7 - Q2 - PMS Reports

PMS
REPORTS
(PROPERTY MANAGEMENT SYSTEM)
WHAT IS PROPERTY MANAGEMENT SYSTEM?
• A hotel property management system (PMS) is a software that

helps hotels manage their day-to-day operations. It can help
with many tasks, including:
• Reservations: Managing reservations, including online bookings
• Check-in and check-out: Managing guest check-in and check-out
• Room management: Assigning rooms, managing room inventory,
and housekeeping
WHAT IS PROPERTY MANAGEMENT SYSTEM?
• Rates: Managing room rates and occupancy

• Billing: Processing payments and generating invoices
• Reporting: Generating reports on the hotel's performance
• Guest information: Storing guest information and special
requests
• Bookkeeping: Managing bookkeeping
PROPERTY MANAGEMENT
SYSTEM IS A COMPUTER
SOFTWARE
A PMS summary-posting report of all the
posting activities conducted during the
course of business day at the front desk is
verified against individual bank outs and then
included into the night audit report.
A PMS is
connected to
different
departments of
the hotel
ensuring the
accuracy of hotel
management
operations.
AT THE FRONT
OFFICE
CREDIT CARD MESSAGE REPORT

TRANSACTION REPORT
OUT OF ORDER
ARRIVAL AND ROOMS REPORT
DEPARTURE REPORT
COMPLIMENTARY
NO SHOW ROOM REPORT
REPORT
CREDIT LIMIT REPORT
VARIOUS PMS REPORTS

CREDIT CARD TRANSACTION REPORT
• This report is conducted so that accounts receivable can verify

the allowances and revenue due from each credit card
company on the city ledger (the hotel’s credit record).
• A credit card transaction report in hotels is a document that
details all credit card transactions processed during a specific
period (ex. 1 business day).
CREDIT CARD TRANSACTION REPORT
This report typically includes information such as:
• Transaction Date: When the transaction occurred.
• Guest Information: Name or reservation number associated with the transaction.
• Amount: Total charged to the credit card.
• Type of Transaction: Charges for room stays, additional services, or amenities (e.g.,
dining, spa, or incidentals).
• Payment Method: Whether it was a credit, debit, or prepaid card.
• Authorization Codes: Unique identifiers for each transaction, used for processing and
reconciliation.
• Status: Whether the transaction was approved, declined, or refunded.
ARRIVAL AND DEPARTURE REPORT
• An analysis of the number and names of guest who

came and went during the course of the day in the
hotel.
This report is essential for hotel management and staff as it helps in
planning and operations.
Key elements of the report typically include:
1.Guest Information: Names, reservation numbers, and contact

details of guests arriving and departing.
2.Arrival Details: Check-in time, room assignments, and any special
requests or notes about the guests.
3.Departure Details: Check-out time, any pending charges, and any
special arrangements made for departing guests.
4.Room Status: Information about the availability of rooms, including
which are ready for new guests and which need cleaning.
NO SHOW REPORT
• This report is also run for the benefit of the

accounts receivable department. The verification
of who had a guaranteed reservation and did not
show up will assist in determining who needs to
be billed.
A report that tracks guests who made a reservation but failed to arrive without canceling their booking. This
report is important for hotel management for several reasons:
1.Occupancy Tracking: It helps monitor and analyze the impact of no-shows on occupancy rates and
revenue.
2.Revenue Management: By identifying patterns in no-shows, hotels can adjust their booking policies or
pricing strategies to mitigate potential losses.
3.Guest Follow-Up: The report may include contact details, allowing the hotel to reach out to guests who
did not show up, possibly offering them a chance to reschedule or inquire about their experience.
4.Policy Enforcement: It aids in enforcing cancellation and no-show policies, which may involve charging a
fee for late cancellations or no-shows, helping to protect revenue.
5.Reporting and Analytics: The report can provide insights for management on trends in guest behavior,
aiding in forecasting and planning.
CREDIT LIMIT REPORT
• This report is run to verify that guests within the hotel have not
exceeded their credit card limits or cash balance on hand. The
information from this report should be shared with accounts receivable
and the front office manager.
• It is a report that outlines the credit limits assigned to guests or accounts,
particularly those who have negotiated credit terms, such as
corporate clients or frequent guests. This report is important for
managing financial risk and ensuring proper billing practices.
Key components of a Credit Limit Report typically include:
1.Guest or Company Information: Names and contact details of the guests or companies associated with
the credit accounts.
2.Credit Limits: The maximum amount that each guest or account is allowed to charge to their room or
account during their stay.
3.Current Balance: The outstanding balance for each guest or account, showing how much has been charged
against the credit limit.
4.Transaction History: A summary of recent charges or transactions made against the credit limit, which can
help in monitoring spending patterns.
5.Expiration Dates: If applicable, the report may include any relevant dates regarding the credit arrangement,
such as the expiration of the credit agreement.
6.Alerts or Flags: Information on accounts that are nearing or have exceeded their credit limits, prompting
staff to take action or notify management.
COMPLIMENTARY ROOM REPORT
• The night auditors must verify each room that has no rate
posted to it. This report will include a reason for the
complimentary status.
• Rooms are provided with no charge to guest.
Reasons for complimentary rooms can be:
1. Promotional Offers: Complimentary rooms may be part of marketing

