Budget

After you enable the Budget, use the Budget tab to add your budget data so that you can view it in dashboards and reports. You can:

• Enter the data at the business type or business view level, see best practices.

• Enter the data using the budget table or using an Excel template. View how to select the best entry method.

• Send Budget and My Forecast data directly into G3 RMS if you use RevPlan.

Setup Steps

Using the Budget Table

1. Click , then External Data, and then Budget and My Forecast.
   See Budget and My Forecast for help with enabling My Forecast.
2. Click the Budget tab.
3. Click the date button to select the month or fiscal period and year for which you want to enter budget data. You can view and enter budget data for one month or fiscal period at a time. Click the right arrow or left arrow to move forward or back one period.
4. Define the budget at the Month, Week or Day level. See Data Details for the table column descriptions.

5. Click Save to save the budget for the period. Use the date selector to move to the next period to continue adding budget data.

Using the Template

1. Click , then External Data, and then Budget and My Forecast.
2. Click the Budget tab.
3. On the right side of the page, select the Start Date and the End Date for the period to define budget data. The default Start Date is the System Date and the default End Date is the end of the current year. The maximum period for which you can set up budget data is 730 days.
4. Click Download.
5. Save the file to a location on your computer.
6. Complete the required columns in the Budget worksheet, see Data Details for descriptions.

7. Save the modified file in an XLSX format.
8. On the Budget page, click Upload.
9. Navigate to and select the saved workbook.
10. Click Open.
11. G3 RMS checks the workbook for data and formatting errors. If the system finds no errors, you can view the data in the table. If it finds errors, it cancels the import and tells you which rows have errors. Click the Excel icon to export the error list. Correct the errors, then import the workbook again. See Fix the issues that cause upload errors.

Editing Budget Data Using the Template

At any time, you can export your budget data into a workbook to modify and re-import budget values, as needed. The exported workbook contains budget information for the date range that you select on the Budget tab when you export the workbook. Any occupancy dates that have no existing budget data display the default 0 value.

Data Details

Using the Budget Table

Column	Description
Week #	Click the open icon before Month to view or enter budget data at the monthly level. Click the open icon before the Week number to view or enter budget data at the weekly level or daily level.
DOW, Date	The day of the week and occupancy date, which are displayed when the Week number is opened.
Business Type	The business levels of Transient and Group for which you can enter budget data.
Business View	The Property Business Views that you set up in G3 RMS. You are not required to enter budget data for all Business Views. Leave the default zero value for any Business Views that do not have a budget.
Budgeted Rooms	Enter the budgeted rooms value by business type or business view, and at either the monthly, weekly or daily level. Values entered at the higher monthly or weekly levels must be distributed to the lower levels using the Distribute button. Values entered at the lower levels are automatically totaled at the higher levels. Each Budgeted Rooms value must be a positive, whole number. The sum of the rooms for all business types or business views can't be larger than the property's physical capacity. Monthly Level: Rooms entered at the Monthly level distribute to all weeks and days in the month. The Monthly Total displays the total rooms budgeted for the month. Weekly Level: Rooms entered at the Weekly level distribute to all days of that week. The Weekly Total displays the total rooms budgeted for the week. Weekly totals roll up to the Monthly Total level. Daily Level: After you distribute rooms from the monthly or weekly level, you can change the budgeted value for each occupancy date. Daily totals roll up to the Weekly and Monthly Total levels.
Budgeted Revenue	Enter the budgeted revenue by business type or business view, and at either the monthly, weekly or daily level. Values entered at the higher monthly or weekly levels must be distributed to the lower levels using the Distribute button. Values entered at the lower levels are automatically totaled at the higher levels. You can include up to two decimal places for revenue values. Monthly Level: Revenue entered at the Monthly level distributes to all weeks and days in the month. The Monthly Total displays the total revenue budgeted for the month. Weekly Level: Revenue entered at the Weekly level distributes to all days of the week. The Weekly Total displays the total revenue budgeted for the week. Weekly totals roll up to the Monthly Total level. Daily Level: After you distribute revenue from the monthly or weekly level, you can change the budgeted value for each occupancy date. Daily totals roll up to the Weekly and Monthly Total levels.
Distribute	Click Distribute to distribute monthly or weekly rooms or revenue values across the period. If you enter budget data as a monthly total, you can choose how the total is divided and distributed to each day in the month, so daily views are representative of how you expect your business to behave. If you expect some days of the week to sell more rooms or have a higher ADR than others, select the option to distribute a specific day of week pattern. Otherwise select to distribute evenly: 1. Distribute Evenly Select No, Distribute evenly to distribute uniformly over the days of the week. G3 RMS automatically divides the total value and distributes it proportionally to all days in the month at the monthly level and all days in the week at the weekly level. If the whole value does not divide into equal values for the period, G3 RMS adjusts the distribution. Remainders are distributed starting with the first days of the week or month. For example, you distribute 10 budgeted rooms into a 7-day week. The resulting budgeted rooms for the first three days are 2 each, and all other days of the week are 1. 2. Distribute by Day of Week Select Yes to provide a specific distribution by day of week. A window opens in which you can specify the percentage, either Budgeted Rooms or Budgeted Revenue, for each day of the week. The values must be whole numbers, and the sum of all days of the week must equal 100%. To help you build a typical day of week distribution, G3 RMS automatically calculates and suggests an average day of week distribution based on past data for the same month last year. If you have this historical data, G3 RMS calculates the average distribution pattern and displays that day of week pattern. If the historical data is not available, G3 RMS shows the percentages as zero. Adjust the distribution values for each day of week, as needed.

