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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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[System data > Reservation > Policies]
If you use an IDS interface, please note that policies linked to rate codes are not currently transferred.
If you work with group reservations, policies posted using the rate code are displayed in the individual subordinate reservations (group members), not in the group master.
[System data > Reservation > Policies > Rate assignment]
In the Rate assignment tab, you can assign a deposit policy (or deposit policy groups) and a cancellation policy (or cancellation policy groups) to each rate code. The policy assigned to the rate code is then automatically added to the reservation during the booking process. You can use the rate code to control which deposit and cancellation policy is to be valid for a reservation.
Requirement is that deposit and cancellation policies have already been defined in the system, otherwise policies will not be available here for selection (see sections below: Deposit Policies and Cancellation Policies).
Note:
Only advanced rate codes can be assigned; basic room rates are not offered
for selection in the rate assignment.
[System data > Reservation > Policies > Rate assignment]
Assigning policies is done directly in the grid:
Select the rate code to which you would like to assign a policy.
Click into the Deposit policy column and select the desired deposit policy from the dropdown list.
Click into the Cancellation policy column and select the desired cancellation policy from the dropdown list.
The policy is automatically adopted as soon as you remove your cursor from the selection list and click into an arbitrary part of the window.
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[System data > Reservation > Policies > Rate assignment]
To delete an assigned policy, select the relevant rate code and double-click on the policy you are deleting - see the figure below.
Then hit the Delete key [Del] on your keyboard to delete the assigned policy.
The change only applies to reservations which have been booked after the time of deletion.
[System data > Reservation > Policies > Deposit policies]
Deposits on an invoice amount are common practice and a requirement for guaranteeing a reservation. In protel Air, you can manage an arbitrary number of deposit policies and assign them to various rate codes.
A deposit policy determines the following:
The amount of the deposit. The cancellation fee can be charged as a flat amount or calculated on the basis of different reference values (a percentage of the total price, the price for the first night, or based on a specified number of nights).
The time at which the deposit must be paid (x days before arrival or x days after booking).
Once assigned, the deposit policies are automatically attached to the reservation at the time the reservation is made. The deposit policy appears in a separate tab in the reservation dialog box (see HERE). For example, deposits already made, amounts still open, and the due date are all displayed.
At the end of the day procedure, protel Air creates a list of deposits due - so you can keep track of and control over your deposits on a daily basis. Additionally, open deposits can be displayed in the Policy Collections list.
You can create and edit deposit policies, combine them into a deposit policies group, and assign the policies to various rate codes.
In the Deposit policies tab, you can create new deposit policies and edit or delete existing ones.
Click on Add to create a new deposit policy.
Enter the following information for the new deposit policy:
Column |
Explanation |
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Short description |
Enter a short description for the deposit policy. Click on the globe to save the texts for the short description in several languages. The short description appears in the rate code assignment and in the Policy collections active list. |
|
Description |
Enter the description for the deposit policy. The description appears in the reservation and in the Policy collections active list. |
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Calculation type |
% of the entire stay |
The value entered here is calculated as a percentage of the rate for the entire stay. Example: Entered value = 50%. The rate for a room is € 300. The deposit is € 150. |
% of first night's rate |
The value entered here is calculated as a percentage of the rate for the first night. Example: Entered value = 50%. The first night costs € 100. The deposit is € 50. |
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Number of nights |
The value entered here is multiplied by the price per night. Example: Entered value = 2. A room costs € 100 per night. The deposit is € 200. If a room is reserved for fewer nights as the value that had been entered, the maximum number of booked nights is going to be calculated. If the room rate per night varies, the individual rates will be summed up, e.g., € 100 for the first night + € 150 for the second night = € 250. |
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Fixed amount |
The deposit amount corresponds exactly to the entered value in the property currency. |
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No deposit required |
No deposit will be charged. |
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Time period |
No. of days after reservation |
The value entered here determines how many days after the booking date the deposit is due. Example: The reservation is made on 01 February. Entered value: 7. The deposit is due 08 February. |
No. of days before arrival |
The value entered here determines how many days before the arrival date the deposit is due. Example: The reservation is for 20 February. Entered value: 3. The deposit is due 17 February. |
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Include the following when calculating deposit amount |
Taxes |
If selected, the gross price (before taxes) is used as the base for calculating the deposit. If no check mark is set, the net price (after taxes) is used as the basis for calculating the deposit. |
Fixed charges |
If selected, fixed charges are also included for calculating the deposit. |
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Bookable packages |
If selected, bookable packages are also included for calculating the deposit. |
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Sort order |
The value you enter here determines the sort order in which the policy is displayed. |
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inactive |
If a check mark is set here, the deposit policy is deactivated. |
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[System data > Reservation > Policies > Deposit policy groups]
You can combine several deposit policies into an entire group.
