Sales and Catering Reports Overview

While some of the information available in the Sales and Catering Module of Skyware is also available elsewhere in the system (such as that related to Groups and Group bookings), the Reporting functions accessed here provide information specifically for Sales and Catering staff. Your departments are linked with automatic departmental reporting, ensuring your staff are informed about the status of any functions or events and their respective requirements. Features in both the Sales Reports and Catering Reports categories can be used to track your revenue with forecast and actual revenues, and enable you to create reasonable expectations for your future business as well as helping to provide protection from double bookings and the potential of lost revenue.

The Reports associated with Skyware's Sales and Catering Module are divided into two sections, Sales Reports and Catering Reports, each containing command links for different types of reports. These are listed below, with links to more detailed information about each available report.

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.

Sales Reports include:

Sales Calls Report: The Sales Calls Report allows you to view all sales calls made and filter them by various means such as Trace To, Call Types, or Next Steps, allowing you to easily see who has been calling, why, and what needs to be done next to follow up on said calls.

Trace Report: The Trace Report provides a list of the users/managers who have traces configured in their Trace Calendar, and the traces associated with each manager. You may specify the Dates to report on, which are the dates each manager will be reminded of the trace through their personal trace calendar, and you can filter the Report results by Trace Types or Managers.

Rooms Forecast*: This is the Group Rooms Forecast Report and provides a forecast over the date range specified of the definite and tentative Groups expected at your Property with a breakdown of the guest types, rooms utilized, average room rate and the projected revenue shown.

Booking Pace*: The Booking Pace Report shows your pacing over a specified Date range, allowing you to compare your previous room usage (last year) and revenue with the current usage and revenue.

Booked Business: The Booked Business Report provides a list of all bookings that have catered events during the date range selected for the report. Once generated, the report shows a breakdown of when the business was booked, the arrival date, status, name of the meeting, total attendance, the sales manager/catering manager/conference service manager associated with the booking, the forecast banquet revenue, and the actual revenue. The last column of the report shows the variance between what was forecast and the actual revenue.

Booking Segment/Origin*: The Booking Segment/Origin Report shows the segment or origin (depending on report option selection) for a specified date range of the bookings made, in Definite, Tentative, and Definite & Tentative categories. The report may be further broken down to display the bookings associated with specific Managers only.

Group History*: The Group History Report shows your group history by chosen option (booking category, segment, origin, guest type or group) over a specified date range, and once generated displays the confirmation number of the group reservation, arrival and departure dates, the sales manager the booking was associated with, the company name, the booking name, the status of the booking, total number of room nights with this group, and any revenue associated (broken down into room, other and total revenue categories).

Groups In-House: The Groups In-House Report shows either a summary or detailed report (depending on the option selected) of all the groups you currently have In-house at your Property, with the detailed version including the individual guest names and confirmation details within the group, as well as the group details.

Note: Any Sales Report option followed by an asterisk (*) can be utilized if desired to group MULTIPLE Property information together in a single report, as well as individual Properties in separate reports.

Catering Reports include:

Event Schedule: The Event Schedule Report shows what is going to happen on a specified date range, the times an event is scheduled and what needs to be set up for the scheduled function to occur in a particular room. It contains all the information your staff need to be able to prepare the room for its intended use in an efficient and timely manner, and can be further modified to show different types of function (for example, functions with meals only is one of your report options) and may be sorted by Function Room, Booking Name or Date/Time, depending on your preference.

Catering Forecast Report: The Catering Forecast Report shows all of the groups with banquet events at your property for the specified date range. Once generated, the report will display all of the groups that have functions or events at your property during the specified date range and is sorted by date. You can also specify the report to show functions for All Managers, or for Sales, Catering or Conference Services Managers only, and by forecast or actual revenue. This report allows you to estimate your actual revenue from any catered events at your Property.

Conference Sales Projection: The Conference Sales Projections Report shows all of the groups with Conference events scheduled at your Property for the specified date range. You may identify the month and year from which you want to begin reporting. You can select to report on up to 12 months (one year). The report will list all of the groups, the Arrival and Departure dates and the Status of the reservation, and any packages associated with the group broken down by both guest numbers and revenue, separated by month. This report allows you to estimate revenue totals received and project potential revenue totals in the future.

Batch BEO's (print/email): This command allows you to print (or email) multiple BEOs at the same time. (Banquet Event Orders, or BEOs, are a method to allow you to group functions together. For example, if you have multiple different functions, such as breakfast, lunch, dinner, coffee breaks, and a cocktail hour, all associated with a specific conference reservation, you may collect these functions into one BEO. If you have 50 different functions over the course of 5 days, you might create one BEO per day, meaning 5 BEOs for this conference would need to be printed).

Kitchen Screen: This command opens the Kitchen Screen, a large view of what your Kitchen needs to prepare for your catering requirements in your scheduled functions. The display shows the Menu requested and any additional items, the Function Room the food is required in, the Function's Name, Start time and End time, and how many People are being catered for. Any comments associated with this menu are also displayed (such as if your staff need to be aware of a gluten or peanut allergy during preparation), and the Kitchen screen will AUTOMATICALLY refresh, meaning this screen may be left permanently displayed in your Kitchen area so that your staff can see at a glance what needs to be prepared and where/when it needs to be delivered. The Kitchen Screen may also be printed out for use elsewhere.

Date Updated June 15, 2021