Reports & Enquiry

CONFIDENTIAL
IFCA MSC BHD
<Report and Enquiry>
DOCUMENT ID: <XXXX>-<XXX>
VERSION: XX-XX
CONTENTS
Revision History.................................................................................................iv
Glossary ..............................................................................................................v
1. Purpose and Scope ....................................................................................1
2. Responsibility .............................................................................................1
3. Description ..................................................................................................1
4. List of Procedures ......................................................................................1
5. Report Management ...................................................................................4
6. Reservation ...............................................................................................13
6.1 Arrival Reports................................................................................................. 13
6.1.1 Actual Group Arrival Report .................................................................................. 13
6.1.2 Actual Guest Arrival Report................................................................................... 13
6.1.3 Actual VIP Report.................................................................................................... 14
6.1.4 Expected Group Arrival Report ............................................................................. 14
6.1.5 Expected Guest Arrival Report.............................................................................. 15
6.1.6 Expected Guest Arrival / Departure Report .......................................................... 15
6.2 Departure Reports ........................................................................................... 16
6.2.1 Actual Group Departure Report............................................................................. 16
6.2.2 Actual Guest Departure Report ............................................................................. 16
6.2.3 Expected Group Departure Report........................................................................ 17
6.2.4 Expected Guest Departure Report ........................................................................ 17
6.2.5 Expected VIP Departure Report............................................................................. 18
6.3 Reservation Status Reports ........................................................................... 18
6.3.1 No Show Report...................................................................................................... 18
6.3.2 Waiting List Report ................................................................................................. 19
6.3.3 Assigned Room List Report................................................................................... 19
6.4 Daily Reservation Reports.............................................................................. 20
6.4.1 Reservation Guest Report...................................................................................... 20
6.4.2 Reservation Group Report ..................................................................................... 20
6.4.3 Reservation Summary Report................................................................................ 21
6.4.4 Reservation Detail Report ...................................................................................... 21
6.5 Confirmation Reports...................................................................................... 22
6.5.1 Confirmation Group Reservation Report.............................................................. 22
6.5.2 Confirmation Guest Reservation Report .............................................................. 22
6.6 Cancellation Reports....................................................................................... 23
i
6.6.1 Cancelled Group Reservation Report ................................................................... 23
6.6.2 Cancelled Guest Reservation Report.................................................................... 23
6.6.3 Cancelled Reservation Report............................................................................... 24
6.7 Deposits Reports ............................................................................................. 25
6.7.1 Daily Deposit Report............................................................................................... 25
6.7.2 Cancelled Reservation Deposit Report................................................................. 25
6.7.3 No Show Reservation Deposit Report .................................................................. 25
6.7.4 Posted Reservation Deposit Report...................................................................... 25
7. Front Desk .................................................................................................25
7.1 Guest Inhouse List .......................................................................................... 25
7.2 Inhouse Birthday List ...................................................................................... 26
7.3 Walk in Guest List............................................................................................ 26
7.4 Daily Action Report ......................................................................................... 27
7.5 Guest Follow Up Report.................................................................................. 27
7.6 Departed Guest List Report............................................................................ 28
7.7 Occupied Room by Group Listing For Front Desk...................................... 28
7.8 Expected Group Arrival for Front Desk ........................................................ 29
7.9 Guest Transfer Room for Front Desk............................................................ 29
7.10 Room Available Report ................................................................................. 30
7.11 Room Available Forecasting ........................................................................ 30
7.12 Extend Departure Report .............................................................................. 31
7.13 Guest Breakfast Report ................................................................................ 31
7.14 Complimentary Guest List............................................................................ 32
7.15 Front Desk Audit Log Report ....................................................................... 32
7.16 Daily Room Rate Adjustment ....................................................................... 33
8. Cashiering .................................................................................................33
8.1 Cashiering ........................................................................................................ 33
8.1.1 Daily Cashier Details Report.................................................................................. 33
8.1.2 Daily Cashier Summary Report ............................................................................. 34
8.1.3 Unbalance Guest Folio Report............................................................................... 34
8.1.4 Checkout Folio Report ........................................................................................... 35
8.1.5 Daily Cashier Posting Report................................................................................. 35
8.1.6 Daily Posting Summary Report ............................................................................. 36
8.1.7 Daily Posting Detail Report.................................................................................... 36
8.1.8 Daily Folio Balance Report..................................................................................... 37
8.2 Transaction Ledger ......................................................................................... 37
8.2.1 Transaction Ledger by Folio Number................................................................................... 37
ii
8.2.2 Transaction Ledger Detail Report ......................................................................... 38
8.2.3 Transaction Ledger Detail Report – Balance Forward......................................... 38
8.3 Cashier Closure ............................................................................................... 39
8.3.1 Shift Detail Report................................................................................................... 39
8.3.2 Shift Summary Report ............................................................................................ 39
8.3.3 Cashier Closure Summary Report......................................................................... 40
8.3.4 Cashier Closure Payment Report.......................................................................... 40
9. Night Audit ................................................................................................41
9.1 Before Night Audit ........................................................................................... 41
9.1.1 Occupied Room Rate Listing................................................................................. 41
9.1.2 Rate Variance Report.............................................................................................. 41
9.2 After Night Audit .............................................................................................. 42
9.2.1 Night Audit Report .................................................................................................. 42
9.2.2 Daily Earning Report .............................................................................................. 43
9.2.3 Trial Balance Report ............................................................................................... 43
9.2.4 Daily Revenue Report............................................................................................. 44
8.2.5 Transaction Ledger Summary Report................................................................... 44
10. Housekeeping ...........................................................................................45
10.1 Housekeeping Billing ................................................................................... 45
10.2 Room Maintenance Report.......................................................................... 45
10.3 Room Movement Report .............................................................................. 46
10.4 Room Status Report by Floor ..................................................................... 46
10.5 Room Discrepancy ....................................................................................... 47
11. See Also.....................................................................................................47
iii
REVISION HISTORY
Version Date of Prepared By Role Remarks and List of Changes

