**Complete List of Reports Available in Visual Matrix PMS
This article summarizes every report available in Visual Matrix. Click on the designated link to get to their detailed article, Cloud or Desktop (some links may be missing... they are coming!).
Before you go through the list of all the reports that are available in Visual Matrix, let's dive into how they are generated and the tools available in each of them. To make sure you have the most accurate and adjusted data on the screen, always click on the Refresh button on a report page.
Front Office
Front Office > Reports > Front Office (18)
The Arrival report provides a list of all arrivals for the day, including both individual reservations and group bookings.
The Packages report provides an overview of in-house or pending arrivals that have reservations associated with a package. This report is a convenient way to identify guests who have booked special packages and may be eligible for certain amenities or services included in those packages. Additionally, the report includes the Group Arrivals List, which offers detailed information about group arrivals, as already described in the Arrival report.
The Departure report displays a list of all guests scheduled to check out, including their remaining balances and the payment methods on file.
The In-House Guests report summarizes all guests currently at the hotel. It includes three sections: a list of individual in-house guests, details about in-house groups, and if selected, folios of checked-out guests with outstanding balances. This report helps hotel staff manage current guests effectively.
The In-House Frequency report displays a list of guests currently in the hotel, along with their historical stay information.
The In-House Company Listing report provides a list of all guests currently in-house, along with details of the companies associated with their reservations.
The In-House Parking Lot report compiles a list of all occupied room numbers and includes details about the guest's vehicles that have been added to their respective reservations.
The In-House Charge Verification report provides a list of all guests currently checked in at the hotel, along with a breakdown of the charges associated with their reservations. It includes information about the method of payment and the amount currently authorized for credit card payments.
The In-House Extra Locator report displays a list of guests currently staying at the hotel along with the details of any additional services or extras added to their reservations.
The In-House Market Segment report provides a list of guests currently staying at the hotel. It includes information about their market segment, reservation source, and any discount codes applied to their bookings.
The In-House Driver's License report is a document that lists the room numbers of currently occupied rooms along with the corresponding guest's Driving License information.
The Over Credit Limit report highlights reservations that lack sufficient credit to cover their stay balance, whether due to insufficient payment or credit card authorization. This report serves as a useful tool for identifying reservations that may require additional payment or credit adjustments to avoid issues during check-in or throughout the guest's stay.
The Two-Week Forecast report provides an estimated forecast for a two-week period starting from the selected date. It calculates this estimate based on the reservations currently in the system at the time of generating the report. Keep in mind that these numbers can change if there are any modifications, cancellations, or new reservations made. The report offers a summary total for each day within the two-week window, including the following details.
The Operator Cash Out report provides a comprehensive overview of payment activities for the current day, allowing you to view this information on a global scale, by individual user, or categorized by payment type. This report offers valuable insights into daily financial transactions, making it a crucial tool for tracking and reconciling payments made by various users and payment methods.
The Transaction Log report provides a comprehensive record of all transactions performed by a specified user on a selected date. Using filters, you can refine the results by specifying the posting type (revenue, payment, etc.) you want to view and the associated category or accounting code for transactions posted by the user on the chosen date. This report offers detailed insights into a user's financial activities and categorizes them for easy reference.
The Downtime Reports are a collection of Front Office reports designed to be printed at the start of each shift in case of any unexpected or planned system outage. These reports provide essential information to help the hotel continue operations when Visual Matrix access is unavailable.
The Airport Schedule report shows scheduled pick-up or drop-off arrangements for reservations on specific days. It's a valuable tool for managing transportation services around airports or in entertainment districts.
The Activity Schedule report provides a detailed view of activity schedules associated with reservations for specific days or date ranges.
Front Office > Supervisor (6)
The "Hotel Status" tab in a hotel's Property Management System (PMS) offers a real-time summary of the current day's statistics, including occupancy rates, room availability, and other important data. It also provides historical data from the previous day for reference. Users can refresh the information for the latest updates and may have the option to print the data. This feature helps hotel staff monitor performance and make informed decisions for daily operations.
Special requests in a hotel are specific preferences or requirements that guests may have to enhance their stay or accommodate their unique needs. These requests can vary widely depending on the guest's preferences and circumstances.
