Support Home Property Management System Setup Setup Hierarchy

Setup Hierarchy

Information on which rules take precedence when setup in RMS.

Key Terms User Functions System Functions Cancellation Policy Deposit Policy General Ledger Account Codes Housekeeping Task Allocation Housekeeping Task Hierarchy Length of Stay Restrictions Length of Stay Restrictions Reservation Account Bill To Taxes Terms & Conditions

Multiple configuration layers exist in RMS to provide flexibility and customisation that can be used to manage all operational requirements.

When a setup item can exist in multiple places, a hierarchy determines what order takes precedence with different workflows for system and user functions.

A user function is any action a person logged into RMS performs, including creating a reservation, creating a receipt on an account, or sending a form letter.

A system function is a process performed by RMS behind the scenes, including the housekeeping task schedule on a reservation, which length of stay restrictions are enforced, which taxes apply to a charge when created on an account, and which general ledger account code revenue is attributed to.

Delete

Key Terms

A user action requires manual input from a person logged into RMS.

A system function is a process automatically performed by RMS.

User Functions

A user function is any action a person logged into RMS performs, including creating a reservation, creating a receipt on an account, or sending a form letter.

The actions a user can perform are determined by their Security Profile. The Security Profile also determines which discounts, rates, correspondence, VIP codes, properties, and categories can be accessed.

Some user actions require access to multiple security profile functions. For example, a user with the 'Send Correspondence' permission will also need security profile access to at least one form letter or SMS to complete the action and access to guest profiles and reservations.

The diagrams below demonstrate how the security profile determines if an action can be performed.

Add Reservation

Send Form Letter

System Functions

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

Many setup options can exist in multiple layers, and the system function will use the specific item hierarchy to determine which item applies when multiple layers are configured.

As a general rule, system functions use the logic below to determine which layer applies, although many include more layers than shown below:

Reservation

Control Panel

Rates

Area

Cancellation Policy

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

Reservation¹

Rate Type Control Panel Override

Rate Type Property Rule

Rate Period

Rate Table

Rate Type

Derived Rate Type Control Panel Override

Derived Rate Type Property Rule

Derived Rate Type²

^{1. Selecting or changing the cancellation policy on a reservation will ignore any policy selected on any rate setup.}
^{2. A cancellation policy set on a Derived Rate will only apply if no cancellation policy is selected on the Rate Type or Derived Rate Type used as the 'Derived From'.}

Deposit Policy

The Deposit Policy used on a reservation will be determined by the following hierarchy:

Reservation¹

Rate Type Control Panel Override

Rate Type Property Rule

Rate Table

Derived Rate Type Control Panel Override

Derived Rate Type Property Rule

Derived Rate Type²

^1.^{Mixed Rate Reservations will use the Rate Type Deposit with the highest value to determine the deposit due for the reservation.}
^{2. A deposit policy set on a Derived Rate will only apply if no deposit policy is selected on the Rate Type or Derived Rate Type used as the 'Derived From'.}

General Ledger Account Codes

Revenue will be attributed to a general ledger account code using the below hierarchy:

			Sundry
		Rate
	Area
Category

Delete

Additional revenue attribution information on RMS reports can be viewed in the article on the General Ledger Account Code Hierarchy.

Housekeeping Task Allocation

Examples

Housekeeping Tasks can be setup on multiple layers to provide maximum flexibility and control over the scheduling of tasks on a reservation at the property.

To simplify housekeeping setup it is recommended to use the lowest applicable setup tier and sparingly use higher setup tiers to override the base setup.

The housekeeping schedule on a reservation will only include tasks from the highest available setup tier using the below hierarchy:

Rate Table ¹
Best for seasonal housekeeping.

Derived Property Rate Rule
Best for rate specific housekeeping at a particular property.

Derived Rate Type ²
Best for rate specific housekeeping on a derived rate type.

Property Rate Rule
Best for rate specific housekeeping at a particular property.

Rate Type
Best for rate specific housekeeping on a standalone rate type.

Area
Best for housekeeping that differs per area or for a specific area.

Category
Best for housekeeping that differs per category or for a specific category.

Property
Best for housekeeping across the entire property.

^{1 - Any Housekeeping Tasks setup on the Rate Table of a 'Derived From' Rate Type will not override the tasks set on the Derived Rate Type or Derived Rate Type Property Rule.}

^{2 - Any Housekeeping Tasks setup on a Rate Table selected in the 'Adjustment Amount' tab of a Derived Rate will override any tasks set on the Derived Rate Type or Derived Rate Type Property Rule.}

Delete

Examples

The below examples are common scenarios of housekeeping services and the task allocation setup they can use to accommodate these needs.

Example A

A hotel, motel, or serviced apartments property that provides the same cleaning services to all rooms or apartments at the property can use only the Property Housekeeping Tasks.

Example B

A hotel, motel, or serviced apartments property that provides the same cleaning services to all rooms or apartments except one type or several rooms can use the Property Housekeeping Tasks to setup the base layer and then use the Category Housekeeping Tasks or Area Housekeeping Tasks to override the base setup where the variations occur.

Example C

A holiday park or motel and campground property that offers the same cleaning services for all roofed accommodation and not to sites can use the Category Housekeeping Tasks to automate the housekeeping schedules of reservations in roofed accommodation.

Example D

An eco property that cleans rooms between reservations and only offers during stay services for specific rates can use the Property Housekeeping Tasks to setup the base layer of cleaning tasks for departures and then use the Rate Housekeeping Tasks to setup the full service cleaning tasks to override the base layer for that rate only.

Example E

A seasonal property that offers different cleaning services based on the season or time of year can use one or more of the Rate Housekeeping Tasks depending on the rate structure.

If the same Rate Type is offered throughout all seasons and a different Rate Table is setup to change prices and extras for each season the Rate Table Housekeeping Tasks can be used.

If a different Rate Type is offered each season the Rate Type Housekeeping Tasks or Derived Rate Type Housekeeping Tasks can be used instead.

Length of Stay Restrictions

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.

Delete

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
				Rate Table
			Rate Period
		Rate Type Property 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 determine the party responsible for payment on each account type, which will be the addressee on any statement or tax invoice.

The party responsible for payment will be determined by the following hierarchy:

					Reservation Account
				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 RMS account.

These tax calculations 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 set up a category with Compound Taxes or specify the Calculation Order for taxes that will be used for Rate transactions associated with that category.

Tax Exemptions provide the flexibility to pre-configure variations to the standard tax rules, including removing specific taxes or their application. Tax Exemptions can be selected on a reservation, Company, or Travel Agent to alter the default tax rules applied to transactions on the related account.

Terms & Conditions

The following hierarchy is used when determining which Terms & Conditions apply to a reservation:

			Corporate Portal / Guest Portal / Gift Cards Portal / Passes Portal
		Category Terms & Conditions
	Online Options Terms & Conditions
Property Terms & Conditions

Was this article helpful?

Yes No Send Feedback

Can’t find what you’re looking for?

Contact Support

Table of Contents

Related Articles

Popular Articles

Setup Hierarchy

Information on which rules take precedence when setup in RMS.

Table of Contents

Key Terms

User Functions

Add Reservation

Send Form Letter

System Functions

Cancellation Policy

Deposit Policy

General Ledger Account Codes

Housekeeping Task Allocation

Table of Contents

Examples

Length of Stay Restrictions

MLOS (On Arrival) & Soft Close

Reservation Account Bill To

Taxes

Terms & Conditions

Was this article helpful?

How could we improve this answer?

Can’t find what you’re looking for?