No. Release
Note – Role abbreviations:
C Creator
A Append
M Modify
V Verify
R Review
AP Approve
iv
GLOSSARY
Item Acronym/Abbreviation Description

No.
v
CONFIDENTIAL DOCUMENTID : <XXXX>-<XXX> <XX-XX>
1. PURPOSE AND SCOPE

The purpose of this document is to provide steps to users in the management of reports enquiry
in the reports and enquiry component of the application. A user of this component should achieve
competency in performing reports enquiry operations after studying this document
2. RESPONSIBILITY
To be used hotel staff according to department with access level
3. DESCRIPTION
This document describes all processes and windows involved in the reports enquiry process
4. LIST OF PROCEDURES
• Report Management
• Reservation
− Arrival Reports
Actual Group Arrival Report
Actual Guest Arrival Report
Actual VIP Report
Expected Group Arrival Report
Expected Guest Arrival Report
Expected Guest Arrival / Departure Report
− Departure Reports
Actual Group Departure Report
Actual Guest Departure Report
Expected Group Departure Report
Expected Guest Departure Report
Expected VIP Departure Report
− Reservation Status Reports
No Show Report
Waiting List Report
Assigned Room List Report
− Daily Reservation Reports
Reservation Guest Report
Reservation Group Report
Reservation Summary Report
Reservation Detail Report
− Confirmation Reports
Confirmation Group Reservation Report
1
Confirmation Guest Reservation Report

− Cancellation Reports
Cancelled Group Reservation Report
Cancelled Guest Reservation Report
Cancelled Reservation Report
− Deposits Reports
Daily Deposit Report
Cancelled Reservation Deposit Report
No Show Reservation Deposit Report
Posted Reservation Deposit Report
• Front Desk
− Guest Inhouse List

− Inhouse Birthday List
− Walk In Guest List
− Daily Action Report
− Guest Follow Up Report
− Departed Guest List Report
− Occupied Room by Group Listing For Front Desk
− Expected Group Arrival For Front Desk
− Guest Transfer Room For Front Desk
− Room Available Report
− Room Available Forecasting
− Extend Departure Report
− Guest Breakfast Report
− Complimentary Guest List
− Front Desk Audit Log Report
− Daily Room Rate Adjustment
• Cashiering
− Cashiering
Daily Cashier Details Report
Daily Cashier Summary Report
Unbalance Guest Folio Report
Checkout Folio Report
Daily Cashier Posting Report
Daily Posting Summary Report
Daily Posting Daily Report
Daily Folio Balance Report
− Transaction Ledger
Transaction Ledger by Folio Number
2
Transaction Ledger Detail Report

