When creating a custom report in the Report Wizard module, there are two type of reports you can create: a Report Based on Reservations or a Report Based on Transactions. This article describes the reporting fields available to use when creating these types of reports.
For step-by-step information about creating a custom report, please see the Report Wizard Overview article.
Table of Contents
Report Based on Reservations
This type of report will give you access to fields recorded or attached to reservations booked in RoomKeyPMS.
Reservations
Guest Info Tab
Travel Agent Tab
| Field | Field Description |
|---|---|
| [# of Adults] | Number of adults recorded on a reservation |
| [# of Children] | Number of children recorded on a reservation |
| [# of Guests] | Combined number of adults and children recorded on a reservation |
| [Agency ID] | Travel Agency ID recorded on the reservation (for TA commission purposes) |
| [Arrival Date] | Arrival Date recorded on a reservation |
| [C/O Time] | Estimated Check Out Time recorded on a reservation |
| [Cancel Reason] | This is the Cancellation Reason selected by a user at the time of cancellation. A list of reasons can be customized on the Reasons Tab in the Property module (System Configuration > Property). |
| [Cancellation Date] | Date and time a reservation was cancelled |
| [Cancellation ID] | The cancellation confirmation number assigned to a cancelled reservation |
| [Client Type] | Client Type code recorded on a reservation. A list of client type codes can be managed in the Client Types module. |
| [Corp ID] | Corporate ID recorded on a reservation |
| [Corporate] | Corporate account name recorded on a reservation |
| [Created By] | This is the name of the user that created the reservation. If the reservation was booked on a 3rd-party website or GDS interface, this field will appear as "RoomKey Interfaces" on a custom report. |
| [Credit Card Expiry] | Expiry Date for the credit card recorded on the reservation |
| [Credit Card Holder] | Card Holder name that appears on the credit card recorded on the reservation |
| [Credit Card Number] | This shows the last 4-digits of the credit card number recorded on the reservation. Full Credit Card Numbers will not appear on a custom report. |
| [Credit Card] | The type of credit card recorded on a reservation |
| [Credit limit] | The credit limit recorded on a In-House guest folio at the time of generating the custom report |
| [Departure Date] | Departure Date recorded on a reservation |
| [Est Arrival Time] | Estimated arrival time recorded on a reservation. This value is entered by a guest during Pre-Arrival Mobile Check-In |
| [GDS Conf#] | GDS confirmation number assigned when a guest books their reservation on a 3rd-party website or GDS interface |
| [Group ID] | Group ID code recorded on a reservation when it is booked as part of a Group Block |
| [Group] | Group name recorded on a reservation when it is booked as part of a Group Block |
| [Guaranteed] | Guaranteed status recorded on a reservation, subject to the guarantee requirement of the hotel Policy. For example; if your hotel Policy requires a credit card guarantee, this value will be "TRUE" when a credit card is recorded on a reservation, and "FALSE" when a credit card is not recorded on a reservation. |
| [Guest ID] | The unique Guest ID for the guest profile recorded on the reservation |
| [Guest Name] | Full name of the guest recorded on the reservation, in the format: last name, first name. By default, this value will show the primary guest information; to show Guest Share names, you need to select the With Shares checkbox on the Report Tab. |
| [Inn ID] | Property Inn ID automatically recorded on the reservation |
| [Is Package] | This value indicates if a package is recorded on a reservation, subject to the list of packages built in the Packages & Inclusions module. For example; if the guest has booked a Bed & Breakfast Package rate, this value will be "TRUE", and "FALSE" if they have booked any other type of rate plan. |
| [nights] | Number of nights recorded on the reservation |
| [Overriden] | This value indicates if the rate price has been manually changed by a user using the Rate Override checkbox on the reservation. For example; if the Rate Override checkbox has been selected on the reservation, this value will be "Y", and "N" if it has not been selected. |
