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
The purpose of this feature is to:
Define how room costs are calculated for a hotel (per stay, per day, etc.)
Ensure those costs are applied correctly to bookings
Confirm the system calculates totals and currency conversions as expected
Link hotel costs to creditors for accurate payment tracking
This process is essential for financial accuracy in the platform and prevents issues with supplier payouts and client billing.
⚙️ 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 should understand how bookings are structured in the system.
Currency exchange rates should be available (for creditor validation).
The user must have access to both the Hotel module and Booking module.
🧩 Step-by-Step Instructions & Field Descriptions
1. Access the Hotels Page
Step: Navigate to
Hotel → Hotels.Expected: The hotel list is displayed.
Purpose: Begin by selecting the hotel for which you'll define or validate cost rules.
2. Select a Hotel
Step: Choose a hotel from the list.
Expected: The hotel detail page opens.
Tip: Use filters to quickly find the hotel you need.
3. Go to Room Costs
Step: Click on Room Costs section.
Expected: A list of room cost rules (if any) appears.
4. Create a New Rule
Step: Click Create.
Expected: A blank row appears where new data can be entered.
Fields to fill include:
Stay Type (e.g., Per Room Per Stay)
Validity Period (arrival date range)
Cost (amount)
Currency (local or creditor)
Occupancy Conditions
5. Set Stay Type to Per Room Per Stay
Why it matters: This rule type ignores the number of nights and calculates cost per stay.
Expected: A field called Stay Days No becomes visible.
6. Create a Booking Matching the Rule
Step: Make a test booking using the selected room and date range.
Expected: Booking is created and appears with status OK.
7. Check Booking Profit
Step: Click Profit in the booking.
Expected: Booking margin and cost structure are shown.
8. Check Hotel Cost Breakdown
Step: Click Hotel Cost.
Expected: Displays cost line items from the hotel rule.
9. Check Room Cost Row
Expected: If the rule is per stay, the system will divide cost by number of days internally for calculation purposes.
10. Verify Room Cost in Invoice Hotel Details Cost
Step: Look at the invoice preview section.
Expected: Room cost value here should match the one defined in the hotel’s rule.
11. Check Invoice Total
Step: Scroll to total under Invoice Hotel Details Cost.
Expected: Total reflects the rule-based cost.
12. Check Rule Details Popup
Step: Click Details on the Room Cost row.
Expected: A popup appears showing the rule applied.
Validation: Ensure rule matches the one entered in hotel config.
13. Return to Hotel Details
Step: Go back to the hotel’s main page.
Why: To configure the creditor (payee) for the hotel.
14. Select a Creditor
Step: Select a creditor entity (organization that receives payment).
Expected: Selected creditor appears in the input.
15. Save Changes
Step: Click Save.
Expected: Hotel creditor is saved.
16. Return to Booking
Step: Open the previously created booking again.
Why: To verify how the creditor affects cost display.
17. Re-check Profit
Expected: Profit page reloads with updated cost logic.
18. Re-check Hotel Cost
Expected: Costs now reflect creditor’s currency (if different).
19–21. Verify Room Cost with Currency Exchange
Expected:
Room Cost row shows converted cost.
Invoice section reflects cost in creditor's currency.
Totals include accurate currency-exchanged values.
22. Open Rule Details Again
Purpose: Confirm rule and cost are identical to original rule but shown in the creditor's currency now.
🔍 Summary of Key Concepts
Room Cost Rule
Defines how much a room costs per stay, per day, or per person.
Stay Type
Determines cost calculation basis.
Creditor
The entity we pay for the hotel – may use 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 totals don’t match, double-check rule period and occupancy.
If currency isn’t converted, confirm a creditor is assigned.
If booking status isn’t OK, verify availability or data entry.
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