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linear contracted rate reservation; this type of reservation is used to store the financial agreement, the amount that the channel will pay for keeping the inventory available to the channel (regardless the usage of these periods). It is also the starting point for the invoice generation. It does not hold availability and does overlap with the allotment reservation or guest reservation. It will not show in the planning chart.
Allotment reservation; this type of reservation is used to allocate the actual units/types for the distribution channel. An allotment reservation is visible in the planning chart but does not hold any financial information. It is holding the availability until a guest reservation is made, then it will go away (partially).
(guest) reservation; this is actually a normal reservation that holds the guest stay. Important for guest registration, arrivals, departure and housekeeping. Could also be used to charge the additional costs to the customer (if any, like linen). It will show on the planning chart and will replace the allotment reservation.
Creating a new agreement from start
Adding a new unit to the agreement
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Removing an existing unit from the agreement
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Shortening the period of an agreement (one or multiple units)
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Changing the payment terms
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Generating the invoice
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Configuration of a linear agreement - type-level
Prerequisites
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Access
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Creating a new agreement from start
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Adding a new unit to the agreement
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Configuring a new linear agreement in Maxxton Software starts in the Channel manager from the details page of a distribution channel.
So to get started:
Maxxton Software home screen → Channel Manager → Distribution Channels → Select the distribution channel you want to add an agreement to.
From there you will need to take the following steps:
Scroll to the card ‘Allotments', this is the place where you will start with the configuration of the new agreement.
Press the ‘Add allotment’ button in the lower right corner of the card
Follow the steps in the wizard
Enter the name of the allotment or agreement
This is used as the names of the individual allotment pieces that will be created depending on your selection. This makes it easier to find them if you would need to change something in the future.Choose if you want to specify the contract on accommodation type level or on unit level
Important note: both options are supported for a linear distribution channel, however, if you combine this together with individual owners of the units and you would choose for type level, then it is not possible to use the value of the linear agreement to decide the pay-out to the owner. You should either use a purchase/sell setup (where there is no direct relation of the linear agreement and the amount the owner gets and you would configure the owner amount in the contract rules) or you should choose to use unit level.Press ‘Next step'
Select the accommodation types that should be part of the linear agreement
Please note: you can use the filter options on top of the page to find the accommodation types of your liking. For example, use the location, accommodation kind, quality level or (if applicable) accommodation type groups to find the right accommodation types.
It is possible to configure the linear agreement in one go for multiple locations, it will automatically create multiple linear contracted rate reservations of it.Press ‘Next step'
Select the date range that you want to add to the agreement
Now select the units of the selected types that you want to include.
You can use the filters again to find the right units for the agreement. Please note that there are two tabs available, by default you are looking at the fully available units and it makes sense to use those. However, if you need more or some specific units, don’t forget to look at the second tab that contains the units that are partially available for the selected period.Press ‘Next step'
Add the contract amount per type/unit
If you have chosen for a linear agreement at unit level, it is mandatory to set the contracted amount per unit too. However, the wizard gives you the option to set the value for all the selected units of the same accommodation type at once. After that, you can still choose to override a single units contracted amount. These amount will be used to create the linear contracted rate reservation(s) and eventually the invoices.Press ‘Next step'
You will now see a summary of your full configuration for you to review. Once you are sure this is as expected, then you can press the 'Add allotment' button to generate the linear contracted rate reservations (one per location, combining all accommodation types and units) and the required allotment reservations (one per accommodation type, combining the units if applicable) to allocate the units (or types) for this agreement.
Adding (a) new unit(s) to the agreement
Once you have a linear agreement in the system, it will be stored as a combination of linear contracted rate reservation(s) and allotment(s) (depending on the number of accommodation types and locations).
By going to the list of the allotments, you can select one and add a unit to that agreement. This can be done by following these steps:
Go to the ‘Channel Manager’
Go to the module ‘Distribution channels’
Find the distribution channel of the linear agreement that you want to add a unit to
Scroll down to the ‘Allotments’ card.
Find the correct allotment
To do so, please note that the default filter is only showing the current year, please change that if necessary. You can use the other filters to find your allotment.
In the table, you can see for what location and accommodation type an allotment is.Click on the row of the allotment that you want to add an unit to
A side panel will show with the details, to add a unit click on the ‘Add units’ button
First a summary of the allotment is shown, just to inform you that you are adding something to the correct allotment. Only thing required here is to validate that it is indeed the correct one.
Press ‘Next step’
Select the date range that you want to add to the agreement
It is not strictly necessary to use the exact same dates as the original agreement, you can use different dates if required.Now select the units of the selected types that you want to include.
You can use the filters again to find the right units for the agreement. Please note that there are two tabs available, by default you are looking at the fully available units and it makes sense to use those. However, if you need more or some specific units, don’t forget to look at the second tab that contains the units that are partially available for the selected period.Press ‘Next step'
Add the contract amount per type/unit
If you have chosen for a linear agreement at unit level, it is mandatory to set the contracted amount per unit too. However, the wizard gives you the option to set the value for all the selected units of the same accommodation type at once. After that, you can still choose to override a single units contracted amount. These amount will be used to create the linear contracted rate reservation(s) and eventually the invoices.Press ‘Next step'
You will now see a summary of your full configuration for you to review. Once you are sure this is as expected, then you can press the 'Add allotment' button to generate the linear contracted rate reservations (one per location, combining all accommodation types and units) and the required allotment reservations (one per accommodation type, combining the units if applicable) to allocate the units (or types) for this agreement. Removing an existing unit from the agreement
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Changing the period of an agreement
Once you have a linear agreement in the system, it will be stored as a combination of linear contracted rate reservation(s) and allotment(s) (depending on the number of accommodation types and locations).
By going to the list of the allotments, you can select one
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{todo}and shorten the period of that unit in the agreement. This can be done by following these steps:
Go to the ‘Channel Manager’
Go to the module ‘Distribution channels’
Find the distribution channel of the linear agreement that you want to add a unit to
Scroll down to the ‘Allotments’ card.
Find the correct allotment
To do so, please note that the default filter is only showing the current year, please change that if necessary. You can use the other filters to find your allotment.
In the table, you can see for what location and accommodation type an allotment is.Click on the row of the allotment that you want to add an unit to
A side panel will show with the details, to add a unit click on the pencil icon (
)You will now be guided through a (short) wizard
You can see the current start and end date and can use the date picker to choose a new start and/or end date.
Please note: when you’re shortening the period it is always possible to do so, please keep in mind that it is also possible to extend the period. This is not always possible due to other reservations or allotments. If it is possible or not, can be seen by the status badge. This indicates if the unit is available for the newly selected periodSince the linear agreement is always a unique agreement and it is likely that with a change of the period, the contracted amount will change too, there is the possibility to directly change the amount. The current amount is visible and it is up to the user to select the new value.
Press the ‘Save changes’ button to confirm your changes
Important note; this change in the allotment will automatically be reflected in the linear contracted rate reservations. In case the linear contracted rate reservation is already invoiced, then you would be able to generate a credit/new invoice from there or else this will be done at night automatically. This is done to avoid many new invoices when you are making several changes.
Changing the payment terms
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Generating the invoice
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Dependencies & Impacts
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