Prerequisites for Cancellation Summary Report
The main purpose of the Cancellation Summary report is to show all groups canceled or lost for a specific cancellation date range or a specific arrival date. It can be filtered and/or sorted by cancellation reason or destination “Lost to” and therefore represents an excellent tool for pinpointing weaknesses or disadvantages the hotel might have in groups or catering operations.
SELECTION CRITERIA
When logged into a Property:
The Property filter should be Visible, Required, and displayed at the top of the Parameter.
The logged in Property will be passed (defaulted) to the Property filter.
No other Properties are available for selection.
When logged into a HUB:
The Property filter should be Visible, Required, and Multi-Select and should appear at the top of the Parameter.
Mandatory when visible.
Cancellation Date Range (From Date/To Date). Allows the selection of a date range in which the booking room status or booking catering status was canceled.
Start Date Range (From Date/To Date). The arrival date range for bookings to view.
Block Status. Select a business block status. Typically a lost, canceled, or refused status would be chosen here. By default, all statuses are selected.
Overall Owner. Select an overall booking owner’s initials.
Rooms Owner. Select the rooms owner's initials.
The owner fields are defaulted with the ghost text All Codes indicating that all Overall, Rooms or Catering Owners will be considered.
The fields are displayed with multi select LOV.
Select the magnifying glass, open the LOV for Search, and select Owner with an option to select one or multiple Owners.
The list displays all Owner codes, Owner Name.
If multiple properties are selected in the Property field, the list displays the Property code against each Owner.
After selecting the Owner code(s), pass the Owner code(s) back to the Report Request Parameter screen.
If multiple Owners are selected, they appear as comma separated values.
Lost to Destination. Select destinations to which bookings were lost.
Lost to Property. Free form text entry field. Provide the name of the property or competitor brand business was lost to.
Reason. Select Cancellation reason.
Block Type (Rooms Only, Catering Only, All). Enables you to filter this report to print only for blocks without catering elements, only for blocks that do have catering elements booked, or for all blocks.
Print Cancellation Comments (Rooms Only, Catering Only, All). Enables you to print cancellation comments only for rooms cancellation, only catering cancellation, or for all.
DISPLAY OPTIONS
Include All Events. If checked, all lost/canceled events are calculated into the lost catering revenue figures. If not checked, only the events canceled on the same day as the catering status on business block was changed to CAN are calculated into the catering revenue figures. Events that were canceled prior (on a different date) to the catering status being CAN would therefore be excluded if the check box is flagged.
Page Break. It is possible to create a page break after the first sort option when the Page Break check box is checked.
Sort Order. It is possible to sort the report by the following options: Cancellation Date, Arrival Date, Status, Rooms Owner, Catering Owner, Overall Owner, Rooms Reason, Catering Reason or Destination.
Currency. Visible when the application parameter Rate Management > Ability to Quote Rates in Foreign Currency is Active.
Select the currency in which the revenues on this report will display.
REPORT DATA
The report lists the following booking data: account name, block name, block code, block id, arrival date, departure date, current booking status and date the booking turned that status, rooms owner, catering owner, number of room nights, average rate, catering food and beverage revenue, catering other revenue, rooms revenue, total catering revenue, and total revenue. Business block contact name, follow up date and the destination (lost to) are also listed.
When the OPERA Controls parameter Catering Events >USE FORECAST VALUE ONLY is set to Y, the Food and Beverage and Other Revenue calculations consider the Use Forecast Only check box on the Event main screen.
If a Company profile is attached to the business block, the Company profile name appears.
If a Company profile is not attached to the business block, but a Travel Agent is attached, the Travel Agent profile name appears.
If neither a Company profile nor a Travel Agent profile is attached to the business block, and a Source profile is attached, the Source profile name appears.
Room revenue on this report is as entered on the block, not taking into account taxes or packages that might be included in the booked rate. Catering revenue is calculated downwards cascading, meaning if there is actual revenue, actual revenue prints; if there is no actual revenue, guaranteed revenue is checked and printed if existing. If no guaranteed revenue is found, expected revenue is checked and printed. If there is no expected revenue, forecasted revenue is printed.
If only the rooms part of a booking is canceled, but catering stays on production status, the block appears on the report, but only the room night and room revenue figures show as canceled.
If only the catering part of a block is canceled, but rooms are still active, only the catering figures show as canceled on the report.
If only some events are canceled, but the catering status of the block is still active, the block will not appear at all on the report.
The last page of the report summarizes the following data by block status: Room nights, room revenue, catering food and beverage revenue, catering other revenue, total catering revenue and total revenue.
It is possible to print the report for statuses other than the return-to-inventory statuses, but no revenue prints in that case (as no revenue was lost if the booking is not lost or canceled).