Catering Summary Report (REP_CATERING_SUMMARY.REP with REP_CATERING_SUMMARY.FMX)

This production report calculates the catering revenue changes for all business blocks that have had events created on a specified status; events which had their status changed to a specified status or events which were on the specified status before the production period, but had changes done to their revenue in the production period. The report also includes a summary and grand total amounts for the blocks.

The figures are calculated and displayed on a booking-by-booking basis. If a business block has events of different statuses that all fall into the production criteria, the business block name will be listed underneath all these statuses. The report can be grouped either by room owner or by catering owner.

This report has the option to select a credit status. This means that events can be accounted for in the selected credit status even if they moved on to another follow on status in the same production period. For example, if an event becomes both DEFINITE and ACTUAL in the selected production period, if DEFINITE is selected as credit status, the event will show up under the status section for DEFINITE and ACTUAL both rather than just under ACTUAL, which would be the last status. This helps greatly in calculating Sales Managers incentives that are usually based on a defined credit status.

Note: This report requires that the user be granted the EVENT PRINT permission in the selected property to run the report. Also, the Property LOV in this report is further limited by the properties to which the user has the appropriate access granted.

Selection Criteria

Property. Available when OPS_MHT2 license is active. Choose the property for which the report should be printed.

Event Date (Event Start/Event End). The event date range that should be covered in this report.

Production Date (Start/End). Defines the date range for which event changes should be reported. Each change that is done to an event status or to catering revenue is recorded in a specific event production change log. The Production Date Range filter will scan the entries in this production change log to search for any event changes that fall under the other criteria that have been selected on the filter form. By the nature of this date range filter, only dates in the past are valid entries, because there cannot be any entries in the event change log after the current business date. To illustrate the above, an event that gets created on status TEN in April 2003 with Event Date in October 2003 can turn to status DEF in June 2003. In this scenario there would be two entries in the change log for this event, one for the creation of the event on status TEN in production period April 2003 and one for the status change to DEF in June 2003. And if the report was filtered for production dates April 01, 2003 — June 30, 2003 the business block would be reported once under TEN and once under DEF.

Note: The production period is mandatory for this report.

Event Status. The statuses selected in this filter will query for events in that status at the end of the selected production period. Please make sure that the Credit Status filter and the Event Status filter do not contradict each other. For example, if the selected credit status is DEF and the Event Statuses selected are INQ and TEN, nothing would be recorded under the credit status section, if DEF is a status that follows INQ or TEN in the status flow.

However, if the selected Event Statuses are DEF, CAN, ACT and the selected credit status is DEF, this report would correctly record those events in the credit status section that are either still on status DEF at the end of the production period, or that moved through the status DEF into either status CAN or ACT in the same production period.

Credit Status. Defines the status code that an event should be recorded on in any case, irrespectively of if the event is still on that status at the end of the production period or has moved on.

For example, an event with 200.00 USD Food Revenue turns DEF in April 2003. In May 2003 100.00 USD Food Revenue are added to the booking. Still in May 2003 (i.e., some days after the revenue is added) the event turns ACT. If no credit status is selected, the event is on this report only included in the section for status ACTUAL with a total of 300.00 USD Food Revenue (the original 200.00 USD plus the 100.00 USD added in May). If the credit status is defined as DEF, the event will show up twice on this report if it is ordered for production period May 2003. Once under the status section for DEF with 100.00 USD Food Revenue change (because 100.00 USD were added while the event was still on the credit status) and once on the section for ACT with 300.00 USD. If the event had turned DEF in May 2003 instead of in April 2003, it would again show up twice if the credit status was DEF. Once as DEF with 300.00 USD, and once as ACT, also with 300.00 USD.

Net Total. Allows for the totals of two statuses to be either summed or subtracted from one another by selecting the (+/-) from the LOV. For example, if statuses, INQ, TEN, DEF, LOS and CAN were selected to be reported on and DEF is credit status (most typical scenario), it would make sense to define the net total as DEF minus CAN. This total will be reported by the selected Group By with a Grand Total at the end.

Revenue Types 1-4. Allows the selection of up to four catering revenue types, or combinations of revenue types for which changes should be reported. Descriptions of the selected revenue types will display in the report footer.

Note: When the application parameter Use Forecast Value Only is set to Y and an Event has an F&B Minimum Rate Code attached, forecasted revenue will not be reported or recorded for the Revenue Types that are configured to contribute to the F&B Minimum. If the Rate Code is changed to one that does not require a minimum and expected revenue has not been added to those revenue types, the forecasted revenue for revenue types configured to contribute to the F&B Minimum will be reported.

Group By (Catering Manager/Sales Manager). As mentioned above, the report can be grouped on catering manager or sales manager. Sub-total and net totals are calculated per group.

Owner. Allows selection of specific manager initials.

Print Booking Details. If checked, each business block that falls within the selected parameters will print separately onto the report with a sub-total per status and net total per selected group. If not checked, only the summary per status and the net total will print within each group, without any booking details.

Print Current Totals. When checked, prints the current on-the-books figures for each booking, with no filter for the production date range. This option is only available when Print Booking Details is selected.

Print Grand Total. When checked, prints the 'Grand Total' of all the owners, including summed attendees, per person revenue calculated as the Grand Total Attendees, and the summed number of blocks.

