Step 1: Rate Codes

Please ensure that the Rate Code exists. If you need to add a "New Rate Code" please see the article on how to add a Rate Code in NebulaCRS.

Step 2: Hotel Rate Codes

The next step in the Rate build process is to link the newly created Rate Codes to the Hotels or Properties. 

1. Simply click on the drop down menu and select the Hotel the rate needs to be assigned to. 

1. Once the tick has been placed next to the rate, the rate is successfully linked to the Hotel, and will appear on the Base Rates screen once the Hotel is selected.
   

Please Note

Should the Rate Code not be linked to the Hotel on the Hotel Rate Codes screen, this rate will not display on the Base Rates screen and will hence not publish to eRes.

1. There are two columns on the Hotel Rate Codes screen, namely Group and Hotel.
   

1. Group: The Group column will indicate the rate code details as captured when creating the rate initially on the "Rate Codes" tab.

2. Hotel: The Hotel column allows users to change the Meal Plan, Levy, Markup or Markdown per hotel should these differ per property or hotel.
   

2.1 Hotel Rate Codes: Base Rates

Should a Base Rate need to be changed at Hotel level, select the Base Rate and the screen will open at the bottom of the page to display the settings that can be changed.

1. Plan: At Hotel Level the user can now select a different Meal Plan associated with the Rate Code for the Hotel in question.

1. Levy: Should a Levy be included in the Rate Code per Hotel, it can be indicated here.

1. Min and Max Rate: The Min and Max Rate functionality is used to prevent a rate from being under or above an amount threshold. If for example the Minimum amount is set as R 1000 and the Maximum amount is R 3000, should the user enter the Base Rate as being less than R 1000 or more than R 3000 a Red cross will be displayed and the Base Rate will not be saved.

1. Override Pax:  Once the field has been ticked an additional screen will become available. Here the Max Pax, Max Adults and Max Kids can be overridden per hotel.

1. Commissionable: If this Rate Code is commissionable, indicate it here by placing a tick in the box.
   

2.2 Hotel Rate Codes: Derived Rates

Should a Derived/Linked Rate need to be changed at Hotel Level, select the Rate and the screen will open at the bottom of the page to display the settings that can be changed.

1. Plan: At Hotel Level the user can now select a different Meal Plan associated with the Rate Code for the Hotel in question.

1. Levy: Should a Levy be included in the Rate Code per Hotel, it can be indicated here.

1. Allow Hotel Mark up/down:  Should the derived rate need to be marked up or down further or to a different percentage or amount per hotel this needs to be indicated here.

1. Discount Type: Indicate the discount type, either percentage or amount.

1. Discount: Enter the discount percentage or amount.

1. Override Pax: Once this field has been ticked an additional screen will become available. Here the Max Pax, Max Adults and Max Kids can be overridden per hotel.

1. Commissionable: If this Rate Code is commissionable, indicate it here by placing a tick in the box.

Step 3: Base Rates

In order to be able to create and maintain Base Rates we first need to understand what a Base rate is.

1. A Base Rate can be defined as a stand alone rate and other rates can be linked to or derived from these rates.

1. These Rates include Rack Rates and Best Available or BAR Rates.
   

To enter new Base Rates on NebulaCRS navigate to the Rates Tab and then select Base Rates.

3.1  Base Rates where rates do not exist

1. The user can now choose to configure rates Per Unit, Per Person or a Mix of Unit and Per Person Rates.
   

Please Note

Should a Mix of Unit and Per Person Rates be used the Demand Levels can be changed per level to either a unit or per person rate. Please keep in mind there can only be one demand level per day. This mix does not apply to Room Types/Inventories.

1. Select if the Hotel has the same rates every day of the week or different rates over weekends. This will divide the rates screen and rates can be added for midweeks and weekends. 

1. Should the Hotel have kids rates the kids categories or age groups needs to be defined.

1. Next select in which month the rates increase annually, please note this will determine your rate periods when entering rates on NebulaCRS.

1. The Base Rate screen will be displayed including the Hotel, newly created rate period, rate code and currency. The user can now go ahead and enter the rates.

1. Please see 3.2 on how to enter rates and the definition of Demand levels.
   

3.2 Base Rates where rates exist

In cases where the rate wizard has already been completed but rates have not been entered or rates need to be updated the below steps can be followed.

The user can start off by selecting the Hotel/Property together with the correct Rate Period/Year for which rates need to be defined. Thereafter select the Rate Code and Currency for the new rate amounts.

Please Note

All Base Rates linked to the hotel in the previous step (Hotel Rate Codes) will be available from the drop down menu.

