Best Practices: End of The Day Reporting

Summary:

Key Reports for Park Operators End-of-day reporting is a critical task that helps park operators reconcile payments, manage day-to-day operations, and plan for upcoming arrivals. This guide outlines the key financial and managerial reports that every park operator should be familiar with to ensure smooth, data-informed operations.

This list of reports is grouped into key categories: financial, managerial, journal entries, and other key reports. While this is a recommended list, it’s not prescriptive. We've found these reports to be commonly used, but each park may operate a bit differently.

1. Financial Reports

These reports are essential for reconciling daily payments and ensuring financial accuracy.

Payments by User or Invoice Payment by Type
- Both reports are used for end-of-day drawer counts. The one you choose is a matter of personal preference.
- Payments by User provides totals by payment type created by each user. This breaks down payments by type and shows if they were processed in the POS or reservation system.
- Invoice Payment By Type is more commonly used. It provides a breakdown by specific invoice and includes other valuable reservation information like arrival and departure dates, site type, and guest name.
Total Payments Received
- This report provides a lump sum of payments for a specific date range, broken down by payment type. It also includes columns for payments made in the POS and the reservation system.
- Pro Tip: This report is often used to reconcile merchant processing deposits.
Journal Entry Reports
- This report is similar to a general ledger and provides a detailed breakdown of your park's financial activity. The specific version you run depends on your accounting method. See the dedicated section below for more details.

2. Managerial Reports

These reports are crucial for managing daily operations and providing a great guest experience.

Reservation Item Originations
- This report is helpful for finding reservation details based on the date the reservation was originally made. It includes the source of the reservation, who made it, and other key details such as arrival/departure dates, guest names, and site types.
Arrivals
- This report shows all reservations scheduled to arrive on a specific date. It's helpful for getting prepared for the day's guests as it includes reservation notes, add-ons, rig information, and whether terms and conditions were accepted.
- Pro Tip: This report may not always match the Front Desk's Arrivals list, as the report looks at reservation data, while the Front Desk goes by reservation status. The Arrivals report is typically more accurate as it doesn't include guests who have not checked out yet. We recommend running this report for tomorrow to review upcoming arrivals.
Who’s in the Park
- This report shows every reservation that overlaps with a specific search period. It includes important reservation information such as guest and contact details, site type, number of nights, occupancy, and rig information.
- Pro Tip: It's always a good idea to pull copies of this report for today and tomorrow to have on file in case of an emergency or if you are offline.

3. Journal Entries

Journal Entry reports act as a general ledger and should be viewed on a regular basis. The report you run depends on your park’s accounting basis.

If Cash Basis:

Run the Journal Entry (Cash Basis - Excludes Today) report.
If importing to QuickBooks, run the Journal Entry Report (Quickbooks IIF).
You can also run the Journal Entry Detail report to see the individual transactions that make up the journal entry.

If Accrual Basis:

Run the Journal Entry (Accrual Basis with Inventory) report.
If importing to QuickBooks, run the Journal Entry (Accrual Basis Detailed with Inventory - Quickbooks IIF).
To see deferred accounts in detail instead of as a lump sum, run the Journal Entry (Accrual Basis Detailed with Inventory) report.
You can also run the Audit Trail report for supporting information, or the JE Detail for cash accounting, to verify what transactions make up any single line item on the report.

4. Other Key Reports & Routines

Reservation Reports

Rent Roll (Reporting Service)
: This is a great managerial report based on dates of stay. It provides an overview of any reservation that overlaps with the dates you select and is often used to spot-check balances or get occupancy information. It’s also a useful tool for mass-emailing guests as it supplies all guest email addresses.

Scheduled Reporting

Schedule Reports: Parks can schedule specific reports to be emailed to them on a daily, weekly, or monthly basis under the Reporting menu.

Start of Shift

Some parks ask for suggestions on what reports to pull at the start of a shift. Pulling copies of these is a good idea in case of an emergency or if you end up offline. The most commonly used reports for this are:
- Who’s in the Park
- Arrivals
- Rent Roll (Reporting Service)

Beyond Standard Reports: Exploring Campspot Analytics

While the reports listed in this guide are excellent for daily operations and financial reconciliation, Campspot also offers a more powerful suite of reporting tools for in-depth analysis.

For even more powerful insights into your park's performance, we recommend exploring Campspot Analytics. The dashboards and reports available in our house powerful data analytics tool provide a deep level of detail and insight. In many cases, they can combine information from multiple reports into one easy-to-read view.

To learn more about how to use Campspot Analytics to drive your business decisions, explore the articles in our knowledge base: