Information on building and viewing the Requirement List report in RMS.
Overview
The Requirement List is a printable report of all Requirements for a date range.
A Requirement is an extra item or service for the Guest that includes the option to charge a fee using a Sundry Charge.
Requirements can be viewed or managed on the 'Requirement/Trace' section or tab of the Reservation and on the To Do Chart.
The Requirement List can also be viewed or printed from the To Do Chart.
Each row on the report is one Requirement on one date. A Requirement set to repeat daily across a stay produces one row per date, so the row count is higher than the number of Reservations.
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
- Daily operations briefing - Front Office and Housekeeping run the report for today to see every item due, which Area it belongs to and who requested it.
- Chasing incomplete items - Setting Show to 'Outstanding Requirements' lists only the Requirements that have not been marked as Completed, so staff can follow them up before departure.
- Checking what was sold - Running the report over a past date range with an Amount total shows the revenue value of the Requirements delivered in that period.
How to Access
In the side menu of RMS, go to Reports > Daily > Requirements List.
- Select a Date Range.
(Optional) Select a Requirements Grouping. - Select the Requirements.
- Select a Group By.
(Optional) Select a Sort By.
(Optional) Select a Show option.
(Optional) Select More Options for additional report settings. - Select Build.
Report Options
The report options below control the date range, which Requirements are included, and how the output is grouped and displayed. Additional options are available by selecting More Options on the report panel.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Requirements Date Range From | Date range | Today | Limits the report to Requirements dated within the selected range. |
| Requirements Grouping | Multi-select | None Selected | Limits the report to Requirements in the selected Groupings. Selecting a Grouping preselects all Requirements within it. |
| Requirements | Multi-select | None Selected | Limits the report to the selected Requirements. |
| Group By | Dropdown | No Grouping |
Groups the rows on the output. Options:
|
| Sort By | Dropdown | Date |
Sets the order rows appear in. Options:
|
| Show | Dropdown | All Requirements |
Filters the report by the state of the Requirement. Options:
|
| Include Packages (Show On To Do Chart) | Checkbox | Off | Includes Packages that are set to display on the To Do Chart. Available when Group By is set to Requirement or Requirement Description. |
| Group By Property | Checkbox | Off | Groups the output by Property using the selected Group By option. Applies to multi-property databases. |
| Hide Amount | Checkbox | Off | Removes the Amount column from the output. |
| Replace Requirement Name with Description | Checkbox | Off | Displays the Requirement Description in place of the Requirement Name in the Requirement column. |
| Show Times | Checkbox | Off | Adds a Time column to the output, showing the time set on the Requirement. |
| Hide Guest Name | Checkbox | Off | Leaves the Name column on the output but does not display the Guest Name in it. |
| Show Event Name | Checkbox | Off | Adds an Event Name column to the output for Requirements linked to an Event. |
| Replace Area and Amount with Company and Booking Source | Checkbox (More Options) | Off | Replaces the Area and Amount columns with the Company and Booking Source from the Reservation. |
| 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 when it is built with the default report options. Several report options add, remove or replace columns: see the Report Options table above.
| Column | Description | Source / Calculation |
|---|---|---|
| Requirement Date | The date selected on the Requirement, or the Reservation stay date the Requirement applies to. | Requirement From/To date on the Reservation. |
| Requirement | The Requirement Name entered on the Requirement setup. | Setup > Accounting > Requirements |
| Qty | The quantity entered for the selected Sundry Charge on the Requirement. | Quantity field on the Requirement. |
| Amount | The amount entered for the selected Sundry Charge on the Requirement. | Unit Price multiplied by Qty. Totalled at the foot of the report. |
| Res No | The Reservation Number for the Reservation the Requirement is attached to. Blank for a Requirement not attached to a Reservation. | See Non-Reservation Requirements. |
| Area | The Area selected on the Reservation the Requirement is attached to. Blank for a Requirement not attached to a Reservation. | See Non-Reservation Requirements. |
| Name | The primary Guest Name on the Reservation the Requirement is attached to. Blank for a Requirement not attached to a Reservation. | See Non-Reservation Requirements. |
| User | The User who created the Requirement. | Populated on Outstanding Requirements as well as Completed ones. |
| Requirement Status | The status of the Requirement: Outstanding or Completed. | See Requirement Status. |
Data Sources & Calculations
Requirement Status
A Requirement stays in Outstanding status until the Completed checkbox is selected on the Requirement. Completing a Requirement also records the User who marked it as Completed.
A Requirement whose From and To dates fall on the same day can be flagged as a Monitored Requirement. Monitored Requirements appear in the Monitored Requirements view of the To Do Chart, where staff mark them as Completed. Setting Show to 'Monitored Requirements' limits the report to these items.
Non-Reservation Requirements
A Requirement can be created on the To Do Chart without being attached to a Reservation, for operational reminders that should appear on the daily list but not on any Guest account. These rows have no Reservation to draw from, so the Res No, Area and Name columns are blank.
Requirements Grouping and Requirements filters
The Requirements Grouping and Requirements filters both limit which Requirements are listed. Selecting a Requirements Grouping preselects every Requirement in that Grouping.
When the Requirements Grouping filter is left at 'None Selected' the report displays all Requirements, whether or not they have a Grouping. When it is set to 'Select All' the report only shows Requirements that have a Grouping selected on the Requirement setup.
Please Note! Amounts on this report come from the Sundry Charge attached to the Requirement. A Requirement with no Sundry Charge, or one with a Unit Price of zero, displays an Amount of 0.00 and still counts towards the Qty total at the foot of the report.
Related Reports
- Traces report - lists Traces, the other task type managed on the To Do Chart.
- Job Maintenance report - lists maintenance jobs raised against Areas.
- Add On Reservation Report - lists Add Ons sold against Reservations.
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