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    Setup Hierarchy

    Information on which rules take precedence when setup in RMS.

    Decision Tree


    RMS includes multiple layers of configuration to provide flexibilty and system customisation.

    Setup hierarchies determine what order a series of configuration options apply in the system.

    The workflow of setup hierarchies is dependent on whether the setup relates to a function a user will perform or if it is a system function.

    User functions are actions taken by a user logged into RMS including creating a new Reservation, sending a Form Letter or creating a Receipt on an account.

    System functions are processes performed by RMS behind the scenes including which Housekeeping Tasks apply to a reservation, which Length of Stay Restrictions apply to a Rate, which Taxes to apply to a charge when it is created on an account and what General Ledger Account Code revenue should be reported to.


    • User Functions
    • System Functions
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    User Functions

    User functions are actions performed by a user whilst they are logged into RMS.

    The availability of actions a user can perform is determined by the Security Profile setup.

    The Security Profile determines if a user is permitted to complete a certain action as well as which Discounts, Rate Types, Correspondence, VIP Codes,  Properties & Categories can be accessed.

    Enterprise Users with multiple Security Profiles must select which Security Profile to use for the session when logging into RMS. The selected Security Profile will be used to determine which actions, Properties & Categories the user can access during that login session.

    Depending on the user function being performed, additional setup options will determine if a user can complete the action in RMS.

    The following examples highlight the workflow for user functions in RMS.


    Create a New Reservation


    Send a Form Letter

    System Functions

    System functions are processes performed by RMS behind the scenes and are determind by the system configuration.

    System configuration determines the rules RMS will use to apply and run various tasks.

    Many setup options are available on multiple layers within the database and the system function will use this information to determine which item applies in a particular scenario.

    Database → Property → Category → Area → Rate Type → Derived Rate Type

    The following examples highlight the workflow for system functions in RMS.



    Category, Area, Sundry, Rate & Tax are default System Labels that can be customised.



    Cancellation Policy

    A Cancellation Policy can be setup on a Rate Type, Derived Rate Type, Rate Type Property Rule, Rate Table and Rate Period or selected on the Reservation.

    The Cancellation Policy applied to the reservation will be determined by the following hierarchy.







    Reservation












    Rate Type Property Rule










    Rate Period








    Rate Table






    Derived Rate Type




    Rate Type


    The Cancellation Policy selected on the Reservation will override the policy setup on the Rate Type, Derived Rate Type, Rate Type Property Rule, Rate Table or Rate Period.

    The Cancellation Policy setup on the Rate Type Property Rule will override the policy setup on the Rate Type, Derived Rate Type, Rate Table or Rate Period.

    The Cancellation Policy setup on the Rate Period will override the policy setup on the Rate Type, Derived Rate Type or Rate Table.

    The Cancellation Policy setup on the Rate Table will override the policy setup on the Rate Type or Derived Rate Type.

    The Cancellation Policy setup on the Derived Rate Type will override the policy setup on the Rate Type.

    The Cancellation Policy setup on the Rate Type will be overridden by any setup on the Derived Rate Type, Rate Type Property Rule, Rate Table and Rate Period or selected on a Reservation.


    Deposits

    Deposit rules can be setup on a Rate Type, Derived Rate Type, Rate Type Property Rules and Rate Tables in addition to the Online Deposit rules that can be setup specifically for the RMS Internet Booking Engine.

    When using Rate Deposits, RMS will only use the deposit setup on the Rate Table if there are no deposit rules setup on the Rate Type or Rate Type Property Rules.






    Derived Rate Type Property Rules








    Derived Rate Type






    Rate Type Property Rules




    Rate Type


    Rate Table
    Online Deposit

    Mixed Rate Reservations where multiple Rate Types have been selected across the reservation dates will use the Rate Deposit with the highest value of the deposit rules setup on the selected Rate Types.


    General Ledger Account Codes

    General Ledger Account Codes are unique codes or numbers assigned to each account in the financial system's chart of accounts used to organise financial transactions within the general ledger.

