Scheduled Exports

Modified on: Fri, 14 Oct, 2022 at 10:48 AM

Applies to:          Stayntouch PMS          

Scheduled Exports

With the Scheduled Exports section (located in Reports > Schedule a Report/Export), you can extract property specific data in multiple file formats (e.g., CSV, PDF, JSON, TXT, SFTP, etc.). The file format depends on the type of export you're running.

THE RUN ONCE RULE


RULE: From the Schedule Details section, there is the option to run a report just once (REPEATS > Run Once). If you attempt to run the export one time, then the STARTS ON date can NOT be a date in the PAST. You can ONLY schedule an export to Run Once when the date selected is ON or AFTER the current business date.


For Example: If the current business date is May 22, 2017, then selecting REPEATS > Run Once will ONLY work when the STARTS ON date matches or comes after the current business date. The screenshot below illustrates a "wrong" and "correct" date based on this scenario. The first image is "wrong" because the date selected (May 21, 2017) is before the current business date (May 22, 2017).




EXPORT VS. REPORT 


The items listed under Scheduled Exports, do not exist as standalone “reports” in Stayntouch PMS, as do some of the other reports you can click/view/export within our PMS (examples include: Arrivals, Departures, Daily Production Report, Forecast Report, Mobile Check In Report, etc.). 


However, your property still has the option to export the following data in the form of a CSV file or SFTP: 

(1)  Commissions 

(2)  Financial Transactions Export 

(3)  Future Reservations 

(4)  Last Month Reservations 

(5)  Last Week Reservations 

(6)  Nationality Statistics 

(7)  Reservations Export 

(8)  Rooms Export

(9)  Stash Rewards Membership Export 



Example of Reservation Export (CSV file):


Permission Driven: From Reports > Schedule a Report/Export > Scheduled Exports, users with the correct permission (Settings > Hotel & Staff > Permissions > Export Reports) can schedule the delivery of these exports as a CSV file (delivered via email) or SFTP.




HOW TO INITIATE AN EXPORT


Step 1. Navigate to Scheduled Exports 

  • In Stayntouch PMS, select Reports > Schedule a Report/Export.
  • Choose Scheduled Exports.
  • Select the +NEW EXPORT SCHEDULE button.




Step 2. Select a Report 

  • Choose the export you’d like delivered from the list of options, or search for an export in the search bar.




  • Complete the following sections: 
    • Export Parameters: Select the time period for which you’d like Stayntouch PMS to retrieve the exported data. Note there are limitations for when Stayntouch PMS can generate an export. 
    • Schedule Details: Choose to configure a schedule for the export (exports can be run daily or just one time). 
    • Distribution List: Then, specify how you’d like the data delivered. You may choose between a CSV file (email) or SFTP. Also, include who should receive the data.


Email: Enter the email address in the ADD RECIPIENT field. Simply begin typing in the search bar to retrieve a Stayntouch PMS user’s email address. While the cursor is still at the end of the email, press the Enter/Return key on your keyboard.





SFTP: Navigate to Settings > Hotel & Staff > SFTP Servers. Choose + ADD NEW. Enter the following: (1) SERVER DESCRIPTION, (2) SFTP ADDRESS, (3) USERNAME, and (4) PASSWORD. Then select TEST CONNECTIVITY and SAVE CHANGES before navigating away from this page.



  • Lastly, click SAVE SCHEDULE.


Sample Export (Ready to Be Created)




EXPORTED DATA


1. Commissions:

(Run a Commissions export to retrieve a list of reservations that have been assigned a Travel Agent Card.)

  • Confirmation No (Number)
  • Arrival Date 
  • Departure Date 
  • Guest Name 
  • Associated Travel Agent 
  • Travel Agent Contact Email 
  • TA Commission ON = Yes/No
  • Reservation Status 
  • Gross Room Revenue 
  • Net Room Revenue
  • IATA Number 
  • Commission Transaction Present 
  • Commissionable Revenue 
  • Commission Amount 
  • Commission Rate 
  • Commission TAX 
  • Commission Paid Status = Paid/Unpaid 
  • Reservation Rate 
  • Reservation Rate Amount 
  • Tax count for Reservation 
  • Rate Taxes for Reservation Rate 
  • Add-On count 
  • Add-Ons for Reservation Rate


2. Financial Transactions Export:

(Financial activity tracked within Stayntouch PMS for the previous business day.)

  • Hotel_Code = Hotel Code

  • Confirm_Number = Confirmation Number 

  • Date = Date

  • Code = Charge Code

  • Desc = Charge Code Description

  • Type = Charge Code Type

  • Type_Desc = Type Description 

  • Groups = Groups

  • Amount = Transaction Amount



3. Future Reservations:

(All reserved reservations, excluding cancelled, with an arrival date that is greater than or equal to the date the export is being run.) 

  • Hotel_Code = The hotel code. 

  • Confirmation_Number = The reservation's  confirmation number.

  • Created_Date = The date the reservation was created. 

  • Cancel_Date = The date the reservation was cancelled. 

  • Status = The reservation's current status (due in, stayover, due out).

