How to add a Payment Schedule to a Rate Type or Derived Rate Type.

Overview 

Payment Schedules help accommodation providers manage guest payments by enabling deposits and staging payments to be collected before check-in. 

Once a Payment Schedule Template has been created, it can then be assigned to a Rate Type or Derived Rate Type for automatic scheduling when a reservation is created either In-house or Online.  

Payment Schedules on rates are only applied automatically to reservations where the accommodation is billed to the guest.

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.

Quick Guide

Click on  Start Guide below for a guided walkthrough on how to add a Payment Schedule to a Rate Type.  

Click on the Full Screen icon to view the guide in full screen. 👇🏼

Detailed Guide 

Rate Types

Payment Schedule Templates can be added to a Rate Type so that it is automatically applied when the Rate Type is used. 

To assign a Payment Schedule Template to a Rate Type, in the Side Menu of RMS, go to Charts > Rate Manager.

1. Click on the Coin Icon

2. Select Rate Type

   

    

3. Find and Edit the Rate Type
4. Navigate to the Payment Schedule tab
5. Select the Activate Toggle
6. Click on the Dropdown Arrow to show the Templates.
7. Select the Default Template.

8. Select Save/Exit. 

   

    

9. The Payment Schedule is now associated with this Rate Type and will automatically be applied to any New Reservation with this Rate Type, unless a Property Rate Rule for the property has its own Payment Schedule. 

Property Rate Rules

For Enterprise Properties, Payment Schedules can be assigned to individual Properties using the Property Rate Rules option in the Rate Type Setup. 

10. When editing the Rate Type, navigate to the Property Rate Rules Menu

11. Select "+" Add. 

    

    Follow steps 4-8 above to add Payment Schedules to individual Property Rates. 

Tip! When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. 
Click HERE for further information on the Payment Schedule Hierarchy

Derived Rate Types

Payment Schedule Templates can be added to a Derived Rate Type so that it is automatically applied when the Derived Rate Type is used. 

To assign a Payment Schedule Template to a Derived Rate Type, in the side menu of RMS, go to Charts > Rate Manager.

1. Click on the Coin Icon

2. Select Rate Type

   

    

3. Navigate to the Derived Rate tab. 

   

    

4. Find and Edit the Derived Rate
5. Navigate to the Payment Schedule tab
6. Select the Activate Toggle
7. Click on the Dropdown Arrow to show the available Templates.
8. Select the Default Template.

9. Save and Exit. 

   

    

10. The Payment Schedule is now associated with this Derived Rate and will automatically be applied to new reservations with this rate, unless the Rate Table that prices the first night of the stay has its own Payment Schedule. A Payment Schedule on the Rate Table takes precedence over a Payment Schedule on a Derived Rate. A Derived Rate does not use the Payment Schedule of its 'Derived From' Rate Type. 

Tip! To give a Derived Rate, such as a promotional rate, its own Payment Schedule while its 'Derived From' Rate Type uses a different one, set the 'Derived From' Payment Schedule on the Rate Type or its Property Rate Rules instead of on the Rate Table.

Property Rate Rules

For Enterprise Properties, Payment Schedules can be assigned to individual Properties using the Property Derived Rate Rules option in the Rate Type Setup. 

11. When editing the Derived Rate, navigate to the Property Rate Rules Menu

12. Select "+" Add. 

    

    Follow steps 5-9 above to add Payment Schedules to individual Property Rates. 

Tip! When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. 
Click HERE for further information on the Payment Schedule Hierarchy

Company, Travel Agent & Booking Source

Optional

If a booking is made with a Company, Travel Agent, and/or Booking Source, you can choose to have a Payment Schedule Template override the default "Bill to Guest" Schedule. 

RMS checks the rules from the top of the list down. If a booking matches more than one rule, the rule highest in the list is used. Rules are only used when a Default Template is selected.

1. Select the up " ↑ " or down " ↓ " arrows buttons to change the priority of the order.

2. Click on the Drop-Down arrow " ∨ " to add an override

   

3. Add the Rule(s) you wish to apply. 
   Note: More than one rule can be applied to each entity. 

4. Select Save/Exit

   

Example

In this example, the rules are listed in this order: Travel Agent, Company, Bkg Source. If a reservation has the Travel Agent "Come Fly With Me", the Company "Green Company" and the Bkg Source "Visitor Information Centre", RMS uses the Travel Agent rule because it is highest in the list, so the "First Night Deposit" template applies.

If the reservation had the Bkg Source "Visitor Information Centre" but not that Travel Agent or Company, the Bkg Source rule would apply and the "Standard Payment Schedule" template would be used.