How do I add a new Rate in Apex?

How do I add a new Rate in Apex?

In order to add a new Rate in Apex the below steps need to be followed:

Navigate to Administration -> Reservation Codes -> Rates.

Step 1: Rate Category Codes

Before any Rates are built in the system the main Rate Category codes should be built. This is usually done when the Apex system is installed.
  1. To access this menu click on Administration -> Reservation Codes -> Rates->  Rate Category Codes.
  1. To create a new Rate Category click on the "Add" button, and enter the code (4 characters) and description. The industry standard rate categories are Rack, STO, Complimentary and Loyalty Rates.
  1. Remember to click on the "Save" button to save the changes made in the system. To change details of the existing Rate Category Code, select the code on the left of the screen and click on the "Change" button, the user will only be able to change the description field.
Step 2: Rate Schedule

The next step is to create the Rate Schedules or the actual rate amounts/values in Apex. To access this menu click on Administration -> Reservation Codes -> Rates->  Rate Schedule.

To create a new "Rate Schedule" click on the "Add" button on the top left of the screen and complete the following tabs:
2.1  General Tab
  1. Under the General Tab the system will assign a numerical code, this is an alpha numerical field and the code can still be changed (up to 10 characters) before the Rates Schedule is saved.
  1. Type in the name of the Rate Schedule for example: Rack Rate 2019.
  1. Select the defaults currency from the lookup list.
  1. Select the distribution charge department where accommodation charges for this rate should take place. (usually Accommodation)
  1. Use property/room type default tick only when specific charge departments (distribution departments) have been selected under the property code and room type menus.
2.2  Per Room Rate
This field is not usually used as most of the Rates are configured per Room type.
  1. Click on the "Change" button and complete the following fields: 
  1. Flat Rate Amount: Usually for normal hotel operational procedures this tab is not used, it will be used for properties charging a flat rate for all rooms.
  1. Flat Rate For All Types:  If the flat rate amount (above) has been used then tick this box, it's also possible to leave the tick and the above mentioned flat rate amount and enter the rate per room on the "Rate per Room Type" tab, the latter is the preferred method.
  1. When to Post: Once for the Full Stay: When this tick is selected the full stay will be charged when running the End of Day on the day the guest arrived.
  1. When to Post: Only Post on Day of the month: When the day is selected for example, the 25th or 30th of the month, the guest's total accommodation charges will be posted for the period stayed. This can also be used for weekly rates, posted on day 1, 7, 14 and 28.
2.3  Rate Per Room Type
  1. If the Rates are charged per adult or if the Room types in the system should charge different rates this tab will be used.
  1. To set the rate charge Per Adult/Person:
  1. Click on the "Change" button, make sure that the "Per Rm" column is zero enter the maximum amount of pax allowed for every room type and enter the rate for single adults, adults sharing, extra adults and children.
  1. Child rates are grouped in 3 different categories namely Child 1 (Cld1), Child 2 (Cld2) and Child 3 (Cld3). Every category represents an age group the property can charge for i.e. child 1 = ages 0-4, child 2 = ages 5-8, child 3 = ages 9-13.
  1. To set the rate to charge Per Room:
  1. Enter the rates per room next to the room type in the "Per Rm" column.
  1. Enter the maximum amount of pax allowed per room.
  1. The single, sharing, extra adults and all children columns must be zero.
Please Note
  1. The Rate configuration is accumulative, if the user specifies both the "Per Room" and "Per Person" rates both will be charged.
2.4  Inclusive Amounts
Navigate to Administration-> Reservation Codes-> Rates-> Rate Schedules. Next select the Rate Code that needs the distribution splits and click on the "Inclusive Amounts" tab.
  1. The Inclusive Amounts menu is used to specify the other revenue department codes to distribute from the rate specified. The configuration will depend on whether the rate is charged per person or per room.
  1. Under the "General tab" the main charge department (Accommodation) is specified and the inclusive amounts will distribute from Accommodation. 
  1. Distribution amounts may differ according to the Room Type. In order to add new distribution amounts per Room Type select the "Change" button and select the Room Type from the drop down list. 
  1. Next enter the inclusive amounts for each of the distribution splits for example R 120 per Adult for Breakfast and R 220 per Adult for Dinner. This means that if the rate per person is R1000 per night - R120 (Breakfast) - R220 (Dinner) = R660 will be allocated to accommodation.

Please note
Should this be a Per Room rate the "Folio Amount" column is used and the Breakfast charge will be per room.