This section displays a comprehensive list of all text messages sent to and received from guests using the guest texting feature. It also provides information about the status of each text message.
The "Regrets Loss of Business" feature enables you to access a list of reasons and the corresponding dates when a potential sale or reservation was lost.
The "Check Outs Loss of Business" feature is designed to provide insights into guests who have checked out of the hotel earlier than their originally scheduled departure date. This report allows hotel management to track instances where guests did not complete their full stay, which can be valuable for analyzing and understanding guest behavior and preferences.
The "Reason for Stay" feature enables you to access a historical report of the "Other" reasons for stay that are not part of the predefined categories in the Sales & Marketing settings. When a reservation is assigned the "Other" reason for stay, it prompts the user to manually enter a custom reason for the guest's stay, which is then recorded and can be viewed in this report.
Front Office > Supervisor > Reports (11)
The Res by Operator report provides insights into the booking, modification, and cancellation activities of your hotel staff, including package bookings. The report concludes with an Operator Summary, offering details such as the number of new reservations, cancellations, walk-ins, overrides, and the revenue generated by each employee based on the report data. This summary helps assess employee performance and revenue contributions.
The Res Modification Log enables you to search for reservation modifications within a specified date range. It captures changes made to reservations, including modifications to past-date reservations, cancellations, and pending reservations.
The Rate Override report displays all instances of rate overrides, along with the staff members responsible for these overrides.
The Marketing Arrivals report provides a list of reservations within a specified time frame along with their corresponding market segments.
The Yield Management Forecast report provides a 2-week outlook on daily reservations and ADR (Average Daily Rate) based on the reservation tier set in Revenue Management. It displays rates from the base rate to tier 5 but only includes dates with existing reservations.
The Occupancy Forecast report offers a predictive view of expected occupancy based on current reservations and their associated rates within Visual Matrix. Please note that these projections may change as new reservations are made, modified, or canceled, so this report is primarily for forecasting rather than historical data analysis.
The Advance Deposits report provides a list of reservations that have pre-paid or deposited funds as part of their booking. This report helps hotels keep track of reservations with advance payments, making it easier to manage finances and ensure that deposits are properly accounted for.
A "Group Delinquent Deposit" occurs when a group reservation fails to pay the required deposit by the specified date, leading to potential actions by the hotel to address the non-payment and ensure financial security.
The Advance Sellout report is a tool that helps hotels understand how far in advance guests are booking their reservations. It provides insights into booking trends and allows hotels to anticipate future occupancy levels. This information is valuable for revenue management and allows hotels to make informed decisions about pricing and availability based on the lead time of bookings.
The Room History report provides a detailed overview of room postings, including room and tax charges, additional extras, early checkouts, and checked-in no-shows. It can be viewed for individual rooms or as an overall summary.
No-Shows | Cloud
The No Show report displays all instances where the automatic no-show posting feature in the Night Audit Pre-Audit Checklist was utilized, providing a record of guests who did not arrive for their reservations.
Housekeeping
Housekeeping > Room Status (2)
The Room Status Alert Report enables the Housekeeping department to monitor Room Change/Room Move and Early Check-Out activities that occurred during a specific time period. This report helps housekeeping staff stay informed about room status changes and occupancy adjustments.
The Room Status History Report provides insights into the cleaning status (Dirty, Clean, Clean & Inspected) of each room and tracks when a status change occurred.
Housekeeping > Reports (7)
The Housekeeping Arrival report is designed to provide housekeeping staff with essential information related to guest arrivals. This report includes Housekeeping Comments from the reservations, details about any extras ordered by guests, and information regarding guests' loyalty memberships if applicable. This comprehensive report ensures that housekeeping teams are well-prepared to meet guests' needs and preferences during their stay.
The Supply Usage Analysis Report enables you to assess the quantity and cost of items utilized or restocked by Housekeeping during room cleaning activities. This data is derived from the number of rooms sold and the configuration settings defined in the Supply Usage Setup.