3.2.1 Demand Levels

1. Peak Demand

2. Med-Peak Demand

3. Medium Demand

4. Med-Low Demand

5. Low Demand
   

3.2.2 Entering Rates

The Base Rates screen will display whether the rates are configured to be unit rates or single or sharing rates. Should the user have elected to use "A mix of per person and unit rates", to switch between these settings simply select the drop down menu called "Type" on the Base Rates screen.

3.2.2.1  Unit Rates

1. NebulaCRS has the ability to accept rates as Unit Rates or Per Person Rates. Unit Rates are charged per unit (or room) for up to a certain number of guests occupying the room.

1. Therefore, a Unit Rate could be R 2000 per room for up to 4 pax. In essence this means that the room remains the same price for any number of guests up to a maximum of 4 pax (the 4 pax may consist of any configuration of guests - including adults and kids).
   

1. To enter the Unit Rate amount simply select the Demand Level, click in the field and enter the rate amount, for example R 2000 per room up to 4 pax.

1. To ensure the amount has been saved or entered successfully, tab to the next line or click in another block.
   

3.2.2.2 Per Person Rates

1. When using Per Person Rates: The "Single PP" Rate is charged when one guest occupies the room and the "Sharing PP" Rate is utilised when a room is being shared.

1. When an extra adult occupies the room the system utilises the "Extra Adult" Rate and increments the itinerary "Amount".

1. Children Rates may be divided into three categories depending on their ages. Enter the amounts per age group in the Kids 1, Kids 2 and Kids 3 fields.

1. To enter the Per Person Rate amount simply select the Demand Level, click in the field and enter the rate amount, for example R 1500 for the Single rate and R 2400 for the Sharing rate. 

1. To ensure the amount has been saved or entered successfully, tab to the next line or click in another block.
   

3.2.2.3 Surcharges and Supplements on Base Rates

Beneath the Base rates screen NebulaCRS has the option to add Room surcharges and Plan Supplements. Room surcharges can be used in a situation where one room category is more expensive than another. 

For example the Deluxe Rooms are more expensive that the normal Standard rooms. In scenarios like these surcharges may be added to these Room Categories.

1. Room Surcharges and Meal plan supplements may be added to the Base rate screen per rate code.
   

Please Note

Surcharges and Supplements added on this screen will be per Rate Code and will override existing hotel wide surcharges should they have been created on the Room surcharges and Plan supplements screen.

1. Room surcharges may be added either to unit rates or single/sharing per person rates. Please note that surcharges added to the Base Rates screen will be displayed in red. Hotel wide surcharges will be displayed in grey.

1. Meal Plan surcharges can be added by entering the meal plan surcharge. Please note the amount entered here will be added to kids rates as well.

1. Please see the Room surcharges and Plan supplements tabs for Hotel wide surcharges and supplements.

1. If any Room surcharges or Plan supplements were applied they would be added and shown on the Calculated Rates - by Room Category section.

Please Note

Should a R 100 Supplement be added to the Base Rate, it will display on the "Calculated Rates" section. The Calculated rates will thus be published to eRes.

1. The last step is to make sure the Room Categories are selected by means of a green tick to ensure that they will publish to eRes.

3.2.3 Rate Options

To access the Rate Options click on the "Options" button on the top right-hand side of the screen. 

1. Rates are defined as: Should the user decide to switch from Per Person to Per Unit rates this will then update all the Rate Codes to selected criteria once the "Save" button is selected.

1. Start Month on: When the Rate Wizard is used to configure rates for the first time on NebulaCRS the user needs to select a month on which their rate season starts. Should this need to be changed the user can select the month and click on the "Save" button to save the changes. Please note this will change the season/month for all the Rate Codes.

1. Currency: If the Property has rates in multiple currencies they can be added here. As soon as the "Save" button is selected the rates in the new currency can be built as normal.

Please Note

Remember to select the new currency on the Base Rates screen when building rates.

1. Different Rates apply during mid-week and weekends: Should different rates apply during the mid-week and weekends this can be indicated here. As soon as the "Save" button is selected the Base Rates screen will be updated with the change and the rates can be entered.

1. This hotel has special rates for kids: Should the hotels have special rates for kids this can be indicated here. As soon as the "Save" button is selected the Base Rate screen will be updated with the change and the rates can be entered.

1. Age Groups: Should Age groups need to be altered they can be changed here. Remember to click on the "Save" button to save the changes.

