night audit breakdown rates - northwind manageme… · night audit breakdown rates are a variation...

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Night Audit Breakdown Rates Quick Reference Guide

1 Introduction Night Audit Breakdown Rates are a variation on daily rates. These single night package rates allow package components to be embedded in the rate. The component revenue is associated with and extracted from the room revenue at the time of posting on a nightly basis. This type of package rate requires all components to be mandatory.

2 Business Strategy

Similar to Daily Rates, Night Audit Breakdown Rates can be created for both direct and online booking in

Maestro. When creating Rate Types, strategies for rates being offered should include all online (web)

booking tools, GDS and CRS requirements.

3 Configuration If the user is familiar with Daily Rate creation, proceed to Section 4. All of Maestro’s Rate Types are configured from within Front Desk Maintenance. To do this, select Rates | Rate Types. To create a new Rate Type, select F6/Create and complete each field as described below.

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Rate Category All Rate Types for room rates must be associated with the Rate

Category “Room”.

All Rate Types for non-room rates must be associated with one of the

other user-defined Rate Categories such as “Food” or “Recreation”.

Key the desired Rate Category or select it from the F8/Lookup.

Rate Type

This is the name given to the Rate Type. For example – “RACK”,

“CORP”, or “GOVT”.

From Date

To Date

The From Date and the To Date fields correspond to the valid dates for

the rate period.

Number of Days

Maestro will calculate the number of days that this Rate Type is valid

based on the From and To dates entered. The user cannot key data

into this field.

# Days Minimum

# Days Maximum

Default the Days Minimum to 1 and Days Maximum to 999 if Maestro’s

Yield Management is not being used.

Days Adv Book Min

Occupancy % From

Occ % To

Minimum Amount

Maximum Amount

It is only necessary to configure these areas when Maestro’s Yield

Management feature is in use. For a complete explanation of this

feature – Please refer to Maestro’s Yield Management Reference

Guide.

Package Src Cd This field is not required for Daily Rates and can be left blank.

Other Rate Category

Other Rate Type

This feature is used when integrating Spa Services Rate Types within

a Rate Type. Additional configuration is required to use this feature.

Please contact Maestro for additional assistance.

Service Category

Service Package

This feature is used when integrating Spa Services Rate Types within

a Rate Type. Additional configuration is required to use this feature.

Please contact Maestro for additional assistance.

Currency Code

If the Rate Type is to be expressed in a foreign currency. Select

F8/Lookup and choose a currency from the list. The postings for the

room charge will be posted in the home currency.

Rate By Person

This field will determine if the rate is based on the number of people in

the room or based on per room. Leave this field blank if this is a Per

Room rate.

Enter a “Y” if this is a Per Person rate.

Suppress Rate

Rates may be suppressed from printing on the Registration Card and

Incidental Folio Header. Key a “Y” to suppress the rate. Key an “N” for

the rate to print.

Pay Commission By setting this flag to Y, Maestro will create travel agency commission

records, calculated at the default commission rate configured on the

Travel Agency Profile.

If this flag is set to N, commissions will not be calculated nor will a

record be created, regardless if there is a Travel Agency attached to

the reservation.

Days Commission If the Pay Commission flag is set to Y, commissions for Travel

Agencies will be paid only the number of nights set in the Days

Commission field. For example, if “2” is entered, the commission for

Travel Agencies will be calculated on the first two days of the guest’s

stay, regardless of the length of stay. Leave blank if all nights are

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commissionable

Source Business/ Subsource

Bus

A default source and subsource of business can be entered. This will

automatically populate the source and subsource of business fields on

the Guest Reservation screen. If these fields are populated, users

cannot change the source and subsource of business on the Guest

Reservation Screen.

Meal Plan Users can assign pre-configured meal plan to a rate type. The meal

plan will be displayed on the guest reservation screen and is used to

generate Maestro’s Meal Plan reports.

Desc A description for the Rate Type may be keyed in this field. This is

useful to provide clarification. For example a Rate Type can be called

“WPAK” may have the description “Weekend Package.”

Valid Guest

Each Rate Type is only available to designated Guest Types. Move the

cursor to this field and select F5/Drilldown to display/build the list. To

add to the list, key the name of the desired Guest Type or select it from

the F8/Lookup.

Alternatively, select the Guest Type “ZGLOBAL” to make this rate

available to all guest types.

Additional Guest Types may be added to the F8/Lookup from Front

Desk Maintenance. To do this, select Codes | Guest Types.

