Information on building and viewing the Overdue Arrival report in RMS, which lists Reservations that were never checked in after their arrival date.
Overview
The Overdue Arrival report shows you every Reservation with an arrival date in the past that has not been checked in.
The 'Use Check-in/Check-out' feature enables accurate tracking of guest arrivals and departures at the property.
Reservations that do not arrive on the booked date need to be updated in RMS to reflect the new arrangements.
Reservations where the guest did arrive but the reservation was not updated to 'Arrived' status can still be checked-in after the date has passed.
A new Arrive Date can be set for guests who have made changes to their stay dates or the reservation can be updated to 'No Show' status if the guest did not arrive or make alternative arrangements.
Only Reservations in Unconfirmed or Confirmed status are listed. Once a Reservation is checked in, cancelled or set to No Show it drops off the report.
Tip! The 'Use Check In/Out' option in General Information needs to be activated to utilise this report
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
- Morning follow-up - Front Office runs the report each morning to find yesterday's Reservations that were never checked in, then checks them in, changes the arrival date, or sets them to No Show.
- Chasing money owed - The Balance column shows what is outstanding on each overdue Reservation, so the accounts team can follow up before a no-show fee is charged or the Reservation is cancelled.
- Keeping availability accurate - Overdue Reservations still hold their Area, so clearing them releases inventory and corrects occupancy figures.
How to Access
In the side menu of RMS, go to Reports > Daily > Overdue Arrival.
Report Options
The report options below control which Reservations are included, how the output is ordered, and how it is grouped.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Property | Multi-select | All Selected | Limits the report to the selected Properties. Available on multi-property databases only. |
| Category | Multi-select | All Selected | Limits the report to Reservations in the selected Categories. |
| Display By | Dropdown | Name |
Sets the order rows appear in within each group. Options:
|
| Group By | Dropdown | No Grouping |
Groups the rows on the output. Options:
|
| Group By Property | Checkbox | Off | Adds a Property grouping band to the output. Available on multi-property databases only. |
| Add Report to Favourites Menu | Checkbox | Off | Adds a shortcut to this report on the Favourites menu. |
Column Headers
The columns below appear on the report output. Where a value depends on more than one setting, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The Reservation Number of the overdue Reservation. | Reservation Number on the Reservation. |
| Name | A Guest attached to the Reservation, shown as surname in upper case followed by given name and title. | See Why does one Reservation appear on more than one row? |
| Area | The Area allocated to the Reservation. | Area on the Reservation. |
| Balance | The amount outstanding on the Reservation. A negative figure is a credit held. | See What does the Balance column include? |
| Arrive | The arrival date on the Reservation. Always a date in the past. | Arrive date on the Reservation. |
| Depart | The departure date on the Reservation. Can be in the past or the future. | Depart date on the Reservation. |
| ETA | The estimated time of arrival recorded on the Reservation. Blank where no value was entered. | ETA field on the Reservation. Free text, so it is not validated as a time. |
| People | The Adults, Children and Infants on the Reservation, for example 2A 1C. | See How is the People column formatted? |
| BCode | The Code of the Booking Source selected on the Reservation. | Code field on the Booking Source Lookup Table. |
| Notes | The first Reservation note recorded on the Reservation. | Note field on the Reservation. |
Data Sources & Calculations
Which Reservations appear on the Overdue Arrival report?
A Reservation is listed when its arrival date is earlier than today and its status is Unconfirmed or Confirmed. Today is taken from the date RMS is currently operating on, not from the date on the computer running the report.
Every other status is left off the report, including Arrived, Departed, Cancelled, No Show, Pencil, Quote, Maintenance, Stop Sell and Owner Occupied.
Group master Reservations are not listed. Each Reservation within a group is listed on its own row.
Why does one Reservation appear on more than one row?
The report lists one row for each Guest attached to the Reservation, not one row for each Reservation. Where two or more Guests are attached, the Res No, Area, Balance, Arrive and Depart values repeat on every row for that Reservation.
The name is built from the Guest's surname in upper case, then the given name and title in title case, separated by single spaces. Any part left blank is left out, so a Guest with no title records as SMITH John.
Where the Guest record holds no surname, given name or title, which is common on a company or group record, the group name is shown instead.
Please Note! The Total Reservations figures shown for each group and at the end of the report count the rows displayed, not the number of separate Reservations. Where Reservations have more than one Guest attached, these totals read higher than the number of Reservations that need action.
What does the Balance column include?
Balance is the amount outstanding on the Reservation Account added to the balance on the Guest's own account. Where the Reservation and the Guest share a single account, that account is counted once.
Each account total covers every balance type held on the account: the Folio balance, Extras, and any active utility sub-accounts (Phone, Gas, Electricity, Water and Internet). Internet is not counted on Owner accounts. Notional balances and balances held in a secondary currency are not included.
How is the People column formatted?
People combines the Adults, Children and Infants recorded on the Reservation into a single value. Each count is suffixed with A, C or I and the parts are separated by a space. A count of zero is left out, so a Reservation for two adults shows as 2A and a Reservation for two adults and one child shows as 2A 1C.
How are rows sorted and grouped?
Rows are sorted by Property name first, then by the Group By value. Display By sets the order of the rows within each group.
On a multi-property database the rows stay ordered by Property even when Group By Property is not selected. The checkbox removes the Property grouping band from the output, it does not change the sort order.
Related Reports
- Overdue Departure Report - lists Reservations that have passed their departure date but have not been checked out.
- Arrivals list report - lists Reservations due to arrive within a selected date range.
- Overdue Deposit List Report - lists Reservations with a deposit that has passed its due date.
- Cancellation List Report - lists Reservations cancelled within a selected date range.
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