Auto Recurring Charges

The Auto Recurring Charges option allows users to include recurring charges in the folio. A recurring charge is typically an involuntary surcharge posted by the property to cover the cost of specific amenities. These charges are usually a fixed amount that post per night or reservation. For example, a resort fee. In this example, the fee could include such amenities as internet access, fitness center usage, daily newspapers, etc. Users can define these charges and remove them from reservations at their discretion.

The Auto Recurring Charges option has three tabs, namely, Defaults Fees, Single Condition Rules, and Multi Condition Rules.

Defaults Fees

In this tab, items can be added for default auto-recurring charges.

The grid has the following details:

Field	Description
Charge	Displays the name of the auto-recurring charge. For example, Cancellation Fees, Parking Fees.
Code	Displays the code for the auto-recurring charge. For example, CNCL, Parking.
Amount/Percentage	Displays the charge type: amount or percentage. If Amount, the amount set is indicated. If a Percentage is selected, the set percentage is indicated for the selected charge.
%Based On	Displays the Percentage type, either Nightly Room Charge (NRC) or NRC + Components selected for the auto-recurring charge.
Status	Displays the status of the auto-recurring charge, whether Active or Inactive.
Source	Displays the source from which the charge was generated
Frequency	Displays the frequency selected for the set auto-recurring charge whether Every XX night(s) or First Night Only.
Reason	Displays the reason for the charge
Show Inactive	Enable the checkbox to display all Inactive auto-recurring charges in the grid.

Adding a Charge

Auto-Recurring charges are based on transaction items and are applied to all reservations at the time of creation.

Perform the following steps to include recurring charges to the folio:

Navigate to Settings à All Settings à Guest Accounting à Auto Recurring Charges.

Click Add. The Add Auto Recurring Charge dialog box appears.

Click an item from the shopping cart.

Select the type of Charge: Amount or Percentage.

• If selecting Amount, the user can enter a flat amount for the charge.

• If selecting Percentage, the user can enter a percentage for the charge. Users must further select any one of the two options available here:

  • Nightly Room Charge (NRC)- The nightly room charge's entered percentage is considered the auto-recurring charge. For example, if a user enters 10%, ten percent of the nightly room charge is the auto-recurring charge.

  • NRC + Components- The entered percentage, considered auto-recurring charges, is the sum of the nightly room charge and component charges. For example, if a user enters 10%, ten percent of nightly room charges and component charges are the auto-recurring charge.

Click Add to include it as an auto-recurring charge to the folio. Users can make updates to the Quantity if needed.

Click Next.

Setting the Frequency

Perform the following steps to set the frequency for the charges:

Set the Frequency field to determine how often the charges post or are scheduled:

Field	Description
Start	The date from which the charge must be applied.
End	The end date until which the charge must be applied.
Every night(s)	Item is charged every night defined for the guest's stay.
First night only	Item is only charged on the initial night of the guest's stay.
Last night only	Item is only charged on the last night of the guest's stay.
By Days of Week	Item is only charged on the days of the week selected for the guest's stay.

Click Next.

Reviewing the Transaction

Perform the following steps to review the transaction:

Review the transaction and then post the charge(s).

Click Save. The Apply Auto Recurring Charge dialog box appears.

Choose how to apply the charge to existing reservations:

• In-House reservations (guests who are checked in on the property)

• Existing Future Reservations (not in-house)

  Enter the Username and Password fields used for signing in to Agilysys Stay.

  Click Yes.

Editing a Charge

Perform the following steps to edit an auto recurring charges in the folio:

Navigate to Settings à All Settings à Guest Accounting à Auto Recurring Charges.

Click on the preferred charge to edit. The Edit Auto Recurring Charges dialog box appears.

Update the necessary fields.

Click Save.

Single Condition Rules

Customized auto-recurring charge rules with single condition match can be set in the Single Condition Rules tab.

Creating a Single Condition Rule

Single Condition auto-recurring charge rules are based on transaction items and can be applied to all reservations and groups.

Perform the following steps to create a single condition auto-recurring charge rule to the folio:

Navigate to Settings à All Settings à Guest Accounting à Auto Recurring Charges à Single Condition Rules.

Click Add. The Add Rule pop-up screen appears.

Enter the rule name, code, and description, and click Next.

Add items to the rule and click Next.

Set the frequency for the rule as a date range, or it can be indefinite with a start date coupled with specific nights or days in a week.