    General Ledger Account Codes should be setup in RMS to match the financial system used and will determine where revenue is reported for any transaction created including Financial & Operational Revenue.

    A General Ledger Account Code is mandatory on setup of a Category, Sundry Charge, Exclusive Tax or Late Fee and optional on setup of an Area, Rate Type or Discount.



    Category, Area, Sundry, Rate & Tax are default System Labels that can be customised.



    Category, Area & Rate Type

    Revenue for an Area will use the General Ledger Account Code selected on the Category unless a separate GL Account Code was selected on the Area setup.

    Transactions for a Rate on a reservation account will allocate revenue to the General Ledger Account Code on the Category unless a separate General Ledger Account Code was setup on the Area or Rate Type.

    When a General Ledger Account Code has been setup on the Category, Area & Rate Type the following rules will be used to determine the allocation of revenue for rates created on the reservation account.




    Rate Type





    Area





    Category



    Sundry Charge, Exclusive Tax & Late Fee

    Transactions for a Sundry Charge, Exclusive Tax or Late Fee will use the General Ledger Account Code assigned on the setup of the item including Sundry Charges selected for use on a Requirement, Tour, Repeat Charge or Periodic Charge.

    If the General Ledger Account Code has been setup as Accommodation Revenue and is allocated to a Sundry Charge, Exclusive Tax or Late Fee the related transactions will be included in Accommodation Revenue on Operational Revenue reports.


    Discounts

    Discounts can be setup to deduct revenue from the General Ledger Account Code of the target transaction (Targeted) or allocated to a specific General Ledger Account Code (Default).

    Targeted Discounts will subtract the revenue reported for the GL Account Code assigned to the charge transaction the discount is applied to. 

    When the targeted transaction is a Rate the Discount will deduct revenue from the same General Ledger Account Code that the Rate revenue will be allocated to using the rules below.




    Rate Type





    Area





    Category


    Default Discounts will report revenue deductions to the General Ledger Account Code specified in the Discount setup.


    Operational Revenue

    Operational Revenue reports the accommodation value of a reservation distributed across the reservation dates. The transactions to be included as accommodation revenue are determined by the General Ledger Account Code setup.

    General Ledger Account Codes setup to be included in Accommodation Revenue will always be included on Operational Revenue reports as Accommodation Revenue.

    Operational Reports including the History & Forecast Report & Operational Revenue Report breakdown reported revenue as Accommodation, Food & Beverage or Other.

    Transactions will be included on these reports as Food & Beverage revenue when the General Ledger Account Code has been setup with a Food & Beverage Grouping.

    General Ledger Account Codes setup as Accommodation Revenue and assigned a Food & Beverage Grouping will only be reported as Accommodation Revenue.

    Any General Ledger Account Code that is not setup as Accommodation Revenue and is not assigned to a Food & Beverage Grouping will contribute to the 'Other' revenue section on these Operational Revenue reports.

    Housekeeping Tasks

    The Housekeeping Tasks that are applied to a reservation will be determined by where they are setup in RMS.

    The below table demonstrates which Housekeeping Tasks will be used on a reservation where there are Housekeeping Tasks setup on each layer.






    Derived Rate Type








    Rate Type






    Area




    Category


    Property

    Only the Housekeeping Tasks from the highest available layer will be used on a reservation.

    Housekeeping Tasks that are the same for all Categories can be setup at the Property level. 

    If one Category, Area or Rate Type requires different Housekeeping Tasks the setup on that layer must include all required Housekeeping Tasks as RMS will not combine task layers.

     

    Length of Stay Restrictions

    The Length of Stay Restrictions applicable to a rate will be determined by where they are setup in RMS.

    Length of stay restrictions (LOS) can be applied to Rates at various levels with each level of restriction taking precedence over the previous layer.

