EMS Reports Guide

EMS Reports Guide
Chapter 8
Reports and Queries
Report Descriptions and Options
This section provides a description of every EMS report in the categories listed below and it
also defines the options that are available for each report.
See:
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•
“Daily reports” on page 329.
•
“Sales reports” on page 334.
•
“Statistics reports” on page 337.
•
“Other reports” on page 340.
•
“Exceptions reports” on page 342.
•
“Hoteling reports (EMS Workplace only)” on page 345.
Chapter 8
Reports and Queries
Daily reports
Report
Event Schedule
Description
A summary of the events that are scheduled at
your facility, sorted by date and event start time.
The report shows event start and end time, group
name, event name, and location. You typically
print and post the Event Schedule in a lobby or
entry way to help visitors find their events.
Options
• Use Page Breaks - If the report is run across multiple days, then
each day starts on a new page.
• Show Bookings on Start Date Only—If a booking is scheduled
overnight, then only the start date of the booking is displayed in the
report. For example, a booking exists for 3P Thursday through 10A
Friday. If this option is selected, then the booking is displayed only for
Thursday in the report.
• Show Holidays—Displays any holidays that are configured in the
EMS database on the report.
• Show Building Hours—Displays building hours on the report.
• VIP Events Only—Only the events that are marked as a “VIP” are
displayed in the report.
• Use Calendar Styles: Events are displayed in the font/color of the
Calendar Style that is associated with each event.
Event Calendar
A chronological list of scheduled events in a wall
calendar format.
• Use Calendar Styles—Events are displayed in the font/color of the
Calendar Style that is associated with each event.
• Weekly Calendar—One week per page is displayed in the report.
• Show Adjacent Calendar Days—Works in conjunction with the
Weekly Calendar option to display events that occur on Saturday and
Sunday in the report.
• Grey Out Adjacent Calendar Days—Works in conjunction with The
“Show Adjacent Calendar Days” option to display events that occur
on adjacent days in gray instead of in black.
• Hide Holidays—By default, holidays are displayed on the Daily
Calendar Report. Select this option to hide holidays in the report.
• By Room—Displays events one room at a time in a calendar view.
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Report
Room Cards
Description
Options
A list of events that is designed to be posted
outside a room or event space. The report notes
the date, event time, and location for events, as
well as the group sponsoring each event. The
report can be a single list of all events that are
scheduled for the room on a particular date, or it
can be a single page per event.
• Show Bookings on Start Date Only—If a booking is scheduled
overnight, then only the start date of the booking is displayed in the
report. For example, a booking exists for 3P Thursday through 10A
Friday. If this option is selected, then the booking is displayed only for
Thursday in the report.
• Print Blank Room Cards—Prints a room card for a space that does
not have any events scheduled.
• Print Logo—Prints the facility logo on each room card. You can
specify the logo location on the right or left side of the room card.
• Sort Room Cards By Book Sequence—If Book Sequencing is being
used on Room Configuration, then a facility can print room cards in
the Book Sequence order.
• Print Combo Room Components—Prints an individual room card for
each component of a combo room.
• Suppress End Time—Do not show the end times for bookings in the
report.
Activity Schedule
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A list of bookings in all rooms in a building, or just
in a specific room in the building. The report,
which shows event start and end times, event
name, group name and room, can be generated
for a range of dates. The report can generated in
one of two formats—by Date or by Building.
• Use Page Breaks—A new page is generated for each date or for
each building.
• Show Bookings on Start Date Only—If a booking is scheduled
overnight, then only the start date of the booking is displayed in the
report. For example, a booking exists for 3P Thursday through 10A
Friday. If this option is selected, then the booking is displayed only for
Thursday in the report.
Chapter 8
Reports and Queries
Report
Setup Worksheet
Description
An internal report that sets up crews, custodial, or
operations personnel use to ensure that each
room is arranged properly for each event. The
report displays detailed information about each
booking, including setup type, setup notes,
required resources, user defined fields, special
instructions and resource item notes.
Options
• Use Page Breaks—If this report is run across multiple days, then
each day starts on a new page.
• Highlight Changes Made Within:(days)—Changes that have been
made within the specified number of days are highlighted in the
report.
• Limit Bookings To Those With Details In Selected Categories—Only
bookings with a booking detail from the specified categories are
displayed in the report.
• Show Bookings on Start Date Only—If a booking is scheduled
overnight, then only the start date of the booking is displayed in the
report. For example, a booking exists for 3P Thursday through 10A
Friday. If this option is selected, then the booking is displayed only for
Thursday in the report.
• Keep Detail Together—If an event has booking details, then the
details are kept together on one page instead of being split across
two pages.
• Show Holidays—Holidays are displayed in the report.
• Show Building Hours—Building hours that are associated with each
building are displayed in the report.
• Show Item Notes—Any notes that have been entered for a booking
detail item are displayed in the report.
• Show Item Special Instructions—Any special instructions that have
been entered in VEMS for a booking detail item are displayed in the
report.
• Show User Defined Fields—Any user defined fields and their
answers for a reservation are displayed in the report.
• Show Booking Changes Only—Bookings that have been edited
within the specified number of days are displayed in the report.
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Reports and Queries
Report
Service Order Schedule
Description
Lists the service orders that are scheduled for a
date or date range. Produced by category.
Options
• Use Page Breaks—If this report is run across multiple days, then
each day starts on a new page.
• Show Details—Booking item details that associated with each event
are displayed in the report.
• Highlight Changes Made Within:(days)—Changes that have been
made within the specified number of days are highlighted in the
report
• Show Pricing—Any pricing that is associated with an item is
displayed in the report.
• Show Item Notes—Any notes that have been entered for a booking
detail item are displayed in the report.
• Show Item Special Instructions—Any special instructions that have
been entered in VEMS for a booking detail item are displayed in the
report.
Service Orders
Separate pages for each service order in a date
range. The report provides information on the
event and the items or services needed.
Produced by category.
• Highlight Changes Made Within:(days)—Changes that have been
made within the specified number of days are highlighted in the
report.
• Footer Message—Used to specify the Footer message that is
displayed on each page of the report.
• Show Item Notes—Any notes that have been entered for a booking
detail item are displayed in the report.
• Show Item Special Instructions—Any special instructions that have
been entered in VEMS for a booking detail item are displayed in the
report.
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Report
Banquet Event Order
Description
Separate pages for each booking that occurs on
a date or within a date range that has the
“Primary Category” specified. Service orders,
resource information, notes, and information for
resource with order type categories are included
in the report.
Options
• Highlight Changes Made Within:(days)—Changes that have been
made within the specified number of days are highlighted in the
report.
• Show Pricing—Any pricing that is associated with an item is
displayed in the report.
• Limit Bookings To Those With Details In Selected Categories—Only
bookings with a booking detail from the specified categories are
displayed in the report.
• Show Item Notes—Any notes that have been entered for a booking
detail item are displayed in the report.
• Show Item Special Instructions—Any special instructions that have
been entered in VEMS for a booking detail item are displayed in the
report.
• Show Item Selection Notes—Any notes that have been entered for a
booking detail item selection are displayed in the report.
• Show Service User Defined Fields—Any user defined questions and
their answers for any listed category are displayed in the report.
• Set Page Numbers By Booking—Resets page number for every
unique booking.
• Use Page Breaks—If this report is run across multiple days, then
each day starts on a new page.
Resource Schedule
Lists by category and date, how many of each
resource item is needed, as well as the event
time, event name, location, and group.
• Use Page Breaks—If this report is run across multiple days, then
each day starts on a new page.
• Highlight Changes Made Within:(days)—Changes that have been
made within the specified number of days are highlighted in the
report.
• Show Overbooked Resources Only—Only those bookings where the
selected resource exceeds the number available in inventory at that
time are displayed in the report.
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Report
Description
Options
Service Order Change
Report
List the service orders to which a change has
been made by Booking/Service Order ID.
