Table of Contents
User FunctionsCreate a New ReservationSend a Form LetterSystem FunctionsCancellation PolicyDepositsGeneral Ledger Account CodesHousekeeping TasksLength of Stay RestrictionsTaxesRMS 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
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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, Rate Period, Rate Table or selected on the Reservation.
The Cancellation Policy applied to the reservation will be determined by the following hierarchy.
| Reservation | ||||||||
| Rate Table | ||||||||
| Rate Period | ||||||||
| Rate Type | ||||||||
The Cancellation Policy manually selected on the Reservation will override any set on the Rate Type (including Rate Type Property Rules), Rate Period or Rate Table.
The Cancellation Policy selected on the Rate Table will override any set on the Rate Type or Rate Period.
The Cancellation Policy on the Rate Period will override any Cancellation Policy set on the Rate Type or Rate Type Property Rules.
The Cancellation Policy on the Rate Type will apply if there is no Cancellation Policy set on the Rate Period, Rate Table or manually selected on the 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 | ||||||||||||
|
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 | |||||
|
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 | |||||||||
|
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.