DAILY REVENUE OVERVIEW

 

The basic concept of the Daily Revenue Module is to identify accounts for which you want to track actual and budget dollars and statistics on a daily basis. When you post to G/L, the same amounts will also be posted to the daily balances as well as the standard monthly account balances.

Users are most familiar with the standard accounting concepts of maintaining dollar, statistics, and budget balances by fiscal period. Data Plus maintains this data for an indefinite period of time and also maintains the supporting transactions that make up these balances. This information is most often used in the monthly and year-to-date G/L reports and inquiries as well as the Financial Statements.

For management reporting on a day-by-day basis, there is a need to track this same data, but to have it organized on a daily basis for easy and efficient reporting.

Each Daily Revenue balance or budget record contains the dollar and statistics balance for a single day plus the fiscal period to date amount and year to date amount. This makes it easy to look at activity for any day or to compare two days. For example, it might be desirable to compare the revenue for the day after Thanksgiving this year with the same day last year. Or, to compare a comparable three day period in two different years. The availability of both dollars and statistics allows the user to track Average Occupancy, Average Room Rate, and REVPAR by day.

Setup for the Daily Revenue Accounts, Daily Revenue Budgets, and Market Segments occurs under General Ledger File Maintenance.

Daily Revenue data entry has a button in the Transactions section, inquiries are located under Inquiries in the Reports and Inquiry section, and reports are under Daily Reports.

 

Daily Revenue Account Setup (File Maintenance -- Daily Revenue Accounts):

 

Allows you to identify what accounts will track daily revenue. They can be identified as revenue or settlement account. Pressing F5 will allow you to enter new accounts to be identified as a daily revenue account. You also have the option to choose which subsidiary modules should have their postings included in Daily Revenue. In the ‘Post From’ section, select those modules whose postings you would like to include. You can choose Accounts Payable, Accounts Receivable, and/or Payroll. GL postings to the account are automatically included in Daily Revenue.

 

The "Edit Sequence" determines in what order the accounts will be displayed on the data entry screen.

 

Daily Revenue Account Setup Screen

 

Daily Revenue Budget Setup: (File Maintenance - Daily Revenue Budget)

 

The first screen that appears displays the fiscal periods.  This information is pulled in from the File Maintenance-Fiscal Periods files that have been created.

 

Daily Revenue Budgets Fiscal Periods

 

 

Highlight the fiscal year to edit then press F2 and this will bring you to the Daily Revenue Budgets - Account Selection Screen.


This screen displays the Accounts that were set up for Daily Revenue.

 

 

Daily Revenue Budgets - Account Selection 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

By pressing Ctrl-F1, this will bring you to Daily Revenue Budgets Creation. This screen allows you to enter a budget for the account that was chosen. Dollar and unit amounts are divided evenly by the number of days in the period specified.

 

Daily Revenue Budgets Creation

 

 

 

 

 

 

 

 

 

 

 

 

 

By pressing the F2 key, this will bring you to the Daily Revenue Budgets - Account Selection. This screen displays the budget adjusted by day that you created in screen 3. You can Enable or Disable all Amounts and/or all Units by clicking on the specified buttons. This controls the navigation of the screen.

 

Note : If changes are made on this screen, the screen needs to be refreshed (by scrolling up/down or pressing page up / page down) in order to display changes.

 

Daily Revenue Budgets Account Selection

 

 

 

 

 

 

Daily Revenue Market Segment Setup (File Maintenance-Market Segments):

This is where you can define different Market Segments by selecting specific accounts that you want to group together for individual reporting needs. Each Market Segment defined here will be displayed as one line in the Market Segment Summary Report.

 

Daily Revenue Market Segments Setup Screen

 

 

 

 

 

 

 

 

The names you choose for Market Segment Group and Market Segment ID will determine the print order for the report.  For example, you can choose group names AROOMREV and BTELREV.  This will place the room revenues first and the telephone revenues second on the report.  All of the room revenue lines will have the same group name AROOMREV (in this example).  The report will print a subtotal for each Market Segment Group.  Each line will have its own Market Segment ID.  The Market Segment ID’s will print in order within the group. 

 

Sample            Market Segments

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Each ID will be coded with the Daily Revenue Accounts that will be included in the total for that line.

 

Market Segment Accounts Screen

 

The following statistical formulas are built into the report:

 

Percentage of Occupancy = Number of Rooms Sold / Number of Rooms Available

Average Rate = Total Room Revenue / Number of Rooms Sold

Revenue Per Available Room = Total Revenue / Number of Rooms Available

Single Occupancy Percentage = (Number of Rooms Sold where # of Guests = 1)/(Number of Rooms Sold)

 

In order for these calculations to work, the following Market Segment ID’s must be created:

 

RMSSLD  = Number of Rooms Sold

RMSAVL = Number of Rooms Available

TOTRMRV = Total Room Revenue

RMSSLD = Number of Rooms Sold

TOTRV = Total Revenue

RMSSLDG1 = Number of Rooms Sold where # of Guests = 1

 

These Market Segment ID’s will be set up with the “Print on reports” flag set to “no”.

 

Running the Market Segment Report

 

Go to General Ledger --Daily Revenue -- Market Segment Summary

Press F2 to select the current date or page up and page down to select other dates.  Choose “Run” to run the report or “Select” to select individual Market Segment Type, Segment ID or Segment Group.

