Budget management
To evaluate the revenue performance of a property, comparing it to the budget is a widely used practice. In the RMS, users have the option to load the property's budget on a daily or monthly basis.
By incorporating the budget data into the system, users can easily compare actual revenue against the budgeted values to assess the property's performance and identify any deviations or areas of improvement. This feature provides valuable insights into the property's financial performance and helps in making informed revenue management decisions.
View the below video to learn how to view the budget screen, upload a budget, enter a daily or a monthly budget.
Prerequisites
The following outlines the details you require to be able to access the budget management section:
Access to Management section.
Budget data prepared for upload when using file import.
Understanding of your property's revenue targets.
View the budget screen
In the following steps you will be able to view budgets and review budget:
On the left navigation click Budget under the management header.
A screen will open showing the current year and the performance of a specific month.
Under the header budget you will see a table and below describes what is presented in each box:
The first box indicates the occupancy percentage.
The second box indicates the average daily rate (ADR).
The third box indicates revenue per available room (RevPAR).
Each box shows two numbers:
The first number indicates the current data on the books or sold as of today.
The second number indicates the budgeted data.
Click on the months name to see a graph chart that indicates real or current budget, the budget amount and last years budget.
Click Occupancy, ADR or Revpar to view different charts.
The modal displays three tabs with color-coded data:
Real/Current: Blue
Budget: Red
Prior Year: Black
Click X to return to the home screen.
To view previous years or future years budgets click the arrows to view.
The budget performance is indicated by color:
Green indicates the month is ahead of budget.
Yellow means some budgets are ahead or behind of budget for specific areas.
Red means some budgets are behind budget.
Under the header fulfillment you can select your preferred view:
Click Actuals to show rooms sold as of today.
Click Total Year to show rooms sold for past and future combined. The data will show in the boxes under the headings occupancy, ADR and Revpar.
Enter monthly budget figures
Follow the steps below to enter monthly budget figures:
On the left navigation under the header management click Budget.
Click the pencil
icon to the right of the screen for occupancy and then ADR.In this screen you will see the month title.
On the left hand side of the screen you will see information indicating the following:
Occupancy last year.
Occupancy last year percentage.
Percentage variation.
Occupancy goal.
Occupancy goal percentage.
Revpar last year.
Revpar budget.
To update the monthly budget enter the new data in the box provided.
For occupancy, choose from the options:
Enter the percentage variation to prior year.
Enter the occupancy goal.
Enter the occupancy goal percentage.
For ADR, choose from the options:
Enter the percentage variation to prior year.
Enter the Average Rate Budget number.
Click Submit when complete
📌Note: The system calculates other data automatically
Enter the daily budget figures
Follow the steps below to enter daily budget figures:
On the left navigation under the header management click Budget.
Click the pencil
icon to the right of the screen for occupancy and then ADR.Click the pencil
icon again on this screen under the specific month you would like to edit.Enter details for each day.
For occupancy enter the percentage variation to prior year, or enter the average rate for each date.
For ADR, choose from the below options:
Enter the percentage variation to prior year, or enter the occupancy goal of rooms sold, or enter the occupancy goal percentage.
The system calculates other data automatically.
Click Submit when complete.
️ ⚠️ Important: Verify your total amounts to ensure all data was entered as intended.
Enter budget figures via file upload
Follow the steps below to upload your budget via a file:
On the left navigation under the header management click Budget.
Click File load and from the drop down menu click Monthly or Daily.
Click the download icon and a CSV template file will download.
Format your data using semicolons (;) to separate values, or change the separator on the import screen. Data must include a date, average price and occupancy.
An example of a monthly and daily format is outlined below:
Monthly format example: 202711;123.20;98
202711 = November 2027.
123.20 = ADR.
98 = Occupancy percentage.
Daily format example: 20271101;123.20;98
20271101 = 1 November 2027.
123.20 = ADR.
98 = Occupancy percentage.
Save the file to your desktop once completed.
To upload your file click Choose File and select the correct file.
Click Submit to import the data.
⚠️ Important: Verify your totals in the system after import to ensure all data was imported correctly. If needed, correct the file and re-import.
Frequently asked questions
Below are frequently asked question to help you understand the budget management screen further:
What's the difference between monthly and daily budget entry?
Monthly lets you enter one figure for the entire month, while Daily requires you to enter budget data for each day of the month. Daily entries will sum up to create your monthly totals.
Do I need to enter RevPAR manually?
No, RevPAR calculates automatically once you enter your Occupancy and ADR figures.
Can I upload budget data from a spreadsheet?
Yes, you can upload budget data using a CSV file. Click File load and choose either Monthly or Daily format. Download the template file to see the required format.
What format should my CSV file use?
Your CSV needs to include: Date, Average price, and Occupancy, separated by semicolons (;).
Examples:
Monthly: 202711;123.20;98 (November 2027, $123.20 ADR, 98% occupancy)
Daily: 20271101;123.20;98 (1 November 2027, $123.20 ADR, 98% occupancy)
Can I see detailed monthly breakdowns?
Yes, click on any month name to open detailed charts with color-coded data:
Real/Current: Blue.
Budget: Red.
Prior Year: Black.
What should I do after uploading budget data?
Always verify your totals in the system to ensure all data imported correctly. If there are errors, correct your file and re-import.
Why can't I see prior year data?
Prior year data populates automatically from your system's historical records. If it's missing, check that your historical data is complete in the originating system.
Can I change the separator in my CSV file?
Yes, you can adjust the separator on the import screen if you prefer to use something other than semicolons.
Troubleshooting
Below are some of the top issues that can be troubleshooted by you:
Budget data not importing correctly?
Verify your CSV file format matches the template exactly, using semicolons as separators and the correct date format.
RevPAR not calculating?
Ensure both Occupancy and ADR values are entered correctly. RevPAR calculates automatically from these figures.
Prior year data missing?
Prior year data populates automatically from your system's historical records. If missing, check that historical data is complete in your originating system.