Reports

RezStream Support -

Print a Report

RezStream provides a variety of reports for users to choose from. These reports can be previewed before printing. You can also print reports for multiple businesses if you have created more than one Unit Group. Some report folders have "Group" options that let users create reports for unit revenue, sales, and tax information that is divided by Unit Group. You may create as many Unit Groups as needed. This is a great feature for real estate companies, property management companies, or businesses that have many owners for their rental units. (Condos)

 

Basic individual reports can then be previewed, printed, or converted to a PDF (portable document file) document for E-mail purposes. If you make any report a PDF, you can then attach it to an outgoing e-mail. This is a great way to send a customer an e-mail version of their invoice. The saved PDF file will be located in C:\Program Files\RezStream. Just browse the the directory and attach the "Billing Invoice.pdf" to your e-mail.

 

RezStream also allows users to create collections of reports that get printed on a routine basis. By defining a Collections of reports you can save valuable time by automating the printing process of a daily, weekly, monthly or yearly basis. These reports print automatically and cannot be previewed. However, you may preview any individual report before printing it. To create collections of reports use the Edit > Define Collection menu at the top of the main Reports Screen.

 

Use the following links to learn more about specific RezStream reports:

 

Activity Reports

Advance Deposit Reports

Billing Reports

The Custom Invoice

Daily Activity Log

Daily Audit Report

Daily Sales Report

Discounts Report

General Ledger Report

The Group Invoice

Management Analysis Report

Occupancy Reports

Overdue Payments Report

Payables Reports

Payments Reports

Receipts and Invoices

Receivables Reports

The Reports Screen

Revenue by Unit

Revenue Reports

Summaries Reports

Tax Reports

Tracking Reports

 

 

Activity Reports

RezStream allows users to track transaction history for reservations and other events in the program by invoice and by employee.

 

To properly use the tracking features, you should require employees to select a username and password when logging into the program. To add or change these settings, from the main toolbar, go to Tools > Configure > Users. Note that you can require employees to sign in before making a reservation if multiple employees use the same computer. Check "Require sign on for every data input" near the bottom left corner of the Users screen. This will require employees to record their initials while working in RezStream Professional. It is also strongly recommended that employees be given unique passwords for security reasons.

 

To access the activity reports navigate to Reports > Other Reports > Miscellaneous.

 

The Log of Activity report records all the transactions made during a given time period. The Activity by Employee report sorts transactions by each different user. The Activity by Invoice report sorts transactions by invoice number.

 

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The "Tracking" folder on the left-hand side of the Reports screen also contains a report under the sub-folder called "Entry Date" that allows owners to track reservations entered over a specific period of time by each employee.

 

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Log of Activity

The Log of Activity report can be generated for a date range and is sorted by transaction type. The report displays the following information:

 

  • Date
  • Time
  • User: Initials of employee
  • Type: Type of transaction. See the transaction type list below.
  • Activity Details: transaction details, such as invoice #, reservation start date, length, guest name
  • Amount

 

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Activity by Employee

The Activity by Employee report displays the same information as the Log of Activity report except that it is sorted by employee initials.

 

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Activity by Invoice

The Activity by Invoice report displays the same information as the Log of Activity report except that it is sorted by invoice number. Note: you can also view activity for a specific invoice. See the Invoice Activity topic for more information.

 

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What Do the Activity Codes/Transaction Types Mean?

There are column headers on the Log of Activity reports that tell you these transaction details: the date of transaction, what time each transaction occurred, the initials of the user who entered the transaction, and what type the transaction was. Activity Details records the customer invoice number and guest name. Refer to the table below to understand the transaction type codes and corresponding definitions. 

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Advance Deposit Reports

The Advance Deposit reports display the amount of money received for future reservations. All advance deposit reports can be generated for past dates.

 

You can access these reports by clicking Reports > Financial Reports > Accounting > Advance Deposits from the top toolbar in RezStream Professional.

 

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General Notes

You cannot generate these reports for a date range. You many only specify the date through which the report will display information, e.g. if you specify 1/1/2009, the report will show all advanced deposit payments up to and including January 1, 2009.

 

All reports generated will display information that is current up to the day on which the report is generated.

 

This report may take some time to generate, especially on a large database, as it must examine each invoice in the system before generating a report.

 

Advanced Deposit Detail / Summary Reports

These reports provide a way to track money received for future reservations. Note that you can also generate a Payments Detail report for any date range, which displays payments taken and the portion of the payment that is for advanced deposits on active reservations. You can also look at the Summaries - Day report which displays total advance deposits for a given date.

 

To see an overall total of advanced deposits pending and active, view the Summaries - Day report.

 

If the start date for the reservation is greater than today, and money has been paid on the reservation, the reservation will appear on this report.

 

Pending Cashflow Report

This report is similar to the Advanced Deposits Detail report, except that it includes all reservations regardless of whether or not a payment has been received.

 

This report shows all projected revenue for reservations made by the report date; but does not include reservations that are active as of the report date.

 

Billing Reports

The Billing Reports section allows you to print invoices, contact and group statements, and registration cards.

 

To access this section, click Reports > Other Reports > Billing.

 

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Invoice

This is the standard invoice which can be printed from the Contact Data section. Selecting this option will print an invoice for the currently selected contact.

 

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Contact Statement

The Contact History Statement displays the contact details for a guest along with all reservations made for that guest, total length of stay, and total amount paid. Selecting this option will print a statement for the currently selected contact.

 

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Group Statement

The Group Statement displays all charges for a multiple invoice group reservation. Selecting this option will print a group invoice for the currently selected contact.

 

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The group statement displays the group information, start date of each reservation, length of reservation, adults/children in the reservation, the contact name for each room, the charges for each room, and the total charges for the group reservation.

Arrival Invoices

Arrival Invoices prints invoices for all arrivals for the date you select.