1. Demand Levels: It is also possible for the user to change the Demand Level name, text colour and background colour. 
   

1. In order to achieve this simply click in the name field and give the demand level a new description.

2. As soon as you click outside of the field the new description will be saved.

3. Please remember to select the main "Save" button to save all the changes.

4. To change the Demand Levels text or background colour click in the block until it turns white and the colour palette is displayed next to it. Click on the palette and select a new colour.

5. Alternatively should the user select "more", a colour may be selected from the colour palette not displayed on the selection list. When choosing colours please take into consideration the brightness of the colours as some might not be aesthetically pleasing. 

6. Once the "Ok" button has been selected the colour will be saved.

7. In order to set a Demand Level as the default level, select the level by clicking on it and then clicking on the "Set Default" button. The level will then display the the default tick. Defaults are important when the demand calendar needs to be rolled forward.

8. Another feature on the Base Rates options screen is the option to remove or add additional Demand levels. To add another demand/rate level click on the "Add" button, thereafter a level will be added.

9. To remove a level click on the "Remove" button.
   

Please Note

To add Room Surcharges and Plan Supplements per Hotel Group please see the related article.

Step 4: Demand Calendar

The last step before publishing rates to eRes is to paint the Demand Calendar. By "painting" the Demand Calendar the user is defining the rate periods or rate seasons for the year. The user can utilise either the Demand Calendar monthly or weekly view.

4.1 Demand Calendar by Month

1. In order to define the rate periods the user can start off by selecting the Hotel/Property together with the correct Rate Period/Year for which the Demand Calendar needs to be painted.

1. Next select the Rate code that needs to be painted.

1. Select the Level that needs to be painted. The user will then notice the levels that have rate amounts associated with them. 

1. Once the Demand level has been chosen the dates can now be selected.

1. In order to select the dates, click on the date the rate period should start on the calendar, this will populate the start date. By clicking on the next date on the calendar the End date of the rate period will be populated.

1. Should the dates be correctly "painted" with the Medium Demand level click on the "Save" button.

1. The Demand Calendar will then display the painted dates in the associated colour.

1. Should the wrong Demand level have been selected and painted, simply select the correct Demand level and repeat the above process by selecting the dates and clicking on the "Save" button.

1. The new Demand level will then reflect on the Calendar.

4.2 Demand Calendar by Week

1. The Demand Calendar by Week will show the rate amounts in detail on the Calendar.

1. Users can paint rates as normal on the Weekly view.

1. The user can start off by selecting the Hotel/Property together with the correct Rate Period/Year for which the Demand Calendar needs to be painted.

1. Thereafter select the Rate Code and Currency that needs to be defined. Select the Demand level and the start and end date as per normal. Ensure that all the days of the week are selected. The levels can now be saved as normal.

1. Should a situation exist whereby every weekend needs to painted with a higher rate season, select the higher demand level and the date range. Then click on the date picker.

1. Here the user can tick weekends only and thereafter click on the "Save" button. The changes will then be reflected on the calendar.

Please Note

The rate displayed on the Calendar is the single per person rate, or if unit rates are defined they will be displayed.

1. The user can also toggle their Demand Calendar view between the Rate amounts or by Level.

1. To view the difference simply click on the drop down menu and select the Demand levels. The Demand levels will now be displayed on the Calendar instead of the Rate amounts.
   

Step 5: Publish

The very last step is to publish the newly created Base Rates to eRes. The publish functionality can be accessed from the "Rates" menu. Changes that have not been published will be available on NebulaCRS, but will not reflect on eRes.

1. Once the Demand Calendar has been painted and the user clicks on the Publish menu, Nebula will indicate that the rates are being calculated.

1. To verify the Rate amounts that will be published to eRes, click on the hotel thereafter a new screen will then be displayed.

1. The Room Categories linked to the hotel will be shown, should the user click on the Room category tree it will expand and show the rates that will be published to eRes.
   

1. Rates: The Rates tab will display the currently published rates and the rates that will be published as soon as the user clicks on the "Publish" button.

2. Actions: The Actions tab will show the date, time, user and actions performed by the user. It will indicate which user made changes to the Base rates and Demand calendar for a specific hotel.

3. Calcs: This tab will show the rates were calculated correctly and should there have been any errors it will be displayed together with the calculated date and time.
   

1. Should the rates be correct the user can click on the "Publish" button. When publishing is in progress it will be indicated.

1. Should more than one user start publishing rates at the same time Nebula will publish each rate in the order that the rates were selected to be published.

1. Once the rates have been successfully published it will disappear from the list and the "History" button can be used to see the historic rates published.