Definitions of terms used in RMS.

RMS includes many fields that you can customise to suit your Property terminology. However, some references and labels use system terminology and cannot be changed.

See System Labels for further information.

Accounting Date

The Accounting Date is the transaction date (Financial Revenue date) for the charge or payment on an account.

System Administrators can choose from automatic or manual End of Day to determine how the Accounting Date moves forward.

Area

An Area is the space that can be booked by a visitor and is grouped together with other Areas in a Category.

Category

A Category is a type of Area that can be used for reservations.

Category Classifications determine the reservation type used for any Area within that Category and include Accommodation, Activity, Add On, Dock, Facility, Site, and Ticketing.

Each Category is setup as Book by Area by default, which requires an Area to be allocated at the time the reservation is created. Optionally, a Category can be setup as Book by Category, where a reservation can be created without assigning an Area.

Financial Revenue

Financial Revenue is revenue reported by the Accounting Date the transaction was applied to the account.

There are a number of setup options to determine when accommodation transactions will apply to an account in RMS that will alter the dates revenue can be reported on for those particular reservations.

Guest

The person or visitor staying at the property.

A Guest Profile must be recorded on a reservation before it can be saved.

Field Maintenance determines which fields will be displayed to a user for guest and reservation information in RMS.

Grouping

A Grouping is a user-defined heading that can be used on reports and view filters to change the batching of similar items. 

Groupings can be used to simplify reporting on similar items together.

Groupings can be setup for (and not limited to) an Area, Asset, Booking Source, Category, Company, Contact (Phone Directory), Country, Direct Debit, General Ledger Account Code, Guest Special Event, Inventory, Package, Property, Rate Type, Requirement, Sundry Charge, Task, Tax, and Trust Accounting.

House Available / House Use

House Use or House Available are terms used in RMS to refer to inventory consumed or reserved for reservations created by RMS users for the property.

When Allotments are setup either as Default Allotments or OTA, or channel-specific allotments, the remaining inventory becomes reserved for House Use and will display in RMS as 'House Available'.

Once an OTA consumes its allotment, unless an RMS user physically increases the inventory available to that OTA, any remaining House Available Areas will remain as House Use.

Operational Revenue

Operational Revenue is revenue reported as the accommodation value of a reservation distributed across the reservation dates.

Accommodation values are determined by transactions where the General Ledger Account Code has been setup as 'Include in Accommodation Revenue for Reporting'.

Primary Guest

The main Guest Profile associated with a reservation. 

The Primary Guest's information will be displayed in the 'Guest Details' section of the reservation.

Additional guests can be added on the 'Guest' tab of the reservation.

Rate

The Rate determines the pricing used on a reservation and can be setup to calculate hourly, daily, or nightly based on a variety of factors, including day of the week, number of guests, or length of stay.

Receipt

A Receipt is a record of payment taken on an account.

Receipt Types identify the payment method and can be customised.

Repeat Charge

A Repeat Charge is a recurring charge setup on an account to apply a set value on a predetermined frequency.

Repeat Charges use a Sundry Charge for the transaction created on the account.

Reservation

A Reservation is the booking of an Area for a Guest.

Reservations can have multiple Guests or be made for multiple Areas and include all the information related to the guests' booking within a single screen.

Suspense Receipt

Suspense Receipts are the recorded movements of unallocated Receipts in RMS.

Suspense Receipt Amount demonstrates the movements of additional funds that were not yet allocated to an actual charge anywhere in RMS, eg, Deposits or Overpayments.

Whilst Receipt Allocation to Charges is managed on an account-by-account basis in RMS, an overall record of the movement of the unallocated amount of all Receipts is retained by RMS per date.

Sundry Charge

Sundry Charges are incidental charges used for all charges and credits not covered by Receipts or Rates in RMS, including add-ons, Credit Notes, Commissions, Transfers, Job Maintenance, Meals, POS Lite, Refundable Charges, Rental Fees, and Requirements.

System Date

The System Date is the date on the computer and is used for the time stamps on audit trails recording actions performed in RMS, including the Created Date on transactions.

System Label

The System Labels determine the core terminology displayed in RMS.

Many System Labels can be customised to suit the terminology used at the property.

Tax

Taxes are an Accounting Function that can be associated with (but not limited to) Accommodation Charges, Sundry Charges, Categories, and other income and expenses.  

See 'Understanding RMS Help Centre Articles' for further information