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FIT and GROUP Hotel Ireland contracts insertion guide

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Check and update contact details

Open Financials and select Creditors

Enter supplier code, in case code is not given, enter the first 3 letters and search supplier in the drop down menu – make sure to have the right supplier

Check the address under Details

Check Contacts, add new contacts, but do not delete any of the existing ones.

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Check bank details under Currencies, if they don’t match send the new ones to Accounts.

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Insert Notes

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Open the Database and enter supplier code

Select Service Details/ Enquiry Notes/ Service Related Notes

Copy the relevant notes template and amend with the information given on the contract

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Enter Rates:

Go to the database and the relevant service line

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FYI

Standard /most common accommodation service lines/codes:
GBB = Group Bed & Breakfast
FBB = FIT Bed & Breakfast
GDBB = Group Dinner, Bed & Breakfast

Other common standard accommodation  codes:
FRO = Room Only (FIT)
FBBTR = FIT triple room

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Entering Group Rates:

Insert new date range

Rates →GE →Insert →Enter date range (top of contract) → OK

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(Note: In the above example contract the rates are already inserted in the screenshot. The dates you would insert if you were doing it would be 01/04/16 – 31/03/17)

 

Before entering any rates check:

  • Details

  • Taxes (VAT rate)

  • Stay rules

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Enter any/all rates that will be the same for ALL date splits;

  • Single Supplement

  • Additional Single Supplement

  • Triple reduction

  • Quad reduction

  • Porterage (Note for porterage: Need to enter “round trip” rate; so if it says €2 on contract, double it (€4)

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*NB for all group rates:

Mark-ups:  3%. No mark-up for any REDUCTIONS (Triple etc)

Make sure to delete FIT rates in Group lines

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  • If different rates apply for different days of the week, split week

  • Insert Rate, amend Rate Name and Rate Text and adjust the days in the “Apply For” weekday drop down

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  • Then, Split date ranges when necessary and enter main “half twin” rates in each split.

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To split the date range in the system:

Right-click “GE” on the relevant date range

→”Split Date Range”

→Enter relevant split (eg Jan – April)

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→Fill in the relevant “half twin” rates
 

Check policies:

Service details →cost details → tax type

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  • FOC (Free of Charge) Policy: FOC Defaults

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Note: if the contract FOC is different then what’s in the system, do not change! Enter in the comment field “See service notes for 20__ FOC policy”.

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  • Child policy

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Entering FIT Rates:

Mostly the same as group, but enter in FIT section of rates

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Other differences:

  • No quad / porterage / single room supplement / FOC

  • No mark-up

  • Check AC document, if Hotel is on it, then set rates to closed until checked, If the hotel is not on document then leave them open

  • Check CAX (cancellation hours) before entering rates

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Special Offers: FIT only

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This section is found on the 2nd page of the contract

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  • Sometimes there will be special offers, eg: “Stay 2 nights for the price of 1”

  • This is entered in “Stay Rules”, only enter a special if it’s available 7 days of the week.

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CHECKLIST:

(Always double check all contracts when you’re finished inserting)

 

BOTH

  • Notes (As template, Arial 12)

  • Child Policy

  • VAT

  • Exchange rate where necessary

  • Check all tabs in date ranges

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GROUPS

  • FOC Policy

  • Additional  SRS (e.g. €6.50)

 

FIT

  • CAX Hours

  • No porterage

  • No FOC

  • No additional  SRS (e.g. €6.50)

  • Check if hotel is “Priority”, if it is close rates. If not leave rates open.

  • Tell Nico (Nicolas Roland, nicolas@abbey.ie) whenever new FIT rates are inserted

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