RATE CODE MANUAL

The rate code is the heart of the room charges.
In the past, if a rate code was used, the rate code could not be changed anymore until the last date check out of the existing reservations
That has changed in the new version. This means that any modification of any formula or rule in a rate code leads to a "new version" of the existing rate code.

Previously the basis of the rate was the rack rate, this is no longer the case anymore. The rate starts for which you wish to sell the room including taxes &  BDI excluding the other formula.

In principle, there are 3 types of rate codes and none is better or worse than the other one:
1. Pax-based rate code: The room component in this rate code is based on no of guests.
2. Room based rate code: The room component in this rate code is room based
3. Package rate code; This rate code should have room components and extra beds only, there should not be any BDI in this rate code.

EXAMPLE A: BEST AVAILABLE RATE FOR WALK-IN & INTERNET

EXAMPLE B: By pax based room rate

EXAMPLE C: Package rate code

To Add

To start with the rate code there are a few settings per rate code that needs to be defined:

1.  Rate Code Name:  Start to give the rate code a clear and recognizable name. This name will appear also in the Ehors booking Engine.
2. Description: Give it a nice description. The description will also appear in the Ehors Booking Engine.
3. Validation: Select the validity date of the rate code
4. Rate Code Group:  The rate code group is used for linking with the accounting system. Usually, there is only
   one rate code group as most hotels only have one revenue account for Room Revenue. If you do not see a rate code group in the dropdown you have to contact accounting and ask them to create one for you.
5. Package Rate Code yes / no: If yes is selected then the rate code will only be available for the creation of packages and
   will not be selectable during a reservation as a single rate code.
6. Manual Sorting: This is a free value that decides the sequence of the rate code to be displayed on the internet.
7. User Level: This level decides which position in the organization is allowed to use the rate code during reservations without authorization of a higher level. This restricts rate codes like complimentary or very special rate codes to be used by unauthorized staff.
   1.  Level 1 means the lowest level, e.g. trainee. This rate code level will allow everybody to be used because the rule is 1 or higher.
   2. Level 2 means medium level, e.g. FO Supervisor. This rate code can be used by anybody with level 2 or higher, level 1 requires permission from level 2 or higher.
   3. Level 3 means HOD, Duty Manager level. This rate code can be used by anybody with level 3 or higher, level 1 and 2 need permission from level 3 or higher. 
8. Monthly Rate: By default is no. Click yes if the rate code is based on Monthly charging.
9. Accommodation: Select the type of accommodation to which the rate code applies. Be careful here. Many times a rate code only applies to a certain accommodation, but in practice due to several reasons like overbooking, OOO rooms, etc, big groups, there is a need to use the rate code for other accommodations as well. This is called running on the house. For example, You want to create a rate code for the government and in principle, the government reservations are “always” Superior Twin. However, if there is no sufficient number of rooms in Superior Twin available, the custom is that e.g. DeLuxe twin will be provided for the same price (run on the house). Therefore you need for that particular rate code the room rate also for the other accommodations. This will happen in many different scenarios; therefore you need to be careful when selecting the accommodation and think about what the consequences will be if accommodation is not selected. 
10. Selling Price: This includes Taxes, Sc, and potential BDI's, this is excluding the extra bed. The selling price is based on the number of based pax in the accommodation. 
11. Submit: If the user clicks submit, this will close the pop-up without any further action. This means that the data entered has been saved. But this doesn't mean that the rate code is completed.
12. Segments: A rate code applies to a certain market segment, source, and potential agencies and bookers (Agents). The deeper the rate code goes the narrower the availability will be.
    1.  At least one market segment and source must be assigned, else the rate code cannot be used.
    2. A rate code can be assigned to more market segments and sources
    3. As soon as one or more agencies are selected for the rate code, the rate code only applies to those agencies.
    4. As soon as one or more agents are selected for the rate code, the rate code only applies to those agents.
    5. Meaning: There can be all market segments and sources and agencies selected, but there is only 1 agent selected, the rate code will only be valid for that agent. 
13. Pax Formula: This feature is now used to create a rate code that is based on the number of pax in the room. Single-use has a different price than double triple or quadruple etc.
14. BDI/.Extra Bed: BDI formulas have different purposes:
    1. Most importantly; revenue allocation. Based on the appropriate linking the amounts defined in the BDI will be allocated to the correct outlets and account in the COA (Chart of Accounts).
    2. Display; the BDI will be a part of the inclusions on the website as well as the confirmation letters send out.
    3. Any BDI can be monitored using either Breakfast Knock off for breakfast BDI or BDI knock off for other BDI’s.

The purpose of the formula shows that it is important to include all relevant BDI’s even if the revenue allocation is zero. Multiple BDI's can be applied to a rate code but date ranges for the same BDI's cannot be overlapping

EXAMPLE A: Pax based rate code: The room component in this rate code is no of guest based.

Step 12-14

SEGMENT/SOURCE/AGENCY/BOOKER

Important Note: If this rate code is also applicable to an Agency this would mean that you have to create one rate code for normal segments with agency and one for segments without Agency. Meaning you cannot simply select a segment Walk-in, in combination with Government because the Government normally has agencies.