| [Package Name] | Package Name recorded on the reservation |
| [Rate Code] | Rate Code recorded on the reservation |
| [Rate Name] | Rate Name recorded on the reservation |
| [Rate] | Average daily rate recorded on the reservation |
| [Res ID] | Res ID automatically assigned to the reservation |
| [Reservation Date] | The Date the reservation was created |
| [Room Description] | Description of the room recorded on the reservation |
| [Room Type] | Room Type code recorded on the reservation |
| [Room] | Room number assigned to the reservation |
| [Share] | This value indicates if there are additional guest profiles added to the reservation using the Shares tab For example; if one or more guest shares have been added, this value will be "Y", and "N" if there are no guest shares |
| [Source of Business] | Source (of Business) recorded on the reservation. This list can be customized on the Source of Business Tab in the Property module (System Configuration > Property) |
| [Status] | Status of the reservation at the time of reporting. Here is a list of possible results: RESERVATION, INHOUSE, NOSHOW, CHECKEDOUT, CANCELLED, WAITLIST |
| [Stay Ngts] | Number of nights recorded on the reservation |
| [Travel Agency] | Name of the Travel Agency recorded on the reservation |
| [Travel Agent Commission] | Commission Rate % recorded on the reservation |
| [Travel Agent] | Travel Agent Contact name recorded on the reservation |
| [Wait List] | This value indicates if this reservation has been added to the Wait List using the Wait List checkbox. For example; if the Wait List checkbox is selected on this reservation, the value will be "Y", and "N" if it is not selected. |
Guests
On a Reservation, these fields can be found on the Guest Info Tab
In the Guest Profile module (F7), This information can be found on the Main Guest Info Tab, Extra Info Tab, and the Credit Cards Tab.
| Field | Field Description |
|---|---|
| [Address] | Address recorded on the Guest Profile attached to the reservation |
| [City] | City recorded on the Guest Profile attached to the reservation |
| [Corporate] | 2nd Name field that appears on the Second Address tab on the Guest Profile |
| [Country] | Country recorded on the Guest Profile attached to the reservation |
| [Credit Card Expiry] | Expiry Date for the credit card recorded on the reservation |
| [Credit Card Holder] | Card Holder name for the credit card recorded on the reservation |
| [Credit Card Number] | This shows the last 4-digits of the credit card number recorded on the reservation. Full Credit Card Numbers will not appear on a custom report. |
| [Credit Card] | Type of credit card recorded on the reservation |
| [Email] | Email address recorded on the Guest Profile attached to the reservation |
| [First Name] | First Name recorded on the Guest Profile attached to the reservation |
| [Full Name] | Full Name recorded on the Guest Profile attached to the reservation, in the format: last name, first name |
| [Guest ID] | Guest ID assigned to the Guest Profile attached to the reservation |
| [Inn ID] | Property Inn ID recorded on the Guest Profile attached to the reservation |
| [Last Name] | Last Name recorded on the Guest Profile attached to the reservation |
| [Loyalty Number] | Loyalty Number recorded on the Guest Profile attached to the reservation |
| [Nationality] | Nationality recorded on the Guest Profile attached to the reservation |
| [Postal Code] | Postal Code (or ZIP) recorded on the Guest Profile attached to the reservation |
| [Province/State] | Province (or State) recorded on the Guest Profile attached to the reservation |
| [Salutation] | Salutation recorded on the Guest Profile attached to the reservation |
| [Telephone(2)] | Mobile number recorded on the Guest Profile attached to the reservation |
| [Telephone] | Telephone number recorded on the Guest Profile attached to the reservation |
| [Vehicle Color] | Vehicle Color recorded on the Guest Profile attached to the reservation |
| [Vehicle License] | Vehicle License recorded on the Guest Profile attached to the reservation |
| [Vehicle Model] | Vehicle Model recorded on the Guest Profile attached to the reservation |