New Statuses Only. When checked, only those business blocks will be reported that have had an event status change occurring in the selected production period. Business Blocks with events that only underwent revenue changes will be omitted. This information appears in the 'Net Status' row.

Blocks (All/Catering Only/Rooms with Catering). Use this option to filter results for business blocks that have been flagged as 'Catering Only', business blocks that have not been flagged as 'Catering Only', or All business blocks.

Print Exclude from Forecast Event - Both/Yes/No. Select this option to either include or exclude certain events. When Both is selected all qualifying events will print. When Yes is selected, only events that have had the Exclude from Forecast Reports flag checked will print (the Exclude from Forecast Reports flag is accessible on the Events Screen Details tab). When No is selected only events that have NOT been marked as Exclude from Forecast Reports will print.

Report Data

The report will print one record for each business block that fits the filter criteria provided that the ‘Print Booking Details’ check box has been selected. The business block must have at least one event that was created or changed in the production period. If the business block has several events of different event statuses, the business block record will be printed in each appropriate status section once with the total production per event status. The report is grouped primarily on the group defined in filter options. Within each main group, business blocks are then automatically grouped by event status.

Columns

The selected sort group header is printed above each section (i.e. rooms owner name and initials or catering owner name and initials). Data printed for each business block may include these columns:

• Account Name
• Business Block Name
• Business Block ID
• Att. (Attendees) - The sum of the attendees of the events that fall within the filters specified when generating the report. If the event is in an Actual Status, this figure represents the actual attendees. If the Event is not in an Actual Status, the figure represents the guaranteed attendees or else the expected. If forecasting revenue (when the application parameter Use Forecast Value Only is set to Y) the expected attendees are calculated.
• Status - The Status column will populate with the appropriate event status and will be appended with 'NEW' if the status change happened during the requested production period.
• Chg. Date - The Change Date represents the most recent date an event changed to that status.
• Rooms Owner Code
• Catering Owner Code
• Begin Date/End Date - Business Block Arrival and Departure Dates.
• Business Block Source
• Rev Types 1-4 – For each revenue type(s) selected, the top row of revenue information is the total revenue for that type as of the end of the requested production date range.
• Change - The bottom row of revenue information is the change in revenue for the requested production date range.
• TOTAL - Summed of each of the revenue types selected.

Rows

Depending on the filter criteria, the following rows will appear.

• Event Status
• Block Name
• Current Block Total - Displays if 'Print Current Total' check box was selected. The information in this row is calculated based on figures for that business block at the time the report is printed. Information includes: Attendees from the Business Block Catering Tab; Per Person is the total revenue calculated as the current Business Block Total/Attendees; current totals for Revenue Type 1-4 based on the revenue types selected in the Catering Production parameters; and current total revenue.
• (Status) Change Summary - Summary of each defined event status. Displays information such as the Attendees calculated as the total per status of new attendees per block; the total number of people summed from the attendees on each block from the events contributing to the revenue; Per Person calculated as the Status Summary Block Total /Status Summary Block Attendees; number of blocks calculated as the total number of business blocks for that status.
• (Owner Code) Net Status - Summary for each owner considering the Net Status values selected when ordering the report. Displays information such as Attendees summed based on net status calculation; Per Person calculated as the Net Status Total/Grand Total Attendees; number of blocks summed based on net status.
• Grand Total - Displays if 'Print Grand Total' check box is selected. Includes grand total of the (Owner) Net Status rows including attendees summed based on Grand Total calculation; Per Person calculated as the Grand Total Total/Grand Total Attendees; number of blocks summed based on Grand Total calculation.

  Note: Accounts and contacts will use the following logic when printing on this report. If a Company profile is attached to the business block, then the Company profile will print. If no Company profile is attached, but an Agent profile is present, then the Agent profile will print. If no Company and no Agent profiles are attached, but Source profile is present, then the Source profile will print.

If a business block is in a return-to-inventory status, the date the business block was lost or cancelled will print as well as the reason for the cancellation. For each business block two rows of figures are recorded. The upper row shows the total catering revenue by revenue type for the business block as of the end of the production period, including the changes that have been made to the events in the production period. The second row ONLY represents the catering revenue changes during the production period.

If the event status was changed in the production period the total revenue figures for this event will be added as a change. A status change is always considered a roll-over of all existing revenues into the new status and therefore all revenue on the books at the end of the production period is considered changes within the production period.

If a credit status has been defined in the filter form, events that went through the credit status and into a follow on status of the credit status (or had changes done to them while on the credit status in the production period and then turned into a follow on status still in the same production period) will be reported twice on this report, once under the credit status and once under the last status of the event.

It is possible for a business block to show up more than twice if its events are in several different statuses at the end of the production period.

Please also note that forecast figures are calculated as event production for this report if no expected, guaranteed or actual figures exist for a specific revenue type. For example, if an event had forecasted revenue for 500.00 USD Room Rental, 1000.00 USD for Food and 100.00 USD for Decoration, but only the function space is booked at a rate of 450.00 USD when the event becomes DEF, the revenue recorded in this report as production on the status change will still be 450.00 USD Rental, 1000.00 USD Food and 400.00 USD Decoration.