This guide explains what happens when reservation details are changed in RMS and how the system recalculates rates based on your choices.
Before You Begin
To use rate recalculation effectively, ensure you have:
- Access to create and modify reservations in RMS
- Understanding of your property's rate setup and pricing models
- Knowledge of your Rate Creation Method setting (Total Rate or Nightly Rate)
- Awareness of whether rate overrides have been applied to the reservation
Rate Recalculation Explained
Rate Recalculation is the updating of the Quoted Rate on a Reservation using the current Reservation Details and Rate setup.
Rate Recalculation can occur when a change is made to:
- Category
- Area
- Arrive Date
- Depart Date
- Rate Type
- Number of Guests
- Company
- Travel Agent
Changes made to a Reservation that could result in a new Quoted Rate will display the Rate Recalculation prompt on the Booking Chart or the Reservation when the changes are saved.
The Quoted Rate displayed in the Total Rate Breakdown will be updated to reflect the changes made, and the selection made when prompted will determine the behaviour of the Base Rate and Total Rate.
Selecting 'Yes' to Rate Recalculation will use the current Rate setup, including the occupancy level applicable to each stay date, to calculate a new Quoted Rate for the Reservation.
✒ Please Note: When the Rate Type is changed on an existing reservation, RMS uses the occupancy level recorded when each stay date was originally saved - not the current live occupancy. This protects existing bookings from rate increases due to occupancy changes since the reservation was saved. Current occupancy levels only apply to any newly added stay dates where the reservation has been extended.
The Total Rate Breakdown will be updated to reflect the changes made to the Reservation and the results of any Rate Recalculation.
The option selected for Rate Recalculation, including any changes to the Quoted Rate, will be recorded on the Audit Trail tab of the Reservation.
The behaviour of Rate Recalculation on the Quoted Rate will be determined by the Rate Creation Method at the Property, the selection made on the Rate Recalculation prompt, and whether or not the Base Rate is overridden for some or all of the Reservation stay dates.
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There are two types of rate override in RMS. The section of the article that applies to a reservation depends on which type of override has been applied:
| Override Type | Where to apply it | Scope |
|---|---|---|
| Partial Rate Override | Individual stay dates overridden from the Total Rate/Tariff Breakdown screen | Selected stay dates only |
| Base Rate Override | Base Rate hyperlink on the Reservation screen | Entire Reservation |
✎ Please Note: If you override the Total Rate on a reservation that has a Per Person package set to Make Package Inclusive, the stored value is the post-inclusive amount. Subsequent package-amount changes will then be added to the Total Rate instead of recalculating against the Base Rate, leaving the reservation out of sync with the package setup. Always override the Base Rate via the Total Rate/Tariff Breakdown screen.
★ Tip: The recommended method to override a rate on a reservation is to open the Total Rate/Tariff Breakdown screen and override the Base Rate per stay date. Overriding at the Base Rate element (rather than the Total Rate) preserves the inclusive package calculation, so future updates to the package setup continue to recalculate correctly on this reservation.
Deposit Recalculation Option
Your Primary System Administrator can opt to include the Deposit amount and due date when the rate is recalculated.
To enable this setting:
- Navigate to Setup > Accounting > Accounting Options
- Select the Rate & Rent Options tab
- Check Recalculate the Deposit when the Reservation is modified
- Click Save & Exit
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Total Rate Recalculation
When the Rate Creation Method is set to 'Total Rate', a single transaction of accommodation charges is created on the Reservation Account for all Reservation Stay Dates.
The behaviour of Rate Recalculation for Total Rate will differ from the behaviour when the Rate Creation Method is set to 'Nightly Rate'.
No Rate Override
The following Rate Recalculation behaviour occurs when the Rate Creation Method is set to 'Total Rate' and there are no Rate Overrides in the Total Rate Breakdown:
| Reservation Field | When You Select 'Yes' | When You Select 'No' |
|---|---|---|
| Arrive Date (Increased Length) | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Arrive Date (Decreased Length) | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation stay dates. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. |
| Depart Date (Increased Length) | The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. New Reservation stay dates will have a Quoted Rate calculated using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Decreased Length) | The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. Any Reservation stay dates no longer within the selected Arrive and Depart dates will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation stay dates on the Depart date of the Reservation. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Category | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The Total Rate Breakdown will remain as is with the Bill Category set on the Reservation to be the previous Category. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Area | Will prompt for Rate Recalculation. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Will prompt for Rate Recalculation. The Total Rate Breakdown will remain as is. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Rate Type | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The existing Total Rate Breakdown will be set to overridden with the current Rate Amounts. If the new Rate Type includes any Packages or Taxes these will be added to the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Number of Guests | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | All Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amounts. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. If the Rate Type includes a Per Person package set to Make Package Inclusive, the package component will be recalculated for the new occupancy level. The Base Rate will adjust to keep the Total Rate unchanged. |
| Company or Travel Agent | NO Rate Recalculation prompt will occur and RMS will validate that the selected Company, Travel Agent or Wholesaler has access to the Rate Type on the Reservation. | |
Partial Rate Override
A Partial Rate Override occurs when individual Reservation stay dates have been manually overridden from the Total Rate/Tariff Breakdown screen. This type of override only affects the selected stay dates and is recorded at the stay-date level. It is a different type of override to a Base Rate Override, which is applied from the Base Rate hyperlink on the Reservation screen.
