The Overdue Departure report lists reservations in RMS with a past departure date that have not been checked out.

The Overdue Departure report lists every reservation in 'Unconfirmed', 'Confirmed' or 'Arrived' status where the Departure Date is earlier than the date the report is run and the reservation has not been updated to 'Departed' status. Reservations already in 'Departed', 'Cancelled' or 'Quote' status are excluded.

Reception and front office staff run this report daily to find reservations that need attention. A reservation appears on this report because the guest has left and the reservation was never checked out, or because the guest is still in-house and the Departure Date needs to be extended.

The Check-in and check-out feature enables accurate tracking of guest arrivals and departures at the property. Reservations where the guest departed but the reservation was not updated can still be checked out after the date has passed, and a new Departure Date can be set for guests who have extended their stay. Both actions remove the reservation from this report.

Use Cases

• Morning departure check - reception runs the report at the start of the day to find guests who were due to depart yesterday but were never checked out in RMS.
• Extended stays - the report identifies reservations where the guest is still in-house, so the Departure Date can be extended and the remaining nights charged.
• Outstanding balances - the Balance column shows which overdue departures still carry money owing, so accounts can be settled before the reservation is closed off.

How to Access

In the side menu of RMS, go to Reports > Daily > Overdue Departure.

Report Options

The report options below control which reservations are included, the order rows appear in, and the grouping bands shown on the output.

Tip! The Area option on Display By uses the property's own label for Area, so it can appear as Site or another term depending on the property's System Labels.

Column Headers

The columns below appear on the report output. Where a value depends on more than one source, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.

Data Sources & Calculations

The following concepts govern how the report selects rows and how individual figures are worked out.

Which reservations appear on the Overdue Departure report

A reservation is included when both of the following are true:

• Its Departure Date is earlier than the date the report is run.
• Its Reservation Status is 'Unconfirmed', 'Confirmed' or 'Arrived'.

Reservations in 'Departed', 'Cancelled' or 'Quote' status never appear. Group master reservations are excluded, and each member reservation of a group is listed on its own row.

The date used is the current date at the moment the report is run, so the report always reflects overdue departures as at today. The Depart Date line in the report header shows that date.

Balance

The Balance column combines the balance of the reservation account and the balance of the guest account. Where the reservation and the guest share the same account, the balance is counted once rather than twice.

The figure covers all charge types held against those accounts and is shown in the property's primary currency. No currency conversion is applied, so a reservation held in a secondary currency shows its primary-currency equivalent.

People

The People column is built from the adult, child and infant counts on the reservation. Each count is written as the number followed by a letter: A for adults, C for children and I for infants. Counts of zero are left out entirely.

For example, a reservation for two adults and one child shows as 2A 1C, and a reservation for two adults alone shows as 2A.

Grouping and sorting

Rows are always grouped by property first, then by the Group By selection. The Group By Property checkbox and the Group By dropdown control only whether the matching heading and reservation total are shown, not the order the rows appear in.

The Display By selection sorts rows within each group, not across the whole report.

Please Note! The Total Reservation figure at the foot of the report is a count of the rows listed, and the same count is shown for each grouping band when those bands are displayed.

Related Reports

• Overdue Arrival Report - lists reservations with a past arrival date that were never checked in.
• Departure List - lists reservations departing on a selected date.
• Arrivals list report - lists reservations arriving on a selected date.
• In House Guest report - lists reservations currently in-house.
• Current Guest List Report - lists guests in-house on a selected date.

Related Articles

• Check in and check out a guest
• Reservation Status Change
• General Information Reservation Options