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New/Edit Online Charge Rule

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Universal Search Term: To locate this page quickly, search for Booking Charge Rule.

Location: Setup – Booking Engine – Booking Rules – New – Online Charge Rule

Required Setup: To view this page, you must have the General Manager role, or a custom role that includes the "Solution" permission.

Scope: This feature is available in all versions of Kigo.

About the Online Charge Rule Page

From here, you can create a new online charge rule, make changes to an existing online charge rule, or view detailed information about the rule.

Online charge rules allow you to specify the deposit amount to charge the guest at the time the reservation is made, as well as specifying when the remaining amount of the booking cost is due. For example, you may choose to charge 30% of the total amount due when the booking is made, with the remaining balance due 10 days before the guest checks in.

You can choose whether to apply this rule to one property, multiple properties, or all properties. You can also choose to make the stay requirement valid for a specific date range, which is useful if you want different online charge rules to apply for the peak season.

Online Charge Rule Page

Some common actions that you can performed include:

  • Creating an Online Charge Rule.
  • Modifying an Existing Online Charge Rule.
  • Deleting an Existing Online Charge Rule.
  • Changing the Status of an Online Charge Rule.

Field Definitions

General

  • Name: This is a short and descriptive name or label for the booking rule. This field is required.
  • Status: This is the current status of the booking rule. When you create a new booking rule, the Status is Active by default. If you change the status to Inactive, the booking rule will not be applied. This field is required.
  • Applicability: This option defines how the booking rule is applied.
    • Applies to All Properties: When selected, the booking rule is applied to all properties. This is the default selection.
    • Property-Specific: When selected, the booking rule is only applied to the properties that you choose. When this option is selected, click Apply to Multiple Properties to view or set the properties that will use this booking rule.
  • Start: This is the first date that the rule should be applied to future bookings. This rule will not affect bookings that have already been created. This field is optional. If left blank, the rule is active as soon as it is created and saved.
  • Stop: This is the last date that the rule should be applied to future bookings. This rule will not affect bookings that have already been created. This field is optional. If left blank, the rule will be active for all future bookings, once it is created and saved.
  • Charge: This is the amount due when the booking is made. You can specify this amount three different ways:
    • Percent: If selected, the amount is a percentage of the total amount due. For example, if you want to charge 50% of the total booking amount, you would enter 50 here.
    • Flat Fee: If selected, the amount due is a standard amount. For example if you want to charge $200.00 at the time of the booking, you would enter 200 here.
    • Nights: If selected, the amount due is equivalent to the rental cost of the property per night. For example, if you want to charge the guest for the first night's rent at the time of booking, enter 1 here.
  • Remainder Due: This specifies when the remaining balance for the booking is due, relative to reservation milestones. This date is in the Due On field on the booking reservation detail page. There are three options available:
    • Days After Booking: If selected, the date is based on a specific number of days after the booking reservation was created. For example, if you wanted to collect the remaining balance 10 calendar days after the booking is created, enter 10 here.
    • Days Before Check In: If selected, the date is based on a specific number of days before the arrival date of the booking. For example, if you wanted to collect the remaining balance 72 hours before the guest checks in, enter 3 here.
    • Days Before Check Out: If selected, the date is based on a specific number of days before the guest is due to check out. For example, if you wanted to collect the remaining balance 24 hours before the guest is due to check out, enter 1 here.

Total Due Calculation

The options in this section allow you to customize how you want the total rental amount due to be calculated when determining the amount to charge at the time of the booking. You can choose any combination of these settings.

  • Exclude Taxes: If this option is selected, then taxes are not included when calculating the amount to charge at the time of the booking. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Taxes is not selected, then taxes will be included when making these calculations.
  • Exclude Fees (not marked treat as rent): If this option is selected, then fees are not included when calculating the amount to charge at the time of the booking. This does not include fees that have been configured to be treated as rent. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Fees (not marked treat as rent) is not selected, then fees will be included when making these calculations.
  • Exclude Deposits: If this option is selected, then deposits are not included when calculating the amount to charge at the time of the booking. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If this option is not selected, then deposits will be included when making these calculations.
  • Exclude Specials: If this option is selected, then special discounts are not included when calculating the amount to charge at the time of the booking. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Specials is not selected, then deposits will be included when making these calculations.

Advanced

The options in this section determine how the online charge is collected.

  • Processor: Select the appropriate third-party payment processor from the drop-down list. Some possible options include:
    • [Do Not Process Credit Card]
    • Credit Card Link With Vacation Payment
    • Credit Card Link With Holiday Rent Payment
    • Credit Card Link With Authorize.NET
    • Credit Card Link With BrasPag
    • Credit Card Link With SagePay
  • Currency: Select the appropriate currency for the online charge rule.
  • Do not auto-confirm charged bookings: If you select this option, the booking status is not automatically updated to a confirmed status. If you do not select this option, the status of the booking will be updated to a confirmed status after the payment is processed.

Public Description

The text entered here is used as a disclosure statement that appears on Kigo web sites and third-party booking channels that informs the guest that a minimum stay is required for reservations.

Notes

The text entered here provides an internal note function, where you can add any information that you wish to clarify the function of the booking rule. This text only appears on this page.