| [Vehicle] | Vehicle type recorded on the Guest Profile attached to the reservation |
| [vip] | This value indicates if the VIP checkbox has been selected on the Guest Profile attached to the reservation. For example; if the guest is marked as a VIP this value will be "Y", and "N" if the guest is not a VIP |
| [VIP Description] | VIP Description recorded on the Guest Profile attached to the reservation |
Groups
Group Blocks are managed in the Groups module (Operations > Groups). For each group, the fields available for reporting appear on the General Tab and Contact & Billing Info Tab
| Field | Field Description |
|---|---|
| [Active] | This value indicates the active status of the Group attached to the reservation For example; if the reservation is attached to an active group block this value will be "Y", and "N" if the group is not active |
| [Address] | Address of the contact recorded on the Group attached to the reservation |
| [Arrival Date] | Arrival Date recorded on the Group attached to the reservation |
| [City Account ID] | City Account ID recorded on the Group attached to the reservation |
| [City Account] | City Account name recorded on the Group attached to the reservation |
| [City] | City of the contact recorded on the Group attached to the reservation |
| [Contact] | Contact name recorded on the Group attached to the reservation |
| [Country] | Country of the contact recorded on the Group attached to the reservation |
| [Departure Date] | Departure Date recorded on the Group attached to the reservation |
| [Email] | Email address for the contact recorded on the Group attached to the reservation |
| [Fax] | Fax number for contact recorded on the Group attached to the reservation |
| [Group ID] | Group ID recorded on the Group attached to the reservation |
| [Inn ID] | Inn ID recorded on the Group attached to the reservation |
| [Name] | Group Name recorded on the Group attached to the reservation |
| [Nights] | Number of Nights recorded on the Group attached to the reservation |
| [Postal Code] | Postal Code (or ZIP) for the contact recorded on the Group attached to the reservation |
| [Province/State] | Province (or State) for the contact recorded on the Group attached to the reservation |
| [Telephone] | Telephone number for the contact recorded on the Group attached to the reservation |
| [User Defined ID] | Group ID recorded on the Group attached to the reservation |
Balances
| Field | Field Description |
|---|---|
| [# of Other Charges] | Number of Other Charges recorded on the Folio |
| [# of Payments] | Number of Payments recorded on the Folio |
| [# Room Charges] | Number of Room Charges recorded on the Folio |
| [# of Transactions] | Total Number of Transactions recorded on the Folio |
| [All Charges*] | Current total for all charges recorded on the Folio |
| [All Charges] | All Charges Forecast for the reservation |
| [All Taxes*] | Current Taxes recorded on the Folio |
| [All Taxes] | Taxes Forecast for the reservation |
| [Balance*] | Current Balance recorded on the Folio |
| [Balance] | Balance Forecast for the reservation |
| [Credit Card Payments] | Total Credit Card Payments recorded on the Folio |
| [Inn ID] | Inn Id recorded on the reservation |
| [Other Charge Taxes*] | Current Taxes recorded on the Folio, for Other Charges only |
| [Other Charge Taxes] | Taxes Forecast for the reservation, for Other Charges only |
| [Other Charges*] | Current total for Other Charges recorded on the Folio |
| [Other Charges] | Other Charges Forecast for the reservation |
| [Other Type Payments] | Total Non-Credit Card Payments (i.e. Cash, Cheque/Check, Debit) recorded on the Folio |
| [Payments] | Total of all Payments recorded on the Folio |
| [Res ID] | Res ID recorded on the reservation |
| [Room Charge Taxes*] | Current Taxes recorded on the Folio, for Room Charges only |
| [Room Charge Taxes] | Taxes Forecast for the reservation, for Room Charges only |
| [Room Charges*] | Current total for Room Charges recorded on the Folio |
| [Room Charges] | Room Charges Forecast for the reservation |
| [Transfer] | Total amount transferred from the Folio to a city ledger Invoice |
Corporates
Corporate Accounts are managed in the Corporates module (Operations > Corporates). For each account, the fields available for reporting appear on the General Info Tab.
