FAQ - Management / Rates/Taxes/Fees/Add-Ons (PMS)
Rates
How can I change the room rate for tonight only?
Set up a Peak Date by navigating to Management > Rates > Peak Dates, clicking "Add New," and selecting the desired date. Define the room rates for the specified room types and save the changes.
Can I adjust a rate a year from now?
Yes, you can modify future rates using seasonal room rates. Navigate to Management > Rates > Room Rates, select the relevant season, and update the rates for each room type as needed. You can either create a new season or adjust the existing season covering the desired period. Please note that updating rates for a future period will not affect rates on reservations already saved.
How do I remove a rate season?
While you cannot delete a rate season, you can backdate it by setting its date range to predate your oldest season. Ensure there are no gaps or overlaps in the date ranges, including expired seasons.
Does Visual Matrix support separate room rates for children?
Visual Matrix does not currently support setting rates based on the number of children in a reservation. Rates can only be configured per adult.
The “Kids” field on the reservation screen is for informational purposes only and does not affect pricing. Adding a number in this field will not trigger any extra person charges.
If you would like to charge a fee for each additional child in the room, you can use the Add-On feature to apply a fixed amount per child. This allows you to manually control how much is charged for kids staying in the room.
How can I calculate a rate before tax?
If you need to determine the pre-tax amount from a total that includes tax, the easiest method is to use an online sales tax calculator.
You can use tools such as: https://www.omnicalculator.com/finance/sales-tax
These calculators allow you to enter the total amount and tax rate, and they will automatically calculate the base (pre-tax) amount for you.
How does it work?
When a total includes tax, the base rate is calculated by removing the tax portion from the final amount. Since this involves reversing the tax calculation, using an online calculator helps ensure accuracy and saves time.
When should I use this?
This is useful when:
- You only have the total amount including tax
- You need to determine the room rate before tax
- You are reconciling reports or verifying pricing
Taxes
If I update the tax rate, does it affect current prepaid reservations or future reservations?
Any changes to the tax rate in the PMS will take effect immediately and update the rate details for reservations. However, tax rates are set up separately in the PMS and the OTA portal. If the tax rate differs between the PMS and the OTA, the guest may end up paying a different tax-included total than what was originally shown at the time of booking. For more information on how tax rate changes impact current and future reservations on the OTA side, it’s recommended to contact your OTA provider directly.
Can I schedule a tax rate change?
Currently, this option is not available in Visual Matrix, unless you are set up with tax-included rates. If a tax rate change is required, it must be applied manually on the designated date. Be sure to check with your OTAs to ensure the tax change is reflected in the total price for online reservations.
What happens when a reservation is marked as "Tax Exempt"?
When a reservation is marked as "Tax Exempt," any charges subject to the applicable tax will also be exempt. For instance, if a revenue tax has been applied to an extra charge, that extra charge will also be exempt from tax.
Fees and Add-Ons
How do I setup an add-on/extra?
In Visual Matrix, extras are called Add-Ons. An Add-On refers to an additional charge applied to a guest's reservation for extra services, such as a pet fee or a crib in the room. Since an add-on involves a charge, it requires an associated accounting item and code. Therefore, the first step in creating a new add-on is to establish the appropriate accounting code.
Channel Manager / Rate Sync
I created a peak date, but my rates are not syncing with my Channel Manager.
If you are not using Rate Levels, make sure to select your Rack rate from the list of rate plans to apply online. If this step is skipped, peak dates will not sync with your Channel Manager.
If you are using Rate Levels and syncing is still not happening, please contact the VM Client Experience team for further assistance.
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