Room Packages
This page describes the Room Packages setting in the Hotel module.
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A Room Package is a list of everything that you will supply when a Room is hired except the Room itself. For example, you might include champagne on arrival, massage, access to the swimming pool, breakfast and so on in your Room Packages. Room Packages can be more or less comprehensive, ranging from the basic (room hire only) through bed and breakfast to the luxurious (e.g. a honeymoon Package).
The Items that you list in a Room Package are Items that you will always supply (e.g. a bed and breakfast Package might always include breakfast). These Items can be included in the Room rate or be charged in addition to the Room rate. You can also create some Packages containing sets of additional Items: you will then be able to add one or more of these additional Packages to Reservations as needed. For example, you might enter a standard Room Package that includes Items that you will supply with every room hire, and some Packages containing additional Items that a Customer may choose to purchase as an additional extra.
When entering a Reservation, you will need to specify a standard Package and will have the option of adding additional Packages if needed. You will specify the standard Package on the 'Booking' card of the Reservation, and will list any additional Packages in the matrix on the 'Guest' card. When designing your Packages, bear in mind that it is not possible to subtract from the standard Package. For example, if a family books an activity holiday and the children will only take part in some of the activities, it is not possible to use the additional Packages to subtract the activities that the children will not do. Instead, the standard Package should only include the activities that everyone will do and the additional activities for the adults should be included in additional Package(s).
Packages should not include optional Items, as you will be able to add these individually to Guest Accounts (folios) as and when they are requested by the Customer or you can add Packages of additional Items as already mentioned.
A Room Package can also include checklists that will appear when checking in and when checking out.
If you will not supply any additional Items when Rooms are hired (i.e. you only offer Room hire), you should still enter at least one Room Package in this setting. The pricing calculation in a Reservation will only take place if you have specified a Room Package in that Reservation. If you only have one Room Package (or one that you use more commonly than the others), you can specify that it is the Default Package in the Hotel Settings setting. This Room Package will be copied to each new Reservation automatically as a default.
Two special Packages that you can use are the Complimentary Rooms and Rooms to Staff Packages. Reservations with these Packages will be shown separately in the Daily Statistics report. Use the Daily Statistics setting to specify which Packages are to be used for these purposes.
After entering Room Packages, use the Invoice Items setting to set the pricing for each Package. You only need do this for the standard Packages (Packages that you will specify on the 'Booking' card in Reservations), you do not need add Invoice Items for Packages containing additional Items (Packages that you will list in the matrix on the 'Guest' card).
If you do not see all the fields shown in the illustration, the probable reason is that you have not selected the
Hotel Interface option in the
Optional Features setting in the System module.
- Code
- Enter a unique Code for the Room Package. The Code can consist of up to ten characters, and you can use both numbers and letters.
- Type
- Paste Special
Room Package Types setting, Hotel module
- You can use Room Package Types to group similar Room Packages together. This is for information only.
- Description
- Enter a descriptive name for the Room Package record. This will be shown in the 'Room Packages: Browse' window and the 'Paste Special' list and so should be clear enough to make the selection of the correct Room Package easy for all users.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- If you need a particular Tag/Object to be assigned to every Reservation that uses the Room Package, specify that Tag/Object here. You can enter more than one Tag/Object, separated by commas.
- From a Reservation, the Tag/Object will be copied to the Tags/Objects field on the 'Terms' card of the resulting Invoice and to the Tags/Objects field in each Invoice row.
- Tags/Objects in a Reservation can be copied from the Room, the Room Type, the Room Package, the Booking Origin and from the Contact records for the Customer, the Agent and the Branch. The Tags/Objects that you specify in these records should each belong to different Tag/Object Types, because you can only use one Tag/Object belonging to a particular Tag/Object Type in an Invoice.
- Check In List
- Paste Special
Checklists setting, Hotel module
- A Check In List (or Check In Message) is a report that will be printed to screen whenever a Guest checks in. This report provides a reminder of the services that you can offer the Guest, such as wake-up calls, newspapers, etc. From the report, you can book the services that the Guest requires. Please refer to the description of the Checklists setting here for more details.
- You can use this field to connect each Room Package to a different Check In List. If you leave this field empty, the Check In List that you have specified in the Check In Message field in the Hotel Settings setting will be used.
