Report Descriptions and Options

Event Schedule

A summary of the events that are scheduled at your facility, sorted by date and event start time. The report shows the event start and end time, group name, event name, and location. You typically print and post the Event Schedule in a lobby or entryway to help visitors find their events.

• Use Page Breaks: If the report is run across multiple days, each day starts on a new page.
• Show Bookings on Start Date Only: If a booking is scheduled overnight, only the start date of the booking is displayed in the report. For example, a booking exists from 3:00 PM Thursday through 10:00 AM Friday. If this option is selected, the booking is displayed only for Thursday in the report.
• Show Holidays: Displays any holidays that are configured in the EMS database.
• Show Building Hours: Displays building hours.
• VIP Events Only: Displays only events that are marked as VIP.
• Use Calendar Styles: Displays events in the font or color of the calendar style that is associated with each event.

Event Calendar

A chronological list of scheduled events displayed in a calendar format.

• Use Calendar Styles: Displays events in the font or color of the calendar style that is associated with each event.
• Weekly Calendar: Displays one week per page in the report.
• Show Adjacent Calendar Days: Works with the Weekly Calendar option to display events that occur on Saturday and Sunday.
• Gray Out Adjacent Calendar Days: Works with the Show Adjacent Calendar Days option to display events that occur on adjacent days in gray instead of black.
• Hide Holidays: Hides holidays in the report. By default, holidays are displayed on the Daily Calendar Report.
• By Room: Displays events one room at a time in a calendar view.

Room Cards

A list of events that is designed to be posted outside a room or event space. The report includes the date, event time, and location for events, as well as the group sponsoring each event. The report can be a single list of all events that are scheduled for the room on a particular date, or it can include one page per event.

• Show Bookings on Start Date Only: If a booking is scheduled overnight, only the start date of the booking is displayed in the report. For example, a booking exists from 3:00 PM Thursday through 10:00 AM Friday. If this option is selected, the booking is displayed only for Thursday in the report.
• Print Blank Room Cards: Prints a room card for a space that does not have any scheduled events.
• Print Logo: Prints the facility logo on each room card. You can specify whether the logo appears on the right or left side of the room card.
• Sort Room Cards By Book Sequence: If book sequencing is used in Room Configuration, a facility can print room cards in book sequence order.
• Print Combo Room Components: Prints an individual room card for each component of a combo room.
• Suppress End Time: Hides the end times for bookings in the report.

Activity Schedule

A list of bookings in all rooms in a building or in a specific room in the building. The report shows event start and end times, event name, group name, and room, and can be generated for a range of dates. The report can be generated in one of two formats: by date or by building.

• Use Page Breaks: Generates a new page for each date or for each building.
• Show Bookings on Start Date Only: If a booking is scheduled overnight, only the start date of the booking is displayed in the report. For example, a booking exists from 3:00 PM Thursday through 10:00 AM Friday. If this option is selected, the booking is displayed only for Thursday in the report.

Setup Worksheet

An internal report that setup crews, custodial staff, or operations personnel use to ensure that each room is arranged properly for each event. The report displays detailed information about each booking, including setup type, setup notes, required resources, user-defined fields, special instructions, and resource item notes.

• Use Page Breaks: If this report is run across multiple days, each day starts on a new page.
• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.
• Limit Bookings To Those With Details In Selected Categories: Displays only bookings with a booking detail from the specified categories.
• Show Bookings on Start Date Only: If a booking is scheduled overnight, only the start date of the booking is displayed in the report. For example, a booking exists from 3:00 PM Thursday through 10:00 AM Friday. If this option is selected, the booking is displayed only for Thursday in the report.
• Keep Detail Together: If an event has booking details, the details are kept together on one page instead of being split across two pages.
• Show Holidays: Displays holidays in the report.
• Show Building Hours: Displays building hours that are associated with each building.
• Show Item Notes: Displays any notes that were entered for a booking detail item.
• Show Item Special Instructions: Displays any special instructions that were entered in EMS Web App for a booking detail item.
• Show User Defined Fields: Displays any user-defined fields and their answers for a reservation.
• Show Booking Changes Only: Displays bookings that were edited within the specified number of days.

