Add room cost rule with "Per Room Per Stay" type

Overview

This page describes the Hotel Room Cost Rule flow. It explains each step a user must take to configure hotel costs, verify bookings, and ensure proper cost allocation and creditor integration.

The flow is used to define, apply, and validate cost calculation rules for hotel bookings — ensuring consistency across invoicing, profit margins, and multi-currency accounting.

Purpose

Use this workflow to:

• Define how room costs are calculated for a hotel (per stay, per day, etc.)

• Confirm costs are applied correctly to bookings

• Validate totals and currency conversion

• Link the hotel to a creditor for correct supplier payment tracking

This prevents mismatched costs in Profit and invoicing.

Preconditions

Before beginning this process:

• A hotel must already exist in the system.

• You must have permission to create and edit room cost rules.

• You need access to both the Hotel and Booking modules.

• Currency exchange rates must exist if the creditor uses another currency.

Create and validate a Per Room Per Stay rule

Per Room Per Stay is a fixed cost per stay. Tourpaq can still split the value across stay days internally for reporting and allocation.

1

Open the hotel

1. Go to Hotel → Hotels.

2. Select the relevant hotel.

2

Create the room cost rule

1. Open Room Costs.

2. Click Create.

3. Fill the rule fields:

   • Stay Type: Per Room Per Stay

   • Stay/Arrival period: the dates the rule should match

   • Room type: pick a room or use all rooms (if supported)

   • Price/Cost and Currency

   • Any occupancy filters your setup uses

When you select Per Room Per Stay, Stay Days No becomes available.

3

Create a booking that matches the rule

1. Create a test booking using the same hotel, room type, and stay dates.

2. Confirm booking status is OK.

4

Verify the cost on the booking

1. Open the booking.

2. Go to Profit.

3. Open Hotel Cost.

Verify:

• The Room Cost line exists.

• The value matches your rule logic.

• The cost can appear split across days, even for a per-stay rule.

5

Verify invoice preview values

In the invoice preview (hotel cost details):

• The room cost should match the rule.

• Totals should align with the calculated room cost.

6

Assign a creditor and re-check currency

1. Go back to the hotel details.

2. Select a Creditor (the payee).

3. Click Save.

4. Re-open the booking.

5. Re-check Profit → Hotel Cost.

If the creditor uses another currency, verify the cost is shown in the creditor currency and totals are converted correctly.

Related pages

• Room cost

• Add room cost rule with "Per Room Per Stay" with a specific stay days value

Summary of Key Concepts

Room Cost Rule - Defines how much a room costs per stay, per day, or per person.

Stay Type - Determines the cost calculation basis.

Creditor - The entity we pay for the hotel may use a different currency.

Invoice Details - Shows costs calculated and broken down for payment/billing.

Currency Handling - Costs may be stored in local currency but invoiced in creditor’s currency.

Troubleshooting Tips

• If the rule does not apply, check stay dates, booking dates, and room type filters.

• If totals do not match, verify occupancy filters and overlapping date windows.

• If you changed the rule after creating the booking, re-open the booking after recalculation runs.

• If currency is not converted, confirm the hotel has a creditor and exchange rates exist.

• If booking status is not OK, fix availability or required data first.

FAQ

When should I use Per Room Per Stay?

Use it when the supplier charges a fixed amount for the whole stay. Example: a cleaning fee or a flat package cost.

What is Stay Days No on a per-stay rule?

It limits when the rule applies. If you set it, the booking stay length must match that value.

Why is the per-stay cost shown “per day” in Hotel Cost?

Tourpaq can distribute the per-stay value across stay days internally. This supports allocation, reporting, and totals.

Why do I see different currencies before and after assigning a creditor?

Before you assign a creditor, costs can show in the rule currency. After you assign a creditor, costs can be shown in the creditor currency.

The rule matches, but I still see no hotel cost. Why?

Most misses come from filters. Check:

• stay period overlap

• room type selection

• booking date window (if used)

• required fields saved on the rule row