Period or Monthly Definition and Budget

The Property System Configuration Menu allows you access to screens where you may define the specific features that make up your Property. This includes the Period or Monthly Definition and Budget screen where you may enter expected budget details and revenue targets for various categories (such as number of rooms available or sold, average room rate, or food and beverage revenue) and define the period to date (PTD) for the budget. Separate budgets for Rate Plans, Guest Types, and Segment Types may be established (or ALL may be selected). The screen allows you to change the period (amount of time) or dates for the specified budget. Budget periods may be any length of time. By default, the length of period is one month, with 12 periods per year, each budget period beginning on the first day of the month and ending on the last day of the month, but this is may be altered as desired. For example, you can change when the budget spans from (such as 1st-1st, to 15th-15th), or change the budget period from one month to 6 months. As Skyware defaults to the standard 12 months format, if you wish more than 12 periods or less than 12, you must add extra periods or delete the periods that are not wanted.

Note: If available, budget periods will default for 4 years prior and 4 years ahead when entering the maintenance screen. It is possible to establish budgets for more than 4 years in the future by using the manual add function on the screen.

The entered budget information and PTDs for these budgets are used in some of the Sales and Catering module reports, such as the Budget Report and the (yearly) Booking Pace Report, which show actual numbers vs. budgeted revenue for the options selected.

Note: If your Property does not currently have our Sales and Catering Module and you are interested in adding it, please contact us at  Sales@SkywareSystems.com.

 

 

 

Click the icon on the left for the Full Menu.

Full Menu Icon OR Full Menu option when viewed using the modern light look of Skyware

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

Select Other from the Other section.

Other section of the Full Menu OR Other section of the Full Menu with Other => command selected, NEW look for Skyware

This will take you to the Other Front Desk Tasks Menu, which has four sections, Other List 1, Other List 2, Documents and Web.

Other Front Desk Tasks Menu OR Other Front Desk Tasks Menu in the NEW look for Skyware

Select Manager's Screen to be taken to the Manager's Command screen.

Manager's Commands Menu OR Managers commands menu in the NEW look for Skyware

OR:

Select Manager's Screen from the Quick Menu on the left side of the screen, to be taken to the Manager's Command screen.

Quick Menu with Manager's Screen option selected OR Quick Menu with Manager's Screen option selected, NEW look

 

The Manager's Command screen menu has two sections, Manager's Configuration and Manager's Maintenance. Select Configuration => from the Managers Configuration section to be taken to the Property and System Configuration screen. The list of property configuration options are divided into four sections, which are Required Configuration, Optional Configuration, Locales/Dates and Sub-Systems.

Property and System Configuraion Menu OR Property and System Configuration Menu in the NEW look for Skyware

(Alternately, you may also be able to select Configuration => directly from the Quick Menu, if the menu has been set up to include the Configuration option).

 

Select Period/Monthly Definition and Budget from the Optional Configuration section.

Optional Configuration section of the Property and System Configuration Menu with Period/Monthly Definition and Budget command selected, NEW look for Skyware

 

When selected, the Period/Monthly Definition and Budget screen will open.

Period/Monthly Definition and Budget screen example, NEW look for Skyware

The Period/Monthly Definition and Budget screen display is split into two frames, with the left side of the screen listing any already configured budget periods for the Property and the right side containing the fields you need to complete in order to add or edit a budget period for your Property. Any changes made on the right, once saved, will be updated in the listings to the left. When opened, the screen displays the details of the top budget period from those on the left on the right. Selecting any budget period on the left will display the details on the right.

Note: A budget period must have been generated (and saved) before any budget type targets may be entered for that period.

 

The currently configured options are displayed by:

Period Year: The entered year for the budget period.

Period #: The entered number for the budget period.

Period Name: The name given to the budget period.

Start: The starting date for the budget period.

End: The ending date for the budget period.

Note: By default, budget periods are generated automatically, one per month, 12 per year, beginning on the first day of the month and ending on the last day of the month.

 

Your options include the following:

Generate a new entry:

Click the New Generate New Entry button button from the toolbar to add a new budget period.