campaigns or promotional packages.
2. VIP Guests: Hotels often offer complimentary rooms to important clients,

celebrities, or frequent guests as a courtesy or reward.
3. Compensation: Guests might receive complimentary stays as compensation

for previous issues, such as service failures or overbookings.
4. Group Bookings: In some cases, hotels provide complimentary rooms for

group leaders or organizers.
Key elements of the report typically include:
1. Guest Information: Names and contact details of the guests receiving complimentary
rooms.
2. Room Details: Information on the specific rooms provided, including dates of stay and
room types.
3. Reason for Complimentary Stay: A brief description of why the room was given for
free (e.g., promotion, loyalty, compensation).
4. Date of Stay: Check-in and check-out dates for the complimentary guests.
5. Potential Revenue Impact: Some reports may include notes on how these
complimentary rooms affect overall revenue and occupancy rates.
OUT OF ORDER ROOMS REPORT
• Any room that cannot be sold must be listed. The

reason for the “OOO” status should be listed and an
indication of action taken should accompany it.
Key components of the Out of Order Rooms Report typically include:
1. Room Numbers: A list of the specific rooms that are out of order.
2. Reason for Status: Details about why each room is unavailable, such as plumbing issues, electrical
problems, or necessary renovations.
3. Expected Downtime: Estimated time frames for when the rooms will be back in service, allowing for
better planning.
4. Maintenance Details: Information about the type of maintenance work being done or the service
provider responsible for the repairs.
5. Date of Status Change: When the room was marked as out of order, which helps track the duration
of the issue.
6. Impact on Occupancy: Some reports may include notes on how the out-of-order status affects overall
room availability and revenue forecasts.
MESSAGE REPORT
• This hotel report prints out all the reports that were
delivered via the PMS message system in the day. It is a
backup document that serves as a permanent record.
• This report compiles all messages sent and received
through the Property Management System (PMS) for a
specific day.
Key features of this report typically include:
1. Date: The specific day for which the messages were logged.
2. Guest Information: Names and room numbers of guests associated with the messages.
3. Message Content: A summary of the messages, including requests, inquiries, or notifications.
4. Sender and Recipient: Details about who sent the message and to whom it was addressed.
5. Time Stamps: When each message was sent or received, providing a timeline of communication.
6. Delivery Confirmation: Notes on whether the messages were successfully delivered to the
intended recipients.
7. Staff Comments: Any additional notes or follow-up actions taken by hotel staff regarding the
messages.
EXAMPLE:
• Service Request Report:

• Date: November 3, 2024
• Guest Name: Emily White
• Room Number: 212
• Message Content: "Request for late check-out."
• Sender: Front Desk
• Time Received: 2:45 PM
• Action Taken: Approved late check-out until 2 PM.

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PMS

• A hotel property management system (PMS) is a software that

• Rates: Managing room rates and occupancy

CREDIT CARD MESSAGE REPORT

VARIOUS PMS REPORTS

• This report is conducted so that accounts receivable can verify

• An analysis of the number and names of guest who

Key elements of the report typically include:

1.Guest Information: Names, reservation numbers, and contact

• This report is also run for the benefit of the

1. Promotional Offers: Complimentary rooms may be part of marketing

2. VIP Guests: Hotels often offer complimentary rooms to important clients,

3. Compensation: Guests might receive complimentary stays as compensation

4. Group Bookings: In some cases, hotels provide complimentary rooms for

• Any room that cannot be sold must be listed. The

3. Message Content: A summary of the messages, including requests, inquiries, or notifications.

• Service Request Report:

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