Rule set up instructions
- Carin van de Velde
Introduction Rules
When a reservation is made, the guest will have to pay for it. Because there are multiple situations, it could differ, when and how much the guest will have to pay. To automate this, there are payment terms. Payment terms can be created with multiple dependencies.
First a Payment Term Set has to be created.
Per Payment Term Set, multiple Payment Terms can be added.
Per Payment Term, multiple Rules can be added. Rules determine what the guest needs to pay and how much .
In this section, the possibilities of the Rule configuration will be described.
Setup Rules
To configure a Rule, select the payment term or Main term for which you want to create a new rule and click on the “Add” button as shown below:
You should get the following pop-up window:
In the general part of the basic payment term rule wizard, you can fill in the following fields:
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. 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. 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. There are 4 different options here:
All resources: the respective rule is used for all kind of resources
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:
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.
In case of Periodical invoices, the Rule configuration is a bit different and already described on Business Snapshot Payment Term set up instructions .
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
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.