- Check Out List
- Paste Special
Checklists setting, Hotel module
- Similar to the Check In List described above, a Check Out List is a report that will be printed to screen whenever a Guest checks out. Again, you can use this field to connect each Room Package to a different Check Out List. If you leave this field empty, the Check Out List that you have specified in the Check Out Message field in the Hotel Settings setting will be used.
- Income Adjustment Comment
- If you are using the Package Income Adjustment option below, the Items listed in the matrix will be shown in Invoices with their normal prices, and with additional lines subtracting those prices from the Room rate. In effect, these Items will therefore be included in the Room rate.
- Specify here the text that is to appear in the rows that subtract the prices from the Room rate. If you leave this field empty, the phrase "Room Rate" will be used.
- Additional Items are Included in Price
- Select this option if the Items listed in the matrix are included in the Room rate. The Items will be listed on Invoices and in all reports with a zero price. If you do not select this option, the sales price of each Item will be determined using the Price List specified in a Reservation or using the Base Prices in each Item record.
- If you are creating a Package containing additional Items (i.e. a Package that you intend to list in the matrix on the 'Guest' card), the above comments still apply. Therefore, selecting this option will mean that the additional Items will be added to the Reservation for no extra charge.
- Package Income Adjustment
- If you have selected the Additional Items are Included in Price option above, the Items listed in the matrix will be shown in Invoices with a zero price. If you select this option as well, the Items listed in the matrix will be shown in Invoices with their normal prices, and with additional lines subtracting those prices from the Room rate.
- This option will have no effect if you have not selected the Additional Items are Included in Price option above as well.
- Do not offer item on the web
- If you have used the Webshop and CMS module to build and control a website through Standard ERP, you can add an Online Reservation App to that website. This will allow Customers to book hotel Rooms (i.e. to create Reservations) online. Select this option in a Package if you do not want that Package to be available to online Customers. Please refer here for full details about the Online Reservation App and here for details about making Packages available to online Customers.
Use the matrix to list the Items that are included in the Room Package (apart from the Room charge itself). These Items are denoted by the term "Package Items" in this documentation.
Flip A
- Additional Items
- Paste Special
Item register
- Specify the Item that is to be included in the Room Package.
- Description
- The name of the Item, brought in from the Item register.
- Frequency
- Paste Special
Choice of possible entries
- Use this field to specify when the Item is to be supplied and charged for, as follows:
- Once
- The Item is to be supplied once, on a date yet to be specified. The Item will be charged on the Check In Date.
- First Day
- The Item is to be supplied and charged on the Check In Date.
- Every Day
- The Item is to be supplied and charged every day. For example, if the Check In Date is March 26 and the Check Out Date is March 31, the Item will be supplied and charged five times, on March 26, 27, 28, 29 and 30.
- Every Day Excl. First
- The Item is to be supplied and charged every day except the Check In Date. Using the example dates above, the Item will be supplied and charged four times, on March 27, 28, 29 and 30.
- Last Day
- The Item is to be supplied and charged on the last full day of the stay (one day before the Check Out Date).
- Check Out Day
- The Item is to be supplied on the Check Out Date, and will be charged on the last full day of the stay (one day before the Check Out Date).
- These options only apply if a Room is charged by the day (this is controlled from the Room Type. If a Room is charged by the hour, each Item listed in a Package will be supplied once to a Guest Account.
- Add
- Paste Special
Choice of possible entries
- Specify here whether the Item is to be supplied on a Per Room basis or a Per Guest basis. The Per Guest option will include both adults and children.
Flip B
The fields on flip B allow for you to specify that
Guest Services will be created for individual Package Items automatically. A Guest Service is an instruction to the relevant department (e.g. the front desk or housekeeping) to provide a service required by a Guest. The Guest Services will be created by the
charging routines when they add the Package Items to Guest Accounts. A Guest Service will be created for a Package Item if either the Serv. Type or the Message to Housekeeping fields contain values.
- Serv. Type
- Paste Special
Guest Service Types setting, Hotel module
- The Type of the new Guest Service will be taken from the Guest Service Type that you specify here.
- Message to Housekeeping
- If a record is created in the Guest Services setting, the text that you enter here will be copied to the Comment field in that record. If you leave this field blank, the Comment will be copied from the Guest Service Type.
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Go back to:
Introduction to Settings in the Hotel module
