Hotel contract - General

Overview

The Edit Hotel Contract page is where you create and maintain a hotel contract. You define contract terms, validity periods, pricing rules, and any extra costs.

What you configure here

Use this page to define:

• General hotel and contract information

• Room definitions (via the Rooms tab)

• Contract periods and seasonal pricing (via the Periods tab)

• Supplements and discounts

• Additional costs and services

Preconditions

Before you create or edit a contract:

• The hotel and supplier already exist, or you create them during this flow.

• The user must have editing rights.

• You have key contract details ready (creditor, contract type, and validity dates).

Screenshot

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Tabs available

• General: Hotel and contract information (default tab).

• Rooms and Periods: Define room types and contract periods.

• Other tabs (for example Board Supplements, Extra Beds, Early Booking, Stay & Pay) let you configure rules in detail.

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General tab

The General tab is split into a left panel (Hotel) and a right panel (Contract).

Hotel section (left panel)

• Hotel: Select an existing hotel, or choose Create new.

• Name: Internal hotel name.

• Address, Phone, Email: Hotel contact details.

• Release Email: Email address used for release-related communication.

• Resort: Resort/destination for the hotel.

• Stars: Hotel star rating.

• Supplier: Supplier account linked to the hotel.

• Code: Internal hotel code.

• Web: Optional website link.

Contract section (right panel)

• Name: Contract name (often matches the hotel name).

• Creditor: Financial creditor for invoicing and settlement.

• Date Start / End: Contract validity period.

• Contract Type: Contract type (for example allotment or guarantee).

• Child Price Age: Age range used for child pricing.

• Child Ages for Extra Beds: Age range eligible for extra bed pricing/discounts.

• Auto Billing: Enable if automatic invoicing should apply.

• Combine E.B. with S&P: Enable if Early Booking and Stay & Pay should be evaluated together.

Unsure about Contract Type or Creditor? Check with finance first. These fields affect reporting and invoicing flows.

Next steps

• Configure room types in Rooms – Hotel Contract Configuration.

• Configure periods, allotments, and costs in Periods – Hotel Contract Configuration.

FAQ

What’s the difference between “Hotel” and “Contract Name”? Hotel identifies the property. Contract Name identifies the agreement version for that hotel.

When should I use “Create new” for Hotel? Use it when the hotel does not exist yet. If the hotel exists, always select it to avoid duplicates.

What is “Release Email” used for? It’s the email address used for release-related communication. Use a shared supplier inbox when possible.

What does “Creditor” control? It links the contract to your finance setup. It impacts invoices, settlements, and financial reporting.

Why do I need to set “Child Price Age” and “Child Ages for Extra Beds”? They drive how the system categorizes passengers by age. They also affect which child and extra bed rules apply.

Should I enable “Combine E.B. with S&P”? Enable it when Early Booking and Stay & Pay should both apply. Leave it off if you want these rule types to stay separate.