Export City Ledger Marketing Data (Cloud) 🎥
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City Ledger accounts represent companies or organizations that have direct billing privileges with the property. The City Ledger Export tool allows you to generate a list of these accounts and export detailed information for reporting, marketing analysis, or external data management. By applying filters before generating the export, you can narrow the results to specific accounts based on reservation activity, revenue performance, geographic location, or contact information.
Path: Sales and Marketing > Marketing > City Ledger
Understanding the Filters
The filter screen allows you to narrow the results using account information, reservation activity, geographic location, and revenue performance.
Account Filters
These filters identify specific City Ledger accounts.
Examples include: C/L Account #, Member Codes, Status.
These filters allow you to focus on specific accounts or groups of accounts.
Location Filters
These filters limit results based on the geographic location of the account.
Examples include: Zip Codes, State/Province, Country.
This is useful when analyzing accounts from specific regions or markets.
Contact Information Filters
These filters help identify accounts with available contact details.
Examples include: Have Fax #, Have Email Address.
This can help generate communication lists or contact reports.
Reservation Activity Filters
These filters allow you to search for accounts based on reservation history.
Examples include: Reservation Arrival Date, Reservation Date Made.
Revenue Filters
These filters help identify accounts based on their financial contribution.
Examples include: Year-to-Date Revenue, Year-to-Date Nights, Overall Revenue, Overall Nights.
These filters are useful for identifying high-value accounts or analyzing business performance.
Instructions
The City Ledger Export tool allows you to filter City Ledger accounts and generate a dataset containing account details, reservation activity, and revenue information.
1. Apply the desired filters to narrow the results. See above.
2. Click Process to generate the report preview.
The Process button displays a preview of the matching City Ledger accounts on the screen. This preview contains a limited set of information to help confirm the results before exporting the full dataset.
The preview typically includes:
- City Ledger Account Number
- Member Code
- Account Name
- Contact Name
- Telephone, Fax, and Email
This on-screen report is intended as a quick verification of the selected filters before exporting the full dataset.
3. After reviewing the preview results, you can either export the full dataset or print the on-screen report. Printing the screen will only include the information displayed in the preview.
4. If you selected Export, choose the format used to generate the export file. Available options include Comma Delimited (PeachTree), Tab Delimited, or IIF (QuickBooks), depending on how the data will be used.
5. Enter a name for the exported file. This name will be used when the file is saved to your computer.
6. Click OK to generate and download the export file using the selected format.
7. After clicking Export, the system will display a message asking whether you want to merge City Ledger names and remove duplicates.
This occurs when a city ledger has multiple reservations that match the selected filters. You can choose one of the following options:
- Yes: The export will merge results by city ledger, showing only one entry per account.
- No: The export will include each reservation separately, meaning the same city ledger may appear multiple times if they have multiple reservations.
Choose the option that best matches the type of report you want to generate.
Selecting Yes is typically used for city ledger marketing lists, while No is useful when analyzing reservation activity.
Understanding the Excel Export
The exported file contains more detailed information than the on-screen preview. An example Excel file is attached to this article. The export includes 26 fields related to account information, contact details, and reservation activity.
City Ledger Account Information
- City Ledger Account Number
- Member Code
- Account Name
- City Ledger VM ID
- Account Address 1 and Address 2
- Account Active Status
Contact Information
- Contact First Name and Last Name
- Telephone
- Fax
- Email
Location Information
- City
- State
- Zip Code
- Country
Reservation Data (when exporting by reservation)
- Reservation Arrival Date
- Reservation Date Made
- Number of Nights
- Revenue Generated
Account Configuration
- Authorized Contact to Book
- Allow Override Rates
- Weekend and Weekday Override Rate Settings
See the attached Excel file for an example of the exported dataset.
Still Need Help With This Topic?
Ask Yourself:
- Did I select the correct filters before generating the export?
- Am I exporting account information or reservation activity?
- Do I need the results grouped by account or reservation?
Support May Ask You:
- Which filters were selected when generating the export?
- Which export format was used?
- What information were you expecting to see in the exported file?
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