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      Report Overview: Rent Roll (Reporting Service)

      This article will show you how to best interpret and use the information provided on the Rent Roll (Reporting Service) report.

      Rent Roll (Reporting Service) Report Overview

      The Rent Roll (Reporting Service) report provides a comprehensive listing of all tent, RV, lodging, other site, and add-on reservations that overlap with the specified date range for parks within the organization. This version of the Rent Roll report includes payments and balance information, unlike other versions. Bookings for sites and daily add-ons are provided, and the report is available exclusively in CSV format.

      Below are a few notes about the information found on this report:

      • Multisite Reservations: show sites individually, with the invoice duplicated for each site.
      • Total Payments: Invoice column reflects total payments for the entire invoice, not just for individual sites or dates.
      • Charges: Reflect the entire reservation.
      • Rent Roll by Organization: For partners with multiple parks, the Rent Roll by Organization (Reporting Service) report includes all parks' data.

      Some of the information found on this report includes:

      • Park Information (Name, ID)
      • Reservation Information (ID, Origin date, Source, Stay Dates, Nights, Package Pricing)
      • Site Information (Name/Number, Site Type, Site Class)
      • Guest Information (Name, Email, Postal Code)
      • Revenue Breakdown (Reservation Charges, Fees, Discounts, Taxes, Deposits)
      • Invoice Details

      Common Report Uses:

      • Find a list of all pre-paid reservations for a certain date range.
      • Identify guests with a balance owed during a certain date range.
      • Retrieve guest emails to send messages for stays over a specified period.
      • Calculate average stay length using the number of nights (column H) and analyze the proportion of long-term versus transient reservations.
      • Use the Origination Date to gain insights into revenue pacing and determine booking trends over an entire season.
      • Analyze reservation charges to understand charge trends. (i.e., Reservation Charges, Occupancy Charges, Locked Site Fees, Pet Fees, Surcharges)

      Accessing the Report:

      1. Navigate to the Reporting page within your Admin Site.
      2. Search for Rent Roll (Reporting Service).
      3. Click Run Report.

      Rent Roll - Reporting Service

      Download Options:

      This report is available in a CSV format, offering flexibility in data manipulation and presentation. Once downloaded, this report can be uploaded into a spreadsheet software like Microsoft Excel, Google Sheets, etc.

      Supplemental Resources

      • Rent Roll (Campsites Only): Focuses exclusively on campsite reservations for a specified date range, without payment information, to assess site-specific charges and occupancy.
      • Rent Roll by Organization (Reporting Service): Best for organizations with multiple parks, providing a consolidated view of reservations, payments, and balances across all parks.
      • Rent Roll (add-ons only): Similar to this report, but specific to Add-Ons only. This version does still include Campsite Type and Name of the site reservation.

      Most Common FAQ:

      Q: What effect does the "As Of Date" have on the data shown in the report?

      The "As Of Date" is crucial because payment and balance information might have changed after this date, affecting the report's accuracy in reflecting current status.

      Q: Why doesn't the Total Payments amount match the amount on my Total Payments Received or Invoice Payment by Type reports for the same dates?

      These reports cover different time frames. The Rent Roll (Reporting Service) report shows reservations occurring over the specified date range, while the Total Payments Received and Invoice Payment by Type reports show payments collected over the specified date range. Payments made before the reservation dates may result in discrepancies.

      Q: What charges does the Other Charges category consist of?

      This column totals all charges not itemized in their own column. These could include cancellation fees or fees from other sites on the same reservation but not within the same time period.

      Q: Can I use this report as a financial report?

      While insightful, this report should not be used for financial or accounting purposes. Payments, total charges, and taxes reported are for the entire reservation. Journal Entry reports are recommended for financial and tax reporting.