Includes the service order category, a description
of the change, the old value for the service order,
the new value for the service order, the date of
the change, and the ID for the user who made the
change.
N/A
Attendee Visitor Report
Lists the attendees for an event by date or date
range, and indicates whether they are visitors
and shows their group name, phone number,
event name, the room they will be in, and the
start and end times for their event.
• Use Page Breaks—If this report is run across multiple days, then
each day starts on a new page.
Production Report
Lists production items and their quantities
grouped by production area.
• Show Item Notes—Any notes that have been entered for a booking
detail item are displayed in the report.
• Show Item Special Instructions—Any special instructions that have
been entered in VEMS for a booking detail item are displayed in the
report.
• Show Item Selections—Any selections that have been entered for a
booking detail item are displayed in the report.
Sales reports
Report
Sales by Group Type
Description
Lists the sales for each group type for a date or
date range.
Options
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
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Reports and Queries
Report
Sales by Group
Description
Lists the sales for each group, divided by group
type, for a date or date range.
Options
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
Sales by Category
Lists the revenue generated by each resource
category for a date or date range.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
Sales by Resources
Lists the sales for each resource item for a date
or date range.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
Sales by Reservation
Sales by Billing
Reference
Lists the reservations that have bookings for a
specified date or date range and shows the
charges, by category, for the reservation. Also
gives a grand total for all reservations. If a
reservation also has bookings that fall outside the
specified date or date range, these figures are
not included in the report.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
Lists the total sales for a date or date range,
based on the billing reference number on the
reservations that have bookings in the specified
range. Sales that are associated with
reservations that have no billing reference
number are not included in the report.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
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Report
Sales by Booking
Status Changes by
Reservation
Description
Options
Lists the sales for a particular date or for each
date in a date range, broken down by booking.
This report displays the following information—
Start/End Times, Group, Event Name, Location,
Billing Reference#, PO Number, Payment Type,
Status, Reservation ID, Booking ID, and Sales
amount.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
Lists the sales that are associated with a
reservation where the reservation or booking
status was changed.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
Status Changes by
Booking
Lists the sales that are associated with bookings
where the bookings status was changed.
• Display Amount—Select from Net Sales, Gross Sales, or Discounts.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
• Show Zero Amounts—Group Types with zero sales/discounts are
displayed in the report.
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Chapter 8
Reports and Queries
Statistics reports
All Statistics reports, except Hourly Room Utilization and Hourly Resource Inventory Utilization, provide an “Analyze”
feature to view data. Click Analyze to open a Browser window that displays the queried data. You can group the information
by column, you can export the raw data to an Excel file, and you can click Details to provide more detailed information about
the queried data.
The Room Utilization report, the Hourly Room Utilization report, and the Hourly Room Utilization report are
available only in EMS Enterprise. They are not available in EMS Professional.
Report
Description
Options
Room Statistics
Lists all rooms by building and for each room,
indicates the following information—the number
of bookings for the date range selected, the
reserved hours, the event hours, the estimated
attendance (i.e., setup count), and the actual
attendance.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Room Utilization
Lists the number of bookings, hours used, hours
available, percent utilization, and hours vacant
for rooms, by building, for the date range
specified.
• Day Selection—Specify which day(s) of the week to include in the
report.
• Group By Utilization Category—Groups rooms by utilization (low,
high, unused).
• Include Cost—The cost for vacancies is displayed in the report.
• Include Unused—Include rooms that contain no bookings in the
report.
• Cap Utilization at 100%?—Percent utilization cannot exceed 100%.
• Low Utilization—Specify what percentage equals “Low” utilization.
• High Utilization—Specify what percentage equals “High” utilization.
• Availability Based On—Select to base availability on one of the
following - Building Hours, Hours per Day, or Specific Hours.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
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Report
Description
Hourly Room Utilization
Displays room utilization broken down by hours in
the day, by percentage utilized.
Options
• Day Selection—Specify which day(s) of the week to include in the
report.
• Display Chart—Includes a chart on the final page of the report that
summarizes the reported data.