| Field | Field Description |
|---|---|
| [Address] | Address recorded on the Corporate Account attached to the reservation |
| [City Account ID] | City Account ID recorded on the Corporate Account attached to the reservation |
| [City] | City recorded on the Corporate Account attached to the reservation |
| [Contact] | Contact name recorded on the Corporate Account attached to the reservation |
| [Corp Code] | Code recorded on the Corporate Account attached to the reservation |
| [Corp ID] | Corporate ID recorded on the Corporate Account attached to the reservation |
| [Country] | Country recorded on the Corporate Account attached to the reservation |
| [Email] | Email address recorded on the Corporate Account attached to the reservation |
| [Fax] | Fax number recorded on the Corporate Account attached to the reservation |
| [Inn ID] | Inn ID recorded on the Corporate Account attached to the reservation |
| [Name] | Company Name recorded on the Corporate Account attached to the reservation |
| [Postal Code] | Postal Code (or ZIP) recorded on the Corporate Account attached to the reservation |
| [Province/State] | Province (or State) recorded on the Corporate Account attached to the reservation |
| [Telephone] | Telephone number recorded on the Corporate Account attached to the reservation |
Agencies
Travel Agent accounts are managed in the Travel Agent module (Operations > Travel Agent).
| Field | Field Description |
|---|---|
| [Address] | Address recorded on the Travel Agent account attached to the reservation |
| [Agency ID] | Agency ID recorded on the Travel Agent account attached to the reservation |
| [City] | City recorded on the Travel Agent account attached to the reservation |
| [Contact] | Contact Name recorded on the Travel Agent account attached to the reservation |
| [Country] | Country recorded on the Travel Agent account attached to the reservation |
| [Email] | Email address recorded on the Travel Agent account attached to the reservation |
| [Fax] | Fax number recorded on the Travel Agent account attached to the reservation |
| [IATA] | IATA number recorded on the Travel Agent account attached to the reservation |
| [Inn ID] | Inn ID recorded on the Travel Agent account attached to the reservation |
| [Name] | Contact Name recorded on the Travel Agent account attached to the reservation |
| [Postal Code] | Postal Code (or ZIP) recorded on the Travel Agent account attached to the reservation |
| [Province/State] | Province (or State) recorded on the Travel Agent account attached to the reservation |
| [Telephone] | Telephone number recorded on the Travel Agent account attached to the reservation |
Wholesalers
Wholesaler Blocks are managed in the Wholesalers module (Operations > Wholesaler). For each account, the fields available for reporting appear on the General Info Tab.
| Field | Field Description |
|---|---|
| [Address] | Address recorded on the Wholesaler account attached to the reservation |
| [City Account ID] | City Account ID recorded on the Wholesaler account attached to the reservation |
| [City Account] | City Account name recorded on the Wholesaler account attached to the reservation |
| [City] | City recorded on the Wholesaler account attached to the reservation |
| [Contact] | Contact name recorded on the Wholesaler account attached to the reservation |
| [Country] | Country recorded on the Wholesaler account attached to the reservation |
| [Email] | Email address recorded on the Wholesaler account attached to the reservation |
| [Fax] | Fax number recorded on the Wholesaler account attached to the reservation |
| [Inn ID] | Inn ID recorded on the Wholesaler account attached to the reservation |
| [Name] | Name of the Wholesaler account attached to the reservation |
| [Postal Code] | Postal Code (or ZIP) recorded on the Wholesaler account attached to the reservation |
| [Province/State] | Province (or State) recorded on the Wholesaler account attached to the reservation |
| [Telephone] | Telephone number recorded on the Wholesaler account attached to the reservation |
| [WS Code] | Code recorded on the Wholesaler account attached to the reservation |
| [WS ID] | Wholesaler ID recorded on the Wholesaler account attached to the reservation |
Custom Fields
Custom Fields are unique to each database and manually created in the Custom Fields module. Once a custom field is created, it will be added to this list of fields; and data for this custom field can be recorded on a reservation and a guest profile.