Departure Invoices

Departure Invoices prints invoices for all departures for the date you select.

Arrival Registration Cards

Arrival Registration Cards prints registration cards for arrivals for the dates you select. 

 

Custom Invoice

RezStream Professional allows you to create your own custom invoices.

Creating a Custom Invoice

From the top toolbar in RezStream Professional, access the Letter Design screen by clicking Tools > Letter Design. From the left hand side of the screen, select the option for "Invoice.”

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Note: You can have as many custom invoices as you wish. To create multiple invoices, simply click the Invoice radio button and then click the “Add New” button under "Style" at the top of the column. A new, blank letter is created that can be customized to meet your property’s needs.

 

The default custom invoice includes basic information such as property information, guest information, invoice line item information, and total charges. Note: if you are upgrading from RezStream Professional 2003, your Custom Invoice may be blank. To install a custom invoice template, follow these steps:

 

  1. Open RezStream Professional and go to Tools > Letter Design. Select the Invoice radio button. Note that you can define a custom page size for your custom invoice if necessary.
  2. Select File > Open. Under "Files of Type" (bottom of window) select Rich Text Format (*.rtf). Using the file selection dialog, browse to C:\Program Files\RezStream\Reports. Select the invoice.rtf file and click Open. You should now see the default template. Edit as you wish.

 

The Invoice Sections

The invoice is divided in two sections, the invoice body and the invoice table.

 

1. The invoice body

The body of the invoice can be changed by entering custom text; adding tables, images, and background colors; customizing fonts and font size; adding or removing database codes; and by changing other basic layout and formatting.

 

Please see the section on Letter Design for more information on editing the body of the invoice.

 

2. The invoice table

The invoice table includes line item descriptions and is customizable in terms of items included and column width. To edit the invoice table, right-click on the table in the middle of the screen (it has a date, description, quantity, etc.), and select Edit Invoice Table.

 

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The Edit Invoice Table window is displayed.

 

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The left-hand side contains information about the data included in the invoice. There are two choices, Daily Detail and Daily Summary. Daily detail simply has a few more variables. If you wish, you can create two custom invoices, one that uses the Daily Detail and one that uses the Daily Summary. Pick the type of invoice you would like from this section.

 

Daily Detail: This option allows you to choose from six variables: Date, Description, Quantity, Amount, Tax, and Total.

 

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Daily Summary: This option allows you to choose from five variables: Date, Description, Amount, Tax, and Total.

 

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Editing the Invoice Table

The invoice table can be edited by moving the position of the variables, by adding/removing variables, and by changing the column heading, width, and alignment.

 

Moving the Variable Positions

To move the invoice variables to the left or right, select the variable you wish to move and press the up arrow (to move the variable to the left) or the down arrow (to move the variable to the right).

 

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Adding / Removing Variables

To remove a variable, first select the variable and then press the Remove button.

 

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To add a variable, click the Add button. Select the code you wish to add and click OK.

 

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Changing Column Widths, Heading, and Alignment

Each column in the invoice table can be customized to have a special heading, width (measured in twips; 1 twip = 1/1440th in. or 1/567 cm), and alignment.

 

To customize a particular column, select the column from the list on the left. Make changes as necessary, click Apply, then OK.

 

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Daily Activity Log

The Daily Activity Log for an invoice will show all changes made to an invoice such as payments, charges, credits, refunds, etc.

 

To access this report, select the reservation or contact for which you would like to see the activity log. From the Reserve Day screen, you can right-click on the reservation and select "View Contact." You can also access the contact by going to the Select Names screen, searching for the contact, and then clicking on the "Edit Contact" button.

 

Once you are in the Contact Data screen, select the invoice for which you wish to view the history and click the text "Last Change" (see screen shot below).

 

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A "Daily Activity Log" is displayed for the selected invoice, similar to the one show below.

 

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Retrieving a Deleted Reservation

While a deleted reservation cannot be reinstated, it can be easily recreated. The Daily Activity Log can be used to easily recover information about a reservation that was deleted, including reservation dates, unit, payments, and charges. 

 

Discounts Report

The Discounts reports can be generated for a date range and lists the retail amount of each charge (including room and POS charges), actual amount charged, and discount amount.

 

The Detail report is the same as the Summary report, except that the summary does not include line item detail.

 

To access these reports, navigate to Reports > Financial Reports > Accounting > Discounts.

 

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General Ledger Report

The General Ledger Revenue reports provide a break down of all revenue and payment items. This is similar to the information which is exported to QuickBooks and is useful for accounting purposes.

You can access these reports by clicking Reports > Financial Reports > Accounting > General Ledger.

 

If you are using RezStream Professional with multiple properties (utilizing the Unit Groups option), then each report will be broken down first by property and then by report type.

 

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Account Balances Report

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Account Balances report notes:

  • You cannot generate this report for a date range. You many only specify the date through which the report will display information, e.g. if you specify 5/1/2008, the report will show all advanced deposit payments up to and including May 1, 2008.
  • The report displays charges, amount paid, and balance in each account as of the date specified.
  • Please see the Terminology section for more information about the meaning of each account type.
  • An asterisk indicates an active reservation.

 

Net Account Changes Report

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Net Account Changes report notes:

  • This report is available as a summary, detail, and daily subtotal.
  • You may generate this report for a date range.
  • This report indicates how charges and payments have shifted from one account to another, e.g., from advanced deposit to revenue.

 

Revenue Report

  • This report lists all point of sale, package, and unit sales in detail.

 

Transactions Report

  • This report displays only payments.

   

Group Invoice

RezStream Professional allows you to print group statements. The Group Invoice displays all charges for a multiple invoice group reservation. To print this type of invoice, select any member that is part of a group reservation from the Daily screen, right-click and select the option for Print Invoice. The Select Invoice Style dialog box is displayed. Choose the Group Invoice radio button. This option is only available if you have selected a reservation from the Daily screen that is a group member on a multiple invoice reservation. It does not matter which person of the reservation is selected. Everyone in the group will be included in this type of statement.

