This article explains why occupancy, room night or revenue figures in Duetto can differ from RMS reports, and how to compare the two systems.

Overview

Duetto figures are built from the reservation, group block and revenue data RMS sends, which follows its own rules for tax, reservation status and setup. A difference from an RMS report is often expected rather than an error.

Applies to: properties using Duetto as the Rate Manager (Type set to Duetto on the Rate Manager tab of Property 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.

How to Compare Duetto Figures with RMS Reports

Comparing Duetto figures with RMS reports works best one stay date at a time, on the Marketing Report, which RMS uses to check data against a revenue management system. A month is too large a sample to find the reservations that differ, and a Duetto pace report should not be compared with a different RMS report period.

1. Choose one stay date where the figures differ.
2. In the side menu of RMS, go to Reports > Management > Statistics > Marketing.
3. Set the Date Range to that date, set the options below, and select Build.
4. Compare the report's reservations and room nights with Duetto's reservation list for that date.
5. Check each reservation that appears in only one system against the causes below.

The Marketing Report options below make the report count the same reservations RMS sends to Duetto:

• Area Statistics: On.
• Reservation Status: Unconfirmed, Confirmed, Arrived, Departed, Pencil and Owner Occupied. Pencil is not selected by default; Quote is, but Duetto does not count Quote as occupied.
• Exclude Complimentary and House Use: not ticked, because RMS sends these reservations to Duetto.
• Include Guaranteed Group Allotments Area Nights, Occupancy, Revenue Not Picked Up: not ticked, because those rows are allotment rooms, not reservations.

Please Note! RMS sends each Owner Occupied reservation to Duetto as reserved, but leaves Owner Occupied reservations out of the daily occupancy, room night and revenue totals it sends. If Duetto's totals for the date differ from the report, check the Owner Occupied reservations first.

Possible Causes

The causes below are ordered from the most common to the least common reason Duetto figures differ from RMS reports.

Cause 1: Duetto revenue is tax-exclusive accommodation revenue

RMS sends Duetto accommodation revenue with tax removed, even when rates include tax, so an RMS report that includes tax, packages or service charges shows a higher figure. Each item is treated as follows:

Fix: on the Marketing Report, compare Duetto revenue with the Nett Rate column. Nett Rate is accommodation revenue with tax removed; Gross Rate includes tax. With an Alternate/Secondary Currency, compare in the currency of the property's country.

Cause 2: Duetto counts reservation statuses differently

Duetto counts some reservation statuses differently from RMS reports. Pencil reservations are the most common example: by agreement with Duetto, RMS sends these tentative reservations (bookings) as reserved, so Duetto counts them as occupied, while the Availability Chart's occupancy percentage excludes them. The full mapping is in Duetto - What RMS Sends and Receives.

Fix: identify the Pencil, Cancelled and No Show reservations on the date. The Marketing Report's Code column shows reservations that contributed revenue while Cancelled or No Show.

RMS cancels a Pencil reservation automatically when it expires, and Duetto receives the cancellation with its next update. A reservation still showing as Pencil after its expiry date is counted as occupied in both RMS and Duetto until its status changes, so include it in the check.

Cause 3: Some reservations are never sent to Duetto

RMS only sends Duetto reservations in a Category with a Code and an Area included in Statistics, so reservations in, or moved into, an uncoded Category or excluded Area are not sent. RMS reports still count them, so RMS shows more room nights than Duetto.

Fix: give each Category Duetto manages the code Duetto expects (the Room Type Code) in its Code field, and select Statistics on each physical Area (see Area Statistics). Steps for both are in Duetto - Not Receiving Data from RMS.

After a Code is added or Statistics is turned on, Duetto's inventory and daily totals for recent and future dates update automatically within a day. Saving the Category or Area does not count as a change to its reservations, so reservations that were left out are only resent when each is next changed. Ask RMS Support about Re-Sync All Rate Manager Data when Duetto needs them or older history.

Cause 4: Guaranteed group allotments are counted before pick-up

RMS sends each group allotment to Duetto as a group block when it is created, and a Guaranteed allotment with Group Status Definite is sent as definite. Duetto can therefore count its room nights and revenue before guests book, while an RMS report counting only picked-up reservations shows fewer.

Fix: check the Guaranteed checkbox and Group Status on each allotment for the date, as described in Create and manage group allotments. Duetto - Group Allotments explains how each status is sent.

Cause 5: A room move created a master reservation

A room move splits a stay into linked reservations plus a master reservation. Duetto can hold the master while RMS reports list only the active linked reservations, so a reservation number can appear in only one system.

Fix: before reporting a reservation number that appears only in Duetto as missing, check whether it is a room move master in RMS.

Cause 6: Reservations have no Market Segment

Duetto groups data by Market Segment. A reservation with no Market Segment reaches Duetto without one, so Duetto's segment figures are lower than RMS reports grouped the same way.

Fix: assign a Market Segment to every Rate Type used by Duetto (see Set up Market Segments lookup table). For past reservations, see How to Update Market Segments on Historical Reservations.

Cause 7: The first full sync did not complete

The first full sync after Duetto is set up sends history from the Start Date or two years before today, whichever is more recent. If it fails part-way, RMS does not retry it, leaving Duetto without part of the history.

Fix: Re-Sync All Rate Manager Data resends the full history (see Revenue Management Update Reservation Data) and needs the Daily Password from RMS Support. Steps, and the causes when Duetto receives nothing at all, are in Duetto - Not Receiving Data from RMS.

Still Not Working?

When a difference remains after the causes above, contact RMS Support. A Duetto screenshot does not show what RMS sent, so RMS Support checks RMS's own log of data sent to Duetto. Include:

• The property's RMS Client ID.
• The stay date and the Category Code affected.
• The reservation numbers that differ, with the expected figure and Duetto's figure.
• The Marketing Report for that date.
• Confirmation that the difference is recent and still occurring.
• For a group block: the details listed in Duetto - Group Allotments, including the Group Block ID and a screenshot of the Daily Summary with the block expanded.

Related Articles

• Duetto Interface
• Duetto - What RMS Sends and Receives