    Minimum and maximum length of stay restrictions can be setup in the following areas of RMS:








    Control Panel










    Rate Table








    Rate Period






    Rate Type Property Rule




    Derived Rate Type


    Rate Type



    • Control Panel Override: Overrides any Length of Stay set in Rate Setup.
    • Rate Table: Overrides Length of Stay set on the Rate Period, Derived Rate or Rate Type.
    • Rate Period: Overrides Length of Stay set on the Derived Rate or Rate Type as well as any Property Rate Rules.
    • Rate Type Property Rule: Overrides Length of Stay setup on the Derived Rate Type, Master Rate Type or Stand Alone Rate Type for the specific Properties setup for.
    • Derived Rate Type: Overrides Length of Stay setup on the Master Rate Type if selected on Derived Rate Setup.
    • Rate Type: Base level restriction that will not be applied if any overlaying restriction exists.



    Length of Stay Restrictions setup on the Rate Table will not apply if a Rate Override is in effect.

    A Length of Stay Override in the Control Panel can be added to apply Length of Stay Restrictions where a Rate Override exists.



    Month
    1st 2nd 3rd 4th 5th 6th





    Control Panel Override
    Rate Table
    Rate Period
    Property Rate Rule
    Derived Rate Type
    Rate Type

    • Reservations arriving on the 1st would use the minimum and maximum length of stay set on the Rate Type.
    • Reservations arriving on the 2nd would use the minimum and maximum length of stay set on the Derived Rate Type, if selected on setup to override the Master Rate Type.
    • Reservations arriving on the 3rd would use the minimum and maximum length of stay set on the Property Rate Rules.
    • Reservations arriving on the 4th would use the minimum and maximum length of stay set on the Rate Period.
    • Reservations arriving on the 5th would use the minimum and maximum length of stay set on the Rate Table.
    • Reservations arriving on the 6th would use the minimum and maximum length of stay set as an Override in the Control Panel or on the Rate Manager Chart.

    MLOS (On Arrival) & Soft Close

    A Minimum Length of Stay (On Arrival) requires guests reservations to be of a certain length if choosing to arrive on a day where a MLOS is set.

    A Soft Close requires guests reservations to be of a certain length if the date the Soft Close is setup is included within their stay dates.

    Where a combination of a MLOS (On Arrival) and a Soft Close are setup across the dates the guest reservation is being created, provided both have been setup optimally the guest's reservation will be required to adhere to both restrictions with the greater of the two applying.


    Month
    1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th



    Soft Close - 4 Nights


    MLOS (On Arrival) - 3 Nights

    • Reservations arriving 1st will be required to have a minimum stay of 3 nights due to the MLOS (On Arrival). They will be able to depart on 4th.
    • Reservations arriving 2nd or 3rd will be required to have a minimum of 4 nights. The MLOS (On Arrival) prevents the guest departing prior to 4th when the Soft Close takes effect and requires the guest stay a minimum of 4 nights to include this date in their reservation.



    Reservation Account Bill To

    The Reservation Account Bill To determines the party responsible for payment on each Reservation Account Type.

    The party selected as the Reservation Account Bill To will be the addressee on any Statement or Tax Invoice created on the Reservation Account Type.

    Reservation Account Types are determined by the Accounting Options set for the Property.

    The Reservation Account Bill To can be set with the Default Reservation Account Bill To, Company Bill To, Travel Agent Bill To, Channel Bill To, Payment Mode and directly on the Reservation Account.

    The following Reservation Account Bill To hierarchy applies to the Reservation Account Type on initial Reservation creation.






    Reservation Account Bill To








    Payment Mode






    Company Rate Type Bill To




    Company Bill To


    Travel Agent Bill To / Channel Bill To
    Default Reservation Account Bill To


    Taxes

    Tax calculations are performed in the background when a transaction is created on an account in RMS.

    These tax calcuations will be determined by the tax method configured in Accounting Options and any additional taxes applied to a Category or Sundry Charge.

    Tax Exclusive properties can setup a Category with Compound Taxes or specify the Calculation Order for taxes that will be used for Rate transactions associated to that Category.

    Tax Exemptions provide the flexibility to pre-cofigure variations to the standard tax rules that can include the removal of specific taxes or to apply alternate taxes instead. Tax Exemptions can be selected on a reservation, Company or Travel Agent to alter the default tax rules applied to any transactions on the related account.


     

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