Reservation Reports

Reservation Reports

To obtain reservation reports and statistics you should go to: Front Office → Reservations → Reports.


When selecting any of the available reports, the system will open a window where it is possible to define the parameters and filters used to generate the report.

These parameters allow the user to adjust the information to be queried according to their needs, such as date ranges, statuses, codes, or other available criteria, depending on the selected report.

Once the corresponding values have been defined, the report will be generated based on the applied filters.

You will find the following reports:
Field
Observations
Reservation Summary

This report allows the analysis of registered reservations through a consolidated view of results, combining the detail of each reservation with indicators and totals that facilitate the evaluation of production for the selected period.

The report presents information for each reservation, including guest details, agency, rates, room types, stay dates, guarantees, and reservation status. Additionally, it consolidates information through totals by room type and totals by night, incorporating metrics such as average rate, maximum length of stay (LOS), and average number of rooms per day.

This report is mainly intended for:

  • Production and occupancy analysis.

  • Revenue and average rate evaluation.

  • Review of stays and booking behavior.

  • Support for operational and commercial decision-making.

By default, the report is generated in PDF format, with the option to download it in Excel (.xls) for further analysis.

Reservations Report
This report shows information on past and future reservations, as well as the combination of different parameters:
  1. Reservation #: used to locate a specific reservation, if left blank it will show all reservations.
  2. Arrival Date From: you can indicate the arrival date of the day you want to consult, if you leave it blank it will take the current day.
  3. Arrival Date To: indicates the arrival date to where you want to search.
  4. Reserve Status: you can select all, guaranteed, not guaranteed or cancelled.
  5. Reservation Date From: indicate the booking capture dates or leave them blank.
  6. Reservation Date To: indicate the booking capture dates or leave them blank.
  7. Holder Name: indicates the holder of the reservation, you can leave it blank.
  8. Holder Last Name: indicate the last name of the holder, you can leave it blank.
  9. Agency: indicate the agency or company you wish to consult or leave it blank.
  10. Guest Type: the search can be performed by type of guest (courtesy, home use, group, etc.).
  11. Plan: indicates the type of guest category (VIP, Grand Reward, etc.).
  12. User: you can have the report by user.
  13. Report Format: can be in detail or summary.
  14. By default, the reports will be shown in PDF, but you can download it in excel .xls.
Deposits from Reservations
Displays in a report the deposits received from reservations.
  1. Date From: you can indicate the arrival date of the day you want to consult, if you leave it blank it will take the current day.
  2. Date To: indicates the arrival date to where you want to search.
  3. Reservation #: used to locate a specific reservation, if left blank it will show all reservations.
  4. Last name: indicates the last name of the owner, you can leave it blank.
  5. Agencies: you can select the agency you want to have the report or leave it blank, and it will show all of them.
  6. Currency: select from the currencies displayed in the list box, it can be national currency, dollars, etc.
  7. Report Format: Choose the file type in which the report will be generated:
    1. Normal: Displays the report in rich format. PDF file.
    2. For Export: Displays the data without format. Excel file.
Deposits from Reservations - Balance 
Displays in a report the deposits received for reservations and shows the information of the reservation deposits collected and those pending collection.
  1. Arrival Date From: you can indicate the arrival date of the day you want to consult, if you leave it blank it will take the current day.
  2. Arrival Date To: indicates the arrival date to where you want to search.
  3. Reservation #: used to locate a specific reservation, if left blank it will show all reservations.
  4. Reservation Type: Select the type of reservation for the report, between INCLUDES BUDGETS, ONLY BUDGETS or NO BUDGETS.
  5. Agency: you can select the agency you want to have the report or leave it blank, and it will show all.
  6. Currency Type: select from the currencies displayed in the list box, they can be national currency, dollars, etc.
Agency Forecast
This report shows forward bookings made by agencies or companies.
  1. Date: indicates the date where the report will start, you can leave it blank to start on the current day, 31 days from the selected date will be listed.
  2. Agency: you can specify an agency or company or leave it blank.
Monthly Occupancy Forecast

This report displays a monthly occupancy forecast, allowing users to visualize the hotel’s available capacity distributed by month within the selected period.

For each month, the report shows the number of days in the month and the total number of available room nights, calculated based on the hotel’s room inventory. Additionally, it includes a cumulative total of available room nights for the entire period consulted.

Detailed Agency Production

This report shows the detailed production generated by a specific agency within the selected period, allowing analysis of daily booking activity and passengers associated with that agency.

The report presents information broken down by date, including the number of rooms reserved, number of adults, paying children, and free children. At the end of the report, cumulative totals are displayed for each of these indicators.

Before generating the report, the user can define the following parameters:

Year and Month: Allows selecting the period to be consulted.
Agency: Allows selecting the agency of interest for which the information will be generated.

