Quickbooks Bookkeeping Question

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Proud Texan

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My general setup:
  1. Mac User
  2. Webervations
  3. Manual Credit Card Processing
  4. Quickbooks
We are now 1 year into our B&B experience and it has FINALLY occurred to me that I need to be trapping some statistical data for subsequent business analysis, i.e., number of nights booked, number of nights vacant, etc. etc.
Before you tell me to go with a PC using Rezovations, I'm aware of the advantage of this setup and will eventually evolve into this as I can afford it. Until then, I'm stuck with what I have.
Is there anyone out there with a similar setup that has found a way to trap this data? Can I do it within Quickbooks?
 

JeannineIrish

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I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
 

Proud Texan

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I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year..
JeannineIrish said:
I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
Is AT-A-Glance computer software? PC based?
On the Mac I have iCal, but I'm not crazy about its functionality.
 

JeannineIrish

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I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year..
JeannineIrish said:
I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
Is AT-A-Glance computer software? PC based?
On the Mac I have iCal, but I'm not crazy about its functionality.
.
Proud Texan said:
JeannineIrish said:
I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
Is AT-A-Glance computer software? PC based?
On the Mac I have iCal, but I'm not crazy about its functionality.
LOL. It is an old fashioned calendar. It is a little bigger than 8 1/2 by 11. Each day's square is about 2". We are all so tech based that we forget there is such things as good old fashioned calendars.
 

swirt

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It seems to me that Webervations has some sort of ability to spit out a roomnight list doesn't it? (I'm a little fuzzy on that as I am usually involved with the setup, rather than the other features that come in later.)
 

Proud Texan

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It seems to me that Webervations has some sort of ability to spit out a roomnight list doesn't it? (I'm a little fuzzy on that as I am usually involved with the setup, rather than the other features that come in later.).
swirt said:
It seems to me that Webervations has some sort of ability to spit out a roomnight list doesn't it? (I'm a little fuzzy on that as I am usually involved with the setup, rather than the other features that come in later.)
I've gotten to the age where EVERYTHING is fuzzy.

I'm not sure about Webervations either. After a long struggle to get it up an functioning (no reflection on Webervations) I don't mess with it. I'm scared to.
 

swirt

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It seems to me that Webervations has some sort of ability to spit out a roomnight list doesn't it? (I'm a little fuzzy on that as I am usually involved with the setup, rather than the other features that come in later.).
swirt said:
It seems to me that Webervations has some sort of ability to spit out a roomnight list doesn't it? (I'm a little fuzzy on that as I am usually involved with the setup, rather than the other features that come in later.)
I've gotten to the age where EVERYTHING is fuzzy.

I'm not sure about Webervations either. After a long struggle to get it up an functioning (no reflection on Webervations) I don't mess with it. I'm scared to.
.
There are a lot of people on here that use it, so I am sure someone will tell me if I have recollected a non-existent feature.

 

wendydk

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I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year..
JeannineIrish said:
I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
Is AT-A-Glance computer software? PC based?
On the Mac I have iCal, but I'm not crazy about its functionality.
.
Proud Texan said:
JeannineIrish said:
I don't have QuickBooks but here's what I do. I have Quicken and Quicken can track income. As far as room nights this is what I do for a quick calculation. (I also have RezOvation but don't run a lot of reports from it).
I have an "AT-A-Glance" monthly calendar which provides me with a quick look at reservations booked. Since we have only three units there is enough space in each block to write the name of the room & guest. I mention this because in this book I also keep track of number of room nights booked each month by week. At the top of each month I also write the statistics from the previous year, year to date and for that month. It gives a quick glance of where we stand compared to the previous year.
Is AT-A-Glance computer software? PC based?
On the Mac I have iCal, but I'm not crazy about its functionality.
LOL. It is an old fashioned calendar. It is a little bigger than 8 1/2 by 11. Each day's square is about 2". We are all so tech based that we forget there is such things as good old fashioned calendars.
.
That is EXACTLY the same thing I do! :)
I can just open it up to this month, and see what we had today for each of the last six years "at a glance"!
 

happyjacks

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PT, I have the same setup as you, except instead of Webervations I use Availability.ca for online booking.
Quickbooks reports are great for tracking revenue and comparing year-over-year in terms of $ but not room nights. For other stats, I use Excel.
I created a quarterly spreadsheet to track other stats, such as room nights, repeats, average room rate, stats relating to dinners, etc. I have to enter most of the info manually (and formulas where possible for automatic calculations), but for my size it's fine.
It's not for everyone, but I was already using Excel extensively in budgets and reports in my previous life, so there was no learning curve for me to use it. Plus I like that I don't have my vital biz info tied up in proprietary software (another lesson learned from past experience).
 

Proud Texan

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PT, I have the same setup as you, except instead of Webervations I use Availability.ca for online booking.
Quickbooks reports are great for tracking revenue and comparing year-over-year in terms of $ but not room nights. For other stats, I use Excel.
I created a quarterly spreadsheet to track other stats, such as room nights, repeats, average room rate, stats relating to dinners, etc. I have to enter most of the info manually (and formulas where possible for automatic calculations), but for my size it's fine.
It's not for everyone, but I was already using Excel extensively in budgets and reports in my previous life, so there was no learning curve for me to use it. Plus I like that I don't have my vital biz info tied up in proprietary software (another lesson learned from past experience)..
happyjacks said:
PT, I have the same setup as you, except instead of Webervations I use Availability.ca for online booking.
Quickbooks reports are great for tracking revenue and comparing year-over-year in terms of $ but not room nights. For other stats, I use Excel.
I created a quarterly spreadsheet to track other stats, such as room nights, repeats, average room rate, stats relating to dinners, etc. I have to enter most of the info manually (and formulas where possible for automatic calculations), but for my size it's fine.
It's not for everyone, but I was already using Excel extensively in budgets and reports in my previous life, so there was no learning curve for me to use it. Plus I like that I don't have my vital biz info tied up in proprietary software (another lesson learned from past experience).
I have excel, but I was hoping that there was a way to trap the data I'm already entering to prevent the redundancy.
 
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