Policies

The Policies option offers the configuration of all policies for your property.

From the Configuration main menu, select Policies. In this section, you can define the following policies and their schedules on the following tabs:

• Cancellation Policies

• Deposit Policies

• Guarantee Policies

The number in brackets on each tab indicates the number of records. Each tab contains one section for the policies and one for the policy schedules. Configure the main information in the Policy section and the date periods and details in the Policy Schedules. Expand a section to view, create, and update the policies and policy schedules.

Prerequisites

Appropriate permissions are required to access Policies. From the Role Manager menu, select Role Permissions. The permissions for Policies and Policy Schedules are listed on the Channel Management module. For further information, see: Role Permissions.

Note:

At a minimum, your role must have the View permission to view the Policies available on the horizontal lines menu. Additional permissions are required to have access to additional options.

Managing Policies

• Policy Code or Description: Enter the code or description of your policy.

• Start Date: Enter the start date of your policy schedule.

• End Date: Enter the end date of your policy schedule.

• Include Inactive: Select the check box to include inactive policies in your search results.

Click Search to get search results. Click Reset to reset the search data and get the default display.

Creating and Editing Policies and Policy Schedules

Select the appropriate tab and expand the appropriate section. The first time you add a policy, select the Add button in the middle of the screen or, if at least one record exists, select the Add button on the right hand to create a record. Use the pencil on the right-hand side of each record to edit a policy.

Cancellation - Policies

• Code: Enter a short code to identify the policy quickly. This field is required.

• Description: Enter the description of the policy. This field is required.

• Type: Select the type of the policy. This field is required.

• Value: Enter a numeric value.

• Days before Arrival: Enter the days before arrival the policy charged. This field is required.

• Time: Enter the time the policy will be charged on the defined day before arrival. This field is required.

• Default Policy: Select this check box if this policy is the default. Only one policy can be the default. A warning appears if you select it and there is already another policy defined as the default. The default ensures that every required channel receives a default policy type to use in case no specific policy is defined for a given period. If no default is set, it might happen that requests return without a policy for undefined periods.

• Inactive: Select this check box to set the record to inactive.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.

Cancellation – Policy Schedules

• Start Date: Select the start date of your policy schedule. This field is required.

• End Date: Select the end date of your policy schedule. This field is required.

• Policy: Select an active cancellation for which the policy schedule is valid. Only this field is required.

• Rate Code: You can either select a rate code or enter a block code.

• Block Code: You can either enter a block code or select a rate code.

• Guarantee Code: Select a Guarantee Code defined on the Guarantee policy tab. You can either enter a deposit schedule for a Guarantee Code only or in combination with a rate code.

• Override: Select this check box to allow override of other policy schedules with the same date period, rate code, block code, or guarantee code.

• Inactive: Select this check box to set the record to inactive.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.

Deposit – Policies

• Code: Enter a short code to identify the policy quickly. This field is required.

• Description: Enter the description of the policy. This field is required.

• Type: Select the type of the policy. This field is required.

• Value: Enter a numeric value.

• Days before Arrival: Enter the days before arrival the policy will be charged. Either this field or Days after creation is required.

• Time: Enter the time the policy will be chard on the defined day before arrival. This field is required when Days before Arrival is filled.

• Days after creation: Enter number of days to charge the deposit the booking is created. Either this field or Days before Arrival is required.

• Default Policy: Select this check box if this policy is the default. Only one policy can be the default. A warning appears if you select it and there is already another one defined as default. The default ensures that every required channel receives a default policy type to be used in case no specific policy is defined for a given period. If no default is set it might happen that requests return without a policy for undefined periods.

• Inactive: Select this check box to set the record to inactive.

• Refundable: Select this check box if the deposit is refundable.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.

Deposit – Policy Schedules

• Start Date: Select the start date of your policy schedule. This field is required.

• End Date: Select the end date of your policy schedule. This field is required.

• Policy: Select an active deposit the policy schedule is valid for. This field is required.

• Rate Code: You can either select a rate code or enter a block code.

• Block Code: You can either enter a block code or select a rate code.

• Guarantee Code: Select a Guarantee Code defined on the Guarantee Policy tab. You can either enter a deposit schedule for a Guarantee code only or in combination with a rate code.

• Override: Select this check box to allow to override other policy schedules with the same date period, rate code, block code, or guarantee code.

• Inactive: Select this check box to set the record to inactive.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.

Guarantee – Policies

• Code: Enter a short code to identify the policy quickly. This field is required.

• Description: Enter the description of the policy. This field is required.

• Mandatory Reservation Information: Select the following check boxes if they are mandatory:

  • Company

  • Travel Agent

  • Address

  • Phone Number

  • Arrival Time

  • Deposit

  • Credit Card

• Availability: Select the following check boxes whether they are valid:

  • Deduct Inventory

  • On Hold

• Cancellation/Reservation Release: Select the following check boxes whether they are valid:

  • Cancellation

  • Auto-Cancellation

• Pending Days: Enter the number of days.

• Inactive: Select this check box to set the record to inactive.

• Default Policy: Select this check box if this policy is the default. Only one policy can be the default. A warning appears if you select it and there is already another one defined as default. The default ensures that every required channel receives a default policy type to be used in case no specific policy is defined for a given period. If no default is set it might happen that requests return without a policy for undefined periods.

• Global Guarantee Code: Select an active Guarantee code from the OPERA Cloud Distribution Global Standards.

• Applicable Channels: Select one or multiple provisioned channels the guarantee should be valid for.

• Release Time: Enter the time until a reservation is held for the guest in case it is non-guaranteed. This field is only accessible when Global Guarantee Type is set to None.

• Allowed Payment Type: Select one or multiple Payment Types defined on Configuration > Reservations > Payment Types.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.

Guarantee – Policy Schedules

• Start Date: Select the start date of your policy schedule. This field is required

• End Date: Select the end date of your policy schedule. This field is required.

• Policy: Select an active guarantee the policy schedule is valid for. This field is required.

• Rate Code: You can either select a rate code or enter a block code.

• Override: Select this check box to allow to override other policy schedules with same date period and rate code.

• Inactive: Select this check box to set the record to inactive.

Click Submit and then select either Submit to create the record or Submit and Create Another to continue creating records. Click Update to save your edits on existing records.