The following Rate Recalculation behaviour will occur when the Rate Creation Method is set to 'Total Rate' and one or more, but not all, Reservation stay dates have been overridden in the Total Rate/Tariff Breakdown.
| Reservation Field | When You Select 'Yes' | When You Select 'No' |
|---|---|---|
| Arrive Date (Increased Length) | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates that are not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates will remain as is. Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amount. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Arrive Date (Decreased Length) | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates that are not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates will remain as is. The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts if not already overridden and will be created on the Reservation Account for the original Reservation stay dates. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. |
| Depart Date (Increased Length) | Any overridden Reservation stay dates will remain as is. The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. New Reservation stay dates will have a Quoted Rate calculated using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates will remain as is. Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown with the current Rate Amount if not already overridden. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Decreased Length) | Any overridden Reservation stay dates remain as is. The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. Any Reservation stay dates no longer within the selected Arrive and Depart dates will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates remain as is. The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation stay dates on the Depart Date of the Reservation. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Category | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The Total Rate Breakdown will remain as is with the Bill Category set on the Reservation to be the previous Category. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Area | Will prompt for Rate Recalculation. Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Will prompt for Rate Recalculation. The Total Rate Breakdown will remain as is. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Rate Type | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The existing Total Rate Breakdown will be set to overridden with the current Rate Amounts for any Reservation stay dates not already overridden. If the new Rate Type includes any Packages or Taxes these will be added to the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Number of Guests | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | All Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amounts if not already overridden. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. If the Rate Type includes a Per Person package set to Make Package Inclusive, the package component will be recalculated for the new occupancy level. The Base Rate will adjust to keep the Total Rate unchanged. |
| Company or Travel Agent | NO Rate Recalculation prompt will occur and RMS will validate that the selected Company, Travel Agent or Wholesaler has access to the Rate Type on the Reservation. | |
Base Rate Override
A Base Rate Override occurs when the Base Rate has been overridden for the entire Reservation using the Base Rate hyperlink on the Reservation screen. This is a complete override that applies to all stay dates and is recorded on the reservation record. It is a different type of override to a Partial Rate Override, which is applied to individual stay dates from the Total Rate/Tariff Breakdown screen.
When the Base Rate has been overridden in this way, a Rate Recalculation prompt will not be shown. The following Rate Recalculation behaviour occurs when the Rate Creation Method is set to 'Total Rate' and the Base Rate has been overridden for the whole Reservation:
| Reservation Field | Rate Recalculation Behaviour |
|---|---|
| Arrive Date (Increased Length) | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. The Total Rate for the Reservation will be the same as before the change, with only the per-date value different. Rate transactions will be recreated. |
| Arrive Date (Decreased Length) | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. The Total Rate for the Reservation will remain the same, with only the per-date value appearing different. Rate transactions will be recreated. |
| Depart Date (Increased Length) | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. The Total Rate for the Reservation will be the same as before the change, with only the per-date value different. Rate transactions will be recreated. |
| Depart Date (Decreased Length) | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. The Total Rate for the Reservation will remain the same, with only the per-date value appearing different. Rate transactions will be recreated. |
| Category | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. Rate transactions will be recreated. |
| Area | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. Rate transactions will be recreated. |
| Rate Type | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. Rate transactions will be recreated. |
| Number of Guests | The Total Base Rate will remain as previously entered and be divided across the Reservation stay dates. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Company or Travel Agent | RMS will validate if the selected Company, Travel Agent or Wholesaler has access to the Rate Type selected on the Reservation. |
⚠ Important: Rate Recalculation will default to 'Yes' when the Security Profile option 'Hide Confirmation Messages' is used.
Nightly Rate Recalculation
When the Rate Creation Method is set to 'Nightly Rate', an individual transaction for accommodation charges will be created on the Reservation Account for each Reservation stay date.
The behaviour of Rate Recalculation for Nightly Rate will differ from the behaviour when the Rate Creation Method is set to 'Total Rate'.