 

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The group statement displays the group information, start date of each reservation, length of reservation, adults/children in the reservation, the contact name for each room, the charges for each room, and the total charges for the group reservation.

 

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Management Analysis Report

This report can be generated for a date range and shows general information about your property. Access the Management Analysis report by clicking Reports > Financial Reports > Summaries > Management Analysis.

 

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This report displays the following information:

 

  • Daily Rentals
  • Unit Days Possible
  • Unit Days Rented
  • Percent in Use: occupancy percentage
  • Income / Unit Day: Calculated as Daily Rentals/Unit Days Rented •
  • Booked for Period: Reservations that were taken AND fell between report date range
  • Booked for Future: Reservations that were taken between report date range but booked for a future date
  • Point of Sale
  • Cancel Fees
  • Hourly Rentals
  • Graph: Income by referral source for reservations that arrive during the time period specified by Referral Source
  • Graph: Income by referral source for reservations that arrive during the time period specified by Contact Category Source
  • Graph: Income by referral source and category for invoices that were booked during the time period specified by Referral Source
  • Graph: Income by referral source and category for invoices that were booked during the time period specified by Contact Category Source

 

A sample Management Analysis report is displayed below.

 

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Occupancy Reports

There are a number of reports that relate to occupancy. To view these reports click Reports > Other Reports > Occupancy from the top toolbar in RezStream Professional.

 

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General Notes

Important: Most occupancy reports are for one day only and cannot be generated for a range of dates.

 

Typically the occupancy reports are used for housekeeping purposes, or to generate guest forecast information. If you would like to see information about occupancy percentages, use the Revenue by Unit > Standard or Revenue by Unit > Comparison reports.

 

Summary reports are the same as detail reports, except that they do not display the line item detail.

 

Options for most reports are configurable by going to Tools > Configure > Reports.

 

You may specify which days bed linens need to be changed by entering the number of days between housekeeping on multiday stays under the Tools > Configure > Settings tab. Then check the "Calculated Sheet Change" check box in Housekeeping Report Settings under the Tools > Configure > Reports tab.

 

Housekeeping Report

The Housekeeping report can be generated for a date range and encompasses arrivals, departures, stayovers, and out of service units. Note that if you select a date range of more than one day, a report will be printed for every day in the date range.

 

This report can be modified by going to Tools > Configure > Reports.

 

The Housekeeping report displays the following information:

  • Type: type of activity, e.g. arrival, departure, or stayover
  • Length: length of reservation
  • Unit: unit occupied
  • A/C: number of adults / children
  • Name: guest name
  • Stays / nights: total # of stays for this guest / total # of nights for this guest
  • Notes: Invoice notes, referenced from the Contact Invoice History section of the reservation

 

Arrivals Report

The Arrivals report can be generated for one day only and displays the same information as the Housekeeping report, except that it is filtered by Type: Arrival.

 

Options for this report are configurable by going to Tools > Configure > Reports 2.

 

Departures Report

The Departures report can be generated for one day only and displays the same information as the Housekeeping report, except that it is filtered by Type: Departure.

 

Options for this report is configurable by going to Tools > Configure > Reports 2.

 

Stayovers

The Stayovers report can be generated for one day only and displays the same information as the Housekeeping report, except that it is filtered by Type: Stayover.

 

Options for this report are configurable by going to Tools > Configure > Reports.

 

Housekeeping by Employee Report

The Housekeeping by Employee report can be generated for one day only and displays the same information as the Housekeeping report, except that it is sorted by housekeeper group if a housekeeping assignment is set under Tools > Unit Setup > Individual Units. This report also displays the number of units assigned to a given housekeeping group.

 

Active List Report

The Active List report can be generated for one day only and displays information similar to the Housekeeping report, except that it does not show departures. This report is most useful if you just want information about "in-house" reservations.

 

The Active List report displays the following information:

  • Name: Guest name
  • Stays / Nights: total # of stays for this guest / total # of nights for this guest
  • Ext: Phone extension for this room
  • Status: Status of reservation, i.e. arrival, departure, stayover.
  • Unit: Unit occupied
  • Notes: Invoice notes, referenced from the Contact Invoice History section of the reservation, and date range of reservation
  • Party: Party size, displayed as adults / children
  • Amount Due: Any balance due remaining on the reservation
  • Units not including departures: Total # of active units, not including departures
  • Party: Total amount of guests that are active at your property, displayed as adults / children
  • Amount Due: Total amount of any balances remaining on all reservations that are in-house.

 

Guest Forecast Report

The Guest Forecast report can be generated for a date range and is used to see how many reservations you have for a given day over this date range. This report is useful for:

  • Planning the number of meals needed for a given day
  • Planning staffing needs
  • Giving you a quick snapshot of future revenue / occupancy.

 

Some uses of this report are:

 

Tracking arrivals, departures, and stayovers for any specific time period. This is helpful for scheduling your cleaning and maintenance staff by knowing how many guests are in for breakfast and how many guests are on site on a nightly basis.

 

Tracking number of guests (e.g. 12-2 stands for adults and children) that you have in the morning and night for any given day. Note: The number for the morning on the first line of your report will equal the number you had for the evening the night before.) These numbers can help you predict how many people you have for breakfast or other activities based on morning and night time intervals.

 

Tracking occupancy. The occupancy figures on the right side of the report show you what your occupancy is for each room over the date range you selected. This is useful for evaluating occupancy for each unit and allows you to adjust your marketing plans based on these numbers. (Example: You decide to offer an Internet special for the upcoming weekend because you notice that your occupancy is lower than normal.)

