Setup a Repeat Charge for Rental Charges on an Account.
Overview
A Repeat Charge is a type of Sundry Charge that can be configured to apply to a reservation account on a recurring basis, using a set value and frequency.
This rate structure is highly flexible and can be tailored for various scenarios - most commonly used for Long Term reservations, to apply rental charges or other recurring fees.
✎ 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.
Field Glossary
The table below explains each field available when setting up a Repeat Charge, so you can choose the right options for the reservation account.
| Field | Description |
|---|---|
| Initial Transaction Amount | The amount charged for the first (initial) transaction. The initial transaction posts separately from the recurring cycle and is often used to bill the first or a part period of rent. |
| Pro Rata Initial Amount from Repeat Transaction | Calculates the Initial Transaction Amount automatically as a pro rata portion of the recurring Repeat Charge amount, based on the initial date range. Use this to charge a part period before the first full cycle begins. |
| Initial Transaction on a Future Date | Posts the initial transaction on a future date rather than immediately when the charge is saved. |
| Future Date Initial Transaction to Starting On Date | Sets the future posting date of the initial transaction to match the Repeat Charge Starting On date. |
| Repeat Charge Amount | The amount charged each recurring cycle. |
| Use Amount from Sundry | Uses the amount already configured on the selected Sundry Charge instead of entering an amount here. Untick this to enter a manual amount. |
| Daily Rate | Multiplies the entered amount by the number of days in each Repeat Charge frequency range, so the charge is calculated per day rather than as a single flat amount. |
| Limit last charge to Until Date | Set to pro-rata the final repeat charge so it stops on the end (Until) date, instead of posting a full final cycle. This is important when a stay ends part way through a billing period, as it prevents the guest being charged a full period for a partial one. |
| Show Paid To For This Repeat Charge | Displays a Paid To date on the reservation account, showing the date payments have been made up to. Only one active Repeat Charge per reservation account can have this enabled. |
| Use Arrival Date | Uses the reservation's arrival date as the Starting On date for the Repeat Charge, instead of selecting a date manually. |
| Starting On date | The date the Repeat Charge begins posting to the account. |
| Ending On date | The date the Repeat Charge stops posting to the account. |
| Include on Departure Day | Includes the departure date itself within the charged dates. |
| Until | The end date entered manually in the Ending On section when Use Departure Date is not selected. The Repeat Charge posts up to this date. |
Guide
Open the Reservation in RMS.
- Select the Accommodation Account.
- Navigate to the Charges button.
- Select Repeat Charge.
- Select 'Add'.
- Select the Sundry Charge.
- Select the Repeat Charge Frequency (e.g., weekly, monthly).
- Enter the Repeat Charge Amount or select 'Use Amount from Sundry'.
- Select Daily Rate (Optional).
- (Optional) Select if the Paid To Date should be displayed on the Reservation Account.
- Choose the Starting On date.
- Select the Ending On date.
- (Optional) To pro rate the final charge so it stops on the Ending On date instead of posting a full final cycle, tick Limit last charge to Until Date.
- Once all information is entered, click 'Save/Exit'.
★ Tip: The Repeat Charge will begin posting to the account on the selected Start Date, with subsequent charges applied at the defined frequency until the specified End Date.
Repeat Charge with Initial Transaction
From the Side Menu, Go to Reservations, select Reservation Search.
- Enter the Reservation Number & click Search.
- In the search results, select the Account Number.
- Navigate to the Charges button.
- Select Repeat Charge.
- Choose the required Sundry Charge from the list.
- Click Initial Transaction.
- Select the Date Range for the Initial Transaction.
- Enter the Initial Transaction Amount.
- Select if this amount should be calculated as a Pro Rata of the ongoing Repeat Charge.
- Choose whether to apply the Initial Transaction on a Future Date.
- Select the Repeat Charge Frequency (e.g., weekly, monthly).
- Enter the Repeat Charge Amount.
- (Optional) Tick the checkbox if this is a Daily Rate.
- (Optional) Select if the Paid To Date should be displayed on the Reservation Account.
- Choose the Starting On date.
- Select the Ending On date.
- (Optional) To pro rate the final charge so it stops on the Ending On date instead of posting a full final cycle, tick Limit last charge to Until Date.
- Once all information is entered, click Save & Exit.
★ Tip: The Repeat Charge will begin posting to the account on the selected Start Date, with subsequent charges applied at the defined frequency until the specified End Date.
★ Tip: The initial transaction will post to the reservation account immediately, with subsequent repeat charges posting at the specified frequency, based on the selected start and end dates.
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