The Housekeeping Time Allotment Analysis report provides insights into the number of minutes each housekeeper has been assigned to work during the selected date range, depending on the service settings configured within the Time Allotment feature. For effective management of Cleaning Service Schedules, refer to the Setup Housekeeping Time Allotment section.
The Housekeeping Service History report provides a comprehensive overview of the rooms that were serviced, including details such as the room number, the date and staff member who performed the service, the type of service conducted (Make/Change), and the duration of time spent in the room.
The Discrepancy Report helps identify room status variations between Front Office records and Housekeeping reports. To populate this report, Housekeeping must have previously entered discrepancy notifications in the system.
The Room Status Report provides information on the assignments made to housekeeping staff, showing which rooms were or are currently assigned to a specific maid. This report can be generated for either a past date or the current audit date.
The Room Assignment Report is a document provided to each housekeeper on duty for the day, detailing the list of rooms they are responsible for cleaning. The report may span multiple pages, with each page corresponding to a different housekeeper's assignments.
Maintenance
Maintenance > Preventative (1)
Maintenance > Reports (2)
The Work Order Analysis report provides a comprehensive view of all work orders within a specified time frame, including information about the individuals who initiated and completed the work orders, their out-of-order status, and associated costs.
The Preventative Maintenance Analysis report allows you to view every past preventative maintenance completed.
Accounting
Accounting > City Ledger (5)
The City Ledger account Listing provides an overview of all City Ledger accounts within Visual Matrix, making it easy to access and manage corporate or group guest accounts efficiently.
City Ledger (CL) statements summarize financial transactions for an entity's account with a hotel or property, including charges, payments, and balances. They are crucial for transparent financial record-keeping and billing accuracy.
The City Ledger AGING report provides a categorized view of customer invoices based on the time elapsed after the billing or due date. It groups outstanding invoices into date ranges of 30 days to help track and manage accounts receivable efficiently. This report can be printed for reference and analysis.
The Over Credit Limit report identifies City Ledger (CL) accounts that have exceeded their established credit limit. This report is crucial for financial monitoring and helps in managing credit risks effectively.
The Transaction Log provides a record of actions such as invoice printing, unapplied payments, and member billing, but it cannot be physically printed as a report.
Accounting > Travel Agents (4)
The Account Detail tab will display any Commissions currently due to the Travel Agent in the system that has not yet been processed.
The Travel Agent Account History will show the history of all checks printed.
The Travel Agent AGING report allows you to view and Print the classification of accounts based on the amount of time elapsed since commission were due.
The Travel Agent Transaction log shows anytime a check or a statement was printed, as well as when a check is voided.
Accounting > Night Audit > Run Audit (6)
The Guest Due Out report shows any rooms that have their departure date on the current day and has not been checked out.
This choice will initiate the cancellation of the room under the "no-show" status and will apply a fee to the folio. The reservation will retain the possibility of being reinstated following the audit in the event the guest arrives. By implementing the no-show process in this manner: the reservation will be marked as canceled and will release the room if the guest fails to appear; an automated fee will be added; and the date on which the fee was applied will be displayed in the Reference field.
The Pre Room & Tax report shows the Room Charge revenue that will be posted on each room during the night audit.
The Operator Cash Out report shows the total of payments posted per user and the detail of each user.
The Operator Transactions Log report shows the total of payments as well as all other revenue accounting codes posted per user for the day.
This report is part of the night audit pre-audit checklist but is not a report that needs to be reviewed in the pre-audit checklist reports. The Two Way Error Log report shows any errors that happened during the day between Visual Matrix and Member Web. This report is informative and is used by our team in the case of any 2way issues reported.
Accounting > Night Audit > Reprint Report (11)
The Operator Transactions report shows all payments posted for the given date or date range.
The (Daily) Transaction Log report shows all accounting codes posted for the given date or date range.
The Room & Tax report shows the amount of room and tax that was posted per room type. The report has 2 totals: the first, total of the room and tax listing, is made only from room revenue posted by the audit. The second, total of the revenue tax detail report, is made from the audit plus any and every manual room charge posting or adjustments. This second total is what will match the Daily Report for the Room Revenue Totals.