Valid Company

This field is only completed if this Rate Type is to be made available

only to designated Companies and Tour Operators. To do this, move

the cursor to this field and select F5/Drilldown to display the list. To add

to the list, key the name of the desired Company or Tour Operator or

select it from the F8/Lookup.

Additional Companies and Tour Operators may be added to the

F8/Lookup from Accounts Receivable. Further details are available in

the Maestro User Document “Tour Operator & Wholesaler

Management.”

By only designating the rate for a Company or Tour Operator, users

will need to enter the company name or tour operator name during

reservation creation in order to view and book the rate.

Valid Group

This field is only completed if this Rate Type is only to be made

available to designated Groups. To view the list, move the cursor to

this field and select F5/Drilldown.

Group Reservations utilizing the Priority Rate option will have the

group name automatically entered in this field.

Note: Rate Types are automatically created when the user configures

a Special Rate for any Group Reservation. Maestro will insert the name

of the group into this field. It is not advisable for the user to re-key this

screen.

Yield Factor

This area is used to allow/prohibit the Rate Type from being managed by Maestro’s automated Yield Management features. The default selection for Group Special Rates is “N” to prohibit yield tracking. For all other rates, the default selection is “Y” to allow yield tracking.

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An F5 can be used to access the Yield Flags screen. Users can choose which types of yielding can and cannot affect the rate.

Manager Override

This field may be left blank. It is only necessary to configure these

areas when Maestro’s Yield Management feature is in use. An

F5/Drilldown can be used to access the Manager’s Override screen to

easily create a new yield.

Rate Group Rate groupings allow users to use Maestro’s Yield Management to

affect multiple rates at one time. Use the F8/Lookup to select a Rate

grouping. Rates can only be a part of one rate grouping at a time.

Day Rates

The base rates for all Rate Types except Variable Packages rates are Setup within Day Rates. To do this, move the cursor to the Day Rates field and select F5/Drilldown.

Package Rates This field is not required for Daily Rates

WK/MON/Flat Rates This field is not required for Daily Rates

Length of Stay Rates This field is not required for Daily Rates

Associated Pkg Templates Dynamic package templates can be selected to be booked when the

rate type is booked. Use the F5/Drilldown to access the Associated

Package Templates screen. Use the F6 to create a new line and use

the F8/Lookup to select a Dynamic Package Template. Dynamic

Package Items will be booked along with the room. If the dynamic

package template is to be optional, users can enter an identifier code

in the Option Group Field.

Publish to ResWave Set the flag to Y if users would like the rate to be published on the

ResWave booking engine.

Text

This field is useful for communicating information about the Rate Type

to the front office staff. Notes can be made to clarify which products

and services are included in a particular package rate. To display the

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3.1 Per Room Rates

After completing the above “Basic Setup Requirements”, the basic rates are next to be configured. Begin by setting up the Basic Rates. To do this, move the cursor to the Day Rates field and select F5/Drilldown.

Text screen, move the cursor to this field and select F5/Drilldown.

Note: The text may be viewed during reservation time from the Quick

Availability Chart. If text has been entered for a Rate Type a yellow “Y”

will appear in the T field. To view the text, move the cursor to this field

and select F5/Drilldown. Alternatively, the user can select Text | Rate

Type Text. The text can also be view from the Guest Reservation

screen. A yellow “Y” will appear t the right of the Rate Type

Billing Frequency

Key the desired billing frequency or select an option from the

F8/Lookup. For a daily rate, this must be set to D - Daily

Breakdown Frequency

Key the desired breakdown frequency or select an option from the

F8/Lookup.

Note: If the billing frequency is “Daily” the breakdown frequency must

be “Never.”

N/A Breakdown

Leave Blank. This is not needed unless a Night Audit Breakdown is

required. Please refer to the Night Audit Package Breakdown

Reference Guide.

Resort Fees Resort fees can be added to the rate type to post automatically with the

room charge. An F5/Drilldown can be used to configure the resort fee.

Package Reconciliation An F5/Drilldown can be used to configure vouchers and package

reconciliation for the rate

Last Updated By

At

Maestro will automatically document the name of the last clerk who

made changes to this screen. The date and time of the last change is

also provided. The user cannot key data into these two fields.

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Rate Category Rate Type From Date To Date

Maestro will populate these fields with information from the main Rate Type screen. The user cannot key data into these fields.

Building/Room Type Basic rates must be Setup for each building and each room type that will be reserved at this Rate Type. To do this, select F8/Lookup and select the desired building and room type for both of these fields. When the basic rate has been configured for this building/room type combination – move the cursor back to these fields and select the next building/room type combination.

