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Navigate to the respective Distribution Channel. Before selecting the respective Distribution Channel, you need to decide if the payment term should be valid to multiple Distrubtion Distribution Channels or not. If this is the case and those Distribution Channels are covered by the same Parent Distribution Channel, you can select the Parent Distribution Channel. If this isn’t the case, you can also select only one Distribution Channel at the time.
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Name of this payment term set
Priority: This represents the importance of your payment term set compared to other payment term sets. Priority really comes into play when you have multiple payment term sets for the same validity period. The priority has to be a positive number .and . the payment term set with the lowest number as priority will be valid for the respective reservation. When there are payment term sets configured on
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the Parent and the Child Distribution Channel, the system takes the priority number into account when deciding the set in the reservation
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Some examples:
The Parent Distribution Channel has a payment term set with priority 10
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. The Child Distribution Channel has a similar set with the same conditions, but with priority 2
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. The reservation module will take the set from the
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Child Distribution Channel.
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The Parent Distribution Channel has a payment term set with priority 2
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. The Child Distribution Channel has a similar set with the same conditions, but priority 10
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. The reservation module will take the set from the
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Parent Distribution Channel.
The Parent Distribution Channel has a payment term set with priority 2. It has a similar set with the same conditions, but priority 10. In that case the reservation module will take the set that is set on priority 2.
Optional fields
Description: Here can you add some extra description to the payment term
Extra costs: Here u can choose to add a commission (they need to have been already configured) to add extra costs (or decrease the bill) when this payment term is used.
Example: when the reservation is made on via a TO, there are extra costs added of 5%
Example: when the reservation is made on via Internet, there is a discount of 5%
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On this screen, you can select all of the accommodation kinds for which this payment term set will be applied. Once you have chosen all of the relevant reservation categories, click on “Next>>”. The following new screen should pop-up:
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Here you need to select configure the way of notification to the customer about the payment term(s). You can either select to notify the customer via e-mails or via :
Mail: the guest will be informed via hard copy letters
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by postal mail.
E-mail: the guest will be informed via e-mail.
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At least the e-mail method must be selected. However, however we strongly suggest selecting both elements as this gives maximum flexibility. You can also set a priority for each element. We suggest giving a higher priority (so a lower number) to the e-mail method. To setup these notifications, you need to set-up tasks.
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Here you can configure the payment methods that you want to link to the payment term set. We suggest using the post and e-mail methods. You can also set a priority for each chosen element.Post:
Post: the guest pays the payment terms via a link that is shared via hard copy letters by postal mail.
E-mail: the guest pays the payment terms via a link that is shared via e-mail
Paymentslip:
Once you have chosen the payment methods, click on “Next>>”. You should get the following new screen:
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Here you have the list of all of the existing reservation statuses. By default, all of the reservation statuses are available for payment term sets. Selecting a reservation status in this list does make the payment term set exclusively available for the selected status.
Click This option can be used for guests that don’t have the possibility or don’t want to work with online banking. Where most people actually work with online banking, there are still (some) people left that don’t work with this.
We suggest using the post and e-mail methods as this gives maximum flexibility. You can also set a priority for each element. We suggest giving a higher priority (so a lower number) to the e-mail method. You can also set a priority for each chosen element.
Once you have chosen the payment methods, click on “Next>>”. You should get the following new screen:
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In the Correspondence window, you can add the information that the customer will receive when the payment term set will be activated. This information is not mandatory.
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Here you have the list of all of the existing reservation statuses. By default, all of the reservation statuses are available for payment term sets. Selecting a reservation status in this list does make the payment term set exclusively available for the selected status.
Click on “Next>>”. You should get the following new screen:
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In the Correspondence window, you can add the information that the customer will receive when the payment term set will be activated. This information is not mandatory.
Send method: This field allows you to choose in what form the customer will be notified. Via e-mails or via hard copy letters sent by postal mail.
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Kind of rule: This refers to what type of payment will need to be made.
There are 3 possible choices:Absolute: This is a fixed payment amount that is the same, independent of any other factors. Relative: This is an amount The absolute rule is setup with a fixed value (i.e. 200 €).
Relative: This is an amount that depends on other factors such as previous payments made.
Remainder: This refers to everything that still needs to be paid.
Value: When the absolute or relative kind is chosen, you are also required to enter the rule’s value or the amount that needs to be paid.
Valid Resources: This refers to which resources the rule will be valid. Thera are 4 different options here and:
All resources
Resources of type:
Resources of kind:
Resource: Selecting this option allows you to browse for a specific resource.
Once all of the setup configured, click “Next>>”. You should get the following pop-up window:
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made. The relative rule is setup based on a percentage value (i.e. 25%).
Remainder: This refers to everything that still needs to be paid.
Value: When the absolute or relative kind is chosen, you are also required to enter the rule’s value or the amount that needs to be paid.
Valid Resources: This refers to which resources the rule will be valid. Thera are 4 different options here and:
All resources: the respective rule is used for all kind of recources
Resources of type: different types of resources, like ‘accommodation type’ and ‘Product types’
Resources of kind: different kinds of resources like ‘commission’ and ‘cancellation fee’
Resource: selecting this option allows you to browse for a specific resource.
Once all of the setup configured, click “Next>>”. You should get the following pop-up window:
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This is the final window where you have a recap of all of the setup you just went through. You can navigate back if you need to make any changes. You will also be able to edit the rule once it is created. Click on “Finish” to finalize the setup of your rule.
Best practices
To properly setup your payment term rules and have the expected output, here are some best practices that need to be followed :
Do not use the rule type “Remainder” in a term that is not the last one within the payment term set.
Example : Within a given Payment Term Set, you have configured the Main Terms as follows :
Main Term 1 : 50% down payment
Main Term 2 : Remainder of what needs to be paid for the reservation
Main Term 1 should not have a rule configuration of type “Remainder” as this type of rule should only be used on Main Term 2, since it is the last term in the Set.
Have the same type for all rules within a given term. if a given type of resource needs to be fully paid, you can use the type “Relative” with a value of 100.
⭐ Conclusion
Congratulations, you have successfully setup your first payment term! You can re-run the different wizards that we have seen as many times as needed to create multiple payment term sets, payment terms and rules.
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