 

The Guest Forecast report displays the following information:

  • Date: Date for which guest forecast information is displayed
  • Departures: # of departures for a given day
  • Stayovers: # of stayovers for a given day
  • Arrivals: # of arrivals for a given day
  • Persons: # of people for a given day, which is useful for planning how many breakfasts and dinners you need to prepare for a given day. It is divided by:
    • AM: # of people departing + stayovers
    • PM: # of people arrival + stayovers
    • Units: # of units occupied for a given day
    • % Occ: Total occupancy percentage for your property for a given day
    • Unit Revenue: Total revenue generated for a given day

     

Daily Reservations Report

The Daily Reservations report can be generated for a date range. These reports are similar to the Guest Forecast report, with the exception that certain information is simplified. The Detail option will also print the name of each reservation. The Daily Reservations report displays the following information:

  • Arrival Date: The arrival date of the reservation
  • Invoice Number: The invoice # (usually same as confirmation #) of the reservation
  • Guest Name: The name of the guest associated with the reservation
  • Party: The number of people on the reservation
  • Number: Number of reservations for a given day
  • Average: Average rate
  • Total Income: Total income

 

Hourly Reservations Report

Typically used for forecasting purposes, the Hourly Reservations report can be generated over a date range. This report displays the same information as the Daily Reservations report except that it only shows hourly reservations. 

 

Overdue Payments Report

The Overdue Payments reports allow you to print a list of overdue payments by reservation.

 

The parameters for these reports is set under Tools > Unit and Rate Setup > Revenue Accounts, Deposits > Two Tier Deposit Due Dates.

 

Use the following steps to print these reports.

 

  1. Click the Reports F7 button on the main left-hand navigation toolbar.
  2. Expand the Over Due Payments tree under the Financial Reports > Accounting heading.

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  3. Select the report that you would like to print and click the Print button.

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Payables Reports

The Payables reports display your account payables in detail and summary format.

 

An item is considered a payable if you owe that money back to the guest. For example, if a guest cancels a reservation and you owe a refund back to the guest, the refund amount is displayed in the RezStream Professional report as a payable.

 

These reports cannot be generated for a date range but can be generated for a past date. Access these reports by clicking the Reports F7 button on the main left-hand navigation toolbar and then expanding the Payables tree under the Financial Reports heading.

 

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Payables Report Notes:

  • The Accounting > Payable report is available in Detail and Summary form.
    • Both reports are the same except that the Summary report hides all of the line item details.
  • • An asterisk (*) indicates an active reservation.
  • • The reports are broken down first by property name (unit group), then by date.

 

The following information is included on the payable reports.

  • Property: property name (i.e. unit group)
  • Inv Start / Last: start date of the invoice / last change date of the invoice
  • Inv #: invoice number
  • Name: contact name
  • Charges: total charges
  • Paid: amount paid
  • Adv Dep: not used in this report
  • Accts Pay: accounts payable amount or amount due to the guest
  • Accts Rec: not used in this report
  • Revenue: not used in this report
  • Property Totals: total amounts for this property / unit group
  • Combined Totals: total amount for all properties / unit groups

 

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 Payments Reports

RezStream Professional includes a number of reports that can be used to track payments. These reports allow you to track all payments and deposits recorded in RezStream Professional for a given date range.

 

The Payments reports can be accessed by clicking the Reports F7 button on the main left-hand navigation toolbar and then clicking Financial Reports > Accounting > Payments. Click on the plus (+) sign next to Payments to expand the list of Payments reports.

 

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General Notes

The Payments reports are the primary reports used for tracking cash and credit card transactions.

  • Reports are ordered by type of item, then date, then contact name.
  • The detail and summary payment reports are the same, except that detail display is turned off for the summary reports.
  • The audit time set under Tools > Configure determines what information displays on this report. If the report does not seem to display the correct information, then you should check the audit time settings.
  • Some reports may be inaccurate if the database is corrupted. Try repairing the database.

 

Financial Reports > Accounting > Payments Detail Report

Notes:

 

  • Available in both detail and summary form.
  • Sorted and subtotaled by payment type, e.g. American Express, Discover, etc.
  • Gift Certificate payments are recorded and separated at the bottom of the report. This is necessary because by law many properties must track Gift Certificate payments separately from other payments.

 

The Payments > Detail report displays the following information:

  • Date: Payment date.
  • Employee: Initials of employee that recorded payment.
  • Payee: Guest name.
  • Adv Dep: Amount of payment, which is used for an advanced deposit.
  • Check #: Check # recorded in Record Transaction window, if applicable.
  • Notes: Payment notes, which can be entered in the Record Transaction window.
  • Amount: Amount of payment.
  • Advance Deposit Portion: Display portion of payments, which are for advance deposits, subtotaled by payment type.
  • Subtotal: Subtotal of all payments, by payment type.
  • Overall Total: Total of all payments across all payment types.

 

Financial Reports > Accounting > Payments > Summary Report

The Payments > Summary report displays the same information as the Payment > Detail report, except that it does not include the line item information.

 

Financial Reports > Accounting > Payments > by Employee Report

The Payments by Employee report displays the same information as the Payment Detail report, except that it sorts by Employee initials.

 

Financial Reports > Accounting > Payments > CC Processing Report

The Payments > CC Processing report is used if you process credit cards through RezStream Professional. If you have a separate terminal, which you use to process credit cards, then you do not need to use this report.

 

Notes:

  • Displays payments that were processed through RezStream Professional and for which you received an approval code.
  • Displays payments that were processed for online reservations if you are using the RezStream Booking Engine.
  • Sorts by Bank, then by Type, then by Date.
  • Displays TransID (Capture field), Inv Number / Auth code (ApprovalCode field).