Service Order Schedule

Lists service orders that are scheduled for a date or date range. The report is produced by category.

• Use Page Breaks: If this report is run across multiple days, each day starts on a new page.
• Show Details: Displays booking item details that are associated with each event.
• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.
• Show Pricing: Displays any pricing that is associated with an item.
• Show Item Notes: Displays any notes that were entered for a booking detail item.
• Show Item Special Instructions: Displays any special instructions that were entered in EMS Web App for a booking detail item.

Service Orders

Separate pages for each service order in a date range. The report provides information about the event and the items or services needed. The report is produced by category.

• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.
• Footer Message: Specifies the footer message that is displayed on each page of the report.
• Show Item Notes: Displays any notes that were entered for a booking detail item.
• Show Item Special Instructions: Displays any special instructions that were entered in EMS Web App for a booking detail item.

Banquet Event Order

Separate pages for each booking that occurs on a date or within a date range and has the specified Primary Category. Service orders, resource information, notes, and information for resources with order type categories are included in the report.

• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.
• Show Pricing: Displays any pricing that is associated with an item.
• Limit Bookings To Those With Details In Selected Categories: Displays only bookings with a booking detail from the specified categories.
• Show Item Notes: Displays any notes that were entered for a booking detail item.
• Show Item Special Instructions: Displays any special instructions that were entered in EMS Web App for a booking detail item.
• Show Item Selection Notes: Displays any notes that were entered for a booking detail item selection.
• Show Service User Defined Fields: Displays any user-defined questions and their answers for any listed category.
• Set Page Numbers By Booking: Resets the page number for each unique booking.
• Use Page Breaks: If this report is run across multiple days, each day starts on a new page.

Resource Schedule

Lists, by category and date, how many of each resource item is needed, as well as the event time, event name, location, and group.

• Use Page Breaks: If this report is run across multiple days, each day starts on a new page.
• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.
• Show Overbooked Resources Only: Displays only bookings where the selected resource exceeds the number available in inventory at that time.

Service Order Change Report

Lists service orders that have changes by Booking/Service Order ID. The report includes the service order category, a description of the change, the old value for the service order, the new value for the service order, the date of the change, and the ID for the user who made the change.

N/A

Attendee Visitor Report

Lists the attendees for an event by date or date range, indicates whether they are visitors, and shows their group name, phone number, event name, room, and event start and end times.

• Use Page Breaks: If this report is run across multiple days, each day starts on a new page.

Production Report

Lists production items and their quantities grouped by production area.

• Show Item Notes: Displays any notes that were entered for a booking detail item.
• Show Item Special Instructions: Displays any special instructions that were entered in EMS Web App for a booking detail item.
• Show Item Selections: Displays any selections that were entered for a booking detail item.

Sales by Group Type

Lists the sales for each group type for a date or date range.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Group

Lists the sales for each group, divided by group type, for a date or date range.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Category

Lists the revenue generated by each resource category for a date or date range.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Resources

Lists the sales for each resource item for a date or date range.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Reservation

Lists reservations that have bookings for a specified date or date range and shows the charges, by category, for each reservation. The report also gives a grand total for all reservations. If a reservation has bookings that fall outside the specified date or date range, those figures are not included in the report.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Billing Reference

Lists the total sales for a date or date range, based on the billing reference number on the reservations that have bookings in the specified range. Sales that are associated with reservations that have no billing reference number are not included in the report.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Sales by Booking

Lists sales for a particular date or for each date in a date range, broken down by booking. This report displays start and end times, group, event name, location, billing reference number, PO number, payment type, status, reservation ID, booking ID, and sales amount.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Status Changes by Reservation

Lists the sales that are associated with a reservation where the reservation or booking status was changed.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Status Changes by Booking

Lists the sales that are associated with bookings where the booking status was changed.

• Display Amount: Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Amounts: Displays group types with zero sales or discounts.

