This article describes the Exceptions report, which lists reservations with an overridden rate, or refunds processed on reservation accounts, for a selected date range.

Overview

The Exceptions report shows one of two kinds of exception, chosen with the By Exception option:

• Overridden Rate (the default) - reservations whose rate was overridden from the Base Rate link on the reservation, with the rate values and the user who last changed the reservation. See Reservation Base Rate Override.
• Refunds - refunds made on reservation accounts, with the refunded amount, the reason and the user who processed each refund. See Refunds in RMS.

Front office managers and accounts teams run the Exceptions report to review manual rate changes and refunds, and to see which users made them.

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

• Reviewing manual rate changes - a front office manager runs Overridden Rate for next month's arrivals to see which reservations no longer use the calculated rate.
• Checking a month of refunds - the accounts team runs Refunds by Exception Creation Date for the previous month to list every refund with its amount, reason and user.
• Following up one user - a manager selects one user in the Users option to see only the overridden-rate reservations that user last changed, or the refunds that user processed.

How to Access

In the side menu of RMS, go to Reports > Accounting > Exceptions.

Report Options

The Report Options on the Exceptions report choose the date range, the properties, Categories and users to include, and which kind of exception to list. By Exception, the two Report By options and Exclude Refundable Rate appear after you select More Options.

Column Headers

The Exceptions report has a different layout for each By Exception option. Both layouts start with the property name, the report title and the date range, followed by a summary of the options used: Properties, Categories, Users, Exceptions By and Date For. Where more than one Category or user is selected, the summary shows Multiple. On a multi-property database with every property selected, Properties shows the enterprise name, for example House Enterprises.

Overridden Rate layout

The Overridden Rate layout of the Exceptions report lists one row per reservation, sorted by Res No, and ends with a Total Variance.

Refunds layout

The Refunds layout of the Exceptions report lists one row per refund and ends with a Total Refund.

Data Sources & Calculations

The following concepts govern which reservations and refunds appear on the Exceptions report and how its values are worked out.

Which reservations does the Overridden Rate option list?

The Overridden Rate option of the Exceptions report lists reservations whose rate was overridden from the Base Rate link in the Account section of the reservation. After this override, the Base Rate and Total Rate show in red on the reservation.

• Overrides made on the Total Rate/Tariff Breakdown are not listed. Changing the Base Rate per stay date on the Total Rate/Tariff Breakdown also shows the rate in red, but the reservation does not appear on the report, even when every night is overridden.
• Cancelled, Maintenance and No Show reservations are left out. Reservations in every other status are included, for example Unconfirmed, Confirmed, Arrived, Departed and Quote.

How are Original Value, New Value and Variance calculated?

The Exceptions report works out the Overridden Rate values for each reservation as follows:

• Original Value is the total of the nightly rates recorded on the reservation's Total Rate/Tariff Breakdown. For a reservation with no breakdown, Report By Reservation Arrive Date uses the number of nights multiplied by the first night's rate, plus the package amount, and Report By Exception Creation Date shows 0.00. A day-use reservation, where the arrival and departure dates are the same, counts as 1 night.
• New Value is the reservation's current rate for the stay when Report By Reservation Arrive Date is selected. For Report By Exception Creation Date, see Which date does the Exceptions report use?
• Variance is Original Value minus New Value, and Total Variance adds up the Variance for every row.

RMS records the overridden Base Rate on the Total Rate/Tariff Breakdown, so Original Value can show the overridden rate rather than the rate before the override. In the example above, the rate before the override was 800.00, but Original Value shows 600.00 and the Variance is 0.00.

Which date does the Exceptions report use?

The Exceptions report compares the Date option with a different date for each combination of By Exception and Report By:

• Overridden Rate, Report By Reservation Arrive Date - reservations arriving in the date range.
• Overridden Rate, Report By Exception Creation Date - reservations with an accommodation charge posted in the date range and not voided. New Value then shows the largest single accommodation charge posted in the range, not the rate for the whole stay. A future reservation with no charges posted yet does not appear. The Date column still shows the arrival date.
• Refunds, Report By Reservation Arrive Date - refunds on reservations arriving in the date range, whenever the refund was made.
• Refunds, Report By Exception Creation Date - refunds made in the date range.

The last day of the date range is included in full.

Which refunds does the Refunds option list?

The Refunds option of the Exceptions report lists refunds made on reservation accounts, whatever the reservation's status, so refunds on cancelled reservations are included. Refunds on accounts that are not linked to a reservation are not listed.

• Standard refunds are listed first, sorted by Res No.
• Refunds processed with Bulk Refundable Charges (Utilities > Bulk Refundable Charges) follow, also sorted by Res No. No heading separates the two groups. Tick Exclude Refundable Rate to leave these refunds out. See Refundable Charge.

Please Note! When nothing matches the Report Options, the Exceptions report still shows one row, with Res No 0, the date 01-Jan-0001 and amounts of 0.00. This row means the report found no exceptions.

Related Reports

• Rate Variance Report - compares the Quoted Rate on each reservation with the Charged Rate on its account.
• Quoted Rate Variance Report - compares the rate presented at enquiry or booking with the rate applied to the reservation.
• Reservation Audit Trail Report - every tracked change to reservations in a date range, with the user and the old and new values.
• Cash Transaction Report - receipts, refunds and expenses by payment type.

Related Articles

• Reservation Base Rate Override - override the rate on a reservation.
• Reset the Base Rate - return an overridden rate to the Rate Table amount.
• Refunds in RMS - process a refund on an account.