Reservation Detail Report

Updated 2026-10-30

The Reservation Detail Report is meant to list every reservation (folios that have not been checked in yet, plus cancelled and no-show ones) for a date range, with guest, phone, e-mail, room or room type, dates, payment, status, source, ADR and total charges. It can search by reservation date, arrival date, cancel date or no-show date and split the list into walk-in and CRS (online channel) reservations.

Purpose

• List the whole reservation book of a period with its status.
• Find cancelled and no-show reservations by their cancel or no-show date.
• Split reservations by origin: walk-in (entered by the hotel) or CRS (arrived from an online channel).

Who uses it

Reservation manager, front desk manager, sales and revenue staff, and owners checking conversion and cancellations.

About this report on screen

Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:

• Summary: All reservations of a period with status, source, ADR and payments.
• What this report shows: Reservations between From Date and To Date with status, room, dates, sales & channel and category, ADR, total charges and payments.
• How to read it:
• Select Date decides which date the period applies to: reservation date, arrival date, cancel date or no-show date.
• Filter by reservation source (CRS / walk-in) and status.
• Good to know:
• The list is split into pages in the browser; Excel and PDF contain every row.

Columns explained (the same text shows on the help icon next to a column title):

Before you start

• You need the privilege Reservation_Report_ReservationDetail.
• Only folios in the Reservation state are listed: when a reservation is checked in it becomes a check-in folio and leaves this report (see Guest List for in-house guests).

Step by step

1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
2. Choose the category Reservation Reports (or type in the search box) and click the card Reservation Detail ("Complete details of all reservations"). You can also open #/report/reservation-detail directly.
3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date, Select Date, Reservation Source, Status as you need (in a date calendar, Working Date jumps to the current business date).
4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
5. Choose Select Date: Res.Date (the day the reservation was made), Date In (arrival), Cancel Date or No-Show Date.
6. Choose Reservation Source: All, CRS Only or Walk-In.
7. Choose Status: All, Confirmed, Unconfirmed, NoShow or Canceled.
8. Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
9. Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.

Filters

Columns

Totals and grouping

Grouped by the reservation source: Walk-In and, for CRS reservations, the name of the CRS engine. With Reservation Source = Walk-In there is a single list without headings. No total line. The bottom bar shows Total Records.

How to read an example

The report returns these reservations for 16-Oct-2026 to 31-Oct-2026 (source All, Select Date Res.Date; first lines):

Read it as: reservation 2 was made on 16-Oct for two nights (ADR 2,500.00, charges 5,000.00 + 300.00 tax = 5,300.00), the guest paid 2,000.00 in advance and did not come (No-Show). Reservation 4 is a confirmed booking for 20 to 22 October.

Common questions it answers

• How many reservations did we take on a day, and how many were cancelled?
• Which reservations arriving next week have paid no advance?
• How many reservations come from online channels (CRS) and how many are walk-in?

Export, print and e-mail

Export is only offered when the table has rows. The format is the same as for the other reports: Excel, Email (PDF) and PDF (PDF opens since 19-Oct-2026, ).

Troubleshooting

• No record found! although I know reservations exist. Check Select Date (Res.Date, Date In, Cancel Date, No-Show Date) and the Status filter; checked-in folios are not reservations any more.
• A checked-in guest is missing. Checked-in folios are not reservations any more.
• The Status filter shows fewer lines than expected. The filter compares the status of the reservation (Confirmed, Unconfirmed, No-Show, Cancel).
• Dates before 16-Oct-2026 cannot be chosen. The calendar starts at the first business date of the hotel.

Messages you may see

Related reports

CRS Rate Plan, No-Show/Cancel Revenue, Arrival, Guest Classification, Reservation reports overview.