FAQ - Management / Rates/Taxes/Fees/Add-Ons
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.
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.
How do I setup an 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.
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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.
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.
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.
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