FAQ - Management / Discount Codes/Rate Plans
How do I assign a discount code or rate plan to a reservation?
There are two ways to assign a discount code or rate plan to a reservation:
- Directly in the Reservation: Add the discount code or rate plan in the "Rate Information" section of the reservation.
- Through a Company Profile: Assign the discount code or rate plan to a Company profile. Once set, it will automatically apply to any reservation linked to that Company. When the Company is selected in the reservation, the discount code or rate plan will be applied automatically.
Is it possible to link a discount code to a City Ledger Account?
No, it is not possible to link a discount code or rate plan directly to a City Ledger account. However, you can set up an override rate for a City Ledger account to apply specific pricing automatically.
For BW Properties
It’s recommended to set up a dedicated BW FX City Ledger account to handle guest folios for stays booked with points until the brand processes the credit. Configure this City Ledger account with the override rate assigned to your property to ensure consistent rate application. However, when creating a local FX reservation—similar to online reservations made with points—it is crucial to apply the FX discount code or rate plan. Doing so ensures that the information is transmitted to BW, enabling the redemption of points from the guest's BWR account.
Should I use a discount code or rate plan to apply a fully complimentary rate to a guest or room?
Yes, you can. Visual Matrix offers a pre-configured discount code/rate plan called "COMP" within the PMS, which provides a 100% discount on the room rate. Make sure that the "COMP" code is applicable to all room types and seasons to ensure it applies correctly.
Is there a way to create a discount code or rate plan that increases the rate instead of reducing it?
Yes, this can be done easily. Instead of setting a discount of 10%, simply configure the rate adjustment as -10% or (10%) to increase the rate.
Can I add a discount code/rate plan to a package?
Yes, you can. During the package creation process, there is a field for a discount code. The applicable rack rate at the time of reservation is automatically included. You can apply a discount code or rate plan to the package, which will adjust the rack rate accordingly, whether it’s a percentage, flat, or exception/fixed discount.
What is the purpose of the “Exception/Fixed” option in discount codes?
When creating a discount code, you can choose:
- Percent: Takes a percentage off the rate.
- Exception Fixed: Assigns a fixed rate for the discount.
- Flat Rate: Subtracts a fixed amount from the available rate.
How do I enter an amount for the Exception/Fixed discount code?
Select the season and room type to update, then enter the fixed rate for the discount in any of the available rate fields (up to six people).
Why don’t I see the full meaning or description of discount codes or rate plans in Visual Matrix?
Visual Matrix will only display the names of discount codes or rate plans based on the information available when they were added to the PMS, primarily at the time of the property's initial implementation. Their full meaning or detailed description may not always have been provided and therefore may not be shown in the PMS. Discount codes or rate plans that were not created locally likely originated from the property's Channel Manager (e.g., BW, SynXis, Innlink, Siteminder, Vertical Booking) and/or OTAs. For further information about these codes, properties are encouraged to consult with their Revenue Managers or the respective platforms. To view the list of discount codes in Visual Matrix:
- For VM Cloud: Management > Rates > Discount > Setup (in the toolbox on the right).
- For VM Desktop: Management > Setup > Rates > Discount > Setup.
What do “Parent” and “Child” mean in the discount code setup?
In Visual Matrix, the terms “Parent” and “Child” in the discount code setup refer to how discounts are structured. A parent discount is the main discount rule, and a child discount is linked to it. The child discount can inherit certain settings or conditions from the parent, helping to organize and simplify discount management.
Will my existing discount codes apply to peak dates?
No. By default, all existing discount codes and rate plans remain valid and applicable for any peak date you create. If you want to offer a different rate or discount for a specific room type on that peak date, you can easily modify the existing discount code for that date—whether it’s a percentage, flat discount, or fixed rate. There’s no need to create a separate discount code.
What does EXCP/FIXED mean?
It indicates that a rate does not depend on another and has an independently defined value.
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