Hourly Resource
Inventory Utilization
Displays resources, and the number of items
used on an hourly basis for a specified date
range.
• Day Selection—Specify which day(s) of the week to include in the
report.
Group Statistics
Displays Number of Bookings, Reserved Hours,
Event Hours, Estimated Attendance, and Actual
Attendance by Group Type for a given date or
date range. The format can be set to “Detail” to
provide statistics for each specific group.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Event Type Analysis
Provides information by event type on the
following—the number of reservations, the
number of bookings, the percentage of total
reserved hours, the percentage of total event
hours, the percentage of total estimated
attendance, the percentage of total attendance,
the actual attendance, and the percentage of
total.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Displays the number of reservations, the number
of bookings with percentage, reserved hours with
percentage, event hours with percentage,
estimated attendance with percentage, and
actual attendance with percentage by reservation
source.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Lists the quantity and the hours used by category
and by resource item.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Reservation Source
Analysis
Resource Statistics
• Display Chart—Includes a chart on the final page of the report that
summarizes the reported data.
• Display Chart—Includes a chart on the final page of the report that
summarizes the reported data.
• Display Chart—Includes a chart on the final page of the report that
summarizes the reported data.
• Show Zero Quantities—Includes all resources even if the resource is
not used during the date range specified.
• Show Inactive Resources—Includes all inactive resources used
during the date range specified.
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Report
Description
Options
Room Availability
Provides a count of room availability by room
type for a given date range.
N/A
Setup Count Analysis
Lists the total number of bookings by setup count.
N/A
Seat Occupancy
Displays the capacity for each room, the number
of bookings for the date range, the seats
available for the bookings, the total estimated
attendance based on setup count on each
booking, the average estimated attendance, and
the estimated percentage of seats filled for the
specified date range.Figures are also provided
for total actual attendance, average actual
attendance, and actual percentage of seats filled.
• Include Report Criteria—The filter settings for the report are
displayed in the report.
Benchmark Metrics
Report
Compiles metrics for a number of different areas
within EMS, for example, Rooms By Number of
Bookings, Reservations By Source, and so on.
• Days Open Per Week—Indicates the number of days per week your
facility is open per week. The default value is 7.
• Hours Open Per Day—Indicates the number of hours per day that
your facility is open. The default value is 10.
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Other reports
Report
Description
Options
Cancellation Report
Lists the bookings that have a status that was
changed to “Cancelled” on the date or dates
specified, or lists the bookings on the date or
dates specified that have a status type of
“Cancelled.” The report also lists the date that the
booking status was changed, the date the
bookings were to have taken place, and the
location of the event, the name of the person who
canceled the booking, the reason for the
cancellation, and the booking ID. You can run the
report in one of two formats—by Booking Date
(the date that the bookings were to occur) or by
Cancel Date (the date that the bookings were
canceled).
N/A
Cancellation Summary
Summarizes, by reservation, all charges for
bookings on a date or in a date range. The report
shows the first and last bookings canceled within
the reservation, the Group, the reservation
number, the group contact, the event name, the
event type, the total charges, and the reason for
cancellation of the most recently canceled
booking. Reservations that do not have charges
associated with the bookings are not displayed
on this report. You can select Use Specific times
and then enter a range of times to limit the report
to bookings that occurred within this specified
time range.
N/A
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Report
Reservation Summary
Description
A summary of reservations that occurred within a
specific date range. The report also lists
complete reservation information (reservation
number, event name, group, contact person, and
so on) and booking dates. User defined fields can
also be printed in this report. You can select Use
Specific times and then enter a range of times to
limit the report to reservations that occurred
within this specified time range.
Options
N/A
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Exceptions reports
Report
Description
Options
Undefined Setups
Lists the bookings on the selected date or date
range for which no setup count has been
entered. The report lists the following information
for the bookings—the event name, time and
location, contact name and phone number,
booking status, and ID number. You can select
Use Specific times and then enter a range of
times to limit the report to bookings that occurred
within this specified time range. You can enter
information about the report, or a name or
description for the report in the Report Comment
field.
