The RMS IBE Reservation report lists the bookings guests made through the RMS Booking Engine in a selected date range, with the reservation number, guest, stay dates, Category, source and total rate of each booking.
Overview
The RMS Booking Engine Reservation report is a list of the online bookings made through the RMS Booking Engine. Each row is one online booking. The row shows the booking's Online Confirmation Number, the reservation number it created in RMS, the date it was made, the guest name, the arrival and departure dates, the Category booked, whether it was made on the desktop or mobile site, and its total rate. The report ends with a count of the bookings and the total of their rates.
Front office, reservations and revenue teams run the report to review booking engine activity for a day, a week or a month. The date range is matched to the date each booking was made, not the arrival date. Bookings from other online channels, such as Online Travel Agents (OTAs), and reservations entered by staff are not included.
Please Note! The RMS Online module is required to use the RMS Booking Engine.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
Common reasons to run the RMS Booking Engine Reservation report include:
- Reviewing yesterday's online bookings - each morning, the front office runs the report for Yesterday, with Time Zone Select set to the property's time zone, to see every booking the RMS Booking Engine delivered, with the reservation number needed to open each one in RMS.
- Comparing desktop and mobile bookings - at the end of the month, the marketing team runs the report for Last Month grouped by Source to compare the number and value of bookings made on the desktop site and the mobile site.
- Seeing which Categories sell online - a revenue manager runs the report grouped by Category to see which Categories guests book through the booking engine most often and the total rate each one brings in.
How to Access
In the side menu of RMS, go to Reports > Online > RMS IBE Reservation.
Report Options
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date | Date range | Today | Includes bookings made online within the date range. Use a preset or set a custom range. |
| Time Zone Select | Dropdown | (UTC) Coordinated Universal Time | The time zone used to read the Date range and to show Date Made. Each option shows its offset from UTC, for example (UTC+10:00) Canberra, Melbourne, Sydney. |
| Property | Multi-select | All Selected | Limits the report to selected properties. Shown on multi-property databases only. |
| Category | Multi-select | All Selected | Limits the report to bookings for the selected Categories. |
| Source | Dropdown | Both |
Limits the report by the booking engine site the booking was made on. Options:
|
| Group By | Dropdown | No Grouping |
Groups the rows under a heading, with a Res Total and Total Rate for each group. Options:
|
| Sort By | Dropdown | Online Confirmation Number |
Sets the order of the rows within each group, from lowest to highest. Options:
|
| Include Pencils | Checkbox | Unticked | When ticked, also lists bookings whose reservation is a Pencil Reservation. See Pencil reservations and Include Pencils. |
| Add Report to Favourites Menu | Action | Not applied | Adds this report to the Favourites Menu. |
| Schedule | Action | Not applied | Opens the scheduling options so the report can run and be emailed automatically as a PDF or CSV. |
| Build | Action | Not applied | Generates the report using the selected options. |
Tip! Use Scheduled Reports to automate delivery of the RMS IBE Reservation report.
Column Headers
The RMS Booking Engine Reservation report shows the columns below, in this order from left to right. Each row is one online booking. Where a value depends on a report option or needs more explanation, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Property Name | The property the booking was made for. | The property's name in RMS. |
| Online Confirmation No | The unique number of the online booking. | Recorded when the booking is made online. The default Sort By order. |
| Res No | The number of the reservation the booking created in RMS. | The same reservation can appear on more than one row. See Which bookings are included. |
| Date Made | The date the booking was made online. | Shown in the selected time zone. See Dates and the time zone. |
| Surname | The guest's surname on the booking. | The name entered on the online booking. See Details come from the online booking. |
| Given | The guest's given name on the booking. | The name entered on the online booking. See Details come from the online booking. |
| Arrive | The arrival date of the booking. | The arrival date on the online booking. |
| Depart | The departure date of the booking. | The departure date on the online booking. |
| Category | The Category booked. | The Category name on the online booking. The column heading follows the Category label in System Labels. |
| Source | Desktop Site or Mobile Site. | Which RMS Booking Engine site the booking was recorded against. See Desktop and mobile bookings (Source). |
| Total Rate | The total rate of the booking. | See Total Rate and the totals. |
Data Sources & Calculations
The following concepts each govern more than one column or option on the RMS IBE Reservation report.