The Revenue Tax Summary report shows the total Revenue for one or multiple days (taxable and exempted) and the total taxes as well as the total exempted revenue.
The Tax Exempt report shows the total Revenue that was exempted, the amount of tax posted, and the type of exemption (Partial or Exempt).
The Credit Card Batch report will show all the credit card transactions posted for the given date and their status (settled or unsettled).
The Daily report recaps all the activity within the last audit. This daily report includes hotel statistics, like the total earnings from hotels revenue centers. Numbers from each revenue centers will display for the day, MTD (month to date), last year MTD and variance between the 2, and YTD (year to date), last year YTD and variance between the 2. The Daily Report is composed of a statistical recap, a guest ledger detail listing, a city ledger detail listing and a detail listing summary.
The General Ledger (GL) Journal will show either the total for each accounting code assigned to a GL (with or without a revenue) or the total per GL account posted for the given date or date range. The report will only generate if the GL accounts are set up in Management > Accounting Settings > Report Headings > General Ledger Accounts and associated to accounting codes.
The Market Segment report show the total revenue for each Market Segment for the day, the month and the year.
The Reason for Stay report show the total revenue for each segment for the day, the month and the year.
The Referral Method report show the total revenue for each Referral Method Segment for the day, the month, and the year.
Sales & Marketing
Sales & Marketing > Company (1)
Company Revenue Report | Cloud
The Company Revenue Report, found under Sales and Marketing – Company, offers a detailed breakdown of revenue and guest statistics for a selected date range, with customizable start and end dates.
Sales & Marketing > Marketing > Guest/Company/Travel Agent/City Ledger (Marketing Exports) (4)
This collection of data is provided for the Guest as an individual traveler. Many filters are available to generate the data. The created list can be printed or exported to allow for possible label printing or email transmission.
This collection of data is provided for a Company. Examples of some available filters are as follows: Company Code, Market Segment. The created list can be printed or exported to allow for possible label printing or email transmission.
This collection of data is provided for the Travel Agent/Agency. Examples of some available filters are as follows: IATA#, Zip Codes. The created list can be printed or exported to allow for possible label printing or email transmission.
This collection of data is provided for the City Ledger. Examples of some available filters are as follows: Account #, (one account or all). You can see the total YTD revenue for a particular company once filters are put in place. The created list can be printed or exported to allow for possible label printing or email transmission.
Sales & Marketing > Reports > Hotel Status (1)
Sales & Marketing > Reports > Status and Arrivals (2)
The Market Arrivals report gives the list of arrivals by marketing segments.
The Source of Business report gives a stat recap of every reservation, for the requested specific time frame, by source of booking. The codes used in this report are not VM codes but codes that are used by the Channel Manager.
Sales & Marketing > Reports > Forecast (14)
The Group forecast report will display a recap of each group currently booked in the system.
The Company forecast report will display the number of rooms, revenue and ADR based on Companies reservations currently booked in the system for a period of 2 weeks (14 days).
The Travel Agent forecast report will display the number of rooms, revenue and ADR based on reservations currently booked in the system.
The City Ledger forecast report will display a recap of each City Ledger currently linked to a reservation in the system.
The Market Segment forecast report will display the number of rooms, revenue and ADR based on reservations currently booked in the system. The Market Segments are marketing segments that are setup in "Sales & Marketing > Setup > Market Segments".
The Referral Code forecast report will display the number of rooms, revenue and ADR based on reservations currently booked in the system. The Referral Codes are marketing segments that are setup in "Sales & Marketing > Setup > Referral Codes".
The Reason for Stay forecast report will display the number of rooms, revenue and ADR based on reservations currently booked in the system. The Reasons for Stay are marketing segments that are setup in "Sales & Marketing > Setup > Reason for Stay".
The Guest Incentive forecast report will display a recap of Guests that are assigned an incentive number in their profile and have booked a reservation. It is like tracking VIP guests but more precisely.
The Occupancy forecast report will display every forecast number based on reservations currently in the system.
The Yield Management forecast report will display the daily number of rooms currently booked in the system by tier (base to tier 5) and the ADR for that tier that day.
The Market Mix forecast report will show a categorization of your market by individuals, groups, city ledger or travel agents. Data is based on every reservations currently in the system.
