Room cost

Overview Room Cost rules allow you to define additional cost conditions for a specific hotel. These rules provide flexibility in how costs are applied, ensuring accurate pricing and profit calculations across different booking scenarios.

Purpose The main purpose of Room Cost rules is to adjust hotel costs based on defined criteria, such as travel dates, booking dates, and room types. This ensures that costs are distributed correctly per passenger or per room, supporting both fair allocation and transparent profit reporting.

How it works

Rules can be applied to:
- A specific hotel
- A departure date range
- A booking date range
- A single room type or all room types linked to the hotel
Cost calculation options:
- Per passenger – cost applies individually to each traveler
- Per room – cost is applied once per room and divided among its occupants
Testing a rule:
1. Create a booking with the selected hotel and room type.
2. Open the Profit tab to view real-time calculations of cost and profit.
3. Some cost figures update only after the Total Cost Service recalculates.
4. In the Profit tab, the hotel cost is displayed as a single value, with an information icon providing a detailed breakdown of how the cost was calculated.

Room cost rules

Overview Room Cost Rules define the base value that the agency pays to the hotel for reserved rooms. These rules establish how costs are calculated (per room or per passenger), whether extra cost adjustments apply, and how costs may change when a certain number of rooms are sold.

Purpose The purpose of Room Cost Rules is to ensure accurate and flexible cost allocation in different booking scenarios. By applying configurable conditions, the system can adjust how costs are calculated and update them automatically when thresholds are reached.

How It Works

Stay Type setting (controlled by the Stay Type dropdown):
- Per Room Per Night
  - 1. the amount is split between the passengers in room.
  - 2. the rule is applying per day for example: booking with arrival on the period 01-01-2025 - 06-01-2025 a rule can apply if is defined between 04-01-2025 - 09-01-2025 on the booking regardless of arrival date of the booking.
- Per PAX Per Room - the amount applies per PAX
- Per Room Per Stay
  - 1. the amount is spited between PAX in room and between days to stay.
  - 2. the rule is apply if arrival date is in stay interval
Single Price - If we have the amount set and we have a room with one passenger in room the single price will be added to the price of the rule.
Extra Cost Included:
- The value entered in the Extra Cost Included field is subtracted from the Price value, but only if an Early Booking or an S&P Rule cost is applied.

Filters Rules can be restricted based on the following conditions:

Stay start and end dates
Booking start and end dates
Room type

Changing Costs Based on Number of Rooms Sold It is possible to adjust room costs dynamically using the Up to rooms and Price2 fields:

If a threshold is set in the Up to rooms column, once that number of rooms is booked, the system automatically switches to the new cost defined in the Price2 column.

Early booking cost-discount rules

Overview

The Early Booking Cost Discount Rules section within the Room Costs tab allows you to configure and manage early booking discounts for hotels. These rules apply when bookings are made a set number of days in advance, offering discounted rates to incentivize early reservations.

Purpose

The purpose of these rules is to automatically apply early booking discounts to the selected rooms, board types, and date periods, ensuring consistent and accurate price calculation in the system and towards the customer.

System Setup Requirement

Before early booking discounts appear in the price list, a specific setting must be enabled in System Setup:

Path: System Setup → General → Settings

Setting name: ✅ Use Early Booking and Stay and Pay for Discount

Purpose of the setting:

The User’s Discounted Cost represents the calculated cost of a booking after applying all relevant discounts. This value takes into account Room Discount, Early Booking, and Stay & Pay offers. This calculation ensures that the Discount via Profit Margin reflects the final, accurate cost after all applicable reductions have been applied.

The above setting decide "HOW" the discount is applied. The Early Booking Discount has an impact on the price regardless of whether this checkbox is selected or not

If this setting is disabled, EBD rules will still appear in the configuration screen but will not be reflected in the calculated prices or displayed to users in the price list.

Note: This checkbox will not trigger the service automatically; you will need to either have to change the cost in the hotel or change the Profit Margin in the price list, changing the price or saving on the price list will change the price as well.

