This feature is only available for Best Western Hotels and the Best Western 2Way. This feature is only available on VM Cloud.
When a reservation comes in from the BW Channel Manager (Member Web), Visual Matrix will read all of the information and translate it to create a new reservation in the software. Every reservation has a rate code assigned to it, whether it is the default rack rate, a discount code, a specific company code, etc. Mapping Rate Codes is the process of creating the link between the rate code from Member Web and the rate code (discount code) in Visual Matrix.
Any error or missing step in the mapping process may generate undesirable consequences such as preventing the reservation from integrating into Visual Matrix.
This function is part of the Management department and is not available by default, the credentials to map rates have to be given in the user's profile.
For security, the user will also encounter several warning popups to make sure no steps are missed.
Enable the Rate Mapping feature for the user
Path: Management > User Settings > Security and click on the user who will need rate mapping access.
Boxes that need to be checked: Management, Setup, and Rate Plan Mapping.
Make sure you Save with the green floppy disk at the top.
The first warning popup will show:
"This section gives access to add, edit or remove rate plans. Improper setup WILL cause issues with reservations and potentially revenue."
Go to the BW 2Way Interface
Path: Management > Interfaces > All Interfaces > Best Western 2 Way
The second warning popup will show:
"The setups for the Two Way Interface have been configured based on rate plans for each room type that have been approved by your revenue manager.
It is important that setups remain in sync with Member Web.
Selecting or deselecting rate plans for a room type that are not configured the same on Member Web will generate Two Way errors.
If you require assistance in making these changes, you should contact technical support."
From the side icons, choose the first one: Rate Plan Setup.
The third warning popup will show:
"Removing or adding rate plans here DO NOT remove or add the rate plan on the extranet. It is important that only rate plans already on the extranet be mapped.
Not matching setup on extranet will result in issues with reservations and potentially revenue."
Map a Rate Plan
Every field is mandatory. One field missing will prevent a reservation from pulling down into Visual Matrix.
1- New/Delete: to map a new rate code or delete the mapping of a rate plan.
2- VM Disc:
This field is a drop-down and will show all the discount codes that are already created. The new code to map has to be first created.
3- BW Plan: this is the rate code in Member Web. We do advise using MW code when creating the code in VM as much as possible to avoid confusion.
4- Description: the rate code/plan name.
5- Active: to activate or deactivate the rate plan.
6- Last RM*: Last Room Availability. That setting is not applicable anymore and should always be checked.
7- Req**: Required. That setting is not applicable anymore and should always be checked.
8- Mkt Segment: Market Segment. This is the market segment that will be in the marketing segment field reservation. If this field is empty, any reservation with that code will not be pulled down.
9- Reason CD: Reason for Stay Code. This is the Reason for Stay that will be in the marketing segment field reservation. If this field is empty, any reservation with that code will not be pulled down.
10- Ref CD: Referral Code. This is the Referral Code that will be in the marketing segment field reservation. If this field is empty, any reservation with that code will not be pulled down.
* This setting was meant to allow the rate plan to be available to the last room available while those that are unchecked could be closed.
** This setting was meant to flag rate plans that were required to be offered in CRS.
11- Update Rate:
Check the box if the rate of this rate plan is managed and updated by Visual Matrix. This information is available from your Revenue Manager. This setting can be found in the Check Compare Report.
12- Update Guarantee: Check the box if the guarantee and cancellation policies of this rate plan are managed and updated by Visual Matrix. This information is available from your Revenue Manager. This setting can be found in the Check Compare Report.
13- Private: Check the box if the rate plan is a rate Private. The Private box, also needs to be checked in the discount code setup. Once both boxes are checked, the rate will be automatically Private in the reservation.
14- Incl Tax: Check the box if the rate that comes with this rate plan includes the tax.
15- Tax Exempt: Check the box if the rate that comes with this rate plan is tax exempt and choose which tax should be exempt with the reason for the exemption.
16- Populate/Unassign: click here to populate or unassign a rate plan. See the next section.
17- Save/Close: to Save any modification or Close the window.
Populate a Rate Plan
Now that the rate plan is mapped, it needs to be populated (16) to the room type it will be applicable to.
1- If the rate plan has different Guarantee and Cancellation policies, this can be set up here. Uncheck the box and choose the correct policies.
However, for an online update, the box "Update Guarantee" needs to be checked in the previous window and set up as well in Member Web.
2- Apply: Check the box of every room type the rate code will be applicable with. Use Select All (3) on the right side to check all the room types at once.
3- Click OK to save the population.
The easiest is to always map to every room type. Why?
Because if the rate plan is mapped to a certain room type in Member Web but not in Visual Matrix, this will not stop reservations to be made.
But if the rate plan is not mapped to a certain room type in Member Web but is in Visual Matrix, no reservation will be created online as the code is not mapped to that room type online anyway.
Any modification on a rate code setting in Member Web has to go through your Revenue Manager.
Unassign a Rate Plan
To unpopulate a rate plan, click Unassign (1) and check the boxes (2) of the room type you want to remove the rate plan from and click OK (3).