No Rate Override
The following Rate Recalculation behaviour will occur when the Rate Creation Method is set to 'Nightly' and there are no Rate Overrides in the Total Rate Breakdown.
| Reservation Field | When You Select 'Yes' | When You Select 'No' |
|---|---|---|
| Arrive Date (Increased Length) | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Arrive Date (Decreased Length) | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The original Reservation Stay Dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation Stay Dates. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. |
| Depart Date (Increased Length) | The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. New Reservation stay dates will have a Quoted Rate calculated using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Decreased Length) | The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. Any Reservation stay dates no longer within the selected Arrive and Depart dates will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation stay dates on the Depart date of the Reservation. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Category | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The Total Rate Breakdown will remain as is with the Bill Category set on the Reservation to be the previous Category. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Area | Will prompt for Rate Recalculation. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Will prompt for Rate Recalculation. The Total Rate Breakdown will remain as is. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Rate Type | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The existing Total Rate Breakdown will be set to overridden with the current Rate Amounts. If the new Rate Type includes any Packages or Taxes these will be added to the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Number of Guests | A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | All Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amounts. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. If the Rate Type includes a Per Person package set to Make Package Inclusive, the package component will be recalculated for the new occupancy level. The Base Rate will adjust to keep the Total Rate unchanged. |
| Company or Travel Agent | NO Rate Recalculation prompt will occur and RMS will validate that the selected Company, Travel Agent or Wholesaler has access to the Rate Type on the Reservation. | |
Partial Rate Override
A Partial Rate Override occurs when individual Reservation stay dates have been manually overridden from the Total Rate/Tariff Breakdown screen. This type of override only affects the selected stay dates and is recorded at the stay-date level. It is a different type of override to a Base Rate Override, which is applied from the Base Rate hyperlink on the Reservation screen.
The following Rate Recalculation behaviour will occur when the Rate Creation Method is set to 'Nightly Rate' and one or more, but not all, Reservation stay dates have been overridden in the Total Rate/Tariff Breakdown.
| Reservation Field | When You Select 'Yes' | When You Select 'No' |
|---|---|---|
| Arrive Date (Increased Length) | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates that are not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates will remain as is. Existing Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amount. New Reservation stay dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation stay dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Arrive Date (Decreased Length) | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates that are not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates will remain as is. The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts if not already overridden and will be created on the Reservation Account for the original Reservation stay dates. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay Dates than they are in-house for. |
| Depart Date (Increased Length) | Any overridden Reservation stay dates will remain as is. The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. New Reservation stay dates will have a Quoted Rate calculated using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation Stay Dates will remain as is. Existing Reservation Stay Dates will be set to overridden in the Total Rate Breakdown with the current Rate Amount if not already overridden. New Reservation Stay Dates will have the Base Rate overridden and set to 0.00. Per Person Package Components for a Rate Type Package or Rate Table Package and Per Person Taxes will be calculated and added to the Quoted Rate for the new Reservation Stay Dates increasing the overall Total Rate for the Reservation. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Decreased Length) | Any overridden Reservation stay dates remain as is. The Total Rate Breakdown will be updated to reflect the new Reservation stay dates. Existing Reservation stay dates that are still within the new Arrive and Depart dates will retain their existing Quoted Rate. Any Reservation stay dates no longer within the selected Arrive and Depart dates will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Any overridden Reservation stay dates remain as is. The original Reservation stay dates will be set to overridden in the Total Rate Breakdown with the existing Rate Amounts and will be created on the Reservation Account for the original Reservation stay dates on the Depart date of the Reservation. The Total Rate Breakdown will include Reservation stay dates that are no longer within the Arrive and Depart dates of the Reservation and the Guest will be charged for more Reservation stay dates than they are in-house for. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Category | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation stay dates not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The Total Rate Breakdown will remain as is with the Bill Category set on the Reservation to be the previous Category. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Area | Will prompt for Rate Recalculation. Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for any Reservation Stay Dates not overridden using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | Will prompt for Rate Recalculation. The Total Rate Breakdown will remain as is. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Rate Type | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | The existing Total Rate Breakdown will be set to overridden with the current Rate Amounts for any Reservation stay dates not already overridden. If the new Rate Type includes any Packages or Taxes these will be added to the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Number of Guests | Any overridden Reservation stay dates will remain as is. A new Quoted Rate will be obtained for all Reservation stay dates using the current Rate setup including the current occupancy levels for any Dynamic Pricing by Occupancy. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. | All Reservation stay dates will be set to overridden in the Total Rate Breakdown for the current Rate Amounts if not already overridden. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. If the Rate Type includes a Per Person package set to Make Package Inclusive, the package component will be recalculated for the new occupancy level. The Base Rate will adjust to keep the Total Rate unchanged. |
| Company or Travel Agent | NO Rate Recalculation prompt will occur and RMS will validate that the selected Company, Travel Agent or Wholesaler has access to the Rate Type on the Reservation. | |
Base Rate Override
A Base Rate Override occurs when the Base Rate has been overridden for the entire Reservation using the Base Rate hyperlink on the Reservation screen. This is a complete override that applies to all stay dates and is recorded on the reservation record. It is a different type of override to a Partial Rate Override, which is applied to individual stay dates from the Total Rate/Tariff Breakdown screen.