Creating an Online Charge Rule

  1. From the Booking Rules summary page, click New, and then choose Online Charge Rule.
  2. In the General section, complete the following fields:
    • Enter a short, descriptive name for the booking rule in the Name field. This field is required.
    • Choose the Status of the booking rule. By default, the "Active" option is selected, which means that the booking rule will be available for use as soon as it is saved. If you don't want the booking rule to be available immediately, choose the "Inactive" option instead.
    • Choose how the booking rule is applied to the properties in the Applicability drop-down list. There are two available options:
      • If you want the booking rule to apply to all properties, select the "Applies to All Properties" option.
      • If you want the booking rule to apply only to certain properties, select the "Property-Specific" option.
    • If you don't want this booking rule to be applied immediately, enter the Start date. This is an optional field. The booking rule will not be applied to booking reservations until the date that you specify here.
    • If you want to stop this rule from being applied in the future, enter the Stop date. This is an optional field.
    • To specify the payment amount required during the initial booking, enter the amount in the Charge field. This is controlled by the type of charge that you select from the Charge drop-down list. This field is optional. You can choose between three types:
      • Percent: Select this option if you want to charge a percentage of the total amount due. For example, if you want to charge 50% of the total booking amount, you would enter 50 here.
      • Flat Fee: Select this option to charge a flat amount. For example if you want to charge $200.00 at the time of the booking, you would enter 200 here.
      • Nights: Select this option if you want to charge an amount due that is equivalent to the rental cost of the property per night. For example, if you want to charge the guest for the first night's rent at the time of booking, enter 1 here.
    • To specify when the remaining balance for the reservation is due, enter the Remainder Due. This is based on reservation milestones, and you can choose between three calculation options:
      • Days After Booking: Select this option to set the Due On date of a booking based on a specific number of days after the booking reservation was created. For example, if you wanted to collect the remaining balance 10 calendar days after the booking is created, enter 10 here.
      • Days Before Check In: Select this option to set the Due On date of a booking based on a specific number of days before the arrival date of the booking. For example, if you wanted to collect the remaining balance 72 hours before the guest checks in, enter 3 here.
      • Days Before Check Out: Select this option to set the Due On date of a booking based on a specific number of days before the guest is due to check out. For example, if you wanted to collect the remaining balance 24 hours before the guest is due to check out, enter 1 here.
  3. If you selected the "Property-Specific" option for the Applicability drop-down list, complete these additional steps to assign the specific properties. You do not need to complete these steps if you selected the "Applies to All Properties" option.
    • Click Save.
    • Click the Apply to Multiple Properties button. The Properties/Rooms page appears.
    • Select the check box for any properties that you want to apply this booking rule to. To select all properties, click All. To remove all properties, click None.
    • Click OK to save the properties and return to the booking rule page.
  4. In the Total Due Calculation section, choose from the following optional settings:
    • If you do not want to include taxes when calculating the amount to charge at the time of the booking, select the Exclude Taxes check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Taxes is not selected, then taxes will be included when making these calculations.
    • If you do not want to include fees when calculating the amount to charge at the time of the booking, select the Exclude Fees (not marked treat as rent) check box. This does not include fees that have been configured to be treated as rent. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Fees (not marked treat as rent) is not selected, then fees will be included when making these calculations.
    • If you do not want to include deposits when calculating the amount to charge at the time of the booking, select the Exclude Deposits check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If this option is not selected, then deposits will be included when making these calculations.
    • If you do not want to include specials when calculating the amount to charge at the time of the booking, select the Exclude Specials check box. This option only applies if you choose the "Percent" option or "Nights" option at the Charge field. If Exclude Specials is not selected, then deposits will be included when making these calculations.
  5. In the Public Description section, enter any text that you want to include as a disclosure statement that explains the rule. This information appears to prospective guests on Kigo web sites and third-party booking channels.
  6. In the Notes section, add any information that you want to include as part of the booking rule. This information can be used to clarify the function of the booking rule. This information only appears on this page.
  7. In the Advanced section, complete the following:
    • Choose how you want the credit card payments associated with this charge rule to be processed from the Processor drop-down list. The option that you choose here is based on which third-party credit card processor you wish to use. If you do not want to automatically process the payment, choose the "[Do No Process Credit Card]" item instead.
    • Choose the Currency that you want the payment to be processed in.
    • If you do not want to automatically update the booking to a confirmed status when this payment is processed, select the Do Not Auto-confirm Charged Bookings check box.
  8. Click Save to save your changes.

Modifying an Existing Online Charge Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to work with.
  2. Click anywhere on the row with the booking rule that you want to modify. The booking rule detail page opens.
  3. Make any needed changes, and then click Save to save your changes.

Deleting an Existing Online Charge Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to delete.
  2. Select the check box next to the rule (or rules) that you want to remove.
  3. Click More Actions, and then choose Delete. A confirmation message opens.
  4. Click OK to delete the booking rule, or click Cancel to retain the selected booking rule.

Changing the Status of an Online Charge Rule

  1. From the Booking Rules page, use the search filters to locate the booking rule that you want to work with.
  2. Select the check box next to the rule (or rules) that you want to modify.
  3. Click Set Status. You can choose between:
    • Set Selected Records to Inactive: This sets the booking rule(s) to inactive, which means that the booking rule will not be applied to applicable bookings.
    • Set Selected Records to Active: This sets the booking rule(s) to active, which means that the booking rule will be applied to applicable bookings.

Additional Information/Related Topics

Booking Rules

New/Edit Minimum Stay Rule

New/Edit Turn Day Rule

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