On a Reservation, these fields can be found on the Guest Info Tab, in the Custom Data Tab
In the Guest Profile module (F7), This information can be found on the Extra Info Tab
| Field | Field Description |
|---|---|
| [Guest ID] | Guest ID recorded on the Guest Profile attached to the reservation |
| [Inn ID] | Inn ID recorded on the reservation |
Report Based on Transactions
This type of report will give you access to fields and information associated with posted transactions.
Please note that this type of reporting is limited to past and current postings and cannot be used to forecast future transactions.
Transactions
| Field | Field Description |
|---|---|
| [Amount] | Amount recorded for the transaction |
| [CHQ Number] | Cheque (or Check) Number recorded for the transaction |
| [City Account] | Name of the City Account where the transaction was posted |
| [Created By] | Name of the user that posted the transaction |
| [Folio Number] | Folio Number on the guest folio where the transaction was posted |
| [GDS Conf #] | GDS Confirmation number recorded on the reservation where the transaction was posted |
| [Inn ID] | Inn ID recorded on the reservation where the transaction was posted |
| [Invoice] | Invoice ID number where the transaction was posted |
| [Posting Date (Actual)] | Actual Date that the transaction was posted. This value does not follow the "Post to Previous Day" function when a transaction is posted during the Rollover Period, therefore is may be different than the [Tran Date] field. For example; if a transaction is posted at 1:00am during the Rollover Period and the user selects the Post to Previous Day checkbox, this value will be 01:00 on the current day |
| [Ref ID] | Res ID recorded on the reservation where the transaction was posted |
| [Reference] | Reference recorded when the transaction was posted |
| [Res ID] | Res ID recorded on the reservation where the transaction was posted (same as the [Ref ID] field) |
| [Source] | This value indicates where a transaction has been posted, for example:
|
| [Tax] | Tax amount recorded for the transaction |
| [Tran Code] | Code recorded for the transaction |
| [Tran Date] | Transaction Date recorded when the transaction was posted. This value will follow the "Post to Previous Day" function when a transaction is posted during the Rollover Period, therefore is may be different than the [Posting Date(Actual)] field. For example; if a transaction is posted at 1:00am during the Rollover Period and the user selects the Post to Previous Day checkbox, this value will be 11:59 on the previous day |
| [Tran Group] | Tran Group recorded on the transaction |
| [Tran Id Integrator] | Tran ID recorded on the transaction |
| [Tran ID] | Tran ID recorded on the transaction (same as the [Tran Id Integrator] field) |
| [Tran Name] | Name of the transaction that was posted |
| [Tran Number] | Tran Number recorded on the transaction |
| [Tran SubGroup] | Tran SubGroup recorded on the transaction |
| [Tran Type] | Tran Type recorded on the transaction |
| [Voucher] | Voucher recorded when the transaction was posted |
Reservations
Guest Info Tab
Travel Agent Tab
| Field | Field Description |
|---|---|
| [# of Adults] | Number of adults recorded on a reservation |
| [# of Children] | Number of children recorded on a reservation |
| [# of Guests] | Combined number of adults and children recorded on a reservation |
| [Agency ID] | Travel Agency ID recorded on the reservation (for TA commission purposes) |
| [Arrival Date] | Arrival Date recorded on a reservation |
| [C/O Time] | Estimated Check Out Time recorded on a reservation |
| [Cancel Reason] | This is the Cancellation Reason selected by a user at the time of cancellation. A list of reasons can be customized on the Reasons Tab in the Property module (System Configuration > Property). |
| [Cancellation Date] | Date and time a reservation was cancelled |
| [Cancellation ID] | The cancellation confirmation number assigned to a cancelled reservation |
| [Client Type] | Client Type code recorded on a reservation. A list of client type codes can be managed in the Client Types module. |
| [Corp ID] | Corporate ID recorded on a reservation |
| [Corporate] | Corporate account name recorded on a reservation |