 

The Payments > CC Processing report displays the following information:

  • Date: Payment Date.
  • Employee: Initials of employee who recorded payment.
  • Trans ID: Transaction reference ID, returned to RezStream Professional by the payment gateway.
  • Invoice Number: RezStream Professional invoice number (for online reservations) OR Gateway response information (for payments processed through RezStream Professional).
  • Card #: Last 4 digits of the credit card number used for this payment. Credit card numbers are not displayed in full for security reasons.
  • Accnt #: Gateway account number. This is useful if you have multiple credit card gateway accounts.
  • Amount: Payment amount.
  • Amount subtotal: Payment amount, subtotaled by payment type and gateway account.
  • Total: Total of all payments recorded.

 

Financial Reports > Accounting > Payments > with Account Changes Report

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Notes:

 

  • Displays payments by unit group, then by payment type.
  • Displays "Actual Payment / Property Split" which indicates the actual payment amount and then either:
    • the amount applied to each unit group in the case of a payment split between two unit groups or properties.
    • the amount applied to each invoice in the case of a payment split between two invoices or reservations.

     

  • Breaks down payments by account:

     

    • Advanced Deposit: an amount recorded for a future reservation, or in the case of an existing reservation, the portion of the payment which applies to a future date. For example, a guest is arriving today for two nights, at $100/night, for a total stay of $200. The payment is taken in full for the reservation. Since today is the first night of the stay, $100 of the reservation will apply to Revenue and the $100 remainder will apply to Advanced Deposits. When the second night of the stay occurs, the remaining $100 will then be applied to Revenue.
    • Accounts Payable: an amount due back to the guest, e.g., the guest pays a deposit of $100, and then cancels the reservation. Your property charges a $25 flat cancellation fee, which is applied to revenue. The remaining $75 is moved to the Accounts Payable account until this amount is refunded.
    • Accounts Receivable: an amount due to the property, e.g., a guest pays a deposit of $100 for a two-night stay and then departs without paying the balance. The remaining $100 due to the property is listed under Accounts Receivable. 

Receipts and Invoices

It is possible to print an invoice or "customer receipt" from most screens. When you print invoices it gives you record of all transactions and payments. An invoice also serves as a final customer receipt.

 

RezStream Professional allows you to print eight different types of invoices: Detail Invoice, Detail Summary Invoice, Summary Invoice, Summary + POS Invoice, Daily Sum + POS Invoice, Custom Letter Invoice, Daily Package + POS, Summary Package + POS. From the top toolbar in RezStream Professional, you can set which invoice prints by default by going to Tools > Configure > Reports.

 2013-03-20_16_33_04-RezStream_Professional_Help.png

 

 

Printing an Invoice or Receipt

 

1. From the Daily screen, right click on any reservation and choose Print Invoice. You can also print invoices by selecting the invoice from the Point of Sale screen and then clicking on the Print Invoice icon ( ) on the top toolbar. This same icon appears on the Contact Data screen and the Reserve by Hour screen.

 

2. The following window displays.


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3. Select the type of invoice that you wish to print by choosing the corresponding radio button.

4. The Print Preview screen displays. Click the "Print" button to print the invoice or use the navigation buttons to view the page(s) of the invoice.

Invoice Types

Detail Invoice The detail invoice displays each line item on the invoice, including nightly room charges, POS items, and package items.

 

 

Daily Summary Invoice The daily summary invoice displays the total charges for each night of the reservation. This is useful if you have package point of sale items that you do not want to display individually.

 

Summary Invoice The summary invoice displays a summary of all charges for a reservation on one line.

 

Summary + POS Invoice The summary + POS invoice displays a summary of room and package charges on one line and then a detailed list of each point of sale item on the invoice.

 

Daily Summary + POS Invoice The daily summary + POS invoice displays a summary of room and package charges per day and then a detailed list of each point of sale item on the invoice.

 

Custom Letter Invoice The custom letter invoice can be created and modified by going to Tools > Letter Design. Please see the section on custom invoices for more details.

 

Daily Package + POS The daily package + POS invoice displays a summary of all package items in a single lump sum posting per day. In addition, a detailed list of all POS items is provided.

 

Summary Package + POS The summary package + POS invoice displays a one line summary of all package items for the entire stay. In addition, a detailed list of all POS items is provided. Tips for Printing Invoices You may customize the title that is displayed at the top of all invoices by clicking Tools > Configure > Settings from the top toolbar in RezStream Professional.

 

Tips for Printing Invoices

You may customize the title that is displayed at the top of all invoices by clicking Tools > Configure > Settings from the top toolbar in RezStream Professional.

 2013-03-20_16_33_33-RezStream_Professional_Help.png

 

You can customize a folio or invoice policy by clicking Tools > Print Options > Folio Options.

 

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Insert your property’s logo on the invoice by clicking Tools > Configure > Reports and clicking the Pick Invoice Graphic button.

 2013-03-20_16_33_51-RezStream_Professional_Help.png

 

Receivables Reports

The Receivables reports (Financial Reports > Accounting > Receivables) display your receivables in a number of formats: days outstanding (30-60-90), alphabetical, and summary.

 

An item is considered a receivable if you have not received payment for it. Room charges are only receivables on or after the reservation date.

 

These reports cannot be generated for a date range or for a past date.

 

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Accounting > Receivables > Detail > 30-60-90

This report displays your receivables broken down by 30-60-90 days outstanding.

 

Notes:

 

  • Shows only invoice with balance due, where checkout date is prior to today.
  • Sorted by date, then by # days outstanding (30/60/90).
  • Not accurate if considering ACTIVE reservations, as report ignores any amount due for in-house reservations.

    2013-03-20_16_37_59-RezStream_Professional_Help.png

 

Accounting > Receivables > Detail > Alphabetical Report

 

This report displays receivables sorted alphabetically. This cannot be generated for a date range, but may be generated for a date in the past.

 

An asterisk (*) indicates an active (in-house) reservation.

 

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Accounting > Receivables > Summary Report

This report shows your total receivables.

