How to set up a Rate Plan Allowance (Included Functionality)

Modified on Wed, 27 Dec, 2023 at 2:26 PM

By the end of this training article you will be able to:

create new revenue centres
add an allowance to a rate plan
set up the POS to reduce the allowance

The included functionality in HART allows F&B teams to process items which are included in a rate plan through the POS.

For example, if a rate plan is set up with £25.00 allocation towards dinner in the package, the F&B team is able to pay the allowance off via the included button. If the revenue is over £25.00 per person (for example) the remainder of the dinner bill can either be posted to the guest bedroom or paid on the evening, depending on your operational procedures.

First go to Configuration > Financials, inside the top window create two new revenue centres one called Service Included and the other as Service Taken. Simply right-click and add entry inside the top window, enter the Description and the Group and save.

Now open the rate plan you wish to add the included functionality to and highlight the service you wish to add an inclusive allowance to. It is important to remember that each service can have its own allowance, so ensure you are highlighting the correct service. In this example, we are adding a £25 allowance to the dinner service with the revenue centre Service Included.

Also ensure to link the outlet this allowance can be used in to the right hand side of the allowance by clicking the Outlets button and selecting the outlet(s) from the list.

The field QTY gives us the option to assign how many times a guest can use this allowance per outlet.

In cases where packages include dining in more than one restaurant however it is not known which order dining will take place in, then the Option field can be used.

In the example below guests will have the option of dining in either the Bo outlet with a £25 per person Food Allowance:

Or G Room Dinner with a £50 per person food allowance:

Where the package is a multi-night stay it's import to ensure that the revenue being provided against Service Included totals the allowance across both evenings.

Inside Configuration > Outlets >Transfers right click and add an entry under POS Inclusive Services. Select the service from the drop-down, make sure to add the Revenue, in this case, Service Taken, the VAT that food is currently charged at and the From and To time this allowance is allowed to be used.

If Remove Serv. Charge is ticked then any service charge on the bill is automatically removed.

As soon as the above actions have been completed the POS users are ready to select the included button and the allowance will be deducted.