Virtual Rate codes

[System data > Reservation > Rates > Rates tab]

Using virtual rate codes allows easy and flexible pricing adjustments and - in combination with specifically set pricing strategies - optimal average room rates.

It’s simple: Instead of having their own rate information, virtual rates take their basic rate information from a mutual base rate, which, however, is changed by a certain percentage or a fixed value. This way you can apply complex pricing strategies which are based on only a few basic rate codes and which can be easily altered or adjusted for an entire year.

Information regarding the proper use

If you use virtual rate codes in protel Air, please note the following information. If you have any questions, please do not hesitate to contact our Cloud-Support.

Room type allocation

Please note that virtual rates take all of their rate information from the base rate. This also includes the information for which room types a rate is valid.

Inheritance of package elements (item calculations)

If a basis room type consists of numerous package elements (calculations), the calculated inclusive rate always forms the basis of the calculation (exceptions are items which have been marked as a fixed charge, e.g., city taxes).

The inheritance of package elements can be disabled with the following XSetup: Inherit Base Items = false. Use this setting, e.g., if you would like to create virtual rate codes with individual package elements (item calculations).

Second level virtual rate codes

Virtual rate codes can also use a virtual rate code as their base rate code, e.g. 'BAR' -> 'LCR1 10%' and then 'LCR1 10%' -> 'LCR2 20 EUR' ("Second level virtual rate codes"). Because such price structures can quickly become unmanageable, we do not recommend using this type of rate configuration.

Virtual rate code structure example

For a base rate code (e.g., “half board deluxe”) there are to be lower and higher rates which are 5 %, 10 %, 15 % below i.e., above the standard rate. Consequently, six virtual rate types would be required, for example:

 HB Dlx L1 = -5%

 HB Dlx L2 = -10%

 HB Dlx L3 = -15%

 HB Dlx H1 = +5%

 HB Dlx H2 = +10%

 HB Dlx H3 = +15%

L = „lower“

H = „higher“

Creating virtual rate codes

1. Because virtual rate codes use the rate information of a base rate code, it is important to first select a base type. Select the respective rate by simply marking it:

2. Click the "Add" button located in the lower left.

3. In the next dialogue box, click Virtual Rate Code.

4. The newly created virtual rate code can be detected by the square brackets behind the label. The name in the square brackets reflects the short name of the base rate code, for example: Halfboard deluxe H1 [HB Dlx].

5. Afterwards, determine the rate details

   1. Allocate a Name for the virtual rate code. Here, it is recommended to use the name of the base rate code and to extend it with an abbreviation.

   2. All of the other fields behave as described in the chapter entitled "Defining a rate code". The rate group, rate code type, etc., are adopted by the basis rate code and can be arbitrarily changed.

   PLEASE NOTE The Bookable online rate detail can be set individually - i.e., dependent of the base rate code - so that you have more pricing flexibility in your online business. This way you can define a virtual rate code which can be booked online, whereas the base rate code is not available online (or the other way round).

    

6. Select Rules in the tree-view located below the virtual rate code.

Here you can limit the rate based on time or allocate a certain length of stay (see above, chapter "Rules").

7. Click on Virtual prices located in the tree-view.

This is where you deposit the details for the virtual rate code:

8. 1. Base rate: The selected rate code under point 1 has been preselected as the base rate.

   2. Modifier: Enter the value here that is to be used as an extra charge or as a discount:

      	A fixed amount will be added to the prices of the base rate. Enter a negative value (with a preset minus sign), if the amount is to be deducted.
      	Instead of a fixed value, the entered percent value will either be added or deducted.

   3. Decimal places: Setting the decimal places for rounding off, for example:

      • 0.01 rounded up / down as of the 2nd decimal place

      • 0.05 rounded up / down by a half a decimal place

      • 0.10 rounded up / down as of the first decimal place

      • 1.0 rounded up / down by a whole number

      • 10.0 rounded up / down by 10

      • etc.

   4. Rounding: Determine if the calculated value is to be rounded up or down  (recommended when working with percentages for additional charges as the numbers can turn out to be quite uneven).

   5. Apply even if amount is zero:Zero amounts will also be taken into consideration.

   6. Rate availability: How should the virtual rate code behave if capacity strategies have been set for the base rate (Rate availability > Rate increase / decrease by capacity of x %)?

      • Apply price modification strategies set on base rate: The defined occupancy rule is also valid or the virtual rate code

      • Ignore price modification strategies set on base rate: Strategies selected for the base rate codes do not influence the virtual rate code.

      • Close virtual rate code if manual price modifications on base rate are set: Has an occupancy rule been set for the base rate code, the virtual rate will be blocked.

8. Click [OK] to save the virtual rate code.

Creating virtual rate codes with individual item calculations (packages)

[System data > Reservation > Pricing > Rates tab]

Upon request, you can create your own item calculations for your virtual rate codes - and thus have the option of offering various packages and services for each virtual rate code - regardless of the base rate code.

Necessary settings

Virtual rate codes with separate item calculations must be activated with the following XSetup:

Inherit Base Items = false

The setting enables the use of virtual rate codes with separate item calculations, while preventing virtual rate codes from adopting the calculations form your base rate code.

In addition, this setting has the following effects:

• Second level virtual rate codes are no longer supported (a second level virtual rate code also uses another virtual rate code as their base rate code). If you have already configured such rates, we strongly recommend reconfiguring the system accordingly and to avoid using second level virtual rate codes

How to identify a Second level virtual rate  

What action should be taken if a second level virtual rate code has been configured in the system?  

• When creating a reservation, second level virtual rate codes are no longer available for selection. If there are reservations in the system already using such rate codes, these reservations cannot be modified afterwards. As a workaround, we recommend creating a new reservation with a different rate code.

How to create a virtual rate code with individual item calculations

First of all, follow the steps described in the section: Creating virtual rate codes.

Add the desired item calculation:

1. In the tree-view, click on Calculations.

2. In the Available Calculations section, select the desired calculation (e.g., Extra Comfort).

3. Drag & drop the desired calculation (e.g., Extra Comfort) into the Assigned Calculations area.

4. Go back to the tree-view and click again on a virtual rate.

The assigned calculation now also appears in the tree-view - see the following screenshot.

Define strategies

In the rate availability you can adjust rates flexibly on a daily basis and for any situation, for example, by blocking rates for a certain time period.

Virtual rate codes and Daily Rates

Virtual rate codes cannot be customized using the Daily Rates feature. We ask you to consider this in your pricing!