Information on setting up Requirements in RMS and the features available.

Overview

A Requirement is an additional item or service for the guest, with the option to apply a fee via a Sundry Charge.

It can be selected directly on a Reservation or associated with a Company, Guest Profile, Travel Agent, or Master reservation, allowing it to be automatically added to the Reservation when that entity is selected.

Requirements can be viewed and managed in the 'Requirement/Trace' section of the Reservation, as well as on the To Do Chart.

A Requirement can also be created on the To-Do Chart for any item or service that is not tied to a Reservation.

Requirement Options

Guide

In the side menu of RMS, go to Setup > Accounting > Requirements.

1. Select 'Add'.
   
    
2. Enter a Requirement Description (150 characters maximum).
   
   Enter a Code. Codes are unique identifiers that help properties track and manage products or services throughout their lifecycle (Optional)
   
   Enter a Long Description. The long description is used to describe what the requirement entails (Optional).
   
   Select and enter the Default From Date. The 'Default From Date' option allows you to set a Requirement to apply a specific number of days prior to arrival, from the date it was created, or from departure. This feature can be used to create a Requirement that applies on a specific day, such as the arrival date, departure date, or any custom period determined by the number of days entered (Optional)
   
    
3. Select the checkbox for any Requirement Options (Optional).
4. Select a Sundry Charge. If you are charging for the requirement, a sundry charge must be selected.
   Select a Grouping (Optional).
5. Select a Fee Structure.
   1. Per Period Fee: A one-time fee or a recurring daily fee.
   2. Per Person Fee: A fee structure based on the number of occupants.
6. Enter the Fee Amount.
   Select the checkbox 'Charges Required Daily' (Optional).
7. Select to Include or Exclude the To Date of the Requirement.
   (This only applies if the charges are required daily).
8. Select 'Save'.
   

Category Access

The category tab is used to limit the requirement to only be available for a reservation within the selected categories.

1. Navigate to the Category tab.
2. Highlight the Categories for which the Requirement is available.
3. Choose the 'Allocate' icon.
4. Select 'Save'.
   

Validation Dates

Validation dates serve as a way to ensure that the requirements are available for the stay. If the requirement is available at all times, validation dates can be omitted.

1. Navigate to the 'Validation Dates' tab.
2. Select 'Add'.
   
    

Date Made From

The validation option for 'date made' will only make the requirement available for reservations that are created during the date range selected.

1. Select the Starting Date.
2. Choose an Ending Date.
3. Check the box for 'Set Permanently' aligned with the 'For Reservation Staying From' option.
4. Select 'Save\Exit'.
   
    

Reservations Staying From

The validation option for 'for reservation staying from' will only make the requirement available for reservations stay dates during the date range selected.

1. Select the Starting Date.
2. Choose an Ending Date.
3. Check the box for 'Set Permanently' aligned with the 'Date Made From' option.
4. Select 'Save\Exit'.
   

Arriving on

The validation option for 'arriving on' will only make the requirement available for reservations arriving on the day(s) selected.

1. Select the 'Arriving On' days of the week.
2. Select the Date Range required, or check the box for 'Set Permanently' aligned with the 'Date Made From' option.
3. Select the Staying From required, or check the box for 'Set Permanently' aligned with the 'For Reservation Staying From' option.
4. Select 'Save\Exit'.
   

Images

Requirements offer a great opportunity to sell additional items or services to guests. If you're making a requirement available online, we recommend adding a photo to capture the guest's interest and encourage purchases. The photo will be displayed on both the RMS Booking Engine and the Guest Portal.

1. Navigate to the Image tab.
2. Select 'Add'.
   
    
3. Select an Image file from your computer and select 'Open' to upload.
   Select 'Save\Exit'.

For more information on Configuring and Managing Requirements, please refer to the courses available in RMS University.