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Daily Procedures for RMS Lite


This topic is a guide only to assist you in your daily procedures within your RMS system.

CLICK HERE to download this procedure in word document format.

Daily Reporting

The following reports should be printed each morning;


1. Arrival List In/ Out Screen
2. Departure List In/ Out Screen
3. To Do List Charts > To Do  

The following reports need to be printed daily;

4. Overdue Arrival List Reports (Upper Tool Bar) > Daily
5. Overdue Departure List Reports (Upper Tool Bar) > Daily
6. Cash Transactions

Reports (Upper Tool Bar) > Accounting

To build each report;

Select Reports

Select Daily or Accounting

Choose the report you require from the list above 

Reports 1 & 2 - Arrivals/Departures Lists

The Arrival and Departure Lists should be built using today's date.

Go to In/Out using the icon shown to the right        

Select the reservation you wish to see on the top left of the screen

  • Check In = Expected Arrivals
  • Check Out = Expected Departures

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 buttons.

Report 3 - To Do Chart/List

The To Do button is located on the Upper Tool Bar under Charts

Requirements which have been specified against reservations are listed here, for action on the day specified.

  1. The To Do Button is located on the Upper Tool Bar under Charts
  2. Click once on the date required that you wish to print the list for from the calendar
  3. Click on the Print Button
  4. Click the Build Button
  5. Print the report

Reports 4 & 5 - Overdue Arrivals/Departures Lists

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.

Overdue Arrivals

Overdue Departures

It is important that any reservations found on these reports are dealt with immediately either by No Showing, Cancelling or changing the Arrival date.

Report 6 - Cash Transactions

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.

Daily Front Office Procedure

  1. Every reservation that arrives MUST be Checked IN
  2. Every reservation that departs MUST be Checked OUT
  3. Once an area is cleaned, it must be marked as clean using the following guide
  4. Balance your cash drawn and Eftpos machine to Reports>Accounting>Cash Transactions

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.  

  1. End Of Day

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.

Daily Front Office Procedure 1 & 2 - Check In/Out

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.

Weekly Reports

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.

Monthly Reports

 Debtors Ledger

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.


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.

Occupancy Report

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.

Black Listed Clients

Go to Reports (Upper Tool Bar) > Management > Black Listed Clients

This report shows all clients that have been marked as Black Listed.

Quarterly Reports

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.

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Last modified
12:39, 18 Nov 2014


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