Override a Room Rate (Cloud)
You can override room rates in VM Cloud either from within a reservation or directly from the guest's folio. Note that only users with the appropriate credentials can perform this action, and certain constraints apply—such as the inability to override prior to the current date or reduce rates to zero without using the COMP discount code.
Once a room charge is posted, changes in the reservation will not affect it. To adjust, either override the charge from the folio when possible, or void the posting and re-enter it at the correct rate.
1. Enable Permissions
Only users with the proper security rights can override rates. This step ensures staff members are authorized before attempting changes.
Path: Management > User Settings > Security
Ensure the user has Override Rates = Yes to access this functionality.
2. Override Rate in a Reservation
You can adjust rates directly in the reservation form, giving you control over nightly charges before they are posted.
Path: Front Office > Reservations > Search and open the reservation
In the Rate Information section, click Details next to the Rate Type.
In the dialog, you can change:
- A specific night’s rate.
- Weekday/weekend rates based on setup under Management > Property Settings > Parameters > Weekend Definition.
Click Apply to save changes.
Rate overrides follow strict rules. You cannot override a rate for a past date—any corrections must be handled in the folio. It’s also not possible to set a rate to $0.00; to comp a room, you must use the COMP discount code.
3. Override Rate in a Folio
Path: Front Office > Cashiering > Guest/Group/House Account and open a folio.
Highlight the relevant charge or payment (1). Click Detail Posting (2), enter the new amount in the Override field (3), and click Save (4).
If a reservation has an applied discount code, the rate cannot be overridden—you must void the charge and repost to change it.
You cannot override to $0.00—"COMP" discount code must be used instead.
If a reservation has an applied discount code, the rate cannot be overridden—you must void the charge and repost to change it.
If the override field is unavailable due to existing details, follow the same void-and-repost approach.
Still need help with this topic?
Ask Yourself:
- Do I have the right credentials to override rates?
- Am I overriding current or future dates only (not past dates)?
- Is a discount code applied that may block an override?
- Do I prefer overriding in the reservation or the folio?
Support May Ask You:
- Which reservation are you working with (confirmation #)?
- Are you overriding via the reservation screen or folio?
- What values are you trying to change (nightly, weekdays/weekend)?
- Do you receive any errors or blocks when attempting the override?
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