Room Statistics

Lists all rooms by building and, for each room, indicates the number of bookings for the selected date range, reserved hours, event hours, estimated attendance or setup count, and actual attendance.

• Include Report Criteria: Displays the filter settings for the report.

Room Utilization

Lists the number of bookings, hours used, hours available, percent utilization, and hours vacant for rooms, by building, for the specified date range.

• Day Selection: Specify which days of the week to include in the report.
• Group By Utilization Category: Groups rooms by utilization, such as low, high, or unused.
• Include Cost: Displays the cost for vacancies in the report.
• Include Unused: Includes rooms that contain no bookings in the report.
• Cap Utilization at 100%?: Prevents percent utilization from exceeding 100%.
• Low Utilization: Specifies the percentage that equals low utilization.
• High Utilization: Specifies the percentage that equals high utilization.
• Availability Based On: Select whether to base availability on building hours, hours per day, or specific hours.
• Include Report Criteria: Displays the filter settings for the report.

Hourly Room Utilization

Displays room utilization by hour of day, by percentage utilized.

• Day Selection: Specify which days of the week to include in the report.
• Display Chart: Includes a chart on the final page of the report that summarizes the reported data.

Hourly Resource Inventory Utilization

Displays resources and the number of items used hourly for a specified date range.

• Day Selection: Specify which days of the week to include in the report.
• Display Chart: Includes a chart on the final page of the report that summarizes the reported data.

Group Statistics

Displays the number of bookings, reserved hours, event hours, estimated attendance, and actual attendance by group type for a given date or date range. The format can be set to Detail to provide statistics for each specific group.

• Include Report Criteria: Displays the filter settings for the report.

Event Type Analysis

Provides information by event type, including the number of reservations, number of bookings, percentage of total reserved hours, percentage of total event hours, percentage of total estimated attendance, percentage of total attendance, actual attendance, and percentage of total.

• Include Report Criteria: Displays the filter settings for the report.
• Display Chart: Includes a chart on the final page of the report that summarizes the reported data.

Reservation Source Analysis

Displays the number of reservations, number of bookings with percentage, reserved hours with percentage, event hours with percentage, estimated attendance with percentage, and actual attendance with percentage by reservation source.

• Include Report Criteria: Displays the filter settings for the report.
• Display Chart: Includes a chart on the final page of the report that summarizes the reported data.

Resource Statistics

Lists the quantity and hours used by category and resource item.

• Include Report Criteria: Displays the filter settings for the report.
• Show Zero Quantities: Includes all resources, even if the resource is not used during the specified date range.
• Show Inactive Resources: Includes all inactive resources used during the specified date range.

Room Availability

Provides a count of room availability by room type for a given date range.

N/A

Setup Count Analysis

Lists the total number of bookings by setup count.

N/A

Seat Occupancy

Displays the capacity for each room, the number of bookings for the date range, the seats available for the bookings, the total estimated attendance based on setup count on each booking, the average estimated attendance, and the estimated percentage of seats filled for the specified date range. Figures are also provided for total actual attendance, average actual attendance, and actual percentage of seats filled.

• Include Report Criteria: Displays the filter settings for the report.

Benchmark Metrics Report

Compiles metrics for different areas within EMS, such as Rooms By Number of Bookings and Reservations By Source.

• Days Open Per Week: Indicates the number of days per week your facility is open. The default value is 7.
• Hours Open Per Day: Indicates the number of hours per day that your facility is open. The default value is 10.

Cancellation Report

Lists bookings that have a status that was changed to Cancelled on the specified date or dates, or lists bookings on the specified date or dates that have a status type of Cancelled. The report also lists the date that the booking status changed, the date the bookings were scheduled to take place, the location of the event, the name of the person who canceled the booking, the reason for the cancellation, and the booking ID. You can run the report in one of two formats: by booking date, which is the date that the bookings were scheduled to occur, or by cancel date, which is the date that the bookings were canceled.

