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Reservation Prices

This page describes the Reservation Status setting in the Hotel module.

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The Reservation Prices setting keeps a record of the Room charges for each Reservation, and shows how the Room charge for each night is calculated. A record in the Reservation Prices setting will be created or updated each time you save a Reservation, so there will usually be no need to work with this setting yourself and it is not recommended that you do so. Use the Agreed Price field in a Reservation to implement a special Room rate in preference to the Agreed Price field in the connected Reservation Price record and use the Reservation Prices setting only for reference.

The Reservation Prices setting will also contain separate records for each Reservation Quotation row. Again, these will be created or updated each time you save a Reservation Quotation. These records will show how the Guest Prices for each night are calculated (not the Agent Prices).

You can open a record in the Reservation Prices setting using the following methods:

  1. You can open the record from the Reservation Prices setting in the usual way, by opening the setting browse window, finding the record that you need and double-clicking (Windows/macOS) or tapping (iOS/Android).

    Reservation Price records created from Reservations will be shown in the 'Reservation Prices: Browse' window with 0 in the Type column, while records created from Reservation Quotations will be shown with 1 in the Type column. There will be separate Reservation Quotation records for each row in a Quotation, with the row numbers being shown in the Row column in the browse window. Row numbers begin at zero, so Row 0 refers to the first row in the Quotation, Row 1 refers to the second row and so on.

  2. You can open the record from the relevant Reservation by pressing the [Price Details] button.

The record will contain a separate row for each night in the Reservation or Reservation Quotation row. In the illustration above, four nights have been charged at the weekday rate and two at the weekend rate. If the Reservation or Reservation Quotation row contains Guests with different Classifications (e.g. some are children), there will be separate rows for each Classification for each night. There will only be rows for Room charges, not for any extra Items such as Package Items and Repetitive Items.

The pricing in each row will be calculated using the record in the Invoice Items setting for the Room Type and Room Package in the Reservation or Reservation Quotation row and for the relevant day type. Each Invoice Item record will connect the Room Type/Room Package combination to a record in the Item register that will carry the daily or hourly rate (if there is a record for the Item in the Price register for the relevant Price List, the daily or hourly rate will be taken from that record not from the Item record itself). Please refer to the description of the Invoice Items setting here for more details. If you are using Classification Terms to allow different pricing depending on the type of Guest (e.g. different pricing for children), the pricing for each day will take the Classifications of the Guests on the 'Guest' card into account. Classification Terms are described here.

Flip A

Date
The date on which the Room charge applies.

Item
The Item that has been used to set the price and that will appear on the Invoice, supplying the Sales Account and VAT Code.

Price Rules
If the Room charge was calculated using a Price Rules record, the Code of that Price Rules record will appear here.

Qty
If the Room is charged on a per Guest basis, the number of Guests (adults and children) in the Room on the date shown in the first field. If the Room is not charged on a per Guest basis, the Qty will always be 1.

%
The discount percentage, calculated from the Agreed Discount field in the Reservation or from the relevant Classification Terms record.

Rack Rate
The standard Room charge for the Room (per Guest if the Room is charged that way) on the date shown in the first field. It excludes any discounts and special pricing e.g. for children.

If you need Rack Rates to be calculated using a particular Price List, specify that Price List in the Rack Rate Price List field on the 'Defaults' card in the Hotel Settings setting. If you leave the Rack Rate Price List field empty, Rack Rates will be calculated using the Base Prices of the Items in the relevant Invoice Item records.

Price
The actual Room charge for the Room (per Guest if the Room is charged that way) on the date shown in the first field. In the case of a record created from a Reservation Quotation row, this field will show the Guest Price, not the Agent Price.

Total
The total Room charge for the Room (Price * Qty - Discount).

Flip B

Class.
The Reservation Prices record will contain separate rows for each Classification used in the Reservation rows (on the 'Guest' card) or for each Classification listed in a Reservation Quotation row (on flip E), with the Classifications being shown in this field.

Flip C

Price Calc
The Price Calc field shows the formula that was used to calculate the Total on flip A.
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