Activities and non-room items

Activities can be based on non-room items. An activity may only use one non-room item. A given non-room item may be used with only one activity. You must select the Allow Activity check box for a non-room item before you can use the item for an activity. To associate the activity and non-room item, you must select the non-room item on the Activity Configuration page.

If an activity booking is sent by an external system to HMS or the activity booking is created directly in HMS, an add-on with a non-room item is NOT automatically created. If a Package Rate or Add-On with a non-room item is associated to an Activity, the system creates a Pending activity booking. The user is informed about the creation of a pending activity booking. The pending activity booking is a place holder to remind the user that an activity needs to be booked. These activity bookings will have a association to the Package Non-Room Item or the add-On Non-Room item, displayed at the bottom left of the screen. The user can change this association. External activity bookings are unaware of the HMS non-room item. The External activity is created without the non-room item association. The user can modify the external activity booking and select the appropriate Package or Add-On non-room item.

The association between the Non-Room Item and Activity Booking is loose association. At times the non-room item and Activity Booking may become out of sync with different date, prices, and so on. The system provides warnings when activity booking and non-room item gets out of sync in terms od dates, allowing the user to manually correct the situation. Changes to the Package or Add-On may cause the dates to be out of sync on a booked activity, but Pending activities are automatically adjusted. Usually, the non-room item is setup as Non-EOD post. When the non-room item charge is posted, the system gives preference to account it as consumed by the related non-room item, but any non-room item may consume the charge. The system does not require the non-room item price and activity price to match. It is up to the user to configure each with a compatible rate structure.

For a share reservation, a pending activity is created for each guest that is sharing the item. Existing issues with shares and packages can cause the activity and packages rates to be out of sync.