Defining booking policies

You can use the Configure Booking Policies page to define the booking policies. Booking policies are configured for a property and are used during the reservation booking process to determine which guarantee methods are allowed or required, and specifies the penalties that will apply if the reservation is cancelled. In this page, use the Policy Type Selector section to select the policy that you want to configure. You can configure the following booking policies:

• Guarantee Policies: You can select the guarantee methods that you want to include in the guarantee policy. The guarantee methods are predefined and include options such as advance deposit, cash, credit card, direct bill, organization guarantee and so on. You can define guarantee methods in the Administration > Configuration > Configure Guarantee Methods page. The requirements for the guarantee methods are also predefined. For example, if the guarantee method is direct bill, the requirements are a direct bill account and the organization must guarantee the payment.
• Deposit Policies
• Cancellation Fee Policies
• Cancellation Refund Policies

Policy Information

Specify the following:

• Policy Name: Specify the name of the guarantee policy.
• Non Guaranteed Cut Off Time: This field is displayed only for guarantee policies. Specify the time after which the booking is released and no longer available. The cut-off time for releasing the booking can be higher for the loyalty members than for other guests.
• Cancellation Time: This field is displayed only for cancellation policies. Specify the time after which the booking is released and no longer available. The cut-off time for releasing the booking can be higher for the loyalty members than for other guests.
• Requires Deposit?: This field is displayed only for guarantee policies. Select the check box if the booking is carried out by an external agency and requires a deposit.
• Currency: Specify the currency in which the amount required for the guarantee is calculated.

Calculation rule for deposit policy:

• From Days: The default value displayed is zero. You cannot change the value. Alternatively, you can use the Calculation Rules section to create new rules.
• To Days: Specify the number of days for which the deposit amount must be calculated.
• Calculation Method: Specify the calculation method based on which the deposit amount must be calculated.
• Calculation Value: Specify the percentage value. The amount is calculated based on the percentage value and the calculation method that you specify.
• Includes Taxes?: Specify if the taxes must be included or not.
• Requires Credit Card?: Specify if the credit card is required or not.
• Due Days: Specify the number of days for which the amount must be calculated.
• Due Type: Specify the time when the amount must be received by the property. Following are the available values:
  • Before Arrival
  • After Booking

Calculation rule for cancellation fee policy : This rule is enforced when a reservation is cancelled after the cancellation time. Specify this information:

• From - To: The range based on which the booking must be cancelled.
• Time Unit: Specify the unit in which the duration is measured.
• Cancellation Fee Transaction Code: The Transaction Code that is used to post the cancellation fee.
• Calculation Method: Specify the calculation method based on which the cancellation amount must be calculated.
• Calculation Value: Specify the percentage value. The amount is calculated based on the percentage value and the calculation method that you specify.
• Includes Taxes?: Specify if the taxes must be included or not.

Calculation rule for cancellation refund policy : This rule is enforced when a reservation is cancelled after the cancellation time. Specify this information:

• From - To: The range based on which the booking must be cancelled.
• Time Unit: Specify the unit in which the duration is measured.
• Calculation Method: Specify the calculation method based on which the cancellation amount must be calculated.
• Calculation Value: Specify the percentage value. The amount is calculated based on the percentage value and the calculation method that you specify.