Reports

Reports

The primary reports for analysing sales performance are the Financial Analysis (Folio) and Financial Analysis (Day). With these reports you can look at sales data both past and future, at any level of detail and showing just the data fields that you choose.

The essential difference between these two reports is the way that they allocate values to dates.

The FAR (Folio) allocates the full value of a folio (invoice or proforma) to the invoice date. In the case of an invoiced folio, this is the actual date of the invoice. For an uninvoiced folio, the default invoice date is applied. The default invoice date may be either arrival or departure date, with the choice being made at the system level on the Defaults screen.

The FAR (Day) report allocates values to each physical day. For example, if a 4-night booking arrives on 28 June and departs on 2 July, the value of 3 nights will be allocated in June, with 1 night in July. If the folio is invoiced on 2 July, the FAR (Folio) report will allocate the full value to July.

Another significant difference between the two reports is that only the FAR (Day) can report on occupancy performance, such as % occupancy achieved. It can do this because it is working with a defined physical date range and is, therefore, able to calculate how many beds are, or were, available for sale and compare that to the number of beds sold. The FAR (Folio) report cannot do this because the invoice date does not correlate with physical occupancy dates.

The FAR(Folio) report also has the ability to filter your report by an environment (ie Reservations environment or a specific Property environment), This means we can look at financial information that impacts your business at an environment level. You can find the environment filter by going to the FAR (Folio) Report> Folio Filters > Environment select the environment you require for your report

On both FAR reports you set filters to govern firstly which reservations are included in the report and secondly which data on those reservations is included. (Note that any reservations that do not satisfy the Travel date range and Property / Accommodation criteria are excluded entirely from the report.)

Having done that, you define how the selected data is to be presented. You can ‘group’ the output to control the number of rows displayed in the report. For example, if you do not specify any grouping the report will output a single row of data, whereas if you group by agent the values for each agent will be displayed on a separate row. Further to that, you can specify what data to include on each row, e.g. Bed nights, Accommodation value, etc.

The flexibility of these filter and display option settings enables you to quickly and easily analyse data from different perspectives. For example, you can review your total sales for a given month, then add Property as a grouping level to see how the sales were spread across your properties, then change the grouping level to Agent to see where the business came from.

Typically you would use the FAR (Folio) report to analyse sales from an accounting perspective, such as to reconcile with your general ledger, or to understand your tax liability.

The FAR (Day) report is generally more suitable for analysing sales from a marketing perspective because of its ability to report on occupancy levels.

Nonetheless, most of the output fields are available in both reports, with the key factor in determining which report using being the way values are allocated to dates, as described above.

Some capabilities that are specific to the FAR (Day)

• Option to limit the Extras included to a date range that differs from the travel date range.
• Option to filter Payments included by credit date, e.g. report on reservations travelling up to 31 Dec but only include payments credited after 31 Dec.
  (Note: The Extras and Payment date filters do NOT govern the inclusion of reservations in the report. They simply govern the selection of extras and payments linked to the selected reservations.

Some capabilities that are specific to the FAR (Folio)

• Filter by Folio criteria, i.e. Debtor / Environment / Invoice status / Amount owing.
• Select whether Travel Date means ‘Departure’, ‘Arrival’ or ‘Inhouse’.
• Filter by overrides.
• Filter by number of properties.