How to add Charge Routing to an Event

Charge Routing will automatically route posted charges upon check in, to an alternative destination of your choosing.

Please Note: Charge Routing will not route deposits, or payments to the chosen destination. Therefore,  ensure these are posted in the correct destination so as not to cause confusion during the billing stage.

There are 3 main options for Routing Charges:

NO CHARGE ROUTING

If no charge routing is required for the event you are creating. An example of this may be an event where there is only one Function, or a Delegate Event.

If you have created an event with multiple Functions, should there be no Charge Routing Rule in place, the charges will be posted to each Function separately, which can be manually transferred to a Function of your choosing later, in order to provide your customer with a single invoice.

ROUTING CHARGES TO A DIFFERENT FOLIO OR LEDGER

It is recommended that Charge Routing is set up to all Events with multiple Functions, or where a company will be invoiced after the Event in this way. This will then stop the charges posting to the individual Functions after Check In.

On the Billing Tab once the Event has been saved, the option to add Charge Routing becomes available. Selecting ‘’Add’’ on the charge routing panel will allow the user to select a preconfigured rule or create a custom rule. It is recommended for simplicity, to create a default Charge Routing Rule for use in these cases.

Once the Charge Routing Rule has loaded onto the Billing Tab, select search and enter the booking reference into the smart search. To select the booking click on 'use' on the right-hand side of the search results.

You will then see your booking reference is attached to the Charge Routing Rule.

Once finished select Save. Charge Routing will now apply to your event.

A custom rule can be created, should a preconfigured Charge Routing Rule not be available. If the user selects custom rule the below options are available:

Charge Rule Description – This is a mandatory field – This is the description of what the charge plan does for internal use only.

Destination – Defines where the specified charges are to be ‘routed’. This could be the same reservation with a specific folio defined/bill split or a ledger folio. Other Reservation would route the specified charges to either a Folio or Ledger Folio on another reservation, or a Master Account. The user will be required to search and select the required ‘other reservation’

Daily Ceiling – The daily total value of all specified charges routed. Leaving the field at 0.00 would allow an unlimited value.

Stay Ceiling – The total stay value of all specified charges routed. Leaving the field at 0.00 would allow an unlimited value.

Rate Plan – If selected the rate plan(s) in use on the reservation will be routed to the defined destination. Daily Ceiling, if entered would route the rate plan up to the value defined for each day of the stay. Stay Ceiling, if entered will route the rate plan up to the value defined for the stay. Leaving the filed at 0.00 will allow an unlimited value.

Upsells - If selected, the upsells selected on the reservation will be routed to the defined destination. Daily Ceiling if entered would route the upsells up to the value defined for each day of the stay. Stay Ceiling if entered will route the upsells up to the value defined for the stay. Leaving the filed at 0.00 will allow an unlimited value.

Product Rules - If selected the product rule selected the reservation will be routed to the defined destination. Daily Ceiling if entered would route the product rules up to the value defined for each day of the stay. Stay Ceiling if entered will route the product rules up to the value defined for the stay. Leaving the filed at 0.00 will allow an unlimited value.

Analysis Codes – Any analysis codes selected will be routed to the defined destination. Daily Ceiling if entered would route the analysis codes up to the value defined for each day of the stay. Stay Ceiling if entered will route the analysis up to the value defined for the stay. Leaving the filed at 0.00 will allow an unlimited value. Multiple groups of analysis codes can be created against a rule i.e. Beverage @ 5.00 per day, Food @ 15.00 per day

Newspapers - If selected the newspapers selected the reservation will be routed to the defined destination. Daily Ceiling if entered would route the product rules up to the value defined for each day of the stay. Stay Ceiling if entered will route the product rules up to the value defined for the stay. Leaving the filed at 0.00 will allow an unlimited value.

Multiple rules can be created against an Event. I.e. some function charges are routed to the same function to keep together, then another set up to route additional extras to another function room.

Once finished select Save. Charge Routing will now apply to your event.

ROUTING CHARGES TO A MASTER ACCOUNT

Master Accounts are an additional type of account, replacing the need for a Bedroom or Function Room being the Master Account.

If you would like to Route Charges to a Master Account, you will first need to create the Master Account.

Once the Master Account has been created, you are ready to attach your Charge Routing Rule and connect the Master Account. You can do this by following the steps above.