Transaction Ledger Detail Report – Balance Forward
− Cashier Closure
Shift Detail Report
Shift Summary Report
Cashier Closure Summary Report
Cashier Closure Payment Report
• Night Audit
− Before Night Audit
Occupied Room Rate Listing
Rate Variance Report
− After Night Audit
Night Audit Report
Daily Earning Report
Trial Balance Report
Daily Revenue Report
Transaction Ledger Summary Report
• Housekeeping
− Housekeeping Billing
− Room Maintenance Report
− Room Movement Report
− Room Status Report By Floor
− Room Discrepancy
3
5. REPORT MANAGEMENT
Steps
1 Click on Reports and Enquiry button and select any Report to view.
2 Pre-defined search criteria could be set so that retrieval of reports could be done easily with the
selection of criteria instead of having to input the search criteria each time the report is being
retrieved. Key in the required search criteria by click on the small box icon beside the column.
4
Steps
3 Click Save Criteria button and name the criterion that is to be saved then click on Save button.
4 The search criterion is now saved for this report. To retrieve a report based on Saved Search
Criteria, select from the list.
5
Steps
5 If this criterion is set as a default by click on the Default button, the system will automatically retrieve
this report according to the criteria set each time the report is activated. The selected Default criterion
is denoted by a tick as shown.
6 Click on OK button from the search criteria screen to display the report according to the search
criteria specified.
6
Steps
7 The report can be sent to the printer by clicking on the Print icon (Highlighted Red) and The report
can be e-mailed out by clicking on the E-mail icon (Highlighted Black).
8 The report can be faxed out by clicking on the Fax icon (Highlighted Black). A graph can be tabled
based on the data retrieved in this report by clicking on the Graph icon (Highlighted Red).
7
Steps
9 Click on Zoom In icon to have a Zoomed In view of the report. Click multiple times till the report is
zoomed in sufficiently for viewing.
10 Click on Zoom Out icon to have a Zoomed out view of the report. Click multiple times till the report
is zoomed out sufficiently for viewing
8
Steps
11 The data in this report could be exported to Microsoft Excel by clicking on the Excel icon. The
report is displayed according to the search criteria specified.
12 Click on Preview 100% icon if you want to preview the report at 100%
9
Steps
13 Click on these navigational icons to navigate within the pages of the report
14 Click on these page setting icons to fit the paper size used for printing.
10
Steps
15 To edit the report, click on Edit Output Icon (Highlighted Red). To configure labels (Highlighted
Black) of report column headers, click on Configure Label icon. Note : Only Administrator to the
application is allowed to configure labels
16 Click on Report Archive icon (Highlighted Red) to view reports previously retrieved and
automatically achieved in the system. Click on Show Dashboard (Highlighted Black) icon to get to
IFCA Software's Digital Dashboard without having to exit the existing screen.
11
Steps
17 To lock a screen, click on Lock Screen icon (Highlighted Red) or press CTRL+Del keys. To exit
this option, click on Close icon (Highlighted Black).
18 To get back to the option that was previously opened, click on Windows menu to select the window
you wish to get to.
12
6. RESERVATION
6.1 Arrival Reports
6.1.1 Actual Group Arrival Report

This report lists actual arrival of group guests information
6.1.2 Actual Guest Arrival Report

This report lists actual arrival of individual guests information
13
6.1.3 Actual VIP Report

This report lists actual arrival of VIP guests information
6.1.4 Expected Group Arrival Report

This report gives expected arrival of group guests
14
6.1.5 Expected Guest Arrival Report

This report gives expected arrival of individual guests information
6.1.6 Expected Guest Arrival / Departure Report

This report gives expected arrival and departure of individual guests information
15
6.2 Departure Reports
6.2.1 Actual Group Departure Report

This report lists all actual group departure information
6.2.2 Actual Guest Departure Report

This report lists all actual guest departure information
16
6.2.3 Expected Group Departure Report

This report lists all departing groups information
6.2.4 Expected Guest Departure Report

This report lists all departing guests Information
17
6.2.5 Expected VIP Departure Report

This report lists expected arrival of guests with VIP status
6.3 Reservation Status Reports
6.3.1 No Show Report

This report gives all confirmed bookings with assigned rooms for which guests did not show up.
18
6.3.2 Waiting List Report

This report gives all reservations, which has under waiting list information
6.3.3 Assigned Room List Report

This report gives all reservations, which has room assigned information
19
6.4 Daily Reservation Reports
6.4.1 Reservation Guest Report

