This topic is a guide only to assist you in your daily procedures within your RMS system.
The following steps are the best practice recommendation by RMS to ensure that the smooth daily running of your business.
The following reports should be printed each morning;
|1. Arrival List||Reports > Daily|
|2. Departure List||Reports > Daily|
|3. Housekeepers||Reports > Daily|
The following reports need to be printed daily;
|5. Overdue Arrival List||Reports > Daily|
|6. Overdue Departure List||Reports > Daily|
|7. Cash Transactions||Reports > 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 Icon shown here this is the third Icon on the top toolbar from the left.
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.
This will give you a screen view of your reservations checking in and checking out. For a printable report, go to Reports > Daily and build for today's date.
You can check reservations In and Out, by ticking the reservation in question then clicking once on either the Check In or Check Out
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.
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, direct credits and cheques taken for today.
NOTE: RMS9 (cloud) user databases are backed up automatically by RMS.
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 and prior to midnight.
The IN/OUT Icon 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 click once on the reservation number that you wish to open from the list. To be taken directly to the reservation account, click once on the account number.
Reservations can be checked In or Out directly from this screen using the buttons at the bottom of the screen.
From the top tool bar select Housekeeping > Clean Screen
All areas need to be set to clean before checking anyone into them.
These can be completed Weekly, Fortnightly or Monthly depending on your property. Refer to the METERS help articles for more information.
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 Deposit List
Go to Reports (Upper Tool Bar) > Daily > Overdue Deposit List (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
Provides a list of areas that are currently out for maintenance. Give copies of this report to Front Office, Housekeeping and Maintenance departments.
Go to Reports (Upper Tool Bar) > Accounting > Daily Cash
This will show you the allocation of all receipts taken for the week.
Go to Reports (Upper Tool Bar) > Accounting > Daily Charge
This will shows you the breakdown of charges posted for the week.
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 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 / Charge
These reports show 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.
In house Guest Balances
Go to Reports (Upper Tool Bar) > Accounting > In house Guest Balances
Reservations with an arrived status and shows the Paid to date and balance of their account either debit or credit. Great report for Long term Bookings account balances.
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
This report shows the Occupancy and Accommodation Revenue statistics as set out by the Australian Bureau of Statistics.