
Status = Cancelled
Template Variable = [MODIFYDATE:{%e %B, %Y}] equal [CURRENTDATE:-1day{%e %B, %Y}]
Layout = Sortable Table
Bookings cancelled between two dates
This example finds all bookings cancelled between 1 and 31 October 2021. Enter the dates in the template variable as YYYY-MM-DD.
Check In From = Any Date
Check In To = Any Date
Check Out From = Any Date
Check Out To = Any Date
Booking Date From = Any Date
Booking Date To = Any Date
Status = Cancelled
Template Variable = [IFBETWEEN:[CANCELLEDTIME:{%Y-%m-%d}]:2021-10-01:2021-10-31:yes||]
select "equal" from the drop-down list, enter yes in the next box
Layout = Sortable Table
Custom question ticked or not ticked
Works for any custom question in Properties > Booking Questions > Custom Questions with Type = Tick Box.
Check In From = the dates of your report Status = All not cancelled Template Variable = [GUESTCUSTOMQ1] equal ticked (or not ticked) Layout = Sortable Table
Group bookings only
To list only the group booking ID, enter this in the Template Variable field:
[BOOKID] equal [GROUPID]
Customer statement with calculated values
Several Auto Actions write Booking Info Codes with calculated values into every booking. A custom report then shows these values for your customer. Follow the same principle for the columns and values you need in your own customer reports. Calculated values can also be used in further calculations, as in the codes below.
- Create one Auto Action for each value (column) to calculate and show in the report, using the Booking Info Codes and Booking Info Texts in the table below.
- In each Auto Action, on the Booking Info tab, set Process Template Variables = When created. Otherwise the value is recalculated when the report runs and can be wrong.
- Create a custom report with Layout = Tabular and select the Booking Info Codes in Any booking info code.
Expected result: All bookings and values for the report period show in the report. Watch the recordings of the custom report settings and the resulting report.
Tip: Booking Info Codes show in alphabetical order, so number them (1., 2. and so on) to control the order of the columns. Use one word per info code to avoid confusion in the calculations.
| Booking Info Code | Value | Booking Info Text | Recording |
|---|---|---|---|
1.BOOKPRICE |
Booking price: sum of the invoice charges | [INVOICECHARGESNUM] |
1.BOOKPRICE Auto Action |
2.EXTCOMM |
External commission: commission value sent by the channel (Commission field) | [COMMISSIONNUM] |
2.EXTCOMM Auto Action |
3.COMMAMMOUNT |
Commissionable amount: base price (first row on the Charges and Payments tab) minus the value in the Commission field | [BASEPRICENUM][-][COMMISSIONNUM] |
3.COMMAMMOUNT Auto Action |
4.OURCOMMISSION |
Your commission: 20% of the commissionable amount, with 2 decimal places | [BASEPRICENUM][*.2]0.20[-][COMMISSIONNUM][*.2]0.20 |
4.OURCOMMISSION Auto Action |
5.VATCOMMISSION |
VAT on the commission values | [BOOKINGINFOCODETEXT:4.OURCOMMISSION][*]0.20[+][BOOKINGINFOCODETEXT:2.EXTCOMM][*]0.20 |
5.VATCOMMISSION Auto Action |
6.TOTALCHAR |
Total property manager charges | [BOOKINGINFOCODETEXT:2.EXTCOMM][+][BOOKINGINFOCODETEXT:4.OURCOMMISSION][+][BOOKINGINFOCODETEXT:5.VATCOMMISSION] |
6.TOTALCHAR Auto Action |
7.OWNERPAYOUT |
Owner payout: booking price minus total property manager charges | [BOOKINGINFOCODETEXT:1.BOOKPRICE][-][BOOKINGINFOCODETEXT:6.TOTALCHAR] |
7.OWNERPAYOUT Auto Action |