Creating a deposit group is an ideal solution if a deposit is to be paid in several stages.
Example: 10% of the total amount should be paid as a deposit 30 days before arrival and 50% of the total amount 3 days before arrival.
Open the following menu: [System data > Reservation > Policies] and click on the Deposit policy groups tab.
Click on Add to create a new deposit group.
Enter a short description and a description.
In the Deposit levels pane, you can define how the deposit group should stagger. A deposit policy can be selected for each level.
The first level takes effect, then the second level, etc. The rules of the selected deposit policies apply in each case.
Ensure that the order in which the deposit levels are arranged logically. Only policies of the same type can be combined (e.g., Rule 1: 14 days before arrival + Rule 2: 7 days before arrival).
A deposit group can have up to four levels.
The Fallback value applies if any of the defined criteria is breached.
Example
protel Air Business Date = 5 May
Rate Code: Summer Special.
Stage 1 - Code A - Rule 0 days after booking - 50% of Total Stay.
Stage 2 - Code B - Rule 7 days after booking - 50% of Total Stay.
Fallback - Code C - 100% Total Stay
Scenarios and outcomes:
Scenario 1
A reservation is made for arrival of 10 May. As the reservation arrival date is 5 days in the future and less than 7 days prior to the arrival date (Code B) this rule is not met, therefore Fallback to Code C.
Scenario 2
A reservation is made for arrival of 1 August. As the conditions for Code A and Code B are met (7 days after booking e.g. 5 May + 7 days = 12 May which is in advance of the arrival date being 1 August), the rules logic applies where multiple deposit policies will occur for this reservation.
[System data > Reservation > Policies > Cancellation policies]
In protel Air, you can manage an arbitrary number of cancellation policies and assign them to various rate codes. Once assigned, the cancellation policies are automatically attached to the reservation at the time the reservation is made. The cancellation policy appears in a separate tab in the reservation dialog box (see HERE). When cancelling the reservation, the cancellation charge defined in the cancellation policy is automatically calculated and posted to the guest's invoice.
A cancellation policy determines the following:
The amount of the cancellation fee to be charged when a reservation is cancelled. There are several ways for calculating the cancellation fee: as flat rate, as a percentage of the rate for the entire stay, as a percentage of the first night's rate, or based on the provided number of nights.
The number of days prior to arrival where the reservation can be cancelled without prompting a cancellation fee. The date is additionally linked to a time (e.g., 5:00 pm) before which the guest needs to cancel in order to avoid having to pay cancellation fees.
Multi-level cancellation policies are also possible, e.g. cancellation up to 8 days before arrival at the latest: 60% of the agreed total price; cancellation less than 8 days prior to arrival: 70% of the agreed total price etc. (see "Cancellation policy groups").
You can create and edit cancellation policies, combine them into a group of several cancellation policies, and assign them to different rate codes.
Attention!
In order for a cancellation fee to be posted as a separate invoice
item, a corresponding item must be created in the protel Air system
data. This item is defined as a cancellation item in a separate
system setting (XSetup). Thus the system knows, on which item
the fee must be booked (see following help sections) and the cancellation
fee is shown as a separate invoice item in the invoice dialog
box.
If you require configuration assistance, feel free to contact us or your local protel partner at: cloudsupport@protel.net.
Create an item in the system data for posting all cancellation charges on the invoice. If such an item already exists in your system, skip this step.
Open the System Data menu in protel Air, and click on POS > Item.
The System
data > Items window
opens.
Switch to the Items tab and create a new item by clicking on the [+ Add] button.
Add new item dialog box |
System data > POS > Items > "Items" tab > [+Add]
|
Field |
Selection / Entry |
Item number (TAA) |
Enter a unique code for the cancellation item. |
Posting text |
Enter a meaningful posting text, i.e., "Cancellation fee". Use the little globe symbol to enter an appropriate translation. |
Product group |
Assign an appropriate product group, e.g. "Extras", or the like. You can also create a new product group if none of the ones offered are suitable. |
Price |
|
Tax rate |
Assign a valid tax rate. |
Click on OK to create and save the item.
Further information on creating items:
System data > POS > Items > Add
item / Edit
By means of an XSetup, you can define which item the system is going to use for posting cancellation fees.
XSetup Name: Cancellation Fee Item ID
Open the protel Air System Data menu and click on System > XSetup.
The System
data - XSetup window opens.
In the tree view to the left, open the Client > Reservation file - see screenshot:
To organize the entries into alphabetical order, click on the Name column header - see screenshot:
In the overview, mark the Cancellation Fee Item ID XSetup entry (1) and click on the Edit value... button (2) - see figure:
Now enter the item's ID (not the Item number (TAA)!) that can be used to post all cancellation fees (see above: Creating items for booking Cancellation fees). You can find the item's ID in the item overview or in the upper right part of the item window when opening an item for editing (see following example).