• Show Bookings on Start Date Only—If a booking is scheduled
overnight, then only the start date of the booking is displayed in the
report. For example, a booking exists for 3P Thursday through 10A
Friday. If this option is selected, then the booking is displayed only for
Thursday in the report.
Status Reminder Report
Lists the bookings that have a status with a
reconfirm date that falls within the selected date
range. You typically use the information in this
report to review tentative bookings. The report
can be run in one of two formats—by Status Date
(the date that the event was put in a “Tentative”
status) or by Booking Date (the actual date of the
event). You can select Use Specific times and
then enter a range of times to limit the report to
bookings that occurred within this specified time
range. You can enter a report name or
description or any pertinent information about the
report in the Comment field.
N/A
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Report
Description
Options
Wait List Report
Lists all the bookings with a Wait status for the
time period that you have requested. Detects
situations where a booking has been canceled
and there are one or more bookings with a Wait
status that can now be changed to Confirmed,
and indicates if the room is available. You can
select Use Specific times and then enter a range
of times to limit the report to bookings that
occurred within this specified time range.
N/A
Booking Conflict
Analysis
Reviews information on all bookings for a date or
date range and lists any conflicts
N/A
Note: EMS does not allow double-bookings, but
they might exist because conversion of
data from systems that do allow them, or
the result of users failing to restart EMS
after encountering error messages.
Building Hours
Exceptions
Lists events for a date or date range that fall
outside of the configured building hours. Either
event time or reserved time is checked based on
the “Validate Building Hours on Event Time”
parameter. The report also shows the start and
end times, group, event name, location,
reservation number, and booking number. You
can select Use Specific times and then enter a
range of times to limit the report to bookings that
occurred within this specified time range. You can
enter information about the report, or a name or
description for the report in the Report Comment
field.
N/A
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Report
Description
Options
Inactive Room With
Bookings
Lists the bookings for a specified date or date
range that are scheduled in inactive rooms. You
can select Use Specific times and then enter a
range of times to limit the report to bookings that
occurred within this specified time range. You can
enter information about the report, or a name or
description for the report in the Report Comment
field. You can click View to open the booking for
viewing and editing, changing the status of the
booking and/or emailing the group.
N/A
Inactive Groups With
Reservations
Lists the reservations for a specified date or date
range that are scheduled for inactive groups. You
can click View to go to the reservation for viewing
and editing, including changing the status of the
reservation and/or its bookings.
N/A
Invalid Service Orders
Lists the service orders that have a start time
and/or end time that fall outside the reserved time
for the room. Lists the category, date, reserved
and event start and end times, location, group,
reservation number, booking number, service
order number and a description of the invalid
order. You can select Use Specific times and then
enter a range of times to limit the report to
bookings that occurred within this specified time
range. You can enter information about the
report, or a name or description for the report in
the Report Comment field.
N/A
Note: Service orders that fall outside the
reserved time are considered invalid even
if the Validate Service Order Times
Against Booking parameter is set to “No.”)
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Report
Invalid Billing
References
Description
Lists the bookings for a particular date or date
range that are in reservations that have invalid
billing reference numbers. You can select Use
Specific times and then enter a range of times to
limit the report to bookings that occurred within
this specified time range. You can enter
information about the report, or a name or
description for the report in the Report Comment
field.
Options
N/A
Note: A billing reference number is considered
invalid if it has not been defined in the
Billing Reference Configuration area but
the Validate Billing Reference parameter
is set to “Valid Only.”
Inactive Web Process
Templates
Displays the inactive web process templates that
are attached to reservations.
N/A
Hoteling reports (EMS Workplace only)
Report
Description
Options
Room Occupancy
Summary
Displays, by building and room type, the number
and percentage of rooms occupied.
N/A
No Show
Lists the bookings for which the reservation
holder did not check in.
N/A
Note: A customer can be checked in via the
EMS Kiosk, the EMS desktop client, or
VEMS.
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