Property Systems Training Bulletin
Title:
Audience:
Date:
Financial Reports
Hotel General Manager and Hotel Accounting Personnel
October 8, 2010
What’s happening?
This training bulletin provides an explanation on how the totals are calculated on the Hotel Statistics, Final
Transaction Closeout, Hotel Journal Summary and Hotel Journal Detail reports.
Hotel Journal Summary Report…
This report can be used to review the activity for transaction codes used on a specfied date. The information for
this report is obtained from the Post Charge, Post Payment, Correct, and Adjustment functions for guest,
direct bill, and house accounts. Detailed posting information on a transaction code can be found on the Hotel
Journal Detail report.
 Postings – Total of all postings made to a transaction code using the Post Charge and Post Payment
functions.
 Corrections – Total of all corrections made to transaction code using the Correct function.
 Adjustments – Total of all adjustments made to transaction code using the Adjustment function.
 Totals – Calculated by adding/subtracting the totals in the Postings, Corrections, and Adjustments
columns. This is a net total, which can be used for balancing purposes and to see what activity occurred for
the specified date. The totals for credit card transaction codes can be used to balance credit card payments
with the totals in Dollars on the Net.
 Today’s Total – Calculated by adding/subtracting the totals of all summary lines for all transaction codes on
the report. Separate totals are provided for each column.
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 Total Opening Balance – Balance forward total from previous date of Hotel Journal Summary report.
 Today’s Total (including corrections) – Calculated by adding/subtracting the Today’s Totals figures from the
Postings and Corrections columns. Also appears in the Grand Total field under the Amount column on the
Hotel Journal Detail.
 Today’s Adjustment – Total of all adjustments for the day from the Adjustments column. Also appears in
the Grand Total field under the Adjustment column on the Hotel Journal Detail.
 Balance Forward – Calculated by adding/subtracting all the transactions on the report.
Hotel Journal Detail Report…
This report can be used to review the detailed posting information for transaction codes for a specified date. The
detail on this report can also be used to balance posting activity for a specific transaction code. Selections
include options to include specific or all shifts, users, or transaction codes. One line is printed for each charge or
payment posting for transaction codes which have had activity for the selected date. The information for this
report is obtained from the Post Charge, Post Payment, Correct, and Adjustment functions for guest, direct bill,
and house accounts. Summary totals for these postings appear on the Hotel Journal Summary report.
 Transaction Code – Description and 2-character code assigned to the transaction code appears at the top of
each code section. Transaction codes print on the report in alphabetical order. Only codes with activity for the
selected date appear on the report.
 Posting Date – Business date transaction was posted to account.
 User ID – Clerk ID who posted transaction.
 Shift ID – Shift number transaction was posted on.
 Room – Room number of guest (or invoice number if direct bill) that transaction was posted to.
 Account Type – Type of account: Guest Account, House Account, or Direct Bill.
 Account – Account number assigned to guest or direct bill/house account.
 Name – Name of the guest, direct bill or house for account.
 Comment – Any information entered in the Comments field during the posting. If a credit card posting, the
Authorization # appears in this field.
 Type – Field is blank unless posting is a correction or adjustment. Otherwise, one of the following posting
types appears in this field: Corrected, Correction, Adjustment.
 Amount – The amount of the transaction or the correction posting. Corrections appear in parentheses.
 Adjustment – The amount of the adjustment posting. Only adjustments appear in this column.
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 Total for Transaction Code – Calculated by adding/subtracting the totals of all detail lines for each
transaction code. Separate totals are provided for the Amount and Adjustment columns.
 Grand Total – Calculated by adding/subtracting the totals of all detail lines for all transaction codes on the
report. Separate totals are provided for the Amount and Adjustment columns. The total in the Amount
column appears in the Today’s Total (including corrections) field, and the total in the Adjustment column
appears in the Today’s Adjustment field on the Hotel Journal Summary.
Final Transaction Closeout Report…
This report can be used to review the activity of any transaction code that has been used throughout the year. It
is broken down by the totals for the date selected, the PTD or period (month) to date and YTD or year to date.
Transaction codes are grouped together on this report by transaction type as follows, in this order: ADMIN,
AREC, CASH, CRED, MISC, REC, ROOM and TAX. The information for this report is obtained from the Post
Charge, Post Payment, Correct, and Adjustment functions for guest, direct bill, and house accounts. Details for
transaction codes appearing on this report can be reviewed on the Hotel Journal Detail report.
 Today’s Opening Balance – The year-to-date total from the previous day.
 Today’s Totals (Includes Corrections) – Total of all postings for all shifts and users, including corrections
for the specified date. This total also appears in the Today’s Total (including corrections) field on the
Hotel Journal Summary.
 Today’s Adjustments – Total of all adjustments for all shifts and all users for the specified date. This total
also appears in the Today’s Adjustment field on the Hotel Journal Summary.
