This article describes the Travel Agent Allotment Pick Up report, which shows how much of each Travel Agent's allotted inventory has been picked up, released, or remains available.
Overview
The Travel Agent Allotment Pick Up report lists every configured Travel Agent allotment on a property, broken down by Category, and shows how much of the allotted inventory has been picked up by reservations, how much has automatically released back to house use, and how much remains.
Reservations staff and revenue teams run this report to monitor contracted wholesaler and Travel Agent commitments and to see which allotments are approaching their automatic release date.
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
- Monitoring a wholesaler contract - a property with a contracted wholesaler or Travel Agent can check how much of a guaranteed allotment has been picked up before the release date, to decide whether to negotiate a top-up or let the remainder release.
- Avoiding lost inventory - the reservations team reviews which allotments are approaching their Days Before Release cut-off so unsold inventory isn't unexpectedly released back to house use without warning the agent first.
- Reviewing reporting revenue - the revenue team compares the Reporting ADR and Reporting Revenue set on each allotment against actual pick-up, as an early read on a Travel Agent contract's performance.
How to Access
In the side menu of RMS, go to Reports > Management > Reservations > Travel Agent Allotment Pick Up.
Report Options
The report options below control the date range, filters, and grouping of the report. Additional options are available by clicking More Options on the report panel.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Allotment Exists Between | Date range | Today | Filters the report to allotments whose date range overlaps the selected period. |
| Group By | Dropdown | No Grouping |
Adds an additional grouping level to the report output. Options:
Report rows are grouped under each Travel Agent by default, with a subtotal per Travel Agent and a Grand Total at the end regardless of this setting. |
| Include Reservation Information | Checkbox | On | When checked, includes reservation-level detail alongside the allotment totals. |
| Property | Multi-select | All | Limits the report to selected properties. |
| Travel Agent | Multi-select | All | Limits the report to selected Travel Agents. |
| Category | Multi-select | All | Limits the report to selected Categories. |
| Loyalty Membership Type | Multi-select | All | Limits the report to reservations with a selected loyalty membership type. |
| Group Status | Multi-select | All | Limits the report to allotments with a selected Group Allotment status. |
Column Headers
The columns below appear on the report output. Where a value depends on the underlying allotment setup, the Source / Calculation column points to Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Category | The Category the allotment applies to. | Setup > Travel Agent > Allotment tab |
| Allotment Start Date | The first date of the allotment's configured date range. | Setup > Travel Agent > Allotment tab |
| Allotment End Date | The last date of the allotment's configured date range. | Setup > Travel Agent > Allotment tab |
| Group Status | The status of any Group Allotment linked to this row. Shows "Not Set" when the allotment isn't tied to a Group booking. | Linked Group Allotment |
| Days Before Release | How many days before the arrival date unsold nights in this allotment automatically release back to house use. | Automatic release before arrival |
| Alloted | The allotment quantity that is still active (not yet released) across the reported date range. | Automatic release before arrival |
| Picked Up | The portion of the allotment already consumed by reservations. | Pick-up, release and cancellation |
| Released | The portion of the allotment that has automatically released back to house use. | Automatic release before arrival |
| Remaining | The portion of the allotment still available to be picked up. | Automatic release before arrival |
| Cancelled/No Show | The portion of the allotment tied to reservations later cancelled or marked no-show. | Pick-up, release and cancellation |
| Reporting ADR | The Average Daily Rate entered against this allotment for reporting purposes. | Entered manually on the allotment |
| Reporting Revenue | Reporting ADR multiplied by the Alloted figure. | Reporting ADR and Reporting Revenue |
Data Sources & Calculations
The following concepts each govern more than one column on the report.
Automatic release before arrival
A Travel Agent allotment reserves inventory for a specific Travel Agent, either as a Non-Guaranteed allocation (informational, doesn't restrict other bookings), a Guaranteed allocation (secured exclusively for the agent), or a Guaranteed (Deduct) allocation (also protected from property-wide overbooking). Under the Single Release method, the "Days Before Release" setting on the allotment controls how many days before the arrival date unsold nights are released back to house use.
This release happens automatically, night by night, even before any reservation exists against the allotment. As an example, an allotment for a Category ran from 31 August 2026 to 30 September 2026 (31 nights) with a quantity of 3 units per night (93 unit-nights total) and Days Before Release set to 5. Built on 31 August 2026 with zero reservations against it, the report already showed Released = 15 (the 5 nights from 31 August to 4 September, at 3 units each) and allotted o = Remaining = 78 (the 26 nights from 5 September onward that hadn't yet crossed the release cut-off). In other words, "Allotted" and "Remaining" are both live figures relative to today's date, not the static quantity originally entered against the allotment.
Pick-up, release and cancellation
"Picked Up" is intended to reflect the portion of the allotment consumed by reservations, and "Remaining" the portion still available once pick-up and release are both accounted for. "Cancelled/No Show" is intended to track allotment units tied to a reservation that was later cancelled or marked no-show.
Reporting ADR and Reporting Revenue
Reporting ADR is entered manually against the allotment (per Category) for reporting purposes only - it does not drive the actual rate charged on a reservation. Reporting Revenue is calculated as Reporting ADR × Allotted. In the example above, a Reporting ADR of 400.00 against an Allotted figure of 78 produced a Reporting Revenue of 31,200.00 (400.00 × 78).
Related Reports
- Reservation Audit Trail - shows the full change history for individual reservations.
- Reservation by Lead Time Report - breaks reservations down by how far ahead of arrival they were booked.
- Reservation Production Report - summarises newly produced reservations over a selected period.
Related Articles
- Set up a Travel Agent allotment - how to configure the allotment this report reads from, including Allotment Types and Release Options.
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