 

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Reports Screen

RezStream Professional provides a variety of reports for users to choose from. These reports can be previewed before printing. You can also print reports for multiple businesses if you have created more than one Unit Group. Some report folders have "Group" options that let users create reports for unit revenue, sales, and tax information that is divided by Unit Group. This is a great feature for real estate companies, property management companies, or businesses that have many owners for their rental units.

 

Basic individual reports can then be previewed, printed, or converted to a PDF (portable document file) document for e-mail purposes. If you make any report a PDF, you can then attach it to an outgoing e-mail. This is a great way to send a customer an e-mail version of their invoice. The saved PDF file will be located in C:\Program Files\RezStream. Just browse to the directory and attach the "Billing Invoice.pdf" to your e-mail.

 

RezStream Professional also allows users to create collections of reports that get printed on a routine basis. By defining a collection of reports, you can save valuable time by automating the report process of a daily, weekly, monthly or yearly basis. These reports print automatically and cannot be previewed. However, you may preview any individual report before printing it. To create a collection of reports, use the Edit > Define Collection menu at the top of the main Reports screen.

 

Most Commonly Used Reports

Access the most commonly used reports are in RezStream Professional by first clicking the Reports icon on the main left-hand toolbar:

 

  • Accounting > Payments > Detail: Displays all payments taken, including credit card payments. Particularly useful if you process credit cards through RezStream Professional and need to reconcile a credit card batch.
  • Accounting > Revenue by Unit > Standard: Displays unit revenue and occupancy percentages.
  • Accounting > Daily Sales: Displays all sales made including point of sale items, packages, and room sales. Particularly useful if you operate a cash-based business.
  • Accounting > Point of Sale: Displays all point of sale items sold, including package sales, unless those packages include unit revenue. In this case, the unit revenue portion of the package is displayed in the Revenue by Unit report folder.
  • Occupancy > Housekeeping: Includes reports relating to housekeeping.
  • Occupancy > Active List: Shows all reservations that are "in-house."
  • Occupancy > Guest Forecast: Shows number of guests for future stays and breaks down by AM / PM guests, which can help in planning meals.
  • Accounting > Advance Deposits
  • Billing > Arrival Invoices
  • Billing > Arrival Registration Cards
  • Accounting > Sales Tax: Provides reports for paying your taxes, either in summary or detail form.
  • Summaries > Daily Audit: Displays a list of convenient property and revenue information in one report.
  • Summaries > Day

 

Report Sections

RezStream Professional includes many reports, which are divided by two major sections: Financial Reports and Other Reports. The two main sections are then further subdivided by report type.

Financial Reports

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To understand the financial reports, it is important to understand the different item types that RezStream Professional uses for revenue. They are:

 

  • Daily unit
  • Hourly unit
  • POS (point of sale)
  • Package
  • Cancel fee

 

The Financial Reports > Accounting section includes the following report options:

 

  • Daily Sales - Displays revenue for all item types, including Unit, Point of Sale, Package, and Cancellation Fee revenue.
  • Revenue by Unit - Displays revenue for the Unit item type only.
  • Point of Sale - Displays revenue for the POS item type only.
  • Payments - Displays all payments recorded, broken down by payment type.
  • Advance Deposits - Displays all payments recorded for future reservations.
  • Payables - Displays all payments due back to a guest.
  • Receivables - Displays all items which are past due or receivable.
  • Gift Certificates - Displays information about gift certificates, both unredeemed and redeemed. Discounts - Displays retail cost of sales vs. actual amount paid.
  • Agents - Displays reports relating to travel agent commissions.
  • Tracking - Displays total sales broken down by various criteria, including:
    • Contact Category
    • Referral Source
    • Geographic Origin
    • Reason for Reservation
    • by Employee
    • by Entry Date
  • Sales Tax - Displays sales tax owed.
  • Summaries - Displays various summary reports, including:
    • Day / Month / Year - essentially a balance sheet.
    • Management Analysis - an overview of various financial information, including unit sales, referral sources, etc.
    • Daily Audit - a more specific overview of financial information such as revenue, tax owed, occupancy percentages, etc.
  • Over Due Payments - Displays information about deposit payments and other payments that are due, broken down per recorded reservation date and date reservation begins.
  • General Ledger - Displays detailed financial information which is useful for accountants and which can be used when reconciling a cash-based business. Also includes "account changes" reports.

 

Other Reports

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The Other Reports section includes the following report options:

  • Billing - Displays various reports relating to guest folios, such as invoices, group statements, and registration cards.
  • Occupancy - Displays various occupancy reports relating to housekeeping, arrivals, departures, stayovers, and guest forecasts.
  • Miscellaneous - Displays log of activity reports such as activity by employee or by invoice.
  • Your Reports - Displays custom report collections that you have defined.
  • Booking Engine – Reporting tools for tracking RezStream Booking Engine reservations and requests. In addition, booking engine reservations can be reported by arrival date and by booking date.

 

How to View and Print Reports

Click on the Reports icon or press F7.

 

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  1. Use the plus signs and minus signs to open folders and sub-folders on the reports tree. (see Figure A)
  2. Click on the report you would like to print or view.
  3. After selecting a report, the print options screen will automatically appear on the right-hand side of the Reports screen. You may select various printers from a drop down list.
  4. Uncheck "Print Preview" if you do not want to view the report before printing it.
  5. Click on the "Print" button. This will produce a date popup that lets you select a date(s) for your report. (see Figure B)
  6. If the Print Preview remains checked and after picking the report date(s), the report will preview to the screen. Click the Print button at the bottom right-hand corner of this screen to print a hard copy of the selected report.

 

Figure A

 

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Figure B

 

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Revenue by Unit

RezStream Professional includes a number of reports that can be used to track your property’s revenue by unit. These reports will also allow you to view occupancy percentages and comparisons between different years or months. The Revenue reports can be accessed by clicking Reports > Financial Reports > Accounting > Revenue by Unit from the top toolbar in RezStream Professional.

