The Tour Bookings report lists tour bookings made for a selected date range, grouped by Tour and showing guest, pickup, voucher, and revenue detail for each booking.
Overview
The Tour Bookings report shows every tour booking with a Tour Date in the selected date range. Each row lists the guest, the reservation it is attached to, the booked Tour and Tour Operator, pickup time, voucher number, adult and child counts, and the gross, commission, and net amounts. Totals are shown per Tour and as a Grand Total at the foot of the report.
The report is generated from data captured by the Tour Desk module: bookings made on existing reservations, through the RMS Booking Engine, or in the Guest Portal will all appear on the report if tour bookings are in place.
Use Cases
- Daily pickup list - the duty manager runs the report each morning with the default Today filter to see which guests are booked on tours, their pickup times, and dietary requirements (if the relevant report option is enabled).
- Operator settlement - finance filters the report by a single Tour Operator across a settlement period to reconcile the gross, commission, and net amounts owed to that operator.
- Voucher reconciliation - the Tour Desk operator runs the report to cross-check that every booked guest has a voucher number issued.
Report Options
The report options below control the data set, the grouping, and the optional columns shown on the report. Additional options are available by clicking More Options on the report panel.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Tour Dates Between | Date range | Today | The date range used to select tour bookings by Tour Date. |
| Tour Operator | Multi-select | All Selected | Limits the report to bookings on tours run by the selected Tour Operators. |
| Tour | Multi-select | All Selected | Limits the report to bookings on the selected Tours. |
| Group By | Dropdown | Tour Name | Sets how rows are grouped on the report output. Options are Tour Name, Tour Date, Property, No Grouping. |
| Sort By | Dropdown | Tour Date/Time | Sets how rows are ordered within each group. Options are Surname, Reservation, Tour No, Tour Date/Time. |
| Tour Status | Dropdown | Active | Limits the report to bookings with the selected status. Options are Active, Cancelled. |
| Replace Tour Description with Dietary Requirements | Checkbox | On | When on, the Tour Description column is replaced with the dietary requirements recorded on the booking. |
| Show Additional Columns (Direct CSV Only) | Checkbox | On | When on, exports include additional columns that are written only to the Direct CSV output (not visible on the on-screen report). |
Guide
In the side menu of RMS, go to Reports > Daily > Tour Bookings.
- Select the Tour Dates Between date range.
- Select the Tour Operator.
- Select the Tour.
(Optional) Select the Group By.
(Optional) Select the Sort By.
(Optional) Select the Tour Status.
(Optional) Select More Options for additional report selections. - Select Build.
Column Headers
The columns below appear on the on-screen built report. Where a value depends on a property setting or report option combination, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | Reservation number the tour booking is attached to. | Reservation linked to the tour booking. |
| Area | Area assigned to the linked reservation. | Setup > Category Setup > Areas. |
| Guest No | Guest profile number for the guest on the booking. | Guest profile. |
| Name | Guest name on the booking. | Guest profile. |
| Tour No | Tour number. | Setup > Tour Desk > Tour. |
| Tour Name | Name of the booked Tour. | Setup > Tour Desk > Tour. |
| Tour Description | Description set up on the Tour. If Replace Tour Description with Dietary Requirements is on, this column shows the dietary requirements recorded on the booking instead. | Setup > Tour Desk > Tour, OR the booking's Dietary Requirements field. |
| Tour Date | Scheduled date of the tour. | Tour booking's selected Tour Schedule. |
| Pickup Time | Time the guest is to be collected. | Pickup time configured on the Tour Schedule. |
| Voucher No | Voucher number issued for the booking. | System generated unique number. |
| Adults | Number of adults on the tour booking. | Tour booking adult count. |
| Children | Number of children on the tour booking. | Tour booking child count. |
| Gross | Total amount charged for the booking before commission. | See Tour booking revenue. |
| Comm | Commission amount. | See Tour booking revenue. |
| Net | Net amount after commission. | Gross − Comm. |
| Additional Columns for CSV Export | ||
| Dietary Requirements | Dietary requirements selected on the tour booking. | Tour booking. |
| Pickup Point | Pickup point selected on the tour booking. | Tour booking. |
| Voucher Notes | Notes added to tour booking. | Tour booking. |
| Extras | Additional Extras added to the tour booking. | Tour booking. |
| Tour Operator | Tour operator selected on the tour booking. | Tour booking. |
| Travel Agent | Travel Agent selected on the tour booking. | Tour booking. |
| Reference No | Reference number for the tour booking. | Tour booking. |
| Account Notes | Notes added to tour booking. | Tour booking. |
| Tour Desk Report Notes | Notes added to tour booking. | Tour booking. |
Data Sources & Calculations
The following concept governs more than one column on the report.
Tour booking revenue
Each tour booking carries a Gross, Comm, and Net value sourced from the Ticket Price set up on the booked Tour Schedule and the commission rate configured on the Tour Operator:
- Gross is calculated from the Ticket Price multiplied by the number of Adults and Children on the booking, less any discount applied at booking time.
- Comm is the operator commission on the booking, calculated from the commission rate held against the Tour Operator.
- Net is Gross − Comm: the amount retained by the property after the operator's commission has been deducted.
Totals for Gross, Comm, and Net are shown per group at the foot of each section, and as a Grand Total at the end of the report.
Related Articles
- Tour Desk module
- Set up a tour in the Tour Desk module
- Add a tour operator in Tour Desk
- Tour Schedules & Ticket Prices
- Book a tour for a guest
- Tour Availability Chart
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