Complete the fields described below.

OR:

Select an existing budget period from the list on the left, and click the Replicate Replicate Current Entry button button from the toolbar. Then change the field information as described below.

Edit the current selection:

Change the field information described below.

 

Period/Monthly Definition and Budget screen, right side detail for editing purposes

Period #: Enter the period number into this field.

(Note: This field may have up to 10 characters entered, but if anything other than numbers are used, a validation error will occur when saving is attempted).

This field is required.

Period Year: Enter the year this period affects into this field.

This field is required.

Note: An already existing budget period cannot have the period # or year amended, but for both a new entry or a replicated entry the period # and period year fields become available.

Start: Enter the Start Date for this period. Click within the field to open the calendar option to allow you to select the correct date.

End: Enter the End Date for this period. Click within the field to open the calendar option to allow you to select the correct date

Name: Enter the Name for this period.

Once these details are complete, save the budget period using the Save Save button icon in the local tool bar.

Period/Monthly Definition and Budget screen with details added and save icon highlighted

This will generate the budget period within Skyware and allow the budget type options (for adding budget targets) to become available.

Period/Monthly Definition and Budget screen with Add Budget section now enabled

Note: You do not have to add any budget targets for the budget period to be used.

 

If you wish to add budget values to the budget period, click on the "Add" button in the Budget Type field area.

Note: If none have been added as of yet to this budget period, a pop up window informing you that no records currently exist will appear.

Pop up window indicating that no budget records exist yet for this budget period

Click "OK" to continue to the Periods (Budget) screen.

Periods (Budgets) screen (reached from Period/Monthly Definition and Budget screen)

As with the Period/Monthly Definition and Budget screen, the Periods (Budget) screen display is split into two frames, with the left side of the screen listing any already configured targets for the budget types for the Property and the right side containing the fields you need to complete in order to add or edit a target for a budget type for your Property. Any changes made on the right, once saved, will be updated in the listings to the left.

Periods (Budget) screen, right side detail for editing purposes

Budget Type: This is a drop-down menu of the available budget type options. Choose from All, Rate Plan, Guest Type or Segment. By default, All is selected.

Note: If you select a budget type other than All, Skyware will automatically update the screen so that a second drop-down field will appear, allowing you to select the individual code for the specific option within that budget type.

Periods (Budget) screen Budget Type detail with Rate Plan option selected, showing rate plan field drop-down

Periods (Budget) screen Budget Type detail with Guest Type option selected, showing guest type field drop-down

Periods (Budget) screen Budget Type detail with Segment option selected, showing segment field drop-down

 

Once the budget type has been selected, use the fields in the categories "Rooms Budget" and "Sales and Catering Budget" to enter your desired budget targets for the budget period, then save the budget. It will now be entered onto the left side of the Periods (Budget) screen.

Periods (Budget) screen with budget saved and listed on left, as well as shown on right

Note: Only ONE budget may be saved per budget type/code combination, per budget period. If you attempt to add multiple, instead of saving the budget an error message will appear.

Duplicate error message for budget type

To make a change to an existing budget you will need to first select it and display it on the right side, before editing and saving. (An existing record will not have the drop down field for Budget Type available to change, rather it will be set).

 

Once you have added the desired budgets to the budget period, you may return to the Period/Monthly Definition and Budget screen by using the "Period" button in the local tool bar.

Periods (Budget) screen with Period button in local tool bar highlighted, for returning to Period/Monthly Definition and Budget screen

On the Period/Monthly Definition and Budget screen, the added budget(s) will now be listed in the budget area for the budget period.

Period/Monthly Definition and Budget screen, with the added budget now listed in the budget area

Any entry in this section can be edited by clicking on the line entry to display it on the Budgets (Period) screen (open for the specific budget), or deleted simply by clicking the red "X" at the right of the line entry.

 

The added budgets will now be used with the Budget Report and the (yearly) Booking Pace Report, which show actual numbers vs. budgeted revenue for the options selected.

 

Date Updated November 06, 2023