Also, the profit margin service will not change the price instantly on modification; it may take up to 30 minutes for the price to be changed in the price list. This depends on how many tasks need to be processed by the service.

Field Explanation

Filters Section

Contract: Dropdown to select the contract for which you want to define early booking rules.
Show all: Checkbox to display all existing rules.
+ More Filters: Allows advanced filtering options (not fully visible in the screenshot).
Clear: Resets all filters and fields.
Room Code: Select a specific room code to define EBD
Period: Select the interval
Booking date
Departure date

Grid Fields

Field

Description

Stay Start / End

The early booking can be applicable in any day of the stay period example: booking stay period 01 Oct to 07 Oct and a rule with period 05 Oct to 30 Oct will apply on the days 05 Oct 06 Oct and 07 Oct

Booking Start / End

Specifies when the booking must be made for the discount to apply.

Days of the Week

Select the days of the week on which the discount is valid. This has to coincide with the arrival date of the booking

Room

Allows selection of one or multiple room types.

Board

Select the board type (e.g., Bed & Breakfast, Half Board, etc.) the discount applies to. If the booking has a board type will look for a rule with board type; if there is none, it will settle with a rule that has no board type at all.

From Age/to Age

Defines the age interval for which the rule applies.

Price

The specific price code or rate this rule applies to.

BDNBA

Booking Days No Before Arrival.

IS %

If checked, then the amount will be a percentage calculated from the sum between Room Cost, Extra Included, Extra bed, and Stay & Pay, and this will be subtracted from this amount to calculate the cost.

Checkbox for "Per Room" discount. Will split the price between passengers in the room

S&P

Checkbox for "Stay & Pay" rules (e.g., Stay 7 Pay 6). If checked, it will allow the rule to combine with stay and pay rules; otherwise, it will exclude the S&P rule from the cost.

EBC

Apply on Extra Bed Cost

Apply on Board basis

Min Days

Minimum number of days in advance the booking must be made to qualify for the discount.

Deposit Date

The cutoff date for the deposit to be paid to validate the discount.

DDNBA

Deposit days no before stay

Checkbox indicating if the rule applies to "On Booking" - Deposit on Booking Final save

Deposit %

Discount percentage that applies for the deposit payment.

Send List Date

Date when the rate list or contract was sent, used for administrative tracking.

SLDNBA

Send list days number before arrival stay

EBP Discount

Customer Early Booking Discount

Contract

Displays the selected contract ID or name that the rule belongs to.

Invoice List

List of invoices created according t othe rule

There are two rules that apply. They cannot be applied at the same time and are governed by the IS PERCENT check box:

Percent - the value inserted in the PRICE case is used as a percent of the total value if the check box is used
Price - the value inserted in the PRICE case is used as it is if the check box is not used. Also, this rule has two additional exceptions because of the PER ROOM check box:
- Per passenger - if the check box is not used
- Per room - if the check box is used
Customer Early booking discount - the value inserted in this case is used in the calculation of the pricelist price. If this value is completed, the normal price will be taken into account when calculating the profit of the room on the booking, and the value for the price list will be taken into account when calculating the price Pricelist prices.

This rule can be combined with the Stay and Pay cost rules if the S&P check box is used. Filters used:

Stay Date Start and End
Booking Start and End date
Room
Days no before arrival The rest of the filters are used in invoices and will be explained there.

Early Booking Discount with Board Type as a filter

In Hotel - Room Costs (Early Booking Cost Discount Rules) it was added a new field called BOARD, containing all the Board Types defined for the company.

When saving a booking, the cost rules that will be added to the hotel cost calculation will also be filtered by the board types chosen by the passengers.

A board type is set on a product (Basic setup - Board Supplements), so for a passenger to select a board type they should select a product that has the required board type.

If a rule meets all the requirements for a booking, including the board type filter, then the system will also check that every passenger in the room will have the same board type (mixing board types on a passenger will return no rules with board type filters).

If a rule meets all the requirements for a booking but it has no board type filter, it will be applied only to passengers that have no board type selected.