| [Created By] | This is the name of the user that created the reservation. If the reservation was booked on a 3rd-party website or GDS interface, this field will appear as "RoomKey Interfaces" on a custom report. |
| [Credit Card Expiry] | Expiry Date for the credit card recorded on the reservation |
| [Credit Card Holder] | Card Holder name that appears on the credit card recorded on the reservation |
| [Credit Card Number] | This shows the last 4-digits of the credit card number recorded on the reservation. Full Credit Card Numbers will not appear on a custom report. |
| [Credit Card] | The type of credit card recorded on a reservation |
| [Credit limit] | The credit limit recorded on a In-House guest folio at the time of generating the custom report |
| [Departure Date] | Departure Date recorded on a reservation |
| [Est Arrival Time] | Estimated arrival time recorded on a reservation. This value is entered by a guest during Pre-Arrival Mobile Check-In |
| [GDS Conf#] | GDS confirmation number assigned when a guest books their reservation on a 3rd-party website or GDS interface |
| [Group ID] | Group ID code recorded on a reservation when it is booked as part of a Group Block |
| [Group] | Group name recorded on a reservation when it is booked as part of a Group Block |
| [Guaranteed] | Guaranteed status recorded on a reservation, subject to the guarantee requirement of the hotel Policy. For example; if your hotel Policy requires a credit card guarantee, this value will be "TRUE" when a credit card is recorded on a reservation, and "FALSE" when a credit card is not recorded on a reservation. |
| [Guest ID] | The unique Guest ID for the guest profile recorded on the reservation |
| [Guest Name] | Full name of the guest recorded on the reservation, in the format: last name, first name. By default, this value will show the primary guest information; to show Guest Share names, you need to select the With Shares checkbox on the Report Tab. |
| [Inn ID] | Property Inn ID automatically recorded on the reservation |
| [Is Package] | This value indicates if a package is recorded on a reservation, subject to the list of packages built in the Packages & Inclusions module. For example; if the guest has booked a Bed & Breakfast Package rate, this value will be "TRUE", and "FALSE" if they have booked any other type of rate plan. |
| [nights] | Number of nights recorded on the reservation |
| [Overriden] | This value indicates if the rate price has been manually changed by a user using the Rate Override checkbox on the reservation. For example; if the Rate Override checkbox has been selected on the reservation, this value will be "Y", and "N" if it has not been selected. |
| [Package Name] | Package Name recorded on the reservation |
| [Rate Code] | Rate Code recorded on the reservation |
| [Rate Name] | Rate Name recorded on the reservation |
| [Rate] | Average daily rate recorded on the reservation |
| [Res ID] | Res ID automatically assigned to the reservation |
| [Reservation Date] | The Date the reservation was created |
| [Room Description] | Description of the room recorded on the reservation |
| [Room Type] | Room Type code recorded on the reservation |
| [Room] | Room number assigned to the reservation |
| [Share] | This value indicates if there are additional guest profiles added to the reservation using the Shares tab For example; if one or more guest shares have been added, this value will be "Y", and "N" if there are no guest shares |
| [Source of Business] | Source (of Business) recorded on the reservation. This list can be customized on the Source of Business Tab in the Property module (System Configuration > Property) |
| [Status] | Status of the reservation at the time of reporting. Here is a list of possible results: RESERVATION, INHOUSE, NOSHOW, CHECKEDOUT, CANCELLED, WAITLIST |
| [Stay Ngts] | Number of nights recorded on the reservation |
| [Travel Agency] | Name of the Travel Agency recorded on the reservation |
| [Travel Agent Commission] | Commission Rate % recorded on the reservation |
| [Travel Agent] | Travel Agent Contact name recorded on the reservation |
| [Wait List] | This value indicates if this reservation has been added to the Wait List using the Wait List checkbox. For example; if the Wait List checkbox is selected on this reservation, the value will be "Y", and "N" if it is not selected. |