This article describes the Budget Vs Actual report, which compares budgeted occupancy and revenue figures against actual results for a single selected month.

Overview

The Budget Vs Actual report compares the budget you have configured against the actual occupancy and revenue achieved in a selected month; this report shows the variance between them. It groups by Category by default, and can instead group by General Ledger Account Code, Market Segment, or Booking Source. Revenue and finance staff should run this report at or near month end to check how the month's actual performance compared to budget.

Please Note! This is an Operational Revenue report and calculates differently to a Financial Revenue report such as the Cash/Charge Report or Night Audit Report. See Financial revenue vs operational revenue for more information.

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.

Use Cases

• Monthly performance review - the Revenue Manager runs the report for the month just closed to see how actual occupancy and revenue compared to the budget set for each Category.
• Find under-performing Categories - Operations scans the Variance columns to see which Categories fell short of budget and need attention.
• Report by segment or source - switch Report On to Market Segment or Booking Source to compare actual figures against budget by that grouping instead of by Category.

How to Access

In the side menu of RMS, go to Reports > Management > Financial > Budget Vs Actual.

Report Options

The report options control the month reported on, the grouping, and how Area statistics are counted.

Tip! Report build screens default to a common use configuration, and selections can be made as required.

Column Headers

One row is listed for each grouping (Category by default). The columns are arranged in three groups: Res, Total Revenue, and Per Res Revenue. The screenshot below shows the default Category grouping - see Report On variations for how the columns change for the other Report On options.

Important! Each Category must have its own unique GL Account Code. Otherwise, duplicate revenue figures will appear on the report.

Data Sources & Calculations

Available Nights

Available is the number of Areas in the grouping multiplied by the number of nights in the selected month. For example, a Category with 10 Areas in August (31 nights) shows 310 Available.

Budget Source

When Report On is set to Category, the Budget figures come from the Budget Amount and Budget Nights Booked entered per month on the Category's Category Budget setup. When Report On is set to GL Acc Code, the Budget figures come from the Budget Amt entered on Setup > Accounting > GL Acc Codes > Expenditure tab for that code instead. Where no budget has been entered, the Budget columns show 0.00 and the Variance equals the Actual figure.

Occupancy Percentage

Occ % is the Res: Actual figure divided by Available, expressed as a percentage. For example, a Category with 31 actual reservations against 279 Available shows an Occ % of 11.11.

Revenue Per Reservation

Per Res Revenue is the Total Revenue figure divided by the Res figure in the same Budget/Actual/Variance column.

Area Statistics Filter

The Area Statistics option filters which Areas are included in the report, based on the Statistics setting held against each Area. On (the default) includes only Areas with Statistics switched on; Off includes only Areas with Statistics switched off; Ignore includes all Areas regardless of the setting.

Group By Property

On a multi-property database, switching on Group By Property adds a subtotal for each property, in addition to the existing grouping (for example, a subtotal per Category within each property), with a grand total for the whole report. Group By Property and the Property filter are not shown at all on single-property databases.

Report On Variations

Changing Report On changes both the grouping and the columns shown:

• Category (default) - as documented in the Column Headers table above: Category, No. of Areas, Available, Res (Budget/Actual/Variance), Occ %, Vacant, Total Revenue (Budget ($)/Actual ($)/Variance ($)), and Per Res Revenue (Budget ($)/Actual ($)/Variance ($)).
• Market Segment and Booking Source - the report groups by the selected Market Segment or Booking Source instead of Category. No. of Areas, Available, Occ %, and Vacant do not appear, because these groupings are not tied to Category capacity. The Res column group is instead labelled Night, and Per Res Revenue is instead labelled Per Night Revenue.
• GL Acc Code - the report groups by General Ledger Account Code, subtotalled by each code's Grouping, with a grand total for the report. Only a single Total Revenue column group (Budget ($)/Actual ($)/Variance ($)) is shown - there is no Res, Occ %, Vacant, or Per Res/Night Revenue column, since GL Acc Codes are not tied to occupancy. This layout matches the Cash/Charge Budget vs Actual Report's GL Acc Code view.

Related Reports

• Budget Vs Projected Report - the closest sibling to this report. It uses the same Report On, Area Statistics, and grouping structure, but reports across a month range instead of a single month, and compares budget against the figures currently on the books rather than a completed month's actuals.
• Occupancy & Revenue Comparison report - compares occupancy and revenue between two periods without reference to budget.
• Monthly Income Summary Report - summarises income for the month without a budget comparison.

Related Articles

• Category Budget - how to enter the Budget Amount and Budget Nights Booked figures this report compares against.
• Area Statistics - how to include or exclude an Area from statistical reporting.