 

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General Notes

All reports are by unit only and do not include point of sale or package items. When generating a report you will be prompted with the following question:

 

Show all units?

 

Selecting No displays only those units tagged for inclusion in occupancy.

 

Summary reports are the same as detail reports, except that they do not include any line item detail.

 

Revenue by Unit – Standard Report

The Revenue by Unit - Standard report is used to view revenue, occupancy percentages, and average rate by unit. This report can be generated for a date range and includes the following information:

 

Unit name

  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range

 

Report notes:

 

Sorted by unit sort order, which is defined by going to Tools > Unit and Rate Setup > Individual Units. If a unit has no reservations for the date range specified, it will not display in the list, but will still be used to calculate occupancy percentage. As a result, a manual calculation (hand calculation) of average occupancy percentage may not be accurate if calculated from this report. To perform an accurate calculation, you must consider the unit that is not displayed by adding a zero (0) value to the manual calculation.

 

Occupancy percentage is calculated as # days occupied / # days on report.

 

Revenue by Unit – Comparison Report

The Revenue by Unit - Comparison report can be used to:

 

  • Compare revenue for specific months across a year, e.g. October, 2007 vs. October, 2008.
  • Compare revenue by recorded date for entire year, e.g. as of 11/15/08 you had X reservations recorded for 2008, vs. through 11/15/07 you had Y reservations recorded for 2007.
  • Compare revenue in conjunction with referral source and / or reason report.
  • Compare room nights (days occupied) between different time periods.

 

The Revenue by Unit – Comparison report can be generated for a date range, and displays the following information:

 

Unit name

  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range

 

Single Unit Report

The Single Unit report displays the same information as the Revenue by Unit - Standard report, except that it is generated by unit and shows detail by date.

 

This report can be generated by a date range, and displays the following information:

 

Date, based on the date range you specified

 

  • Guest name
  • Occupancy percentage, by day
  • Occupancy percentage, total for date range
  • # Units occupied, by day • # Units occupied, total by date range
  • Average rate, by day
  • Average rate, by date range
  • Charges, by day
  • Charges, total by date range
  • Tax, by day
  • Tax, total by date range
  • Total income, by day
  • Total income, by date range.

 

The Revenue by Unit - by Group Report

The Revenue by Unit - by Group report is the same as the Standard report, except that it is sorted by unit group.

 

This report can be generated for a date range and includes the following information:

 

Unit name

  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range

 

Cancellation Report

The Cancellation report lists all reservation cancellations and any balance owe. The report is sorted by guest name. This report can be generated for a date range and displays the following information:

 

  • Date
  • Cancellation # (same as invoice #)
  • Guest name
  • Details of reservation, including unit originally booked and reservation dates
  • Balance owed by guest
  • Cancellation fee charged

 

Cancellation fees will only be displayed on this report if the cancelled reservation has an invoice line item with the title "Cancel Fee." Normally RezStream automatically inserts a Cancel Fee item when a reservation is cancelled. If you are adding cancellation fees manually, then you can create a Point of Sale item called "Cancel Fee" and add this to the invoice.

 

Average Daily Rate Report

The Average Daily Rate (ADR) report allows you to view Unit ADR trends on a day-by-day basis. This report can be generated for a date range, and displays the following information:

 

  • Date (s) - based on the date range you specified
  • Occupancy percentage (per day)
  • Occupancy percentage (total for date range)
  • # Units occupied (per day)
  • # Units occupied (total by date range)
  • Average rate (per day)
  • Average rate (total by date range)
  • Charges (per day)
  • Charges (total by date range)
  • Tax (per day)
  • Tax (total by date range)
  • Total income (per day)
  • Total income (total by date range) 

 

 

Revenue Reports

RezStream Professional includes a number of reports that can be used to track revenue by unit. These reports will also allow you to view occupancy percentages and comparisons between different years or months.

 

The revenue reports can be accessed by navigating to Reports > Financial Reports > Accounting > Revenue by Unit.

 2013-03-20_16_46_18-RezStream_Professional_Help.png

 

General Notes

  • All reports are by Unit only and do not include point of sale or package items.
  • When generating a report, you will be prompted with the following question: "Show all units?” Selecting No displays only those tagged for inclusion in occupancy. Revenue from units that are not displayed will not show if the units do not show.
  • Summary reports are the same as detail reports, except that they do not include any line item detail.

 

Revenue by Unit > Standard Report

The Revenue by Unit > Standard report is used to view revenue, occupancy percentages, and average rate, by unit.

 

This report can be generated for a date range and includes the following information:

 

  • Unit name
  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range
  •  

Revenue by Unit > Standard Report Notes:

  • Report is sorted by unit sort order, which is defined by going to Tools > Unit and Rate Setup > Individual Units.
  • If a unit has no reservations for the date range specified, it will not display in the list, but will still be used to calculate occupancy %. As a result, a manual calculation (hand calculation) of average occupancy % may not be accurate if calculated from this report. To perform an accurate calculation, you must consider the unit that is not displayed by adding a 0 value to the manual calculation.
  • Occupancy % is calculated as # days occupied / # days on report.

 

Revenue by Unit > Comparison Report

The Revenue by Unit > Comparison report can be used to:

  • Compare revenue for specific months across a year, e.g., October 2006 vs. October 2007.
  • Compare revenue by recorded date for entire year, e.g., as of 11/15/06 you had X reservations recorded for 2006, vs. 11/15/07 you had Y reservations recorded for 2007.
  • Compare revenue in conjunction with referral source and / or reason source.
  • Compare room nights (days occupied) between different time periods.

 

This report can be generated for a date range and displays the following information:

  • Unit name
  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range

 

Revenue by Unit > Single Unit Report

The Revenue by Unit > Single Unit report displays the same information as the Revenue by Unit > Standard report, except that it is generated by unit and shows detail by date.