This report lists all reservation created and amended for individual guests information
6.4.2 Reservation Group Report

This report lists all reservation created and amended for groups information
20
6.4.3 Reservation Summary Report

This summarized report lists all new and amended reservations information
6.4.4 Reservation Detail Report

This report lists all new and amended reservations in detail
21
6.5 Confirmation Reports
6.5.1 Confirmation Group Reservation Report

This report gives all the confirmed reservations for group guest.
6.5.2 Confirmation Guest Reservation Report

This report gives all the confirmed reservations for individual guests.
22
6.6 Cancellation Reports
6.6.1 Cancelled Group Reservation Report

This report gives all cancelled group reservations.
6.6.2 Cancelled Guest Reservation Report

This report gives all cancelled reservations for individual.
23
6.6.3 Cancelled Reservation Report

This report gives all cancelled reservations for individual and group in detail
24
6.7 Deposits Reports
6.7.1 Daily Deposit Report

This report gives all reservations for confirmed guest who has paid deposit
6.7.2 Cancelled Reservation Deposit Report

This report gives all reservations for cancelled guest who has paid deposit
6.7.3 No Show Reservation Deposit Report

This report gives all reservations for no-show guest who has paid deposit.
6.7.4 Posted Reservation Deposit Report

This report gives all reservations for checked-in guest who has paid deposit
7. FRONT DESK
7.1 Guest Inhouse List

This report lists all in-house guests information
25
7.2 Inhouse Birthday List

This report gives all the in-house guests with their birthday detail
7.3 Walk in Guest List

This report gives all the walk in guest list information
26
7.4 Daily Action Report

This report gives you all the guest daily action information
7.5 Guest Follow Up Report

This report gives you all the follow up instruction for the guests
27
7.6 Departed Guest List Report

This report lists all actual guest departed information
7.7 Occupied Room by Group Listing For Front Desk

This report lists all occupied room by group guest
28
7.8 Expected Group Arrival for Front Desk

This report gives all expected group guest arrival information for front desk
7.9 Guest Transfer Room for Front Desk

This report gives all the room/guest transfer with specified reasons
29
7.10 Room Available Report

This report lists all room available of the hotel in detail
7.11 Room Available Forecasting

This report lists forecasting room available information.
30
7.12 Extend Departure Report

This report lists guest extend departure information
7.13 Guest Breakfast Report

This report lists all the in-house guests who stayed at the hotel for breakfast included
31
7.14 Complimentary Guest List

This report lists all the in-house guests who stayed at the hotel for free
7.15 Front Desk Audit Log Report

This report lists all the audit log information for the guest
32
7.16 Daily Room Rate Adjustment

This report gives you all guests/rooms for which room rates have been adjusted for certain reasons.
8. CASHIERING
8.1 Cashiering
8.1.1 Daily Cashier Details Report

This report summarizes all credit and debit transaction of all the shifts for the day in detail
33
8.1.2 Daily Cashier Summary Report

This report summarizes all credit and debit transaction of all the shifts for the day.
8.1.3 Unbalance Guest Folio Report

This report gives you all the folios, whether for in-house or checked out guests, with discrepancies.
34
8.1.4 Checkout Folio Report

This report gives you the listing on checked out folios with the check out no
8.1.5 Daily Cashier Posting Report

This report gives you daily cashier posting information for guest
35
8.1.6 Daily Posting Summary Report

This report gives you daily cashier posting summary for in house guest
8.1.7 Daily Posting Detail Report

This report gives you daily cashier posting information for in house guest
36
8.1.8 Daily Folio Balance Report

This report gives you daily folio balance information for in-house or checked out guests
8.2 Transaction Ledger
8.2.1 Transaction Ledger by Folio Number

This report gives you details transaction by folio no that posted to specific room nos. and folio no.
37
8.2.2 Transaction Ledger Detail Report

This report gives the details of transaction of each guest folio for all inhouse guests based on the
transaction dated entered.
8.2.3 Transaction Ledger Detail Report – Balance Forward

This report lists all transactions (debit and credit) posted for the day per guest folio with balance
forwarded.
38
8.3 Cashier Closure
8.3.1 Shift Detail Report

This report lists all the details of credit and debit transactions posted during a certain shift
8.3.2 Shift Summary Report

This report summarizes all debit and credit transactions posted during a cashier shift
39
8.3.3 Cashier Closure Summary Report