When the Base Rate has been overridden in this way, a Rate Recalculation prompt will not be shown. The following Rate Recalculation behaviour will occur when the Rate Creation Method is set to 'Nightly Rate' and the Base Rate has been overridden for the whole Reservation.
| Reservation Field | Rate Recalculation Behaviour |
|---|---|
| Arrive Date (Increased Length) | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Additional Reservation stay dates will be added to the Quoted Rate using the entered value for the Nightly Base Rate Override. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Arrive Date (Decreased Length) | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Any Reservation stay dates outside the Arrive and Depart dates on the Reservation will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Increased Length) | The Nightly Base Rate will remain overridden for the value entered on all Reservation Stay Dates. Additional Reservation stay dates will be added to the Quoted Rate using the entered value for the Nightly Base Rate Override. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Depart Date (Decreased Length) | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Any Reservation stay dates outside the Arrive and Depart dates on the Reservation will be removed from the Quoted Rate. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Category | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Area | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Rate Type | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Number of Guests | The Nightly Base Rate will remain overridden for the value entered on all Reservation stay dates. Existing Rate transactions on the Reservation Account will be voided and recreated to reflect the changes to the Reservation. |
| Company or Travel Agent | RMS will validate if the selected Company, Travel Agent or Wholesaler has access to the Rate Type selected on the Reservation. |
Example Scenarios
Scenario 1: Extending a Reservation with No Rate Override
A guest books a 3-night stay in a Standard Room at your property. After confirmation, they request to extend their stay to 5 nights. When you update the Depart Date and select 'Yes' to Rate Recalculation, RMS will obtain a new Quoted Rate using your current rate setup for all 5 nights. If your property uses Dynamic Pricing by Occupancy, the new rate will reflect the current occupancy levels for those dates.
Scenario 2: Changing Room Category with Partial Override
A guest changes their room request from Standard to Deluxe. If you have already overridden the rate for some of their stay dates, selecting 'Yes' to Rate Recalculation will keep those overridden dates unchanged while calculating a new rate for the non-overridden dates using your current rate setup for the Deluxe category.
Scenario 3: Modifying Dates with Total Base Rate Override
You have overridden the total base rate for a 4-night stay at 400.00. The guest asks to stay for 5 nights. Since the base rate is fully overridden, RMS will not prompt you for rate recalculation. Instead, it will divide the 400.00 total base rate across the 5 nights, so the per-night rate will change but the total charge remains 400.00.
Scenario 4: Changing Number of Guests with a Per Person Inclusive Package
A guest has a reservation with a Rate Type that includes a Per Person breakfast package set to Make Package Inclusive, priced at $20 per person per night. The reservation is for 2 adults, with the package contributing $40 per night. The Base Rate is $160 per night, giving a Total Rate of $200 per night.
The guest requests to add a third adult. You update the Number of Guests on the reservation and select No to Rate Recalculation to preserve the existing Total Rate.
Because the package is per person and inclusive, RMS recalculates the package component for 3 adults ($60 per night). The Base Rate adjusts to $140 per night so the Total Rate remains $200 per night. This is working as intended - the Total Rate is preserved, but the split between Base Rate and package reflects the new occupancy.
Troubleshooting
No Rate Recalculation prompt appears
If you change a reservation detail but do not see a Rate Recalculation prompt, the Total Base Rate may be fully overridden. Rate Recalculation is not prompted when the entire rate has been manually overridden. You can verify this by checking the Total Rate Breakdown for the reservation.
Rate changes unexpectedly after recalculation
When you select 'Yes' to Rate Recalculation, RMS applies your current rate setup, including any Dynamic Pricing by Occupancy rules and current company or travel agent discounts. If rates have changed in your system since the reservation was created, the recalculated rate will reflect these changes. Check your Rate setup under Setup > Rates to confirm the current pricing.
Overridden dates remain after Rate Recalculation
If you have manually overridden rates for specific dates, selecting 'Yes' to Rate Recalculation will only recalculate the non-overridden dates. Overridden dates will retain their manually set rates. To recalculate all dates, you must first remove the overrides from the Total Rate Breakdown.
Related Articles
- Total Rate Breakdown
- Rate Override
- Dynamic Pricing by Occupancy
- Reservation Audit Trail
- RMS Customization and Configuration
- Accounting Options - Rate & Rent Options Tab
- Reservation Modifications and Rate Recalculations
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