 

Sample Market Segment Report

DPI                                                  Development 6.3 Database                                          gdrMkSeg.rpt

04/10/2001 12:43:01 PM                        Daily Revenue Market Segment Summary Report                                              1

 

Revenue Date: 04/10/2001            ---------------- Current Year ----------------  ------------------ Last Year ------------------

 Description                                Today       PTD Amount      YTD Amount           Today      PTD Amount      YTD Amount

====================================================================================================================================

Properties Selected: 01   New Hotel

                    

------------------------------------------------------------------------------------------------------------------------------------

 


Market Segment ID Descriptions
 
   ROOMS - TRANSIENT                      7,500.00-       7,500.00-      91,754.30-            0.00            0.00            0.00

   ROOMS - CORP / GOVT                    8,500.00-       8,500.00-      84,656.90-            0.00            0.00            0.00

   ROOMS - STD DISCOUNT                   9,100.00-       9,100.00-      25,655.40-            0.00            0.00            0.00

   ROOMS - SUPR DISCOUNT                      0.00            0.00        1,559.50-            0.00            0.00            0.00

   ROOMS - GROUP                          1,000.00-       1,000.00-       8,605.00-            0.00            0.00            0.00

   ROOMS - OTHER                              0.00            0.00       55,600.70-            0.00            0.00            0.00

   LESS ALLOWANCE                             0.00            0.00          178.37-            0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

            << AROOMREV Totals -->       26,100.00-      26,100.00-     268,010.17-            0.00            0.00            0.00

 

 


   LOCAL CALLS                              180.00-         180.00-       1,119.58             0.00            0.00            0.00

   LONG DISTANCE CALLS                      570.00-         570.00-       2,353.10-            0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

            << BTELEREV Totals -->          750.00-         750.00-       1,233.52-            0.00            0.00            0.00

 

 

   PAY PHONE/FAX/COPIES                       0.00            0.00            0.00             0.00            0.00            0.00

   GUEST LAUNDRY/VALET                      600.00-         600.00-         978.40-            0.00            0.00            0.00

   VENDING COMMISSION                         0.00            0.00          125.10-            0.00            0.00            0.00

   MOVIES/VIDEOS                            300.00-         300.00-         654.45-            0.00            0.00            0.00

   MEETING ROOM RENTALS                     200.00-         200.00-       1,050.00-            0.00            0.00            0.00

   MISCELLANEOUS INCOME                       0.00            0.00          116.32-            0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

            << COTHRINC Totals -->        1,100.00-       1,100.00-       2,924.27-            0.00            0.00            0.00

 

 

   CASH - BANK DEPOSIT                   10,000.00       10,000.00      431,219.34-            0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

            << ECASHDEP Totals -->       10,000.00       10,000.00      431,219.34-            0.00            0.00            0.00

 

 

   ACH - AMERICAN EXPRESS                 1,900.00        1,900.00       84,506.40             0.00            0.00            0.00

   ACH - VISA/MASTER CARD                 8,000.00        8,000.00      137,013.98             0.00            0.00            0.00

   ACH - DINERS/CARTE/AMOCO                 600.00          600.00        9,752.41             0.00            0.00            0.00

   ACH - DISCOVER                         7,000.00        7,000.00       18,403.99             0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

             << FACHDEP Totals -->       17,500.00       17,500.00      249,676.78             0.00            0.00            0.00

 

 

   A/R - GUEST                                0.00            0.00        4,530.26             0.00            0.00            0.00

   A/R - CITY LEDGER                        200.00          200.00        2,408.80             0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

            << GACCTREC Totals -->          200.00          200.00        6,939.06             0.00            0.00            0.00

 

 

 

 

   NUMBER OF ROOMS AVAILABLE                260.00          260.00        2,492.00             0.00            0.00            0.00

   # ROOMS OVERNIGHT                        210.00          210.00        1,736.00             0.00            0.00            0.00

   # ROOMS DAY                                0.00            0.00            0.00             0.00            0.00            0.00

   COMPLIMENTARY ROOMS                        0.00            0.00            0.00             0.00            0.00            0.00

   NUMBER OF ROOMS OCCUPIED                 210.00          210.00        1,736.00             0.00            0.00            0.00

                                    ______________  ______________  ______________   ______________  ______________  ______________

               << STATS Totals -->          680.00          680.00        5,964.00             0.00            0.00            0.00

 

 

 

 

   Percentage of Occupancy                   80.77           80.77           69.66             0.00            0.00            0.00

 

   Average Rate                             124.29-         124.29-         154.28-            0.00            0.00            0.00

 

   REVPAR                                    76.73-          76.73-          55.63-            0.00            0.00            0.00

 

  

Daily Revenue-Revenue Entry

 

The revenue date defaults with the day following the last date you performed this task. It can be overwritten. This is a more tailored way to create an entry for daily revenue. A standard Journal Entry will post daily transactions if the accounts in the journal entry are identified as Daily Revenue Accounts. All interfaces automatically post to any account identified as a Daily Revenue Account. Daily Revenue postings will not go to the future file if you are in a prior period of GL. This will allow reports to still be run daily.

Daily Revenue Date Entry Screen

 

 

 

 

 

 

 

By pressing the F2 key this will bring you to the data entry screen. Here you will enter the journal entry amounts/units.  Pressing F2 will save the batch and if it is in balance it will post.  However any errors that exist in the batch that was created can be edited through Journal Entries or Rapid Edit.

 

Note: Daily Revenue Batches cannot be deleted.  However the transactions within the batch can be deleted and then posted as a zero batch in order to close the month.

 

Daily Revenue Data Entry Screen

 

 

 

 

There are Inquiries related to Balances, Budgets and Batches that are accessible through the Inquiries Function listed under Reports and Inquiries. These inquiries will display the corresponding information.

 

Cloud Callout: Daily Revenue Inquiries

Inquiries Menu listing the various Daily Revenue Inquiries.

 

There are also Balance, Amount Comparison, Units Comparison and Market Segment Summary reports that are currently available through the Daily Reports function listed under the Reports and Inquiries Task.

Cloud Callout: Daily Revenue Reports