Using the Template

Column	Description
Property Name and Property ID	The identifying information for the property for which you are adding budget data. Do not change this information.
Occupancy Date	The dates for the period that you selected when you exported the template.
DOW	The day of the week for the occupancy date.
Segment	If you selected to enter budget at the business type level, you see the business levels of Transient and Group for which you can enter budget data.
Business View	If you selected to enter budget at the business view level, you see the business views for which you can enter budget data.
Budgeted Rooms	The number of rooms that you budgeted to be sold for the occupancy date, either by business type or business view. When you export the template, this value defaults to 0. Enter the number of budgeted rooms sold for each date, using numeric values. The spreadsheet cannot have blank cells. Leave "0" as a placeholder if you have no budget data for a date.
Budgeted Revenue	The room revenue that you budgeted for the occupancy date, either by business type or business view. When you export the template, this value defaults to 0.00. Enter the budgeted revenue for the date, using numeric values with up to two decimal places. The spreadsheet cannot have blank cells. Leave "0.00" as a placeholder if you have no forecast data for a date.

Best Practices

If Possible, Enter Budget at Property Business View Level

Understand How Property Business Views Help You

To enter the budget or My Forecast at the Property Business View level, you need to first set up your Property Business Views. Unlike Forecast Groups, which G3 RMS creates from your market segments for analytical purposes, you set up Property Business Views based on your business needs and how you want to view your data in G3 RMS. Group your market segments the same way that you group them when you prepare your budget and forecast. Then, add your budget or forecast data for each Property Business View.

If Needed, Resolve Errors in Property Business Views

A warning icon displays at the top of the page if all your market segments in G3 RMS are not assigned to a Property Business View or you have a Property Business View with no market segments. Unassigned market segments mean that you could see an incorrect comparison between Property Business View data and other data within the system that includes that market segment data. For an accurate data comparison, be sure you assign all market segments in G3 RMS to a Property Business View.

Select the Entry Method Best For You

When to Use the Table

The table is the best option if you prepare your budget or forecast data as a summary total by month or week, not for each occupancy date. In the table, you can enter the data at a monthly, fiscal period, or weekly level. The table includes a feature to distribute the data from months to weeks and days, then change the data for specific dates, if needed. As soon as you save the data, you can view it by day in dashboards and reports.

If you upload daily budget or forecast data using the Excel template, the table summarizes it to show weekly and monthly totals. If needed, you can use the table in the system to edit your uploaded values.

When to Use the Template

If you define your budget or forecast data by day, you can import an Excel workbook with that data.

Begin by selecting the dates and exporting the template. Upload the completed workbook after you add your data. You can add to or change imported data by exporting a new workbook or by using the table in the system.

With RevPlan, Send the Data to G3 RMS

If your property uses RevPlan, use the Export option there (under Admin click Submission, then Schedule) to update the Budget and Forecast data in G3 RMS. To use the Export from RevPlan you must:

• Enable Budget and My Forecast.
• Define both at the Business View level.
• Ensure that the names of your Property Business View match exactly the Market Segment PMS description names in RevPlan.

Fix the Issues that Cause Upload Errors

Include Valid Data

• Rooms values are whole numbers. Revenue values include up to two decimal places.
• The date column must include valid dates.
• No rows are incomplete. Each occupancy date must have both rooms and revenue. Add "0" as a placeholder, if needed.
• For Business Type: use only Transient and Group and include each once for each occupancy date.
• For Business View:
  • In the Business View column, use only names from the Property Business View page.
  • Include each Business View only once for each occupancy date.
• The sum of the rooms for all Business Views does not exceed the property's physical capacity for an occupancy date.

Don't Change the Template Columns

• The column order and titles for columns A-E are the same as in the original, exported template.
• The Property ID has not changed and matches the property to which the file is being uploaded.
• If needed for your own work, you can enter data on other columns or worksheets in the My Forecast workbook that do not contain template data. G3 RMS ignores this extra data when you import the workbook.