Overview: Inclusive pricing

If you quote rates for food and beverage, guestrooms, or function space inclusive of taxes, administrative fees, or gratuity, the inclusive pricing feature makes it simple for you to provide estimates and quote rates on-the-fly. No calculator needed.

When enabled, both inclusive and exclusive fields display to users throughout the system. Administrators enter inclusive prices in Setup. If needed, users can modify these prices in the application. The exclusive price will be adjusted accordingly based on the inclusive price that is entered. Likewise, if users modify the exclusive price, we will re-calculate and display a new inclusive price.

When the inclusive pricing feature is enabled by the corporate administrator, a set of inclusive merge templates are added. Property administrators can select the appropriate types of contracts, BEOs, and banquet checks to use.

All reports use exclusive prices to calculate revenue values.

To begin using inclusive pricing, first a corporate administrator needs to enable the feature. Then each property administrator must complete a few tasks, as described below.

  1. Click your name in the top-right corner of the page, and then click Admin.
  2. Click the toggle in the Inclusive Pricing section. Blue indicates that the option is on.
  3. After the confirmation message pops up at the bottom of the page, click the Refresh button.

When the refresh is complete, confirm the activation was successful by opening the Property Details Setup section, expanding General Information, and you should see a new Inclusive Pricing check box.

If you are in a multi-module environment, enabling this feature impacts all properties, including those in the Advanced module, so ensure all properties are prepared to complete the associated tasks. If you see that the Inclusive Pricing toggle is already on, but the inclusive pricing fields are not displaying, it might have been enabled in the Advanced module. To complete the enablement process for Standard and Essentials properties, click the Refresh button as described above.

  1. Properties that primarily use inclusive prices will select the Inclusive Pricing check box in the Property Details > General Information section. After it's saved, any new records created in Setup, like menus and items, will automatically have the Inclusive check box selected. Existing records will need to be manually updated.
  2. Define what inclusive means at your property. Based on your country or ownership policies, inclusive can be defined in different ways. Sometimes it means the base price and tax. Sometimes it means the base price, tax, and gratuity, but not administrative fees, etc. You need to indicate which of these are considered part of your inclusive price in Setup:
    • Tax - In Setup, click Taxes. Open your tax set, and expand your tax subsets. Select the Inclusive check box for each tax that is part of the inclusive price. Note - as of R38, you can add tax to guestrooms. Select guestrooms as one of the revenue classifications in your tax subset.
    • Admin Charge and Gratuity - Click Revenue Classifications in Setup. Open each one and set the Inclusive check boxes per your property's definition for Admin Charge and Gratuity.
  3. Update prices for your active BEO items in Setup. Enter the inclusive price and select the Inclusive check box for every item and revenue breakdown amount.
  4. Update default function room rental. If you have default rental rates, open Function Rooms in Setup, update the Rental Rate field to the inclusive amount, and select the Inclusive Price check box.
  5. Select inclusive merge documents. When the inclusive pricing feature is enabled by the corporate administrator, inclusive merge templates are added. In Setup, click Document Options > Booking Templates. The new templates have "Inclusive" after the name. Clear the Active check box by the exclusive templates you will not use to streamline the document creation process for your users.

Now let your users know about the inclusive pricing changes you've made and enjoy the new functionality.

If you work in a multi-module environment, the property administrator steps are slightly different for Delphi properties. See Enable inclusive pricing for Delphi

When the Inclusive check box is selected, we treat the price that is entered as inclusive and do the following in the application:

  • Display that price in the Inclusive field.
  • Calculate the Exclusive price by deducting any applicable taxes, admin, and gratuity.

When this check box is cleared, we treat the price as exclusive and do the following in the application:

  • Display that price in the Exclusive field.
  • Calculate the Inclusive price by adding any applicable taxes, admin, and gratuity.