This article describes the Budget Vs Projected report, which compares the budget you have set for each Category against the actual occupancy and revenue on the books for a selected month range.
Overview
The Budget Vs Projected report sets the Category Budget you have configured against the actual occupancy and revenue currently on the books for a month range, and shows the variance between them.
On the report the on-the-books figures appear in the Actual columns. It groups by Category by default and can instead report by General Ledger Account Code, Market Segment, or Booking Source.
Revenue and finance staff typically run it to track performance against budget for the current or upcoming months.
Use Cases
- Track performance against budget - the Revenue Manager runs the report for the current month to see how on-the-books occupancy and revenue compare to the budget set for each Category.
- Find under-performing Categories - Operations scans the Variance columns to see which Categories are below budget.
- Report by segment or source - switch Report On to Market Segment or Booking Source to compare actual figures against budget by that grouping.
Report Options
The report options control the month range, the grouping, and how area statistics are counted.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Report Month Starts | Month | This Month | The first month of the reporting range. |
| Report Month End | Month | This Month | The last month of the reporting range. |
| Report On | Dropdown | Category |
Sets how the rows are grouped. Options:
|
| Area Statistics | Dropdown | On |
Sets how Area statistics are calculated. Options:
|
| Group By Property | Checkbox | Off | On a multi-property database, groups the output by property. |
| Property | Multi-select | All | Multi-property databases only. Limits the report to the selected properties. |
Guide
In the side menu of RMS, go to Reports > Management > Financial > Budget Vs Projected.
- Select the Report Month Starts date.
- Select the Report Month Ends date.
- Select the Report On option.
- Select the Area Statistics option.
- Select Build.
Column Headers
One row is listed for each grouping (Category by default). The columns are arranged in three groups: Res (occupancy), Total Revenue, and Per Res Revenue.
| Column | Description | Source / Calculation |
|---|---|---|
| Category | The grouping the row represents (or GL Account Code, Market Segment, or Booking Source, depending on Report On). | Set by the Report On option. |
| No. of Areas | The number of Areas in the grouping. | The property's configured Areas. |
| Available | The total area-nights available across the period. | No. of Areas × nights in the period. |
| Budget / Actual / Variance (Res) | The budgeted, actual (on-the-books), and variance occupancy for the period. | Budget from Category Budget; Variance = Actual - Budget. |
| Occ % | The occupancy percentage for the period. | Actual ÷ Available. |
| Vacant | The unsold area-nights for the period. | Available - Actual. |
| Total Revenue (Budget $ / Actual $ / Variance $) | The budgeted, actual, and variance revenue for the period. | Actual is Operational Revenue; Variance = Actual - Budget. |
| Per Res Revenue (Budget $ / Actual $ / Variance $) | The same revenue figures expressed per reservation. | Revenue ÷ number of reservations. |
Data Sources & Calculations
Occupancy (Available, Occ %, Vacant)
Available is the number of Areas in the grouping multiplied by the number of nights in the period. Occ % is the Actual occupancy divided by Available. Vacant is Available minus Actual. The Area Statistics option controls how Area statistics are counted. For more on how occupancy is derived, see the Occupancy Calculation Rule.
Budget
The Budget figures come from the Category Budget set for each Category. Where no budget has been entered, the Budget columns show 0 and the Variance equals the Actual figure.
Revenue
Actual revenue is Operational Revenue for the period. Per Res Revenue is the revenue divided by the number of reservations (for example, 575.00 across 4 reservations is 143.75 per reservation).
Related Reports
- Occupancy report - shows occupancy and revenue for the selected period in more detail.
- Projected Forecast Report - a forward-looking projection of occupancy and revenue.
- Area Income Summary Report - summarises earned income by Area.
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