NON-ROOM ITEM

Summary:

This paper will help you with creating a Non-Room Item in HMS. The example is based on the Item named ‘Nu Hotel Insulated Tote Bag’. 

Channel: HMS

Products: Non Room Item

Required Before Build:

Be sure to confirm the below with your accounting team before you proceed:

1.       Transaction Type

2.       Posting Code 

3.       Offset Information

a.       Some accounting teams may opt out of this information

Step 1: Create Non Room Item

Log in to HMS account

Select ‘Rate and Sales’ → ‘Pricing’ → ‘Non-Room Item’

Fill in the below required information:

1.       Item Code - Specify the item code in the first field.

2.       Item Short Description - Specify the item description in the second field.

3.       Price - Specify the price to be posted to the folio.

4.       Transaction Type - Specify either a single transaction code or a transaction group code. If you select a transaction group code, the Transaction Group field is enabled.

5.       Posting Code - Specify the transaction code that will be used to post the item on the guest's folio.

o   Be sure to request this code from your accounting team.

6.       Available as Add-On - Select this check box to enable the non-room item as an Add-On item.

7.       Add-On Details - Posting Frequency - Specify the posting frequency for the non room item. Following are the available values:

o   Each Day: The charge for the non-room item is posted everyday.

o   Once: The charge for the non-room item is posted only once.

o   Floating: You can configure specific package or add-on bundle items with a frequency set to Floating when the exact day of consumption is not known but is required for the purpose of date-driven revenue recognition. The value Floating allows the charge to be carried over for possible consumption from one day of the stay to the next, until the very last day of the stay.

o   Pricing Control - Specify the pricing control for the non room item. Your options can include: Per Adult, Per Child, Per Person, or Per Room. Only options that are set to active in Global Codes for the Non-Room Item Pricing Control will show in the drop-down menu.

8.       Click the Save icon on the top left of Non Room Item.

E.g.:

Additional Non Room Details Options: 

Additional Fields to keep in mind should you need them. 

Note: Be sure to confirm setup and codes with your accounting team.

1.       Available as Amenity - Only Amenity 

2.       Department - Specify the department that is responsible for the non room item.

3.       Eligible for Up-Sell - If Items are Package specific/not available as an Add On this should be unselected

4.       EOD Post - If this check box is cleared, these fields are enabled:

o   Unconsumed Transaction Offset Code

o   Allowance Transaction Offset Code

o   Allowance

o   Discount Offset Transaction Code

o   Discount Amount

o   Discount based on Pricing Control

o   Max Discount Amount

5.       Posting Type - The posting type for the non-room bundle:

o   Pre Date Roll - By default, the posting type is set to pre date roll. The bundle item is posted to the folio before the hotel date is rolled or changed.

o   Post Date Roll - The bundle item is posted to the folio after the hotel date is rolled or changed.

6.       Unconsumed Transaction Offset - This transaction code is used if the item is not fully consumed by the guest and the unconsumed transaction is posted.

7.       Allowance Transaction Offset - The transaction offset code that is used to post any additional allowance over the item's price.

8.       Allowance - The amount over and above the item price, for which a guest is not charged. If a guest's transaction posting or expense is within the cumulative amount of the item price and the allowance amount, the guest is not charged for the extra expense. The allowance amount must be greater than zero.

9.       Discount Transaction Code - The code to post the discount transaction. By default, this field is hidden.

10.   Discount Amount - The discount amount. By default, this field is hidden

11.   Discount Based on Pricing Control - Select this check box to apply the discount based on Pricing Control. For example, the pricing control options can include Per Adult, Per Child, Per Person, or Per Room.

12.   Max Discount Amount - The maximum discount amount.

Note: This field is available only when the Discount Based on Pricing Control field is selected.

13.   Room Upsell - Select this check box to configure the Non-Room Item with an active upsell room.

14.   Offset Consumption - Select this check box to offset the transaction which is related to the items.

Note: Revenue & Accounting – Test

NON-ROOM BUNDLE

You can use the Maintain Non Room Bundle screen to configure one or many non-room items such as chargeable specials, or package items.

To create a non-room bundle:

Select Rates and Sales > Pricing > Non-Room Bundles. The Maintain Non-Room Bundles screen is displayed.

1.       Specify the code of the Non-Room Bundle in the Add New Bundle section to create a new Non-Room Bundle.

2.       Click Add. The Non-Room Bundle tab is displayed.

Please note: refrain from making the code same as Non Room Item.

3.       Non-Room Bundle Name

4.       Description: The additional information of the non-room bundle.

5.       Transaction Code: The transaction code that is used when the Non-Room Bundle is posted to folios.

6.       Offset Code: The offset code for the Non-Room Bundle.

Additional Non Room Bundle Options:

Additional Fields to keep in mind should you need them.

Note: Be sure to confirm setup and codes with your accounting team.

7.       Posting Type: You can select one of these options:

·       Pre-Date Roll: By default, the posting type is set to pre date roll. The bundle item is posted to the folio before the hotel date is rolled or changed.

·       Post Date Roll: The bundle item is posted to the folio after the hotel date is rolled or changed.

8.       Minimum Length of Stay Days: The minimum number of stay dates required to use the Non-Room Bundle.

9.       Compatible with all Rate Plans: Select this check box for the Non-Room Bundle to be compatible with rate plans.

Note: You can use the Rate Plan Compatibility tab if this check box is cleared.

10.   Meal Plan: Select this check box to indicate that the non-room bundle is associated with a meal plan.

11.   Post Bundle Total: Select this check box to indicate the total for the Non-Room Bundle can be posted to the folio.

12.   Category: The amenity category of the Non-Room Item. The category is used to group the items included in the Web Booking and Call Center.

1.       Click Add Non-Room Items. The Available Non-Room Items window is displayed.

2.       Select the Non-Room Items.

3.       Click Add to Bundle to add the selected items to the bundle.

4.       Click Edit on the non-room item row in the Selected Non Rooms Items section to modify the item record.

5.       Posting Frequency: The frequency at which the non-room items are posted. Available options:

o   Each Day

o   Floating

o   Once

Note: The Offsets Consumption check box on the Non-Room Item screen must be selected to enable Floating frequency, Allowance and Visits for the non-room items.

Beginning With: The starting day to post the Non-Room Item. Available options:

o   First Day

o   Second Day

Pricing Control: The pricing control for the non-room item. Available options:

o   Per Person

o   Per Room

o   Per Adult

o   Per Child

Note:  The values in this field are defined on the Global Codes screen.

6.       Click Save.