 

This report can be generated by a date range and displays the following information:

  • Date, based on the date range you specified
  • Guest name
  • Occupancy percentage, by day
  • Occupancy percentage, total for date range
  • # Units occupied, by day
  • # Units occupied, total by date range
  • Average rate, by day
  • Average rate, by date range
  • Charges, by day
  • Charges, total by date range
  • Tax, by day
  • Tax, total by date range
  • Total income, by day
  • Total income, by date range

 

Revenue by Unit > Single Unit > By Group Report

The Revenue by Unit > Single Unit > by Group report is the same as the Revenue by Unit > Standard report, except that it is sorted by Unit Group.

 

This report can be generated for a date range and displays the following information:

  • Unit name
  • Occupancy %, by unit, by date range
  • Occupancy %, total, by date range
  • # days occupied, by unit
  • # days occupied, total, by date range
  • Average rate, by unit
  • Average rate, by date range
  • Total charges, by unit
  • Total charges, by date range
  • Tax, by unit
  • Tax, by date range
  • Total income, by unit
  • Total income, by date range

 

Revenue by Unit > Single Unit > Cancellation Report

The Revenue by Unit > Single Unit > Cancellation report lists all reservation cancellations and any balance owed by guest name. This report can be generated for a date range and displays the following information:

  • Date
  • Cancellation # (same as invoice #)
  • Guest name
  • Details of reservation, including unit originally booked and reservation dates
  • Balance owed by guest
  • Cancellation fee charged

 

Cancellation fees will only be displayed on this report if the cancelled reservation has an invoice line item with the title "Cancel Fee." Normally RezStream Professional automatically inserts a Cancel Fee item when a reservation is cancelled. If you are adding cancellation fees manually, then you can create a point of sale item called "Cancel Fee" and add this to the invoice.

 

Revenue by Unit > Single Unit > Average Daily Rate Report

The Revenue by Unit > Single Unit > Average Daily Rate report allows you to view ADR trends on a day-by-day basis.

 

This report can be generated for a date range and displays the following information:

  • Date, based on the date range you specified
  • Occupancy percentage, by day
  • Occupancy percentage, total for date range
  • # Units occupied, by day
  • # Units occupied, total by date range
  • Average rate, by day
  • Average rate, by date range
  • Charges, by day
  • Charges, total by date range
  • Tax, by day
  • Tax, total by date range
  • Total income, by day
  • Total income, by date range. 

Summaries Reports

The Summaries reports include useful financial and property activity summary information. Many of these reports provide a snapshot of activity for your property for the day or month.

 

You can access these reports by navigating to Reports > Financial Reports > Accounting > Summaries.

 

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Summaries Reports - Day/Month/Year (Financial Summary)

The Summaries reports by Day/Month/Year are essentially a balance sheet.

  • These reports cannot be generated for a date range.
  • The start date of the Day report is always the current date.
  • The start date of the Month report is always the first day of the last complete month. For example, if today’s date is 11/27/2007, the report start date defaults to 10/1/2007.
  • The start date of the Year report is always the first day of the current year.
  • Numbers on this report are recorded as negative if they are liabilities.

 

The Summaries reports display the following information:

  • Sales - A daily, monthly, or yearly sales summary by category. These numbers are negative since they are liabilities.
  • Liabilities - Total liabilities, displayed as a negative number.
  • Advance Deposits Active - in-house reservations for which advance deposits have been collected. Advance Deposit Active total does not consider start date of reservation, but instead considers invoice line items.
  • Advance Deposits Pending - future reservations for which advance deposits have been collected.
  • Assets - Separated by Today, In House, and Past • Payments - sorted by type • Gift Certificates 

Tax Reports

The Tax Reports section allows you to report on your taxes due.

 

To access these reports, click Reports > Financial Reports > Accounting > Sales Tax.

 

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Sales Tax Month / Year

The Sales Tax Month and Sales Tax Year reports are the same except that the year report is generated for one year by default.

 

These reports display the tax category (i.e. individual tax) and the taxable sales for that category, which is the total tax due. To see detail information about tax due, see the Tax Detail report.

 

These reports sort first by unit group (only used if you have multiple businesses) and then by tax type.

 

Tax Detail Month / Year

Note: The Tax Detail Year report can take some time to generate if you have many reservations for the year.

 

The Sales Tax Detail reports display a breakdown by tax name of gross sales, taxable sales, and tax collected and then sorts by tax type, unit group, and then line item description. You can choose from a monthly report or a yearly report.

 

This report displays information by category, which is either POS category or unit rental. "Exempt" means that a given tax does not apply for these sales.

 

Sales Tax Detail - Month

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Sales Tax Detail – Year

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Tracking Reports

The Tracking reports can be used to track sales by contact category, referral source, geographic origin, entry date, employee, and reason for reservation.

 

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The tracking reports should be considered separately and should not be compared with any other report. Due to the way the tracking reports are calculated, specific revenue numbers may not match other financial reports.

 

The Tracking > Category Report

The Category tracking report is based on the Contact Category set in the Contact Data screen for each guest.

 

This report can be generated for a date range and is based on the start date of the invoice.

 

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The Tracking > Referral Source Report

The Referral Source tracking report is based on the invoice referral source that is recorded when a reservation is made.

 

This report can be generated for a date range and is based on the start date of the invoice.

 

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The Tracking > Origin Report

The Origin tracking report reads the geographic origin of the guest.

 

This report can be generated for a date range and is based on the start date of the invoice.

 

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The Tracking > Employee Report

The Sales by Employee tracking report reads the reservations entered by a specific employee.

 

This report can be generated for a date range and is based on the start date of the invoice.

 

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The Tracking > Reason Report

The Reason tracking report reads the reason for reservation that is recorded on the invoice when a reservation is made.

 

This report can be generated for a date range and is based on the start date of the invoice.

 

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