The Departure List is an interactive report showing every reservation with a Departure Date in the selected date range.
Overview
The Departure List is an interactive report displaying all reservations that have a Departure Date within the selected date range and can be generated for specific Booking Source, Category, Reservation Status, and Category Grouping.
The Departure List will include the Reservation Number, Guest Name, Phone, Reservation Status, number of guests, Reservation Account Balance, Arrive Date, Depart Date, Refundable Charge Amount, Vehicle/Car Registration (Rego) Number, and Reservation Notes by default.
The Phone field will display the Guest's Mobile Number. If the Guest does not have a mobile number entered, the Phone field will use the Phone BH followed by the Phone AH fields.
Use Cases
- Morning departures run - Front desk builds the report each morning to see every reservation due to depart that day, including outstanding balances to settle at check-out.
- Housekeeping coordination - Use the Area column to tell housekeeping which areas will vacate during the day.
- Group check-outs - Group the report by Group Heading or Travel Agent to manage a coach or conference departure as a single block.
How to Access
In the side menu of RMS, go to Reports > Daily > Departure List.
Guide
- Select the Date Range.
(Optional) Select a Category Grouping. - Select the Categories.
- Select the Reservation Status.
(Optional) Select a Booking Source, Group By, Sort By, Hide Res Notes, Hide OTA Notes, Summary or Hide Mobile No.
(Optional) Select More Options for additional settings. - Select Build.
Report Options
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date Range | Date range | Today | Date range for departures to include in the report. |
| Category Grouping | Multi-select | None selected | Filters the report to a specific Category Grouping. Optional. |
| Categories | Multi-select | None selected | Filters the report to selected Categories. Optional. |
| Reservation Status | Multi-select | Current status | Filters the report by Reservation Status. |
| Booking Source | Multi-select | None selected | Filters the report to a specific Booking Source. Optional. |
| Group By | Dropdown | No Grouping | Groups the report rows by the selected field. Optional. |
| Sort By | Dropdown | Guest Name | Sorts reservations within each group. Optional. |
| More Options | Expander | Collapsed | Accesses additional column and filter settings including Hide Res Notes, Hide OTA Notes, Summary and Hide Mobile No. Optional. |
| Property | Multi-select | Current property | Limits the report to the selected properties. Shown on multi-property (Enterprise) databases only. Optional. |
Column Headers
The Departure List report displays the following columns by default. Additional columns can be added or removed using More Options on the build screen before generating the report.
| Column | Description | Source / Calculation |
| Res No | The Reservation Number. Selecting the number opens the reservation directly from the report. | Reservation record |
| Name | The Given Name and Surname of the guest on the reservation, taken from the Guest Profile. | Guest Profile |
| Loyalty Membership Type | The Loyalty Membership Type recorded on the guest's Guest Profile, where the guest holds a Loyalty Membership. | Guest Profile |
| Phone | The guest's contact number from the Guest Profile. Mobile is used first if available; otherwise Phone BH is used, followed by Phone AH. | Guest Profile |
| Area | The Area selected on the reservation. | Reservation record |
| Status | The current Reservation Status (for example, Quote, Unc, Arr, Dep). | Reservation record |
| People | The number of guests on the reservation, shown as a count plus guest type code (for example, 2A for two Adults). | Reservation record |
| Balance | The outstanding balance on the Reservation Account at the time the report was built. | Reservation account balance |
| Arrive | The Arrive Date and time on the reservation. | Reservation record |
| Depart | The Depart Date and time on the reservation. | Reservation record |
| Ref Chg | The Refundable Charge amount held against the reservation (for example, a bond or pre-authorisation). | Refundable Charge record |
| BCode | The Booking Source code for the reservation. | Reservation record |
| Rego | The Vehicle or Car Registration (Rego) Number recorded against the reservation. | Reservation record |
| Notes | The reservation Notes. Additional fields can be included using the More Options settings when building the report. | Reservation record |
Data Sources & Calculations
The following concepts govern the data shown in this report.
Reservation data and display options
Every column on this report is drawn directly from the reservation and its linked Guest Profile; the report performs no calculations beyond the totals row, which counts the areas and people and sums the balances for each group. The Show options under More Options (for example Show Daily Rate, Show Mobile No, Show Secondary Guest) add their matching columns to the output, which is why the columns on a built report can differ from the standard set documented above.
Grouping and Sorting
The Group By option controls how the rows on the generated report are broken into sections. The default is No Grouping, which lists all reservations in a single block.
The Sort By option controls the order of reservations within each section. The default is Guest Name, which sorts alphabetically by Surname.
Related Reports
- Arrivals List - Reservations due to arrive for a selected date range; the companion report for the other half of the day's movements.
- Overdue Departure Report - Reservations that were due to depart but have not yet been checked out.
- Current Guest List Report - All reservations currently in house.
- Daily Movements Cleaning Report - Housekeeping movements for the day, including departures requiring cleaning.
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