Room statistics depend on the revenue, room nights and available capacity included in the selected report. Check those inputs before deciding that a ratio is wrong, particularly after a closure, capacity change or change in room-category treatment.
Define the comparison
Record the property, dates, report, dataset and room categories. Align actuals, Forecast, Live forecast and Budget or Target before comparing results. Establish the currency and revenue basis as well as whether all dates in the selected period have complete data.
For a consistent period calculation, the relevant relationships are:
| Measure | Inputs to verify |
|---|---|
| RevPAR | Included room revenue divided by available room nights on the report’s basis |
| Occupancy | Included occupied room nights divided by available room nights, expressed as a percentage |
| Average room rate | Included room revenue divided by the room nights used for the rate calculation |
The room nights included in occupancy and in the rate calculation need to be established separately. Do not assume every non-revenue stay has identical treatment in both measures. Use period totals on a consistent basis rather than taking a simple average of daily percentages or rates.
Mathematically, a ratio with a zero denominator is undefined. Some PMI report calculations display a zero fallback in that situation; do not interpret that display as a valid measured rate or occupancy. A missing denominator also prevents verification.
Why does RevPAR look wrong for a partly open month?
Check the available room count for each date, including the effective dates of closures, renovations and reopening. Management Perspective uses daily capacity values when building its period totals. Today’s capacity multiplied by all calendar days may therefore differ from the report’s denominator. Check the values actually supplied for closed dates; a closure label alone is not proof that available room nights were excluded.
Illustrative example: a 100-room hotel opens for 20 days of a 30-day month and earns room revenue of 200,000 currency units. Suppose the agreed reporting basis excludes the ten closed days from available room nights. Availability is then 2,000 room nights and RevPAR is 100.
If the same revenue is instead divided by 3,000 room nights, the result is approximately 66.67. This demonstrates the effect of the denominator. It does not establish which closure treatment a particular PMI report or external benchmark applies. Confirm the intended basis before correcting capacity or comparing reports.
For varying capacity, total the date-effective available room nights rather than assuming the same room count throughout the month. Review closure boundary dates carefully.
Are owner or complimentary rooms affecting the result?
Identify the source-system categories for owner use, complimentary stays and other non-revenue occupancy. Check their statistical mappings and whether the selected report includes each category in occupied room nights, rate room nights and available capacity.
Adding room nights with no corresponding revenue can lower an average rate if those nights are included in its denominator. Including those nights as occupied can also change occupancy. These effects may be intentional under the reporting policy; they do not by themselves prove a mapping error.
Do not remove owner or complimentary rooms universally. Ask the controller and system owner to confirm the intended category treatment for the specific report and comparison. Verify the PMS export and PMI inputs on the same basis.
Reconcile and verify
- Record included room revenue and its source.
- Record sold, occupied and non-revenue room-night categories separately where available.
- Record the available room nights and the date-effective capacity behind them.
- Calculate the ratios on the agreed basis and compare with the report.
- Investigate any remaining difference, including rounding, excluded categories and incomplete dates.
After an authorised mapping or availability correction, recheck the affected historical and forecast periods as appropriate. Retain the original evidence and the reason for the change.
Ask PIA
“Using these room-revenue, room-night and dated availability totals, explain the RevPAR, occupancy and room-rate results. State which inclusion rules must be confirmed before treating a difference as an error.”
Without the category rules and matching inputs, PIA can explain possible effects but cannot establish that owner stays or a closure caused the difference.