The Category Upgrade Report lists every upgrade fee posted to a reservation, providing the detail needed to reconcile upgrade revenue and pay commissions on Category Upgrades.
Overview
The Category Upgrade Report exports a row for each upgrade charge posted to a Reservation Account within a chosen date range. It captures upgrades created when a guest accepts a Category Upgrade Offer, as well as manual Sundry Charge postings that use a Sundry flagged as an Area Upgrade.
The report is exported directly to CSV and is typically used to reconcile upgrade revenue, pay commissions on accepted upgrades, and audit the volume and value of upgrades over a given period.
How the report works
The report returns one row for each upgrade charge that has been posted to a Reservation Account within the selected Date Range. It pulls upgrade activity from two sources:
-
Accepted Category Upgrade Offers.
When a guest accepts a Category Upgrade Offer on the day of arrival, RMS allocates an Area in the upgrade Category, sets the reservation's Bill Category to the originally booked Category, and posts the upgrade fee to the Reservation Account using the configured upgrade Sundry Charge. Each of these charges appears on the report. -
Manual Sundry postings flagged as upgrades.
Charges posted manually to a reservation using a Sundry Charge that has the Area Upgrade checkbox ticked are also included, even if they were not driven by an Upgrade Offer.
Each charge is matched back to the underlying reservation so that the report can present Guest, reservation, Rate, and General Ledger Account Code context alongside the upgrade fee value.
Why use this report
- Pay commissions on upgrades. Identify which user accepted each Category Upgrade Offer so commissions or incentives can be paid against accepted upgrades.
- Reconcile upgrade revenue. See the upgrade fee, tax, and General Ledger account code for every upgrade in the period, simplifying month-end reconciliation.
- Audit upgrade activity. Review which Categories are being upgraded from and to, which Rate Types are involved, and how often guests accept upgrades.
- Capture manual upgrades. The report includes manual Sundry postings flagged as upgrades, so the totals reflect all upgrade revenue, not only offers accepted through the automated flow.
Prerequisites
Before running the report, the property should have:
- A Sundry Charge configured with the Area Upgrade checkbox ticked. This is required for the upgrade fee to be posted as an upgrade and picked up by the report. See Category Upgrade Offer for setup steps.
- One or more Category Upgrade Offers set up against Categories, if upgrades are to be generated through the offer flow rather than posted manually.
- Access to the report through the user's Security Profile. The required function is Report_Management_CategoryUpgrade.
- General Ledger Account Codes assigned to the upgrade Sundry Charges, so the GL Code filter and column return meaningful values.
Report Options
The build screen has the following options.
| Option | Description |
|---|---|
| Date Range | The period the report should cover, based on the date the upgrade charge was posted. Defaults to Yesterday. Use the calendar to select a preset range or enter custom From and To dates. |
| GL Code | Filters the results to upgrades posted against one or more General Ledger account codes. Defaults to All Selected. Use this to limit the report to specific revenue accounts. |
| Property | On multi-property databases, filters the results to one or more properties. Defaults to All Selected. This option is not displayed on single-property databases. |
Guide
In the side menu of RMS, go to Reports > Management > Financial > Category Upgrade.
- Select a Date Range.
(Optional) Restrict the results by selecting one or more GL Codes.
(Optional) Choose one or more Properties. - Select Export to CSV.
The Category Upgrade Report does not have a Build button. Selecting Export to CSV is the only way to produce the report; the file downloads through the browser as a standard CSV.
To set the report to run on a recurring schedule, switch to the Schedules tab and configure a Scheduled Report.
Report Columns
The CSV file contains the following columns. A Grand Total row is appended after the last data row to summarise the value of upgrades in the report.
| Column | Description |
|---|---|
| Property | The property the reservation belongs to. Useful when the report is run across multiple properties. |
| Res No | The reservation number the upgrade was posted against. |
| Given | The guest's given (first) name. |
| Surname | The guest's surname. |
| Loyalty Membership Type | The Loyalty Membership Type assigned to the guest, if one is recorded on the Guest Profile. |
| Category | The Category the reservation is staying in after the upgrade was applied (the upgrade Category). |
| Bill To Category | The Bill Category on the reservation. For upgrades created from a Category Upgrade Offer, this is the originally booked Category that the rate is billed against. |
| Market Segment | The Market Segment selected on the reservation. |
| Reason | The Reason recorded against the reservation, if any. |
| Nights | The total number of nights on the reservation. |
| Adult | The number of adults on the reservation. |
| Child | The number of children on the reservation. |
| Travel Agent | The Travel Agent linked to the reservation, if applicable. |
| User | The user who accepted the Category Upgrade Offer or posted the manual upgrade Sundry charge. |
| Rate Type | The Rate Type used on the reservation. |
| Rate | The rate amount on the reservation. |
| Tax | The tax amount calculated on the upgrade charge. |
| GL Code | The General Ledger account code assigned to the upgrade Sundry Charge. |
| Description | The description of the Sundry Charge used to post the upgrade fee. |
| Total | The upgrade charge amount, excluding taxes, for all nights of the upgrade. |
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