Information on setup and hierarchies within RMS.

Overview

Multiple configuration layers exist in RMS to provide flexibility and customisation that can be used to manage all operational requirements.

When a setup item can exist in multiple places, a hierarchy determines what order takes precedence with different workflows for system and user functions.

A User function is any action a person logged into RMS performs, including creating a Reservation, creating a Receipt on an account, or sending a Form Letter.

A system function is a process performed by RMS behind the scenes, including the housekeeping task schedule on a reservation, which length of stay restrictions that are enforced, which taxes that apply to a charge when created on an account, and which General Ledger Account Code revenue is attributed to.

User Functions

A user function is any action a person logged into RMS performs, including creating a reservation, creating a receipt on an account, or sending a form letter.

The actions a user can perform are determined by their Security Profile. The Security Profile also determines which Discounts, Rates, Correspondence, VIP codes, Properties, and Categories can be accessed.

Some user actions require access to multiple security profile functions. For example, a User with the 'Send Correspondence' permission will also need Security Profile access to at least one Form Letter or SMS to complete the action and access to guest profiles and reservations.

The diagrams below demonstrate how the Security Profile determines if an action can be performed.

Add Reservation

Send Form Letter

System Functions

A system function is a process performed by RMS behind the scenes, including the housekeeping task schedule on a reservation, which length of stay restrictions that are enforced, which taxes that apply to a charge when created on an account, and which general ledger account code revenue is attributed.

The system configuration determines the rules RMS will apply and use to run various tasks.

Many setup options can exist in multiple layers, and the system function will use the specific item hierarchy to determine which item applies when multiple layers are configured.

As a general rule, system functions use the logic below to determine which layer applies, although many include more layers than shown below:

Hierarchies

Below are the individual hierarchies for each of the setup items with multiple layers of configuration in RMS.

Cancellation Policy Hierarchy

The Cancellation Policy applied to the reservation will be determined by the following hierarchy:

1. Selecting or changing the cancellation policy on a reservation will ignore any policy selected on any rate setup.
2. A cancellation policy set on a Derived Rate will only apply if no cancellation policy is selected on the Rate Type or Derived Rate Type used as the 'Derived From'.

1. Selecting or changing the cancellation policy on a reservation will ignore any policy selected on any rate setup.
2. A cancellation policy set on a Derived Rate will only apply if no cancellation policy is selected on the Rate Type or Derived Rate Type used as the 'Derived From'.

Additional information can be viewed in the Cancellation Policies article.

Deposit Policy

The Deposit Policy used on a reservation will be determined by the following hierarchy:

Additional information can be viewed in the Deposits article.

General Ledger Account Codes

Revenue will be attributed to a general ledger account code using the following hierarchy:

Additional revenue attribution information on RMS reports can be viewed in the article on the General Ledger Account Code Hierarchy.

Housekeeping Task Hierarchy

Housekeeping Tasks can be setup on multiple layers to provide maximum flexibility and control over the scheduling of tasks on a reservation at the Property.

To simplify housekeeping setup, it is recommended to use the lowest applicable setup tier and sparingly 

^{1 - Any Housekeeping Tasks setup on the Rate Table of a 'Derived From' Rate Type will not override the tasks set on the Derived Rate Type or Derived Rate Type Property Rule.}

^{2 - Any Housekeeping Tasks setup on a Rate Table selected in the 'Adjustment Amount' tab of a Derived Rate will override any tasks set on the Derived Rate Type or Derived Rate Type Property Rule.}

Additional information can be viewed in the Housekeeping Task Hierarchy article.

Length of Stay Restrictions

Length of stay restrictions (LOS) can be applied to Rates at various levels, with each level of restriction taking precedence over the previous layer.

Maximum and minimum length of stay restrictions can be setup in the following areas of RMS:

Additional information can be viewed in the Length of Stay Hierarchy article.

MLOS (On Arrival) & Soft Close

A Minimum Length of Stay (On Arrival) requires guests' reservations to be of a certain length if choosing to arrive on a day where a MLOS is set.

A Soft Close requires guests' reservations to be of a certain length if the date the Soft Close is setup is included within their stay dates.

Where a combination of a MLOS (On Arrival) and a Soft Close is setup across the dates the guest's reservation is being created, provided both have been setup optimally, the guest's reservation will be required to adhere to both restrictions, with the greater of the two applying.

• Reservations arriving on the 1st will be required to have a minimum stay of 3 nights due to the MLOS (On Arrival). They will be able to depart on the 4th.
• Reservations arriving on the 2nd or 3rd will be required to have a minimum of 4 nights. The MLOS (On Arrival) prevents the guest from departing prior to the 4th when the Soft Close takes effect and requires the guest to stay a minimum of 4 nights to include this date in their reservation.

Reservation Account Bill To

The Reservation Account 'Bill To' determines the party responsible for payment on each account type, which will be the addressee on any statement or tax invoice.

The party responsible for payment will be determined by the following hierarchy:

Additional information can be viewed in the Reservation Account Bill To article.

Taxes

Tax calculations are performed in the background when a transaction is created on an RMS account.

These tax calculations will be determined by the tax method configured in Accounting Options and any additional taxes applied to a Category or Sundry Charge.

Tax Exclusive properties can set up a category with Compound Taxes or specify the Calculation Order for taxes that will be used for Rate transactions associated with that category.

Tax Exemptions provide the flexibility to pre-configure variations to the standard tax rules, including removing specific taxes or their application. Tax Exemptions can be selected on a reservation, Company, or Travel Agent to alter the default tax rules applied to transactions on the related account.

Terms & Conditions

The following hierarchy is used when determining which Terms & Conditions apply to a reservation: