Creating Function Rate Plans and Levels

Modified on Tue, 18 Jan, 2022 at 10:50 AM

By the end of this training guide you will be able to;

Create a basic function rate plan
Create a function rate plan using levels
Understand how to use the function rate matrix

Within HART you can create function rate plans and different pricing levels, allowing you to be flexible with your function rates depending on demand and occupancy.

To create your function rate plans you first need to create your package and services.

Creating Your Package

Navigate to Configuration > Services > Functions and this window appears.

In the top window right-click, add entry and:

Code: free type a code for your package
Name: free type the name of your package
Active: tick this box to make it active

Press save or F3.

In the bottom left window right-click and add an entry to add your services.

Order: free type the order number you would like your services to appear in on the financials in the function.
Service: choose the service that you wish to include in your function package from the drop-down box. If the service you require is not in the drop-down box, you will need to add them in Configuration > Services.

In the availability window, whilst highlighting your service, choose the availability of the service from the drop-down box.

HART TIP: for functions, you can only choose on check-in or every day

You have now created your package.

Next you will need to create the rate plan.

Go to Sales > Rate Plans > Functions

Fill in the following information

Code: free type a code for your rate plan. This must be a unique code.
Name: free type a name for your rate plan
Package: choose from the drop-down box the package that you have just created.
Charging: tick if the plan is gross or net.
Complimentary: tick if this plan is complimentary
Segment: choose a segment for your rate plan if required
Active: tick if this is an active rate plan

Press save or F3.

Next, create your seasons

Click the Edit button on the top right-hand side of the screen to create your seasons, the below window appears.

Under Add New, create your seasons and press the save button.

Your season(s) will appear on the left-hand side. Continue to add more seasons dates if required.

If you have made a mistake, you can double click on your season and the season will appear in the Edit section in the middle, and you can change the dates and press the save button in that section.

Once complete and saved, press the Exit button and your package and season will then drop into your rate plan window.

Now we can add the prices.

In the middle section, highlight each Service and under the;

Charge column: add your prices for each service. Ensure you have the right season highlighted on the left-hand side
P column: tick this if the charge is per person
Revenue centre: choose the correct revenue centre from the drop-down box.

NOTE: Your package must match your rate plan 100%, meaning, the availability and service name must be the same. If you add a new element to your rate plan (ie a serving of tea), then you must also add it to the package.

Your rate plan is now completed and will appear in the rate field drop-down box of a function booking. When selecting your rate plan your services will automatically appear in the financials section of your function.

NOTE: the rate plan will default to people under the charge column. However, all the financials are editable and it is important to check the financials are correct.

Using the Function Matrix

HART enables you to use a function matrix to set price levels for your function rate plans for different days and seasons.

Navigate to Configuration > Functions > Levels. When in the levels tab, right-click and add a new entry.

Fill in the detail as follows;

Code: free type a code for your level
Level: free type your level name
Colour: double-click to add your colour that will appear on the rate matrix
Derived Base: tick this is if the level is your base rate.
Amount: add an increasing amount in here if the level is to be derived from your base rate. This allows you to press generate in the rate plan to generate the derived levels. For example, you set FD1 as your base rate, you add 60.00 to level 2, 70.00 to level 3, etc.
Percentage: tick here if this is a percentage increase. Leave blank if this is an amount increase
Deposit policy: choose your deposit policy from the drop-down box.

Once you have created your levels navigate to the rate plan that you wish to add your levels to.

If using a base level add this level in then press generate and this will create your next level according to your configuration.

HART TIP: You can also right-click and add an entry if you haven’t set up a base level.

Setting your levels.

Navigate to Sales > Function Matrix and select the level from the drop-down box that you wish to set. Then click on the date you wish to set the level for.

Pressing the wizard button enables you to set your levels quickly according to days and time periods. First, select your levels, then your time period and certain days if necessary, then press set and exit. You can use this when you first set the levels for the year.

Once you have done this, you will be able to see your rates in the rate field of a function booking. To do this double click in the rate field of the function booking and this brings up the function rate query window.

NOTE: The prices shown are per person rate and when chosen the financials will drop in on the first-day prices only. All the financials are editable and it is important to check the financials are correct.