Cancellation Summary

Summarizes, by reservation, all charges for bookings on a date or in a date range. The report shows the first and last bookings canceled within the reservation, the group, reservation number, group contact, event name, event type, total charges, and reason for cancellation of the most recently canceled booking. Reservations that do not have charges associated with the bookings are not displayed on this report. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range.

Reservation Summary

A summary of reservations that occurred within a specific date range. The report also lists complete reservation information, such as reservation number, event name, group, contact person, and booking dates. User-defined fields can also be printed in this report. You can select Use Specific times and then enter a range of times to limit the report to reservations that occurred within the specified time range.

Undefined Setups

Lists the bookings on the selected date or date range for which no setup count has been entered. The report lists the event name, time and location, contact name and phone number, booking status, and ID number. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter information about the report or a name or description for the report in the Report Comment field.

• Show Bookings on Start Date Only: If a booking is scheduled overnight, only the start date of the booking is displayed in the report. For example, a booking exists from 3:00 PM Thursday through 10:00 AM Friday. If this option is selected, the booking is displayed only for Thursday in the report.

Status Reminder Report

Lists bookings that have a status with a reconfirm date that falls within the selected date range. You typically use the information in this report to review tentative bookings. The report can be run in one of two formats: by status date, which is the date that the event was put in Tentative status, or by booking date, which is the actual date of the event. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter a report name, description, or other relevant information about the report in the Comment field.

N/A

Wait List Report

Lists all bookings with a Wait status for the requested time period. The report detects situations where a booking was canceled and one or more bookings with a Wait status can now be changed to Confirmed, and indicates whether the room is available. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range.

N/A

Booking Conflict Analysis

Reviews information about all bookings for a date or date range and lists any conflicts.

EMS does not allow double bookings, but they might exist because of data conversion from systems that allow them, or because users did not restart EMS after encountering error messages.

N/A

Building Hours Exceptions

Lists events for a date or date range that fall outside of the configured building hours. Either event time or reserved time is checked based on the Validate Building Hours on Event Time parameter. The report also shows the start and end times, group, event name, location, reservation number, and booking number. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter information about the report or a name or description for the report in the Report Comment field.

N/A

Inactive Room With Bookings

Lists bookings for a specified date or date range that are scheduled in inactive rooms. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter information about the report or a name or description for the report in the Report Comment field. You can select View to open the booking for viewing and editing, change the status of the booking, or email the group.

N/A

Inactive Groups With Reservations

Lists reservations for a specified date or date range that are scheduled for inactive groups. You can select View to go to the reservation for viewing and editing, including changing the status of the reservation or its bookings.

N/A

Invalid Service Orders

Lists service orders that have a start time or end time that falls outside the reserved time for the room. The report lists the category, date, reserved and event start and end times, location, group, reservation number, booking number, service order number, and a description of the invalid order. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter information about the report or a name or description for the report in the Report Comment field.

Service orders that fall outside the reserved time are considered invalid even if the Validate Service Order Times Against Booking parameter is set to No.

N/A

Invalid Billing References

Lists bookings for a particular date or date range that are in reservations with invalid billing reference numbers. You can select Use Specific times and then enter a range of times to limit the report to bookings that occurred within the specified time range. You can enter information about the report or a name or description for the report in the Report Comment field.

A billing reference number is considered invalid if it has not been defined in the Billing Reference Configuration area but the Validate Billing Reference parameter is set to Valid Only.

N/A

Inactive Web Process Templates

Displays inactive web process templates that are attached to reservations.

N/A

Room Occupancy Summary

Displays, by building and room type, the number and percentage of rooms occupied.

N/A

No Show

Lists bookings for which the reservation holder did not check in.

A customer can be checked in through EMS Kiosk, Desktop Client Web, EMS Glance, or EMS Web App.

N/A

Visitor

Lists events for groups that have cities on their group record, other than what is specified in the Exclude Locations field. If multiple locations are listed, enter them with a comma between them, such as Denver, Houston, and Tampa.

N/A

Booking Notice Statistics

Lists the total bookings for a date or date range, divided into three Amount of Notice categories. Amount of Notice is the time between when the booking was scheduled and the date and time for which it was scheduled. The report can be generated in one of two formats: standard or by room type.