The Discount Code forecast report will display a recap of each discount code currently applied to current and future reservations in the system.
The Reservation Origin forecast report will show statistics of the origin of reservations between local and channel managers from current and future reservations. If you have multiple channel managers, they will each have their own stats.
The Demographics forecast report will display data based on every reservation currently in the system by Country, State/Region and City or origin. For reservations without those information entered, numbers for those reservations will show under a blank City/State/Country line in the report.
Sales & Marketing > Reports > History (13)
The Group History report will display a recap of each group: revenue generated and ADR, as well as the number of rooms allocated, picked up and dropped.
The Company History report will display the number of rooms, revenue generated and ADR for each Company sorted by generated revenue.
The Travel Agent History report will display the number of rooms, revenue generated and ADR for each Travel Agent sorted by generated revenue.
The City Ledger History report will display the number of rooms, revenue generated and ADR for each City Ledger sorted by generated revenue.
The Market Segment History report will display the number of rooms, revenue generated and ADR for each Market Segment. The Market Segments are marketing segments that are setup in "Sales & Marketing > Setup > Market Segments".
Market Segment Detail Report | Cloud
The Market Segment Detail Report provides a breakdown of revenue performance for specific market segments over a selected date range. It includes room, F&B, and other revenue, along with total room nights and sleeper nights, allowing for detailed analysis of each segment’s financial activity.
The Referral Code History report will display the number of rooms, revenue generated and ADR for each Referral Code. The Referral Codes are marketing segments that are setup in "Sales & Marketing > Setup > Referral Codes".
The Reason for Stay History report will display the number of rooms, revenue generated and ADR for each Reason for Stay. The Reasons for Stay are marketing segments that are setup in "Sales & Marketing > Setup > Reason for Stay".
The Room Type Popularity History report will show the room types and numbers that have been used the most.
The Yield Management History report will display how many rooms were sold for each tier each day.
The Discount Code History report will display the number of rooms, revenue generated and ADR for each discount code.
The Reservation Origin History report will show statistics of the origin of reservations between local and channel managers. If you have multiple channel managers, they will each have their own stats.
The Demographic History report will display occupancy statistics by origin - Country, State and City.
Management
Management > Rates > Room Rates (1)
Rate Mod Log | Cloud
The Rate Mod Log report provides a comprehensive overview of all changes and modifications made to room rates within a specified timeframe. It captures and displays details such as adjustments, updates, and revisions made to the rates configured in the room rate setup page. This report is essential for tracking and auditing changes over time, ensuring transparency and accuracy in rate management within the system.
Management > Reports (1)
Management > Reports > Forecast (4)
The Occupancy Forecast report provides a look at what to expect based on the reservations and the rates currently booked within Visual Matrix.
The Revenue Forecast report provides a quick snapshot at the main revenue metrics that are the occupancy forecast, total revenue and ADR.
The Market Mix forecast report will show a categorization of your market by individuals, groups, city ledger or travel agents. Data is based on every reservations currently in the system.
The Yield Management forecast report will display the daily number of rooms currently booked in the system by tier (base to tier 5) and the ADR for that tier that day.
Management > Reports > History (7)
The Statistical Recap displays all the stats from the daily report first page from the 1st of the current month to date with a possibility of comparison with the previous year.
The Room Type Popularity report displays the occupancy, revenue, ADR by room number and by room type for a specific period.
The Yield Management History report will display how many rooms were sold for each tier each day.
The Revenue Summary History report displays the revenue generated by revenues sub-categories.
The Operator Deposit Summary History report displays the total by method of payment by day.
The Operator Deposit Summary History report displays the total by method of payment by day.
The Census report is a quarterly report of the property capacity, statistics and revenue by month.
Revenue Management
Revenue Management Live! > Reports [Pending] (5)
Estimated Occupancy Forecast
Forecast Trend Adjustment Analysis
Rate History
High Occupancy Report (High Occ Report)
Action Log | VM Cloud | VM Desktop
Point of Sale
Point of Sale > Reports [Pending] (1)
POS Reports | VM Cloud | VM Desktop
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