Which bookings are included
The RMS Booking Engine Reservation report reads the online booking records RMS keeps for bookings made through the RMS Booking Engine. A booking is listed when all of the following are true:
- It was made through the RMS Booking Engine. Bookings from OTAs and other online channels are not included.
- It has been transferred into RMS as a reservation, so it has a reservation number.
- It was made within the Date range, read in the selected time zone.
- It matches the Property, Category and Source options.
- Its reservation is not a Pencil Reservation, unless Include Pencils is ticked.
Each row is one online booking. When more than one online booking is linked to the same reservation number, that reservation appears on each of those rows, and each row is counted in the Res Total.
Dates and the time zone
The RMS Booking Engine Reservation report reads the Date range in the time zone chosen in Time Zone Select. It includes bookings made between the start of the first day and the end of the last day in that time zone, and shows Date Made in the same time zone. The default is (UTC) Coordinated Universal Time, so a booking made early in the morning in a time zone ahead of UTC can show the previous day's date. Select the property's own time zone to match Date Made to the property's calendar.
The UTC offset shown in each Time Zone Select option is the standard offset for that time zone. Daylight saving is applied automatically when the dates fall in daylight saving time. The Arrive and Depart dates are stay dates and do not change with the time zone.
Desktop and mobile bookings (Source)
On the RMS Booking Engine Reservation report, Source shows Desktop Site or Mobile Site, based on how the online booking was recorded when it was made. The Source option filters on the same value: Desktop lists Desktop Site bookings and Mobile lists Mobile Site bookings, and Group By Source groups the rows the same way.
Details come from the online booking
On the RMS Booking Engine Reservation report, the guest name, stay dates, Category and Total Rate are the details stored with the online booking, not the current details of the reservation in RMS. A booking stays on the report after its reservation is cancelled in RMS, because only Pencil Reservations are filtered by reservation status.
Pencil reservations and Include Pencils
When a guest adds an Area to their cart in the RMS Booking Engine, RMS creates a Pencil Reservation with the status IBE Pending to hold availability. When the guest completes checkout, the reservation is updated with the guest details and changed to Confirmed.
The Include Pencils option controls whether bookings linked to Pencil Reservations are listed:
- Unticked (default) - bookings whose reservation is still a Pencil Reservation are left out, and so are bookings whose Pencil Reservation was cancelled before it became a booking.
- Ticked - these bookings are listed as well. For a cancelled Pencil Reservation, Surname and Given are taken from the guest on the reservation in RMS.
A booking that started as a Pencil Reservation and was completed is always listed, whether or not Include Pencils is ticked.
Total Rate and the totals
On the RMS Booking Engine Reservation report, Total Rate is the accommodation tariff recorded on the online booking, shown to two decimal places. It is the tariff before any discount, and it does not include add-ons, the online booking fee, credit card fees or an Area Selection surcharge, which are recorded separately. Tax is included only when the property's tax is set to be charged inclusive. Because Total Rate comes from the online booking, it can differ from the tariff or balance of the reservation in RMS.
The totals below the rows are calculated as follows:
- Res Total - the number of rows in the group that have a reservation number.
- Total Rate (group) - the sum of Total Rate for the rows in the group.
- Grand Total and Grand Total Rate - the same count and sum across the whole report.
With No Grouping, the report has a single group, so one Res Total and Total Rate line is followed by the Grand Total and Grand Total Rate.
Please Note! The report does not convert currencies and shows no currency symbol. On a multi-property database where properties use different currencies, the totals add the amounts together as they are, so run the report for one property at a time.
Please Note! When no bookings match the report options, the report shows a single row with a Res No of 0, a Total Rate of 0.00 and dates of 01 Jan 0001, and a Res Total of 0. This row means no bookings were found. It is not a booking.
Please Note! When Group By is set to Date Made, the date groups are listed in order of the date text, day first, rather than in calendar order. For example, 02 Apr 2025 is listed before 06 Feb 2025. Read the date in each group heading, or use No Grouping with Sort By set to Date Made to see the bookings in date order.
Related Reports
- Online Reservation Transactions Report - lists the reservations and deposits received through the RMS Booking Engine and online channel connections.
- Online Reservation by Lead Time Report - shows how far in advance guests booked through each online agent.
- Channel Performance Report - compares reservations, revenue, commission and average lead time by channel.
- Channel Category Comparison Report - compares Category performance across online channels.
- Promo Code Report - tracks revenue from promo codes applied through the RMS Booking Engine.
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