Example
Assuming the item for the cancellation fee has the ID value of 73- see following figure.
Corresponding with the example, the number 73 is entered into the XSetup as Cancellation Fee Item ID - see following figure.
NOTE: Please make sure that you have correctly entered item's ID!
Do not enter the item's
Item number (TAA)!
Once you have entered the valid ID for the cancellation item, proceed by clicking on OK.
The configuration of the item for posting the cancellation fees is now
complete.
System data > Reservation > Policies > Cancellation policies
In the Cancellation policy tab, you can create new cancellation policies, and edit or delete existing policies.
Attention!
Attention! In order for a cancellation fee to be posted as a separate
invoice item, a corresponding item must be created in the protel
Air system data. This item is defined as a cancellation item in
a separate system setting (XSetup).
The following message appears if an item has not yet been defined as a cancellation item, (see above, section 2: Defining item as cancellation fee item (XSetup):
Click on Add to create a new cancellation policy.
Enter the following information for the new cancellation policy:
Column |
Explanation |
|
Short description |
Enter a short description for the cancellation policy. Click on the globe icon to save the texts for the short description in several languages. The short description appears in the Rate assignment and in the Policy collections active list. |
|
Description |
Enter a description for the cancellation policy. The description appears in the reservation and in the Policy collections active list. |
|
Calculation type |
% of the entire stay |
The value entered here is calculated as a percentage of the entire stay's room rate. Example: Entered value = 50%. The rate for a room is € 300. The cancellation fee is € 150. |
% of first night's rate |
The value entered here is calculated as a percentage of the first night's room rate Example: Entered value = 50%. The first night costs € 100. The cancellation fee is € 50. |
|
Number of nights |
The value entered here is multiplied by the price per night. Example: Entered value = 2. A room costs € 100 per night. The cancellation fee is € 200. If a room is reserved for fewer nights as the value that had been entered, the maximum number of booked nights is going to be calculated. If the room rate per night varies, the individual rates will be summed up, e.g., € 100 for the first night + € 150 for the second night = € 250. |
|
Fixed amount |
The cancellation fee corresponds exactly to the entered value in the property currency. |
|
No cancellation fees |
A cancellation fee will not be charged. |
|
Time period |
No. of days before arrival |
The value entered here determines how many days before arrival the deposit is due (i.e., arrival date minus x days and subsequent days). Example:
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Deadline (hh:mm) |
The value entered here determines the guest's cancellation deadline before which the guest must cancel in order to avoid having to pay the cancellation fee (in conjunction with the days before arrival). For example, a check-in time can be provided here. Example: For a refund of 50% of the accommodation cost, the guest must cancel a booking 30 full days prior to the exact check-in time (3 p.m.). |
|
Include the following when calculating cancellation fee |
Taxes |
If selected, the gross price (before taxes) is used as the base for calculating the cancellation fee. If selected, the net price (after taxes) is used as the basis for calculating the cancellation fee. |
Fixed charges |
If selected, fixed charges are also included for calculating the cancellation fee. |
|
Bookable packages |
If selected, bookable packages are also included for calculating the cancellation fee. |
|
Sort order |
The value you enter here determines the sort order in which the policy is displayed. |
|
inactive |
Selecting this checkbox deactivates the cancellation policy. |
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You can combine several cancellation policies into an entire group. This is especially useful if you are working with a staggered fee schedule (increasing the amount of the cancellation fee as the arrival time approaches).
Example:
If the guest cancels...
... 29-15 days prior to arrival, the guest pays 40% of the total amount.
... 14-8 days prior to arrival, the guest pays 60% of the total amount.
... 7-0 days prior to arrival, the guest pays 70% of the total amount.
In the above example, the cancellation policies must be created individually and can then be combined to form a group (starting with the lowest level).
Open the following menu: [System Data > Reservation > Policies] and click on the Cancellation policy groups tab.
Click on Add to create a new cancellation policy group.
Enter a short description and a description.
In the Cancellation levels pane, you can define how the cancellation group should stagger. A cancellation policy can be selected for each level.
The first level is first, followed by the second level, etc. The rules of the selected cancellation policy apply.
Make sure that the cancellation levels are arranged logically. The combined policies must complement each other both in terms of time and calculation.
A cancellation group can have up to four levels.
The Fallback value applies if the cancellation policies defined in the group do not apply due to the arrival date.
Reservation > Reservation screen > Policies
Hot Topics > Reservation> Cancel reservations
> Cancelling
a reservation with cancellation fee
Lists > Policy
collections
Display
policies in reservation enquiry
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