N/A

Transition

Tracks the occupants of hoteling spaces during a specified date range. The report lists, by floor and room, where the occupant was last, what room the occupant is moving to, and who was in the space the previous day. Typically, this report is run for a two-day range, and the days of the week must be selected. Personnel who are responsible for preparing hoteling spaces for each occupant can use this report.

• Show Details: Prints the categories that are associated with the bookings.
• Highlight Changes Made Within (days): Highlights changes that were made within the specified number of days.

Arrivals and Departures

Lists the departures and arrivals for a particular room by building and floor. The report shows the time of departure if the customer is a departure and the time of arrival if the customer is an arrival. Typically, this report is run for a two-day timespan, listing the departure date first and the arrival date second.

N/A

Groups With Multiple Bookings

Lists groups that have multiple bookings for the specified date or date range. The information is organized by date and lists the start and end times, room, room type, and booking status for each booking.

N/A

Room Card - QR Code

Allows you to print QR codes that can be placed outside rooms and used within EMS Mobile App.

N/A

Check In Statistics

Lists the percentage of bookings that have been checked in by building, building-room type, or room type.

A customer can be checked in through EMS Kiosk, Desktop Client Web, or EMS Web App.

N/A

Billing Worksheet

Provides information about how bookings are to be invoiced. The report can include bookings within a date range, bookings within a reservation, or bookings within a date range inside a reservation. The report breaks down the charges in the same way as an invoice. The report also provides options for printing heading and footer messages and the detail for zero-dollar items.

Ageing Report

A list of outstanding invoices. Current invoices are listed first, followed by past-due invoices organized by age. Ageing Reports are based on department.

• Currency: Select the currency for the invoices.
• Show Unapplied Deposits: Displays deposits that are applied to reservations that have not been invoiced.

Statements

A list of outstanding invoices for a selected group. Current invoices are listed first, followed by past-due invoices organized by age.

• Currency: Select the currency for the invoices.
• Report Title: Creates a title that is displayed at the top of the statement.
• Header Message: Select a message from the preconfigured messages that is displayed at the top of every page of the statement.
• Include Transactions On Zero Balance Invoices Within days: Displays statements that have a zero balance within the specified number of days.
• Show Billing Reference Number: Displays the billing reference number under the invoice information.
• Show Purchase Order Number: Displays the purchase order number under the invoice information.
• Show Transaction Notes: Displays any notes entered for the transaction under the invoice information.
• Use Current group Address: Displays the current address of the group on the statement. This address might or might not be the address for the group when the reservation was made.

Transaction Report

Shows all billing transactions during a specified period if you generate the report in the By Transaction Type by Date format. Enter the date or date range and select Print. The report lists the group, event name, reservation ID, transaction date, transaction type, invoice number, check number, and amount.

If the report is generated in Standard format, deposits are not shown as transactions if they have been absorbed by the generation of an invoice.

You can also generate the Transaction Report from within a reservation to see only transactions for the selected event. You can generate the Transaction Report from the Print option on the Payment Entries window. Select Billing > Payments > Payment Entry, and then on the Payment Entries window, select Print.

• Currency: Select the currency for the billing transactions.

Voided Transaction Report

Lists payments, deposits, or adjustments that were voided on a specific date or within a date range. The report lists the group, event name, reservation ID, transaction date and type, invoice number if applicable, check number, and amount.

• Currency: Select the currency for the voided transactions.

Invoice Detail Report

Provides detail for all invoices that were generated within a given date range.

N/A

General Ledger Distribution

Shows the totals for invoices that were generated within a given date range. Entries are broken down by account, invoice, rate plan, or invoice. You can also generate this report in a Summary format.

• Currency: Select the currency for the invoices.
• Invoices With Payments Only: Posts only invoices where payment has been received on the report.
• Show Applied Deposits/Prepayments: Posts applied deposits and prepayments on the report. An applied deposit is a deposit on a reservation that has been invoiced.