Cancellation Report - Version 2 only

This report is only available in the Version 2 of our Reports Module.  

Click here to understand "What Version do I have?"

This is a fabulous report that is going to tell you all your cancelled reservations.  There are some great options to make this a very helpful report.

• Date Range - this is the date the reservation was cancelled, not the dates the reservation was for.
• Option to include "Cancelled Reservations with Open Balances" - THIS IS A VERY IMPORTANT OPTION (We'll explain more later on)
• You can choose a Stay Date Range
• You can choose breakout the data by nothing, room class, or Channel 
• Then you can sort by the date the booking was cancelled or the date the reservation was for.

Click RUN REPORT

The results of the report will come in three sections-

• The top will list the criteria you selected for the report,
• Summary View of the total, and
• the Detailed View.

The Important information in this report is the Balance Column and that's why you either did or did not select "include cancelled reservations with open balances"

There are two very common errors we see with cancellations. 

One, the room charges, taxes, fees and/or incidentals are not voided off leaving a balance due.  This will affect many financial reports.  It will affect your revenue reports by reporting all that still on the folio as revenue.  It will affect your Account Balances report by indicating that the Guest owes you money form this reservation.  This will reflect in this report as either a negative or positive balance depending on whether the guest paid a deposit or not.  The solution to this is to void off the charges that you are not collecting and add a Cancellation Fee and/or appropriate refund to the guest.

Two, The Room charges, taxes, fees and/or incidentals are voided off, but the payment remains.  This will appear on the report as a negative balance indicating that you owe the guest money.  This has two solutions - if you do owe the guest money you simply need to apply the refund to the folio, and if you do not owe the guest a refund you will need to post a Cancellation Fee to bring the folio to a Zero Balance.

There are also very valid reasons to have positive and negative balances on cancellations - it all depends on how you want to run your business.

The report itself will have a recap of the criteria you selected, a Summary of the total cancellations and then a detailed list of the cancellations themselves.

This is where you will be able to click on the Reservation number and see what the balance entails and make any corrections necessary.

The LOST REVENUE is a calculation of the items voided off around a 5 minute window of the cancellation. 

• Items that are voided at the time of reservation cancellation will be included in the Lost Revenue.

• There will be a threshold of +/- 5 mins at the time of cancellation. i.e., if a reservation is cancelled on Sept 10, 2021, at 3:10: PM, and if there is a manually voided item at 3:05 PM and one at 3:07 PM, then a SUM of those items, along with all the items that get voided due to/during cancellation, by 3:10 or by 3:15 PM will be posted in 'Lost revenue'.

This is a great report to SAVE and have emailed to you on a regular basis to review.  

At the very top of the report, you have the option to:

• Download to excel
• download .pdf
• print as .pdf
• SAVE - save the report and its criteria for easy access
• RUN REPORT - get the results of your selected criteria
• Edit - quickly change the criteria of the report

If you Save the particular criteria of this report (Saved Report - Version 2 only), you can later add it to a Batch Report - Version 2 only and email it.  

Updated 10/21/22 sfs

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