 Today’s Net – The difference between the Today’s Totals (Includes Corrections) and Today’s
Adjustments columns.
 PTD Totals – The adjusted month-to-date total calculated by adding/subtracting the Today’s Net column with
the PTD Totals for this code from the previous business date of this report.
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 YTD Totals – The adjusted year-to-date total calculated by adding/subtracting the Today’s Opening
Balance and Today’s Net columns on this report.
The Totals section provides totals for all transcation code activty appearing on the Final Transaction Closeout
report. Totals are calculated by adding/subtracting all transaction code totals in each column for the specified
date.
 Today’s Opening Balance – Is the YTD total from the previous day.
 Today’s Totals (Includes Corrections) – Calculated by adding/subtracting all transaction code totals in this
column for the specified date. This total also appears in the Today’s Total (including corrections) field on
the Hotel Journal Summary and the Net Change field on the Ledger Summary Report.
 Today’s Adjustments – Calculated by adding/subtracting all transaction code totals in this column for the
specified date. This total also appears in the Today’s Adjustment field on the Hotel Journal Summary.
 Today’s Net – Calculated by adding/subtracting all transaction code totals in this column for the specified
date. This total also appears in the Today’s Total (including corrections) field and on the Hotel Journal
Summary.
 PTD Totals – Calculated by adding/subtracting the Today’s Net column with the PTD Totals for this code
from the previous business date of this report.
 YTD Totals – Calculated by adding/subtracting the Today’s Opening Balance and Today’s Net columns on
this report.
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Hotel Statistics Report…
The Hotel Statistics report has 3 columns of data. The first column is the statistics for the business date the report
was printed. The second column is the PTD or period to date (also known as month to date statistics). The last
column is the YTD or year to date statistics. All of the information is broken down into 5 categories. They are: Room
Statistics, Occupancy Statistics, Revenue, Guest Statistics, and Today’s Activity.
The first section is Room Statistics. This section will tell you how many rooms you sold and the breakdown of what
those rooms are. See the information below for an explanation of how the numbers are calculated.
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Total Rooms - The number of sleeping rooms at the hotel.
Out of Order - The number of sleeping rooms out of order at the hotel.
Rooms Available to Sell - Total Rooms minus Out of Order.
Day Use Rooms - the total of after audit check ins, before audit check outs, and processed no shows(if you
hotel process no shows after audit).
Stay Over Rooms - The number of people in house when the audit rolls over.
Total Revenue Rooms - The number of rooms that have a rate (non comp rooms).
Comp Rooms - The number of complimentary rooms.
Total Non-Revenue Rooms - the number of comp rooms.
Total Occupied Rooms - Total Revenue Rooms plus Total Non-Revenue Rooms.
The second section is Occupancy Statistics. This section has the calculations that most hotels use to judge how
they are doing. The statistics denoted as STR are reported to Smith Travel Research for the STAR report. The
following explains how the calculations are made.
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Occupancy % of total Available Rooms - Total Occupied Rooms/Rooms Available to Sell.
Occupancy % of Total Rooms - Total Occupied Rooms/Total Rooms.
STR Occupancy % of Total rooms - Total Revenue Rooms /Total Rooms.
Average Daily Rate Stay Over Rooms - Total Room Revenue/Total Stay Over Rooms.
Average Daily Rate for Total Revenue Rooms - Total Room Revenue/Total Revenue Rooms.
STR Average Daily Rate for Total Revenue Rooms - Total Room Revenue/Total Revenue Rooms.
Average Daily Rate for Total Occupied Rooms - Total Room Revenue/Total Occupied Rooms.
RevPar (revenue per available room) - Total Room Revenue/Rooms Available to Sell.
STR RevPar - Total Room Revenue/Total Rooms.
The third section is Revenue. This section provides the statistics for the revenue generated.
 Total Room Revenue - The total of all postings from Room, No Show, Rollaway, Crib, and
Cancellation/Early Check-out charges.
 Other Revenue - All transaction codes posted that are not included in the Total Room Revenue.
 Total Revenue - Total Room Revenue plus Other Revenue.
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The fourth section is Guest Statistics. Note: This information is only as accurate as the front desk. This
information is only valuable if the front desk staff enters the correct number of adults and children for each
reservation.
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Total Number of Guests - Number of Adults plus Number of Children.
Average Adults Per Room - Number of Adults minus Total Occupied Rooms.
Average Rate Per Adult - Total Room Revenue/Number of Adults.
Average Revenue Per Adult - Total Revenue/Number of Adults.
The fifth section is Today’s Activity. This section shows the total number of guests that arrived with reservations
(Arrived with Reservations) as well as total walk-ins, no shows for the day, cancelled reservations for arriving
guests (Cancellations for Today’s Arrivals), and checked out guests.
DONE!
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