BDI/EXTRA BED

Adding an existing BDI/EXTRA BED formula. Just choose the existing BDI formula that you want to add. Once selected the summary will be shown on the right screen. Click Submit when you're done.

Existing BDI's are shown on the left, if the BDI formula that you want or extra bed doesn't exist yet, you may add a new one by clicking "add new formula".

EXAMPLE B: Room based rate code

PAX FORMULA

Select the pax formula button. In this example, I will be adding the pax formula in the Gov Rate code.

When the pax formula button is selected, a new box will populate and will show all the existing formulas on the left side of the screen. You can always reuse the existing formula if the prices are the same. 

You can also add a new one by clicking the "add new formula".  Give the pax formula a recognizable name, start entering the amount for each pax. Click the "add formula", double-check before you click the submit button.

Once it's added the formula will be changed to a color light blue. You can also deactivate from here. Don't forget to click submit once done.

EXAMPLE C: Package rate code; This rate code should have room components and extra beds only, there should not be any BDI in this rate code.

SEGMENT/SOURCE/AGENCY/BOOKER

This example is only applicable for GOV, OTA, and TA. If this is also applicable to the other segments that don't have agencies, a new set of rate codes must be added.

A rate code always applies to the lowest level. 

Example:

a. Segment/Source/Agencies/Booker:  Only applies to selected booker

b. Segment/Source/Agencies:  Only applies to selected Agencies

c. Segment/Source:  Only applies to selected Sources

EXTRA BED

Select the "add new formula". Give the formula a name. Select the outlet of the BDI you are going to add. Once the outlet is selected, the BDI's of that outlet will be loaded. Select the BDI, and don't forget to check the extra bed box.

Enter the amount of the extra bed. Click the "add formula" once done. Then Submit. BDI

Important Note: A rate code can have more than 1 formula, but date ranges cannot be overlapping Existing formulas; only the date range can be modified but the formula can be deactivated.

15. Extra Formulas: 

a. Occupancy Formula: This is used to manipulate the rate based on the occupancy of the property.

b. On the Fly: This Is used to manipulate the rate instantly

c. LOS: This is a type of discount that will be calculated when the guest books a certain number of nights. This manages the number of free nights or discounts related to night stays.

d. Minimum Stay: This is a type of discount that will be calculated when the guest books a certain number of nights. This manages the minimum number of nights to avail of the rate code.

e. Last Minute/Early bird: This type of discount is related to when the reservation was made.

f. Promo Code: This promo code can be a very extensive set of data. Therefore the codes are created in a separate program. In the rate code program, only the promo code will be linked to the rate code.

g. Discount Program: This type of discount can be anything. This could be related to payment method, BDI's, recipe and etc.

OCCUPANCY FORMULA

If you opt to use an existing formula, just select from the list shown on the left side of the screen.  Then click submit.

If you want to add a new occupancy formula click the "add new formula" button. A new box will populate. Give it a recognizable name. Enter the value of each accommodation for each percentage or an amount.

This can be minus or plus. Click  "add formula" then Submit when done.

ON THE FLY,  LOS & PROMO CODE: The steps or procedures on how to add are the same with occupancy. 

MINIMUM STAY  

LAST MINUTE/EARLY BIRD: The steps or procedures on how to add are the same with Minimum stay. 

DISCOUNT PROGRAM

Select the discount that you want to apply to the rate code. The details can be viewed by clicking the "view details". Click Submit when done

16. Result: Always check the result before you click the complete button.  If there is no result, please check if at least 1 occupancy level has been created in the program Accommodation Occupancy  ACCOMMODATION OCCUPANCY LEVEL MANUAL

17. Duplicate Rate Code: A rate code can be a complex exercise with many options. You now have the option to duplicate an existing rate code. E-Hors will ask you to enter a new name and you can

modify the rate code like any other rate code. Idea: Create a few templates and re-use these for complex codes with lots of formulas, this will save a lot of time and avoid errors.

17. Complete: You only click the complete button if the rate code is ready for approval. 

18. Approved: If the status of the rate code is approved, this means you will be able to use the rate code for reservations. Any modification after the rate code has been approved will create a new rate with the new ID.

The current rate code will only be available for existing reservations. Only level 3 or higher can approve the rate code.

To Edit

1. Click the "edit" icon and start editing the data.
2. Click "submit" when done.
3. Click "Cancel" if you don't want to make any changes.

The rate code in red is approved.

To Delete (deactivate)

1. Select the rate code name that you want to deactivate, click the "deactivate" button.
2. Are you sure you want to de-activate this record?
3. Click "OK".

To Re-activate

1. UN-tick the box “hide inactive” to show the inactive records.
2. Select the rate code name that you want to re-activate, click the "re-activate" button.
3. Are you sure you want to re-activate this record?
4. Click "OK".

Result: Always check the result before you click the "complete button.

Complete Button: The complete button will only enable once the rate code is completed.

Duplicate Rate code: This will allow you to duplicate any rate code. You just have to give it a unique name and new description.

Approved button: This is greyed out if the rate code that you are trying to approve is incomplete. Once it's completed the approve button will be enabled. The authorization level for rate code is >=3 (meaning level 3, 4, and 5)