This report gives you summary transaction (payment, deposit and refund) with amount by payment code
based on the transaction date and shift no entered.
8.3.4 Cashier Closure Payment Report

This report gives you all payment transaction with amount by payment code based on the transaction
date and shift no entered
40
9. NIGHT AUDIT
9.1 Before Night Audit
9.1.1 Occupied Room Rate Listing

This report gives the guest occupied room rate information
9.1.2 Rate Variance Report

This report gives the room rate variance information
41
9.2 After Night Audit
9.2.1 Night Audit Report

This report gives you today, month-to-date, and year-to-date rooms sold or available statistics including
occupancy percentage, room revenue, guest statistics and other items.
42
9.2.2 Daily Earning Report

This report gives you the total revenue generated from rooms, F&B charges and collections.
9.2.3 Trial Balance Report

This report gives you the transaction for charges, payment and refund information
43
9.2.4 Daily Revenue Report

This report gives you the daily revenue generated by business sources for the day.
8.2.5 Transaction Ledger Summary Report

This report shows a summary of all outstanding balance of in-house guest folios.
44
10. HOUSEKEEPING
10.1 Housekeeping Billing

This report gives you the details of charges from the housekeeping department. These charges can only
charge to room folios
10.2 Room Maintenance Report

This report gives you information on rooms undergoing maintenance
45
10.3 Room Movement Report

This report gives information on all hotel rooms, which has status changed, either from vacant to
occupied or occupied to vacant
10.4 Room Status Report by Floor

This report gives you the actual room and house status for each floor. Housekeeper will use this report to
do inspection on all rooms.
46
10.5 Room Discrepancy

This report gives you information on rooms discrepancy between front desk and housekeeping
11. SEE ALSO

Links to other related topics to the procedure described in this document
END OF DOCUMENT
47

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CONFIDENTIAL

IFCA MSC BHD

<Report and Enquiry>

DOCUMENT ID: <XXXX>-<XXX>

Version Date of Prepared By Role Remarks and List of Changes

Note – Role abbreviations:

Item Acronym/Abbreviation Description

1. PURPOSE AND SCOPE

Confirmation Guest Reservation Report

− Guest Inhouse List

Transaction Ledger Detail Report

6.1 Arrival Reports

6.1.1 Actual Group Arrival Report

6.1.2 Actual Guest Arrival Report

6.1.3 Actual VIP Report

6.1.4 Expected Group Arrival Report

6.1.5 Expected Guest Arrival Report

6.1.6 Expected Guest Arrival / Departure Report

6.2 Departure Reports

6.2.1 Actual Group Departure Report

6.2.2 Actual Guest Departure Report

6.2.3 Expected Group Departure Report

6.2.4 Expected Guest Departure Report

6.2.5 Expected VIP Departure Report

6.3 Reservation Status Reports

6.3.1 No Show Report

6.3.2 Waiting List Report

6.3.3 Assigned Room List Report

6.4 Daily Reservation Reports

6.4.1 Reservation Guest Report

6.4.2 Reservation Group Report

6.4.3 Reservation Summary Report

6.4.4 Reservation Detail Report

6.5 Confirmation Reports

6.5.1 Confirmation Group Reservation Report

6.5.2 Confirmation Guest Reservation Report

6.6 Cancellation Reports

6.6.1 Cancelled Group Reservation Report

6.6.2 Cancelled Guest Reservation Report

6.6.3 Cancelled Reservation Report

6.7 Deposits Reports

6.7.1 Daily Deposit Report

6.7.2 Cancelled Reservation Deposit Report

6.7.3 No Show Reservation Deposit Report

6.7.4 Posted Reservation Deposit Report

7.1 Guest Inhouse List

7.2 Inhouse Birthday List

7.3 Walk in Guest List

7.4 Daily Action Report

7.5 Guest Follow Up Report

7.6 Departed Guest List Report

7.7 Occupied Room by Group Listing For Front Desk

7.8 Expected Group Arrival for Front Desk

7.9 Guest Transfer Room for Front Desk

7.10 Room Available Report

7.11 Room Available Forecasting

7.12 Extend Departure Report

7.13 Guest Breakfast Report

7.14 Complimentary Guest List

7.15 Front Desk Audit Log Report

7.16 Daily Room Rate Adjustment

8.1.1 Daily Cashier Details Report