Reports

From the Reports section, you can see through reporting how your company's business is developing in the light of the numbers, and you can get the necessary reports for your accountant.

TABLE OF CONTENTS

• REPORT FILTERS
• TYPES OF REPORTS
  • Bookings - check-in
  • Bookings - check-out
  • Bookings - created
  • KPI dashboard
  • Financial summary
  • Invoice list
  • Deposit ledger - report
  • Statistics report

REPORT FILTERS

First, select the dates for the period you'd like to review on the report. 

You can find more filters behind the "Show more" button. For example, you can view the report only for a specific property, room type or room. You can also limit the report to only the accommodation price and exclude any extra services from the report.

After that, select the report you want to view from the drop-down menu. The "Show report" button opens the requested report in PDF format in another tab. You can also export all reports directly to Excel ("Export as Excel").

TYPES OF REPORTS

Bookings - check-in

This report lists all bookings that have started within the specified timeline. In the report, you will also find a tax breakdown and a breakdown by payment method. "Online" as a payment method means a payment received via Paytrail. Cancelled bookings will not appear on this report.

Bookings - check-out

The report lists all reservations that have ended during the selected period. The idea of the report is that there should be no further changes to the reservations in question in terms of sales/duration, because all the reservations shown on the report have already ended (especially if the report is taken for the past time). So this report is often a better option for accounting purposes than the Reserves report. Cancelled bookings will not appear on this report.

Bookings - created

This report shows bookings that have been created in the selected time period. For each reservation, the channel from which the reservation came and the name of the employee who created the reservation are also displayed (if the reservation was created in the so-called backend, i.e. directly in Moder's reservation calendar).

The report can be used, for example, to check new bookings or to monitor how a marketing campaign has produced results.

KPI dashboard

The KPI report has compiled some key figures that can be used to analyze how the businessa has been doing. Here you can find e.g. the occupancy rate of each room type ("OccRate"), the average daily price ("ADR") and the revenue per available room ("RevPar"). In addition, from this report, you can see how long before staying, guests on average book accommodation at your property ("Average booking window").

Financial summary

The Sales for accounting-report is the best for accounting purposes.

What does the report show?

• Sales for the selected period
• Deposit payments (Prepayments)
• Deposit removals (Deposit removals = meaning accommodation has taken place or service has been used)
• Payment methods for the selected period
• Open invoices
• VAT breakdowns 

Important notes about the report!

• The report may contain a lot of data, so it may take a moment to load!
• The report can be filtered by location, but other filters do not currently work for this report.
• The section for deposit removals uses a "guest ledger" approach. This means that when prepaid accommodation occurs or a service is used, it is shown in this section.
• For reservations that span multiple months, the sales are evenly divided across the months.

Extra services on the report

• Per-night additional services (e.g., breakfast included in the price and automatically calculated so that breakfast is included for each day and for each guest) are allocated to each night.
• Additional services with an extra charge (e.g., pet fee) are recorded on the arrival day, meaning the first night.

Canceled reservations on the report

• If a reservation is canceled and not paid for -> the reservation disappears from the sales report.
• If a reservation is canceled and has been paid for, but no credit note has been issued (deposit payment included) -> the reservation remains on the report, but it states that the reservation has been canceled without a credit note (NO CREDIT NOTE-notation). In this case, the payment is shown in both deposit payments and deposit removals.
• If a reservation is canceled and a credit note has been issued for the payment -> the reservation disappears from sales and deposit payments -> the credit note is recorded under payment methods.

In the top section of the report you will find Sales, including sold products and services.

Invoices created without a reservation are included as sales in this report. In our example, the product named "Test" is such a product.

The sales section of the report also includes canceled reservations for which no credit note has been issued. These canceled reservations are marked with (NO CREDIT NOTE), indicating that no credit note has been made.

Below the sales, you will see VAT breakdowns for the period’s sales and new sales. 

The upper VAT breakdown represents the total of the sales section, while the lower one represents new sales for the period that have not yet been recorded as deposit payments.

Below the sales, you will see Deposit removals. This refers to prepaid accommodation or services that have been consumed. This section also includes VAT breakdown.

Under deposit removals you will find Deposit payments, so called pre-payments, for the selected period. The section includes VAT breakdown. 

Then you have the Payment methods listed. 

And lastly, there is the Open invoices-section, which shows the current status of outstanding and unpaid invoices, along with their VAT breakdown. 

Invoice list

This report lists all invoices (= sent PDF invoices) and orders (= reservations from the online store, paid with Paytrail) according to the selected time. The date of the invoice determines when the invoice amount appears on this report: for example, if the date of the sent invoice is 25.9., but the due date is 5.10., that invoice will appear on the September report (25.9.).

If the reservation has been cancelled, but the reservation in question still has an invoice or a payment received via Paytrail, these invoices and Online Payments will also appear in this report.

Open invoices

The start date is mandatory to select, but it does not matter because the report shows open receivables up to the selected end date.

The open receivables - report uses the same function as the "orders/invoices" -report, with one difference:

The "orders/invoices" report shows the orders/ invoices with the order date between selected start and end dates.

The "open receivables" report shows the invoices that have been paid after the selected end date or not yet paid.

End of the month example: If invoice is paid on 1.11.2023 but report end date is 31.10.2023, invoice shows up in the open receivables- report because it was open on that date

Deposit ledger - report

The report shows all open prepayments from today onward. The reservation must have an online payment or an invoice for it to appear on the report.

A canceled reservation without a credit invoice will be removed from the report.

Bookings export - report

This report can be used, for example, as so-called customer register, or for marketing purposes. It displays the following information (for the selected time period):

• duration of the reservation (start and end dates)
• reservation number
• booking source (e.g. Booking.com)
• discount code if used
• name
• address
• email address
• room type
• accomodation
• additional information (if you have written something for the reservation in the my notes field)
• the language of the reservation
• accommodation amounts (taxable & tax-free)
• amount paid: if the customer has already paid part of the reservation
• additional services
• whether the customer has allowed marketing

Statistics report

As the name suggests, this report lists various statistical data for the selected time period. If you need to report statistics to Statistics Finland for each month, for example on foreign overnight stays, you can easily find this information in this report (assuming that the guest's country is selected correctly for the reservation).

In addition, you can see from the report e.g. how many bookings and how many total nights were booked for the given time period, how many bookings came from external channels and so on.