Extra Person Factoring Configure the Extra Persons Factoring screen if the rate increases based on the number of people occupying the room. If not, this field may be left blank. Use the F5/Drilldown to access the Extra Persons Table

Use the F8/Lookup to select the person category the rate increase is

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applicable for. In the example above, the 3rd and 4th person, up to the 99th person, will be charged an extra $25 on top of the room rate. The first line should be the person category and the number of persons users do not want to charge for. In the above example, if there are two Adults in the room, the rate will not increase. If there are three or more people in the room, Maestro will add a $25 premium per person, to the rate.

Day After selecting a Building/Room Type, press Enter to move to this field. Maestro will automatically insert each day of the week. The cursor will rest in the next field.

Basic Rate Key the value of the basic rate. Internal Cost This field is not in use at this time. Post Key the desired posting code or select F8/Lookup and choose one from

the list. Note – only posting codes that have been designated with the Rate Category “Room” will appear.

#Sha This field is not in use at this time. Clerk Last Date/Time

Maestro will automatically document the name of the last clerk who made changes to this screen. The date and time of the last change is also provided. The user cannot key data into these two fields.

Copy to All Days This button will copy the rate and posting code to all days of the week. Users can also change the rates for specific days after the copy is complete.

Copy to Room Type This button will copy the rate for the current room type to a desired room type. If left blank, the rate will copy to all room types within the selected building, including the run-of-house room type ZZZZZZ. The rates for this room type can be deleted by going to the room type and pressing F7 Delete.

3.2 Per Person Rates

If the rate to be created is based on per person, then the following configuration is required. Within the Daily Rate Schedule screen, configure the rate as shown below. Note, the Basic rate is not configured and only the Post field is populated with the posting code to be used.

Once the Daily Rate Schedule has been created, place the cursor in the Extra Persons Factoring field and press F5/Drilldown. The Extra Persons Table will be configured based on the number of people in the room. Each person in the room can be assigned a different dollar amount.

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Category An F8/Lookup can be used to select the person category

# Gsts Enter the number of guests DlyAdjAmt Enter the rate based on per person entered in the #Gsts field DlyAdj% Enter the percentage rate based on per person entered in the # Gsts field

Based on the example above: For one person, the room is $250. For two people, the room is $500 ($250 + $250). For three people, the room is $725 ($250+$250+$225). For four people, the room is $925 ($250+$250+$225+$200).

4 Configuring a Night Audit Package Breakdown After F5/Drilldown into the N/A Package Breakdown field, the packaged component breakdown must be configured. In this screen, you will need to enter the value for the packaged component that you want to reallocate from the Room Rate.

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Post Key the Posting Code for the revenue center to which the re-distribution will be applied.

Category Each re-distribution may be set up to be variable charge based on the number of persons attached to the reservation. To do this, select F8/Lookup to choose a person category.

Gsts In the example: 15.00 will be redistributed to “Parking” based on one Adult in the room.

This charge will not increase when additional adults are added to the reservation.

32.00 will be redistributed to “Tickets” based on the number of Adults –

enter one of the following:

- “99” if $32.00 is to be deducted for each Adult. - “1” if $32.00 is to be deducted for the first Adult only.

Total Amount / Percent The value of the redistribution may be defined as a flat amount or as a percent of the total amount. Only one of these fields may be keyed. The remaining field will remain blank.

PPsn This field controls the manner in which the variable charge will be calculated. There are three options for this field.

RSRV Reservation – the charge will be applied based on the number of persons assigned to the reservation (face of reservation). ROOM Room – the charge will be applied based on the number of persons assigned to the room (on the assignment chart). SNGL Single – the charge will only be applied once per reservation. ONCE Once – the charge will be applied only once on the reservation, regardless of how many guests or shares there are.

T This field is used to configure taxes. There are several methods to do this. Each method is explained in the following section “Tax Calculations”

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5 Breakdown Frequency In this example, the total value of “RMCH” will break down each day to two additional. The value of the package that has not been re-distributed to the other two codes will remain with “RMCH”. The first example is based on one Adult in the room. Notice that the balance for “RMCH” after the re-distributions is reduced to 103.00.

Guest Folio Breakdown Folio

Day One RMCH 150.00 RMCH (47.00) PARK 15.00 TKTS 32.00

Day Two RMCH 150.00 RMCH (47.00) PARK 15.00 TKTS 32.00

Final Balance 300.00 00.00

The next example is based on the Adults in the room. Notice that the balance for “RMCH” after the re-distributions remains at 103.00.