Room Groups Reserved by Events Report

This report allows users to review room reservations associated with groups and events, displaying the information related to each event within the selected period.

The report presents a list of registered events, including details such as the event name, date, master reservation and holder name, email address, reservation status (active, confirmed, and check-in), and notes associated with the event, along with the user who registered the event.

Before generating the report, the user can define the following parameters:

From Date: Allows indicating the start date of the period to be consulted.
To Date: Allows indicating the end date of the period to be consulted.
Group RSV: Allows selecting a specific group or event, or consulting all.
Show Summary: Allows choosing whether the information is displayed in summarized or detailed format.

View Rates
This query shows the information of seasons and rates defined in the system for the requested period and for each of the agencies and companies consulted. It has the following parameters:
  1. Search Rates: allows you to define a range of dates and choose an agency or company to see its rates.
  2. Table (Grid) of Rates: will show the rates for the selected agency and company, if all is selected it will show all agencies and companies.
Customers
In this option you will be able to make queries in the history of clients (persons) under the following parameters:
  1. Arrival From - To: used to delimit the search range to clients who have reservations as arrival between both dates, if any of the dates is not indicated, the search will be open.
  2. Reservation From - To: used to delimit the search range to clients whose reservations have been made in the indicated period, if any of the dates is not indicated, this restriction will be left invalid.
  3. Last Names: it will select the clients whose surname is the same as the one indicated, or the search criteria coincides with the same number of first letters of the first name.
  4. Names: selects customers whose first name is the same as the one specified or whose search criteria match the same number of first letters of the first name.
  5. Country: select the customers whose country indicated in the address matches the one indicated in this field.
  6. State: selects the customers whose state indicated in the address matches the one indicated in this field.
  7. City: selects the customers whose city indicated in the address matches the one indicated in this field.
Rate Plans with Benefits

This report shows the details of rate plans configured for a specific agency, including the applicable rates by room type and rate type, along with the associated benefits, differentiated by periods and applicable days.

The report presents the information organized by seasons, separating weekday and weekend rates, and indicating the start and end dates for each period. For each combination, the corresponding values for base rate, adult, child, companion, and extra night are displayed according to the current configuration.

Before generating the report, the user can define the following parameters:

From Date: Allows indicating the start date of the period to be consulted.
To Date: Allows indicating the end date of the period to be consulted.
Agency: Allows selecting the agency of interest for consulting the rate plan.

Geographic Origin of Reservations

This report shows the distribution of reservations according to their geographic origin, allowing analysis of the guests’ origin by country, state, and city, as well as their impact on occupancy and revenue.

The available parameters to generate the report are as follows:

Arrival Date From: Allows indicating the initial arrival date of the reservations to be consulted. If left blank, the current date will be used.
Arrival Date To: Indicates the final arrival date of the reservations to be consulted.
Departure Date From: Allows indicating the initial departure date of the reservations. If left blank, all reservations will be considered.
Departure Date To: Indicates the final departure date of the reservations.
Country: Allows selecting the nationality or country of origin to be consulted. It can be left as “All.”
State: Allows filtering reservations by a specific state or region.
City: Allows filtering reservations by a specific city.

The report presents the information grouped by geographic origin, displaying the following data:

  • Number of rooms.

  • Number of adults.

  • Number of children.

  • Total number of guests.

  • Generated revenue.

This report is useful for analyzing source markets, identifying the main origin of guests, and supporting commercial and strategic decision-making

Special Reservation Requests
This report shows the information entered in the special requests and special request notes for each reservation, you can generate it by searching for the following filters:
  1. Reservation #: used to locate a specific reservation, if left blank it will show all reservations.
  2. Arrival Date From: you can indicate the arrival date of the day you want to consult, if you leave it blank it will take the current day.
  3. Arrival Date To: indicates the arrival date to where you want to search.
  4. Reservation Status: you can select all, guaranteed, not guaranteed or cancelled.
  5. First Name Holder: indicates the reservation holder, you can leave it blank.
  6. Last Name Holder:  indicates the last name of the holder, you can leave it blank.
  7. Agency: indicate the agency or company you wish to consult or leave it blank.
  8. Guest Type: the search can be done by type of guest (courtesy, home use, group, etc.).
  9. Service Category indicates the type of guest category (VIP, Grand Reward, etc.).
  10. Plan: meal plan loaded in the system.
  11. Presentation: can be in detail or summary.
Alert
It is recommended to issue it in "Detail", so you will get the report with pre-assigned room.
  1. By default, the reports will be shown in PDF, but you can download them in xls.

When performing a search, a window will appear on the right side with a list of clients that contain the matches that were indicated in the search window. To view a customer, you must click on the Magnifying Glass Icon located to the left of the record you wish to view. Once the record is opened, a list of historical reservations for that customer will be displayed at the bottom of the screen.



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