Click Next.

Associate the rule to existing rate plans, marketing segments, packages, groups, guest types, buildings, and room types. It is optional, and the auto-recurring charges rule can be associated when creating a reservation or group.

Click Next.

Review the auto-recurring charges rule.

Click Save to open the Apply Auto-Recurring Rule pop-up screen.

Select In-House Reservations to apply the rule for existing reservations.

Select Existing Future Reservations to apply the rule for future reservations only.

Enter user credentials and click Yes to save the rule.

Multi Condition Rules

Customized auto-recurring charge rules with multicondition match can be set in the Multi Condition Rules tab.

Creating a Multi Condition Rule

Multicondition auto-recurring charge rules are based on transaction items and can be applied to all reservations and groups.

Perform the following steps to create a multicondition auto-recurring charge rule to the folio:

Navigate to Settings à All Settings à Guest Accounting à Auto Recurring Charges à Multi Condition Rules.

Click Add. The Add Rule pop-up screen appears.

Enter the following details under the Set Rule tab.

Field	Description
Rule Name	The name of the rule.
Code	Unique code for the rule.
Category	The category for the fee rule to be created.
Description	The description for the rule.

Click Next and proceed to the Add Items tab.

Add items to the rule.

Click Next and proceed to the Frequency tab.

Set the frequency for the rule as a date range, or a start date coupled with specific nights or days in a week.

Click Next and proceed to the Apply To tab.

Associate the rules to existing room type, rate plans, group rate plans, or package, guest types, and marketing segment.

Room type and Rate plan are mandatory for creating a multi condition auto-recurring fee rule. The Groups tab displays all the groups available at the property in the Definite status.

Only the groups in Definite status that have the Arrival Date/Arrival Shoulder Date greater than or equal to the current property date are displayed. Departed groups are not displayed.

The groups created after the creation of the multi condition auto recurring fee rules are displayed on the Edit Rule screen when users modify the rule.

When the groups configured for multi condition auto recurring fee rule depart, they are automatically removed from the rule. Next time the users open the rule, the departed groups will not be displayed. When only one group rate plan is selected for a rule and the group departs, the rule is automatically made Inactive.

Click Next and proceed to the Summary tab.

Review the multi condition auto-recurring charges rule.

Click Save to open the Apply Auto-Recurring Rule pop-up screen.

Select In-House Reservations to apply the rule for existing reservations.

Select Existing Future Reservations to apply the rule for future reservations only.

Enter user credentials and click Yes to save the rule.

Auto Recurring Fees Enhancements: Configure Fee Amount for Age Categories or Season

Stay allows users to configure Auto Recurring Fees (Default Fees, Single Condition Rules, and Multi Condition Rules) to be posted to reservations based on the age categories configured at the property or season (specific date range).

Feature Setting

The following new feature setting has been introduced to enable users to configure the Auto Recurring Fees based on the age categories or seasons configured at the property:

• Name: Custom Auto Recurring Fees

• Value: Must be enabled

• Comments: License is not required

When the new feature setting is enabled, users can configure the auto recurring fee amount for the age categories or for seasons by clicking the +Add hyperlink in the Frequency section of the Add/Edit Rule screen or the Add/Edit Auto Recurring Fees screen (Settings à Guest Accounting à Default Fees/Single Condition Rules/Multi Condition Rules). When clicked, the following fields appear:

Field	Description
Start Date	Users can select the start date from which the configured fee must be applied. Users cannot select a date prior to the current property date.
End Date	Users can select the end date up to which the configured fee must be applied. Users cannot select a date prior to the start date.
Charge By	Users can select from the following options based on which the configured amount must be applied: Season: When selected, users can configure a seasonal rate for the selected date range in the Amount field. By Age Group: When selected, all the age categories configured at the property are displayed. Users can configure the fee for each age group individually.

Users can configure the fee amount for multiple date range and Charge By options using the +Add hyperlink. The dates selected for one Charge By option cannot be selected again.

The auto recurring fee amount for age categories or seasons can be configured either for all the items selected in the Add Items section or for selected items individually.

The auto recurring fee configured for the age categories and seasons is applied over the price configured for the items in the Add Items section of the Add/Edit Rule screen and the Add/Edit Auto Recurring Fees screen when the date range and the age categories of the guests included in the reservation with the Default Fees/Single Condition Rules/Multi Condition Rules matches the date range configured for the age categories and seasons.