Long Stay Charges allow you to set up recurring monthly pricing for long term reservations in RMS.

Overview

Long Stay Charges let you set up recurring monthly pricing for long-term bookings in RMS. Once set up, they enable the Long Stay view in the Quick Quote tool, offering a straightforward way to quote and manage extended stays with fixed monthly rates. This article will guide you through creating and configuring Long Stay Charges, including category pricing, optional bond and discount options, and cancellation policies.

Before you start setting up Long Stay Charges, please ensure you have a dedicated Rate Type and at least one Sundry Charge already created in your property.

Each Long Stay Charge links a specific Rate Type to a Sundry Charge, enabling monthly pricing within the Quick Quote's Long Stay view.

You can also configure Long Stay Charges with a Refundable Charge, so a bond or security deposit is automatically added to the Reservation Account when the related Rate Type is applied.

Prerequisites

Before setting up Long Stay Charges, ensure the following are in place:

• A dedicated Rate Type has been created that is not assigned to any conventional rate setup or Rate Lookup.
• A Sundry Charge exists to receive the monthly charge postings.
• If you plan to include a bond or security deposit, a Refundable Charge has been configured.
• If you plan to offer a discount, a Discount Sundry Charge has been created.

Fixed Monthly Pricing: Unlike traditional rates, Long Stay Charges do not adjust based on period overlaps. If multiple pricing periods are defined, the guest will be charged the rate associated with the period that matches their arrival date.

Setting Up Long Stay Charges

In the side menu of RMS, go to Setup > Accounting > Long Stay Charges.

1. Select Add.
   
    
2. Select a Rate Type.
3. Select a Sundry Charge.
   Select a Refundable Bond Charge (Optional).
   Enter either a Bond Percentage or a Bond Amount under Monthly Charge Allocation.
   Select a Discount Sundry Charge (Optional).
   Enter either a Discount Percentage or a Discount Amount under Monthly Charge Allocation.
4. Select Save.
   
    
5. In the Category Pricing section, select Add.
   
    
6. Select the Rate Period.
7. Enter the Category Monthly Price.
8. Select Save/Exit.
   Repeat these steps for all required Rate Periods.
   
    
9. Select an alternative Cancellation Policy for the Monthly Charge (Optional).
10. Select Save/Exit.
    

Example

A holiday park offers long-term cabin stays at a fixed monthly rate. To set this up:

1. Create a dedicated Rate Type called "Monthly Cabin Rate" (this Rate Type must not be used in any other rate setup).
2. Navigate to Setup > Accounting > Long Stay Charges and select Add.
3. Select the "Monthly Cabin Rate" Rate Type and link it to the appropriate Sundry Charge (e.g., "Accommodation - Monthly").
4. Add a Refundable Bond Charge with a Bond Amount of $500 to collect a security deposit at the time of booking.
5. In Category Pricing, add a rate period and set the Category Monthly Price (e.g., $2,000 per month for a Standard Cabin).
6. Save the configuration. The Long Stay view in Quick Quote will now display this monthly pricing option when creating a reservation using the "Monthly Cabin Rate" Rate Type.

Troubleshooting Long Stay Charges

• Rate Type not appearing in the dropdown: Ensure the Rate Type is not already assigned in a Rate Lookup. Only unassigned Rate Types are available for Long Stay Charges.
• Long Stay view not showing in Quick Quote: Confirm that at least one Long Stay Charge has been saved with a valid Rate Type, Sundry Charge, and at least one Category Pricing entry.
• Guest charged an unexpected rate: If multiple pricing periods are defined, the guest is charged based on the period that matches their arrival date, not the current date. Verify that the correct rate period and pricing have been configured.
• Bond or discount not applied: Check that the Refundable Bond Charge or Discount Sundry Charge has been selected and that a corresponding percentage or amount has been entered under Monthly Charge Allocation.