Guest Folio Breakdown Folio

Day One RMCH 214.00 RMCH (111.00) PARK 15.00 TKTS 96.00

Day Two RMCH 214.00 RMCH (111.00) PARK 15.00 TKTS 96.00

Final Balance 492.00 00.00

Note: The value of the room charge “RMCH” had been increased to 214.00. This must be done to collect the additional revenue that is needed to re-distribute the extra “Ticket” charges for the second and third adults. In this manner, the value of the room charge will remain at 103.00 as in the previous example. The additional revenue required for the extra adults must be configured on Weekly Rate Schedule. To do this, select Window | Extra Person Maintenance or move the cursor to the Extra Person Factoring field and select F5/Drilldown. Extra Person Factoring is explained fully in section 3.3.

5.1 Tax Calculations There are several options to configure tax calculations for a Night Audit Package. The result is dependent on whether or not the particular Posting Codes for both the room component and for the package components are taxable or non-taxable. Additionally, the Nightly Package Breakdown screen allows the user to suppress the tax calculations for the components. To do this, move the cursor to the T field and select “N” to suppress these taxes or “Y” to calculate these taxes.

These variables are summarized in the following chart.

Post

Component Tax

Flag

Posting Code for

Package Components

Posting Code for

Room Component

Result

N

Taxable and/or Non-taxable

Taxable

The room taxes will be calculated on the full value of the package before the re-distributions. No taxes will be calculated on any of the components.

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N


Non-taxable No room taxes or component taxes will be calculated.

Post Component

Tax Flag

Posting Code for Package

Components

Posting Code For Room

Component

Result

Y


Taxable

Several taxes will be calculated. The room tax will be calculated based on the residual value of the total package charge after the distributions for all components have been subtracted. A second line of tax will post based on the value of the taxable components of the breakdown.

Y


Non-taxable

No room taxes will be calculated. Component axes will be calculated on the value of taxable package components only.

Please note that more than one Tax Code may be assigned to each Posting Code for both the room component and the package component. One line will be posted to the folio for each Tax Code – taxes cannot be combined on the folio.

5.2 Breakdown Templates Rather than configuring a new Daily Package Breakdown screen for each Night Audit Package, the user may configure one or more standard templates and attach these to new packages. Because the residual balances (after the re-distributions have been made) remain with the room component – each template can have fixed package components but a variable room component. It is also possible to do templates by Rm Type (on a separate set up screen). Templates are created in Front Desk Maintenance. To do this, select Rates | Templates for Night Audit Breakdowns. Maestro will assign each new template a consecutive number, however the user may key a specific description, for example “Complete Meeting Package”. Complete the template in the same manner as was described for the Rate Type. Below is an example of a Night Audit Breakdown Template for a Complete Meeting Package.

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Templates can be attached either to new Rate Types or to new Special Group Rates. To attach a template to a Rate Type, display the Daily Package Breakdown screen and move the cursor to the “Select” button. Press Enter and select a template from the list – this is easier if the user has configured a meaningful description. The breakdown details will then be copied to the new Rate Type. The details may be edited if needed. This is useful if a new package is only slightly different from an existing template. To attach a template to Special Group Rate, move to the Front Desk module and display the particular Group Reservation screen. Next, select Window | Group Rates Entry. Please note that variable group rates may be configured for any of the following periods – “Before”, “During” and “After”. These periods correspond to the group reservation dates. A different template may be assigned to each one of these periods. To do this, move the cursor to the field to the right of the rate value for any one of the periods. Select F5/Drilldown to display the Daily Package Breakdown screen. Move the cursor to the “Select” button and press Enter. Select a template from the list.

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6 Glossary

Variable Package – A type of package which can be created within Maestro where users can set

the total package price based on each individual component – Please refer to the Variable Package Reference Guide for more information

Priority Rates – Used with Group Reservations, users link an existing rate type to a group as opposed to creating a rate type specifically for a group.

Yield Tracking – The ability for Maestro’s Yield Management overrides to affect the rate.

Dynamic Packages – A type of package which users can create by packaging other charges to be booked simultaneously when the room is booked. – Please refer to the Dynamic Packages QRG for more information.

Night Audit Breakdown – A type of package in which package components are part of the room rate. During the night audit, Maestro will allocate revenue from room and redirect it to other posting codes – Please refer to the Night Audit Breakdown Packages Reference Guide for more information.

Resort Fee - A voluntary nightly surcharge imposed by hotels, nominally to cover the cost of certain amenities. Unlike room rates, which vary hugely according to season, the resort fee is generally a fixed amount per night.

night audit breakdown rates - northwind manageme… · night audit breakdown rates are a variation...

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