Include Add-Ons in Deposit and Cancellation Policies

Stay allows users to include add-ons in the deposit and cancellation policies created by the properties. When add-ons are selected in the policies, the deposit amount and the cancellation fees calculated for the reservations will include the charges configured for the add-ons.

Feature Setting

The following feature setting must be enabled by the property to include add-ons in cancellation and deposit policies:

  • Name: Enhanced Add-Ons

  • Value: Must be enabled

  • Comments: License is not required

When the feature setting is enabled, users can include add-ons in deposit policies by enabling the Add-Ons checkbox in the Deposit Calculation section of the Add/Edit Deposit Policy screen. This checkbox is unchecked by default. It is available for both immediate and scheduled deposit policies.

  • Users can enable this checkbox only when the Day/Nights and Percentage of Stay options are selected in Immediate (Charge by) and Scheduled (Deposit at the time of booking) policies.

  • If users select other options, the checkbox will be unchecked and disabled for selection automatically.

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Users can include add-ons in cancellation policies by enabling the Include Add-Ons checkbox in the Cancellation Period and Charge section of the Add/Edit Cancellation Policy screen. This checkbox is unchecked by default. It is available for both Default Rule and Scheduled policies.

  • Users can enable this checkbox only when the Day/Nights and Percentage of Stay options are selected in Default Rule (Cancellation Charge) and Scheduled (Charge Type) policies.

  • If users select other options, the checkbox will be unchecked and disabled for selection automatically.

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The transaction/inventory items can be configured to be included in the cancellation and deposit policies by enabling the Deposit Policy and Cancellation Policy checkboxes in the Add/Edit Transaction/Inventory Items screen. When these transaction/inventory items are added to the reservations as individual/package add-ons, the deposit amount and the cancellation fee for the reservations will include the charge configured for these items.

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Calculating Deposit and Cancellation Fees for Reservations with Add-Ons

When transaction/inventory items are added to reservations as individual/package add-ons with the new checkboxes enabled, the deposit amount and the cancellation fee for the reservations will include the charge configured for the items posted as add-ons until the reservation is checked in.

For example, consider an immediate deposit policy with the Charge By option selected as Percentage of Stay (50%) that includes Add-Ons. When this policy is applied to a two nights reservation where,

  • The nightly room rate = $100

  • Add-ons charge = $100

The total estimated charge for the reservation amounts to $400, from which the deposit amount to be paid is calculated as $200.

When the reservations are created from third-party sources with recurring charges, the recurring charges are considered as add-ons. When the deposit policy is configured to include the charges of both add-ons and auto recurring charges, the charges of both the add-ons and auto recurring charges are included in the deposit calculation and collected at the following instances:

  • When creating reservations

  • When collecting deposits for reservations automatically at appropriate date/time intervals

  • When collecting deposit in schedules

  • When sending correspondence to guests from Agilysys Digital Marketing

The cancellation fees for the reservations with add-ons are calculated and collected at the following instances:

  • When the reservation is cancelled

  • When collecting cancellation charges for reservations automatically at appropriate date/time intervals