Export Company Marketing Data (Cloud) 🎥
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Company profiles in the PMS represent organizations that generate business for your property. The Company Export tool allows you to generate a list of these companies and export detailed information for marketing, reporting, or external data use. By applying filters before generating the export, you can narrow the results to specific companies based on reservation activity, revenue performance, geographic location, or marketing segmentation.
Path: Sales and Marketing > Marketing > Company
Understanding the Filters
The filter screen allows you to narrow company results using company information, reservation activity, geographic data, and revenue performance.
Company Profile Filters
These filters identify specific company profiles or marketing segments.
Examples include: Company Code, Category Code, Market Segment, Referral Code, Discount Code, Status.
These filters are useful for targeting specific business segments or contract types.
Location Filters
These filters limit results based on the company’s geographic information.
Examples include: Zip Codes, State / Province, Country.
This is useful for regional marketing or geographic analysis.
Contact Information Filters
These filters identify companies with available contact details.
Examples include: Have Fax #, Have Email Address.
This is especially useful when building communication or mailing lists.
Reservation Activity Filters
These filters allow you to search companies based on reservation history.
Examples include: Reservation Arrival Date, Reservation Date Made.
Revenue Filters
These filters help identify companies based on their production and value.
Examples include: Year-to-Date Revenue, Year-to-Date Nights, Overall Revenue, Overall Nights.
These filters are commonly used to identify top-producing or high-value accounts.
Instructions
The Company Export tool allows you to filter company profiles and generate a dataset containing company 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 company records. This preview contains a limited set of information to help confirm the results before exporting the full dataset.
The preview typically includes:
- Company Code and Company Name
- Category Code
- Contact Name
- Phone, 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.
*Although the message references City Ledger, this export applies to Company data, not City Ledger accounts.
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 30 fields related to account information, contact details, and reservation activity.
Company Information
- Company Code
- Category Code
- Company Name
- Account Status
Contact Information
- Contact First Name and Last Name
- Phone Number
- Fax Number
- Email Address
Address Information
- Address 1 and Address 2
- City
- State
- Zip Code
- Country
Marketing and Segmentation
- Market Segment
- Referral Method
- Discount Code
Company Performance Metrics
- Total Revenue
- Total Nights
- Year-to-Date Revenue
- Year-to-Date Nights
Reservation Data (when exporting by reservation)
- Reservation Arrival Date
- Reservation Date Made
- Reservation Status
See the attached Excel file for an example of the exported dataset.
Still Need Help With This Topic?
Ask Yourself:
- Did I apply the correct filters before generating the export?
- Am I exporting company data or reservation activity?
- Do I need results grouped by company or by reservation?
Support May Ask You:
- Which filters were selected?
- Which export format was used?
- What data were you expecting to see?
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