Certain RMS reports classify revenue as Food & Beverage automatically, based on keywords found in the GL Acc Code Grouping heading, with no setup or selection required.

Overview

A set of RMS reports breaks operational revenue into three totals: Accommodation Revenue, Food & Beverage Revenue and Other Revenue. The reports work out which revenue belongs in the Food & Beverage total by reading the heading text of each GL Acc Code Grouping and looking for Food and Beverage keywords.

This classification is automatic. There is no setup screen for it, no option to select it on the report, and no way to switch it off. The only thing that controls it is the wording of the Grouping heading.

This is different from a manual Grouping, which only takes effect where you select it. For the distinction between the two, see Manual Groupings vs Automatic Food & Beverage Grouping.

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.

Recognised keywords

A GL Acc Code Grouping heading is treated as Food & Beverage when it contains any of the following keywords.

Because Food and Beverage each match on their own, the longer forms Food & Beverage and Food and Beverage are already covered. Both are commonly used and both work.

The match is not case-sensitive. A Grouping heading of Food, FOOD or food is classified in the same way.

Important! FnB is not a recognised keyword. A GL Acc Code Grouping named FnB is reported as Other Revenue, not Food & Beverage. Use F&B, F and B, or one of the longer forms instead.

The keyword can appear anywhere in the heading

The match looks for the keyword anywhere inside the Grouping heading, not for an exact heading name. Any heading that contains a keyword is classified as Food & Beverage revenue, even when the Grouping was created for another purpose.

Important! Renaming a GL Acc Code Grouping changes how its revenue is reported on the reports listed below. Adding or removing a keyword moves the revenue between the Food & Beverage and Other totals, and historical periods are recalculated when the report is rebuilt.

Accommodation Revenue takes priority

Revenue is classified into one of three buckets, in this order of precedence.

1. Accommodation Revenue - any GL Acc Code set to be included in Accommodation Revenue. This is checked first and always wins.
2. Food & Beverage Revenue - any remaining GL Acc Code whose Grouping heading contains a recognised keyword.
3. Other Revenue - everything else.

Only the middle step uses Groupings. Accommodation Revenue is a setting on the GL Acc Code record itself, not a Grouping, so renaming a Grouping never changes what reports as Accommodation Revenue. If you change that setting after transactions exist, run the Update Accommodation Revenue Figures utility to recalculate historical operational reports.

Important! A GL Acc Code that is set as Accommodation Revenue and also has a Food & Beverage Grouping is reported as Accommodation Revenue. The Food & Beverage Grouping is ignored. This applies to Sundry Charges, exclusive tax and late fees as well as rates.

Check the Accommodation Revenue setting at Setup > Accounting > GL Acc Codes. For the full set of rules that determine which GL Acc Code applies to a transaction, see GL Acc Code Hierarchy.

Reports that use the automatic Grouping

The following reports classify revenue automatically using the keywords above.

Only the Food & Beverage figures on these reports use the keyword matching. Where a report has additional revenue columns, those columns are classified by other means. On the Bill Revenue Breakdown Report, for example, the Expenses, Shop Sales and Utilities columns are driven by the Sundry Charge Type and meter setup rather than by the Grouping heading.

Exception: the DTCM reports

The two DTCM reports use the same Food & Beverage keywords as every other report in the list, but they also keyword-match the Grouping heading for three further categories. On these two reports only, the Grouping heading determines more than just Food & Beverage.

Important! Because the DTCM reports read accommodation revenue from the Grouping heading, a GL Acc Code set to be included in Accommodation Revenue will not appear in the Room Revenue column unless its Grouping heading also contains Room Revenue or Accomm. Properties reporting to the Dubai Department of Tourism and Commerce Marketing (DTCM) should name their accommodation Groupings accordingly.

Exports and integrations

The same Accommodation, Food & Beverage and Other split is applied to the following outputs.

These outputs are regional or partner-specific and are not available on every property.

Where the automatic Grouping does not apply

GL Acc Code Groupings are used in several other places in RMS. In each of these, the Grouping is displayed or selected by name and is not rolled into a Food & Beverage total.

• Report Groupings - Groupings you preselect for the Flash Report, Bill Settlement Report and sections of the Night Audit Report.
• The Income section of the Flash Report - lists each GL Acc Code Grouping as its own heading with a subtotal.
• Owner Statement Groupings - subtotal expenses on an Owner Statement.
• Custom Tax Invoices and regional exports - Tax Groupings and Tax Exemption Groupings.

Troubleshooting

Related Articles

• GL Acc Code Grouping
• GL Acc Code Hierarchy
• Set up General Ledger Account Codes
• Groupings in RMS