With Gazebo, it's easy to set up à la carte rates or pricing packages that apply for specific days of the week, times of the year, programs, housing areas, or other criteria.
Before you get started, make sure you've already administered the Financial Accounts, Line Items, and Taxes that will apply for your rate or pricing package. You may need to work with your bookkeeper or accountant to create these values.
When you're ready, navigate to Setup, then select Financial at the top of the Setup page:
Create a Rate
Create a rate in one of the following ways:
Add a line item with a default rate
Add a rate package with line item breakouts
Add a rate package with constraints
Add a Line Item with a Default Rate
If your pricing is uncomplicated, simply add a line item and a default rate:
In the Financial setup area, select Line Items.
Select the Add Line Item button.
Enter the Line Item information: Line Item Name, Description, Default Rate, Rate Method (Amount or Percentage), Account to associate with the Line Item.
Check the boxes as appropriate to indicate whether the Line Item is Taxable or Inactive.
Check the boxes as appropriate to indicate whether to multiply the rate by the number of days, or the number of guests (or both) when you create the booking.
Save your information or Cancel adding the Line Item.
NOTE: The Line Item Name and rate calculation as indicated will show on the customer invoice when you create a booking. Rates for Pricing Packages that use the line item may override the default rate calculation.
Add a Rate Package with Line Item Breakouts
If you want to package together some offerings with a single price, you can create a package rate as follows:
Select Rate Packages in the setup area.
Select the Add Rate Calculation button.
Enter the Rate Package Name.
Choose whether to apply the rate to the number of attendees or the number of room in the booking.
Enter a price for this Rate Package.
Choose the Line Item that you want to appear on the customer invoice when booking with this rate package.
Select the + to add a breakout for the package so that you can apply taxes to some portions and not others of the price:
Select the line item (and therefore the taxable status and tax associations) that you want to break out for this package. These "associated" line items will not show on the customer invoice, but you will be able to report on them with financial and tax reports.
Select the middle dropdown field to indicate whether the breakout is for a dollar amount or a percentage.
Enter the amount of the package price in a percentage or dollar amount that should be associated with the line item breakout.
Select the + to additional line item breakouts
Save your information or Cancel adding the Line Item breakout.
The Line Item Name for the Rate Package, and the Rate Package Amount as indicated will show on the customer invoice when you create a booking.
Add a Rate Package with Constraints
Whether or not you wish to break out line items, you may add constraints that will be checked against the booking to see if the rate package applies. You will be warned if you create constraints that the booking does not meet, but you can override these warnings.
To set up constraints to your rate or rate package:
Select Rate Packages in the setup area.
Select the Add Rate Calculation button.
Enter the Rate Package Name.
Choose whether to apply the rate to the number of attendees or the number of rooms in the booking.
Enter a price for this Rate Package.
Choose the Line Item that you want to appear on the customer invoice when booking with this rate package.
Add line item breakouts if you wish. These are not required.
Select the + under Calculation Criteria to add constraints to the rate/rate package:
Specify the first constraint and the rule
Click the + to add more constraints. Specify if the additional constraints all need to be met (AND) or if either need to be met (OR)
Use the Parentheses as needed to group rules together.
Save the Rate Package Details or Cancel adding the rate.
The Line Item Name for the Rate Package, and the Rate Package Amount as indicated will show on the customer invoice when you create a booking.
Add a Rate When Booking the Reservation
Once you've administered your rates and rate packages, they are available to you when booking a reservation.
Select Schedule Bookings
Select the Group from the Scheduled Bookings search results.
Select the Rates link.
Select the Add Rate button to associate a rate with this booking.
Choose a rate from the Rate Calculation dropdown list. If you choose a rate with constraints that don't meet your booking details, warnings will display as appropriate.
Enter the count (of attendees or rooms as specified by the rate details).
Keep the rate or override it with a new value. You will see the total charge appear below the Rate
Save your rate information or Close the form without saving the rate.