Extra Beds Cost – Hotel Contract Configuration

Overview

The Extra Beds Cost section within the “Edit Hotel Contract” module is used to define pricing rules for extra beds based on guest categories (e.g., infant, child), age, stay period, and room types. This helps ensure that the correct extra bed charges are applied during booking and invoicing processes.

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Purpose

Use this tab when extra bed pricing depends on:

• Who: category (Infant/Child/Adult) and age range.

• Where: one room type or all rooms.

• When: one or more contract periods.

• How it’s calculated: fixed amount vs percentage, and supplement vs discount.

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Preconditions

Before configuring Extra Beds Cost, ensure that:

• The hotel contract is already created.

• The Periods are already defined within the contract.

• At least one room type is configured under the “Rooms” tab.

• Guest categories (Infant, Child, Adult) are defined if they differ from defaults.

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Fields

Field	Description
Category	Defines the guest type for which the extra bed cost applies (e.g., Infant, Child, Adult).
Age – From/To	Age range where this rule applies. Keep ranges unique for the same room selection to avoid conflicts.
Rank – From/To	Which extra bed(s) this rule covers. 1–1 = first extra bed. 1–2 = first and second extra beds.
Per Pax/Day	If checked, applies per person per day. If unchecked, applies once per interval/period row.
Normal	If checked, the value is a supplement (normal price). If unchecked, the value is a discount.
% (Percentage)	If checked, the cost will be applied as a percentage of the room price instead of a fixed amount.
Room	Specifies the room type(s) to which this extra bed cost applies. Selecting “All rooms” applies it globally.
Period ID	Displays the period(s) from the contract to which the cost rule applies. Each row corresponds to a contract period.
Cost	The actual cost value in the selected currency (e.g., USD). Can vary per period.

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How it works

1

Create the rule header

Pick Category, set Age – From/To, and set Rank – From/To.

2

Choose calculation type

Decide if the cost is Per Pax/Day.

Choose Normal (supplement) or discount.

Enable % (Percentage) if it should follow the room price.

3

Scope it to rooms

Select a specific Room, or choose All rooms.

4

Enter costs per period

Fill the Cost column for each Period ID row you want active.

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Tips

Avoid overlapping age ranges for the same Category and Room selection. Overlaps can create unpredictable pricing.

• Use All rooms only when the supplier uses one extra-bed policy.

• Prefer % (Percentage) when extra beds should scale with seasonal prices.

• Use Rank 2–2 when the second extra bed has a different price than the first.

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Related workflows

• Hotel contract - General

• Rooms – Hotel Contract Configuration

• Periods – Hotel Contract Configuration

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FAQ

What does “Rank – From/To” mean? It targets the extra bed position. 1–1 prices the first extra bed only. 1–2 prices the first and second extra beds.

How do I price the second extra bed differently? Create a separate rule with Rank 2–2.

Should I use fixed amounts or “% (Percentage)”? Use fixed amounts for stable fees. Use percentage when the price should follow room cost.

Why do I see multiple rows under Period ID? Each row maps to one contract period. It lets you change extra bed cost by season.

What happens if age ranges overlap? Rules can conflict. Keep ranges unique per Category + Room scope.