This topic is a guide only to assist you in your daily procedures within your RMS system.
The following reports should be printed each morning;
|1. Arrival List||In/ Out Screen|
|2. Departure List||In/ Out Screen|
|3. Housekeepers||Reports (Upper Tool Bar) > Daily|
|4. To Do List||Upper Tool Bar > To Do|
The following reports need to be printed daily;
|5. Overdue Arrival List||Reports (Upper Tool Bar) > Daily|
|6. Overdue Departure List||Reports (Upper Tool Bar) > Daily|
|7. Cash Transactions||Reports (Upper Tool Bar) > Accounting|
To build each report;
Choose Reports on the Upper Tool Bar
Select Daily or Accounting
Choose the report you require from the list above
The Arrival and Departure Lists should be built using today's date.
Go to In/Out (Upper Tool Bar)
Select the reservation you wish to see on the top left of the screen
Click once on refresh at the bottom right of the screen.
You will be presented with a list of the reservations that match your search.
From this screen you can print a report based on the matches using the print report button at the bottom of the screen.
You can also check reservations In and Out, by ticking the reservation in question then clicking once on either the Check In or Check Out
If you have chosen to use the full Housekeeping module and wish to allocate areas/tasks to specific Housekeepers you will need to refer to the Housekeeping Procedure Guide located within the RMS Knowledge Base.
Build the Housekeepers report for today's date.
Go to Reports (Upper Tool Bar) > Daily > Housekeepers
You may choose to Group by No Grouping or Group by Task, try the options to see what suites your property.
The To Do button is located on the Upper Tool Bar.
Requirements which have been specified against reservations are listed here, for action on the day specified.
Overdue Arrivals and Departures need to be maintained to ensure that no reservations are left in the system without being checked In or Out.
Go to Reports (Upper Tool Bar) > Daily > Overdue Arrival or Overdue Departure.
Use the following screen shots as a guide.
It is important that any reservations found on these reports are dealt with immediately either by No Showing, Cancelling or changing the Arrival date.
Build the Cash Transactions report for today's date.
Go to Reports (Upper Tool Bar) > Accounting > Cash Transactions
Using the default options as shown below, this should match your physical cash/credit cards and cheques taken for today.
Self Hosted Users - Your RMS Database must be backed up daily to the External disk by using one of your seven USB or CDs, use the following guide for steps on how to achieve this.
RMS Cloud users databases are backed up automatically by RMS.
**RMS has an automatic local backup module which Self Hosted users can use. This feature performs a backup of your data up to 4 times per day to your nominated drive.
**Internet Off Site backups - This feature performs a backup of your data up to 4 times per day to your nominated drive as well as 1 internet off site backup - Please talk to your RMS sales person - it is extremely economical.
Option 1. If using End Of Day accounting option you will need to refer to the Night Audit Procedure Guide located within the RMS Knowledge Base.
Go to www.rms.com.au > Support > Knowledge Base > Procedure Guides & Reports > Night Audit > Night Audit Procedure Guide.
Option 2. If RMS is rolling automatically at midnight > balance to the Cash Transaction Report at the end of your shift.
The IN/OUT button found on the Upper Tool Bar gives you quick access to all reservations which are arriving, departing or In-House.
Simply select Check In (Exp Arrivals), Check Out (Exp Departures) or Current (In House Guest) then click once on Refresh.
To edit any of the reservations listed double click on the reservation that you wish to open from the list.
Reservations can be checked In or Out directly from this screen using the buttons at the bottom of the screen.
Use the ‘Clean’ button on the Upper Tool Bar to open the Clean screen
All areas need to be set to clean before checking anyone into them.
Please follow these steps to perform your daily Backups.
** This step is not required for RMS Cloud users, iBackup or Scheduled onsite backup module users.
Go to Reports (Upper Tool Bar) > Daily > Arr/Dep/StayOver Forecast
Shows how many Arrivals, Departures and Stay Over you have for each day. Also a good report for guiding you when creating next week Staff rosters.
Overdue Deposits Report
Go to Reports (Upper Tool Bar) > Daily > Overdue Deposits (Sort By – Deposit Date & Group By – No Group). If you are using the Second deposit option ensure that you tick to group by 1st/2nd deposit.
This report shows reservations which have not sent a deposit by their due date.
Go to Reports (Upper Tool Bar) > Daily > Maintenance Reports
Provides a list of areas that are currently out for maintenance. Give copies of this report to Front Office, Housekeeping and Maintenance departments.
Update Monthly Figures
Go to Reports (Upper Tool Bar) > Update Monthly Figures > Update Figures
This should be done on the first day of the new month and will write your figures for the month to a table so that you can then build the YTD reports.
Go to Reports (Upper Tool Bar) > Accounting > Debtors Ledger (Group by Company or Travel Agent)
This will shows you all your current Debits and Credits. It is important to ensure that all departed and cancelled bookings have a zero balance. You may want to give a copy to your Accountant.
If using AR Statements (Accounts Receivable)
Go to Reports (Upper Tool Bar) > Accounting > AR Statements (Enter the date range you wish to print statements for Choose - All Companies- Print)
These Statements are used to issue bulk debtors whereby you are transferring all outstanding accounts from the reservations to a Company or Travel Agent account i.e. Wotif, Need it Now etc
If using Statements
Go to Reports (Upper Tool Bar) > Accounting > Statements (Choose - Specific Company- Choose the Company – Tick Preview Before printing- Print)
These Statements are used to issue bulk debtors to Companies or Travel Agents which shows all the reservations with outstanding accounts.
Cash and or Charge Report
Go to Reports (Upper Tool Bar) > Management > Cash and or Charge Report
These report shows all cash received and or charges raised against each GL Code. Good for TAX reporting. You may want to give a copy to your Accountant.
Client by Region/Country
Go to Reports (Upper Tool Bar) > Management > Clients by Region
This report shows the number of reservations and tariff figures for bookings that come from a particular region or country. The region is defined by the postcode on the reservation and the country is defined by the country field on the reservation. A good report for Marketing.
Go to Reports (Upper Tool Bar) > Management > Occupancy
This report is used to look at the properties performance over a date range based on the occupancy level. A Good report for Marketing.
Go to Reports (Upper Tool Bar) > Management > Marketing
Report shows the number of reservations from particular reservation type/business sectors over a period of time and can be used to track reservation type/business sectors performance. A Good report for Marketing.
ABS Report (Australian and New Zealand clients only)
Go to Reports (Upper Tool Bar) > Management > ABS Report
This report shows the Occupancy and Accommodation Revenue statistics as set out by the Australian Bureau of Statistics.
Go to Reports (Upper Tool Bar) > Management > Occupancy
Shows you your occupancy per category as well as total revenue.
Go to Reports (Upper Tool Bar) > Management > YTD Cash
This report shows a comparison on the income received this financial year with last.
Go to Reports (Upper Tool Bar) > Management > YTD Charge
This report shows a comparison on the charges posted this financial year with last.