2.5  Distribution Methods
  1. We also specify when the distribution for these Charge Department codes should take place by ticking either the Arrival or Stay over boxes (or both), this should coincide when the service is rendered. For Breakfast and Dinner we will select distribution to take place on Arrival and Stay over.
  1. The Arrival or Stay over ticks are the most popular and widely used methods of distribution.
  1. A Departure tick has been added recently. This will ensure that distributed revenue for charges on the day of departure are forecasted and reflected correctly on Reports. Should this method be used for Inclusive Breakfast distribution the Stay over and Depart fields will be ticked.
  1. The "On Night" field is used when a service should only distribute for example, on the second night of the stay for a Game drive included in the rate.
Please Note
You can only have "Arrival and/or Stay over" ticked or "On Night" and not both as these two settings will not function properly when utilised together.

2.6  Charge Department Codes
  1. The next step is to add the Charge Department code, this is vital as we need to specify that this charge of R 120 will be for "Inclusive Breakfast". Should this not be completed the distribution will be incorrect and your distribution account on Apex will not charge breakfast.
  1. Once all the above has been completed you can click on the "Save Inclusive" button. 
  1. Should all the distribution amounts be exactly the same across all Room Types the "Copy to All Types" button can be used to copy all the distribution amounts and settings. 
When accommodation is charged when running the End of Day, we can clearly see the splits that have taken place on the Front Office Department Audit Report. To find the report navigate to Reports-> Front Office Reports-> Front Office Department Audit Report.


Step 3: Rate Seasons Assignment 

Rate schedules determine the rate amounts and distribution amounts, which will be discussed further in the FAQ section. The Rate Season determines rate validity/period and when a Rate code is selected in the reservation process it will be from the code created in this menu under the details tab.

To create a Rate Season navigate to Administration-> Reservation Codes-> Rates->  Rate Seasons Assignment. Click on the "Add" button to add the details as follows:
  1. Code: Enter a 4 character code of your choice.
  1. Description: Type the Rate Assignment description for example Rack, STO etc.
  1. CRS Code: Enter the eRes Rate Code should this code be used on the Central Reservation System.
  1. Use as CRS Default: Should the OTA_PMS Interface be used only ONE rate code needs to be flagged as the default when making reservations on eRes. Should a reservation be made using a rate code that does not exist on the PMS the default code will be used.
  1. Market Category: Select the Rate Category applicable.
  1. Default Deposit: Used when the same deposits always apply when using this rate.
  1. Default Meal Plan: When it's selected as default, it will pull through every time the rate is used in a reservation.
  1. Min Night Stay: This is a restriction to only activate the rate when the reservation is booked over a specified amount of nights.
  1. Must Start on Day: A restriction that will only activate this rate when the arrival is on the specified day of the week. This is usually used for special weekend rates.
When the fields under "Settings" are ticked it will specify how the rate should be utilised:
  1. Should the user select the Confidential field, then rate will not display on the guest's confirmation letter but "Negotiated" will print on the confirmation and registration forms. Should the guest not be allowed to see the rate on the invoice make sure charges are routed to a second folio/house account, for example STO Rates should be activated as confidential rates.
  1. Complimentary: When activated it will display on the Occupancy Report. Remember to check if the bed levy should be raised for complimentary rooms.
  1. House Use:  These rates will appear on the Daily Occupancy Report, remember to select the "No Room Tax" field as well.
  1. No Commission: When the fields are ticked, the system will not allow commission and room tax to be posted.
  1. No Discount: When this field is ticked, Debtor Master/ AR Discounts created will not be used.
3.1  Rate Assignment
Rate Assignment is used when creating new Rate Seasons as well as extending rate seasons. This is where the rate validity is added.
  1. Currency: Usually the default currency the rate should charge on the guest's invoice. Please note that all charges are converted and posted in Local currency.
  1. From Date: Start Date activating the rate for the period.
  1. To Date: End Date of the rate for the period. Please note that should the periods overlap, that Apex will choose the last created rate periods.
  1. Days of the Week: Different rates schedules can be applied for the different days of the week.
To create a new Rate Season click on the "Add Season" button enter all the above fields and click on the "Save Season" button to save the new season in the system.

To extend an existing Rate Season click on the "Change Season" button and select the "Save Season" button.

To delete a period (date range), click on the season (highlighted in blue) and select the "Delete Season" button.  

Please Note
  1. Should a Rate Season not be valid the Rate will not display on the Front End when making a reservation. 
  1. When a reservation is made over the end of a Rate Code's valid season and some nights of the stay fall beyond the end of the season, Apex will display a warning.

Should all the above steps have been completed the Rate will be bookable in Apex.

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