  • Payment_Type = The payment type. 
  • Group = The group the reservation is assigned. 
  • Arrival_Date = The arrival date. 
  • Arrival_Time = The arrival time. 
  • Departure_Date= The departure date. 
  • Departure_Time = The departure time. 
  • Room_Number = The room number. 
  • Room_Type = The room type. 
  • Rate_Code = The rate code. 
  • Rate_Amount_For_Total_Stay = The rate amount assigned to reservation. 
  • Membership_Class = The membership class. 
  • Membership_Type = The membership type. 
  • Membership_Number = The reservations's membership number.
  • Market_Segment = The market recorded during reservation creation. 
  • Source = The source recorded during reservation creation. 
  • Origin_Of_Booking = The origin recorded during reservation creation. 
  • Adults = The number of adults.
  • Children = The number of children.
  • Infants = The number of infants.
  • Travel_Agent = Travel Agent Card 
  • Travel_Ar = Travel Account Receivables Number 
  • Company = Company Card
  • Company_Ar = Company Account Receivables Number 
  • First_Name = First Name
  • Last_Name = Last Name
  • Guest_Birthday = Guest Birthday
  • Guest_Email = Guest Email



4. Last Month Reservations:

(All reservations with a status of checked-out, cancelled, or no show that fall within the last month.) 

  • Hotel Code 

  • Confirmation Number

  • Created At

  • Arrival Date

  • Departure Date

  • Cancel Date

  • Arrival Time

  • Departure Time

  • Status 

  • Adults

  • Children 

  • Infants

  • Travel Agent - Account Name
  • Travel Agent - A/R Number
  • Company Name
  • Company - A/R Number
  • Rate Code
  • Room Number
  • Room Type
  • Payment Method
  • Market Segment 
  • Source Code
  • Group Name
  • Membership Class
  • Membership Type
  • Membership Number
  • Total Stay Amount 
  • Rate Amount 
  • Guest Last Name 
  • Guest First Name 
  • Guest Birthday 
  • Guest Email



5. Last Week Reservations:

(All reservations with a status of checked-out that match the previous weeks dates. This will not include cancelled or no show reservations.) 

  • Hotel_Code = Hotel Code 

  • First_Name = First Name

  • Last_Name = Last Name

  • Room_Number = Room Number

  • Reservation_Number = Reservation Number

  • Arrival_Date = Arrival Date

  • Arrival_Time =  Arrival Time

  • Departure_Date = Departure Date

  • Departure_Time = Departure Time 

  • Email_Address = Email address on file for the reservation.



6. Nationality Statistics:

(The Nationality Statistics will export a CSV that reports guest nationality along with reservation activity. The export shows monthly totals for Arrivals, In House, and Departures per nationality. If a guest chooses not to include their nationality, their record will be included under the Undefined field.) 

  • Nationality 

  • Guest Arrived 

  • Rooms Arrived

  • Guest Checked Out

  • Rooms Checked Out 

  • Guest In House

  • Rooms Occupied 



7. Reservations Export: 

(All reservations with an arrival date that matches or is after yesterday’s date and a departure date that matches or is after yesterday’s date.) 

  • Hotel_Code = Hotel Code

  • Confirmation = Confirmation Number 

  • Created_Date = Created at

  • Arrival_Date = Arrival Date

  • Dep_Date = Departure Date

  • Cancel_Date = Cancel Date

  • Arrival_Time = Arrival Time

  • Departure_time = Departure Time

  • Status = Status

  • Adults = Adults

  • Children = Children

  • Infants = Infants

  • Travel_Agent = Travel Agent - Account Name

  • Travel__Agent = Travel Agent - A/R Number

  • Company = Company Name

  • Company_AR = Company - A/R Number

  • Rate = Rate Code

  • Room_Number = Room Number 

  • Room_Type = Room Type

  • Payment_Type = Payment Method/Payment Type/Value

  • Market_Segment = Market Segment Name

  • Source = Source Code

  • Group = Group Name

  • Membership_Class = Membership Class

  • Membership_Type = Membership Type

  • Membership_Number = Membership Number

  • Total_Amount = Total Stay Amount

  • Rate_amount = Rate Amount

  • Guest_Last_Name = Guest Last Name

  • Guest_First_Name = Guest First Name

  • Guest_Birthday = Guest Birthday

  • Guest_Email = Guest Email


8. Rooms Export:

(An export of all the property’s rooms based on the time the export was triggered.)

  • Room_No = Room No

  • Room_Type = Room Type

  • Floor_Number = Floor Number

  • HK_Status = Housekeeping Status

  • IS_Occupied = Occupied (True = Occupied, False = Not Occupied) 

  • Max_Occupancy = Max Occupancy


9. Stash Rewards Membership Export:

(These are checked out reservations with a membership.) 

  • TransactionID = Confirmation Number

  • PropertyID = Property ID

  • SHRMemberID = Membership Number

  • RoomRevenueAmount = Room Revenue 

  • Check-inDate = Check In Date

  • Check-outDate = Check Out Date

  • BookingChannelCode =  Booking Channel Code

  • RateCode = Rate Code 

  • RoomTypeCode = Room Type Code 

  • RoomCount = Room Count 

  • PaymentTenderType = Payment Type 


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