Why is my rate not charging during End of Day in Apex?

Why is my rate not charging during End of Day in Apex?

The main reason for Rates not charging during the End of Day, is usually that the Rate Season has expired or does not exist. Please see the below steps in order to extend or add a Rate Season.

1. Rate Seasons Details

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.
2. Rate Assignment/ Validity
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.

    • Related Articles

    • How do I Reprint Apex End of Day Reports?

      1. Apex Repview To Reprint End of Day reports: Go to Apex RepView Shortcut on the Desktop (If do not have this shortcut refer to the article to Add ApexRepView shortcut). Go to the date need to print the reports. On top left select the report you ...

    • How do I stop Reports from printing during End of Day?

      In order for Reports not to print when running multiple End of days in Apex, the below steps must be followed to remove the settings. 1. System Defaults and Policies Log into Apex and navigate to Administration -> General Administration -> Systems ...

    • How do I enable double sided printing on my Apex End of Day Reports?

      System Defaults and Policies Navigate  to Administration -> General Administration -> System Defaults and Policies. Select the System Settings Tab, click on "Change" and activate the "Default Double Side Printing On" setting. Once this has been ...

    • 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 ...

    • End of Day Repeat Password on NebulaPMS

      The NebulaPMS repeat password can be set on NebulaPMS to allow users to bypass the End of Day time limit. Please Note This feature should only be used to catch the system up to the current date. It is recommended that the password only be provided to ...