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To start with the rate code there are a few settings per rate code that needs need to be defined:
- Rate Code Name: Start to give the rate code a clear and recognizable name. This name will also appear also in the Ehors Booking Engine.
- Description: Give it a nice description. The description will also appear in the Ehors Booking Engine.
- Validation: Select the validity date of the rate code
- 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. - 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. - Manual Sorting: This is a free value that decides the sequence of the rate code to be displayed on the internet.
- 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.
- 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.
- 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.
- Level 3 means HOD, Duty Manager level. This rate code can be used by anybody with level 3 or higher, levels 1 and 2 need permission from level 3 or higher.
- Monthly Rate: By default is no. Click yes if the rate code is based on Monthly charging.
- Map this rate to SiteMinder: This feature will only appear when the property settings called "SiteMinder Access Code" Value is unequal to "NA". Click here for more details
- 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, and 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.
- 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.
- 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.
- 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.
- At least one market segment and source must be assigned, else the rate code cannot be used.
- A rate code can be assigned to more market segments and sources
- As soon as one or more agencies are selected for the rate code, the rate code only applies to those agencies.
- As soon as one or more agents are selected for the rate code, the rate code only applies to those agents.
- Meaning: There can be all market segments and sources and agencies selected, but if there is only 1 agent selected, the rate code will only be valid for that agent.
- 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.
- BDI/.Extra Bed: BDI formulas have different purposes:
- Most importantly; revenue allocation. Based on the appropriate linking the amounts defined in the BDI will be allocated to the correct outlets and accounts in the COA (Chart of Accounts).
- Display; the BDI will be a part of the inclusions on the website as well as the confirmation letters send out.
- Any BDI can be monitored using either Breakfast Knockoff for breakfast BDI or BDI knockoff for other BDI’s.
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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 an agency and one for segments without an Agency. Meaning, that you cannot simply select a segment Walk-in, in combination with Government because the Government normally has agencies.
The icon next to the segment name indicates that it's a default source created by Ehors. These are mandatory sources if you are using the Ehors booking engine and if you are using the SiteMinder integration.
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.
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