Packages - Create and Attach Packages to a Reservation .ng

📆 Revision Date: 13 Mar 2025

Overview:

Package Headers

In HotelKey, we will have Package Rates that are made up of package elements. For example, let’s say we have a parking package. Package would be accommodation + the element (which you know as transaction code), which we call amenity. This would be accommodation + package element.

Package elements are anything you want to break out from invoice and track revenue separately. In this example, we can break out parking and when configuring package rates, we can summarize everything on the invoice (guest would just see parking package at $210), or can itemize on the invoice, which means guest would see line item for accommodation and line item for parking, and line item for any other elements.

In HotelKey, we have charge types; all package elements are mapped to a charge type for reporting purposes. A parking element could be a one to one match and rolling up to charge type for reporting purposes.

It is recommend starting with package rates first (B&B, Parking, Long Term Parking - ex).

Here are the steps covered in this article:

Create Package Header

On the home page of the HotelKey web application, select Property Settings in the Administration section.
Navigate to Rate Plan Setup then click on Package Headers. On this screen, you will see a list of any active package elements listed. To create a new package: Select Add New Package Headers.
Add New Package Headers page loads. Enter the applicable Basic Data Name - Name of the package rate (i.e. Breakfast) Code - Enter a Code for the package Linked Rate Plan - In this section, you will link the package (i.e. Breakfast) to a rate plan(s). Select the rate plan or plans from those available in the dropdown Select Package Elements - In this section you will link the relevant package elements that you have created (once Breakfast package rate is created, you will add into this section). Active - Whether the package is added. Summarize Rates and Charges - Decides whether breakdown occurs for customer, should always be TRUE. It will create the charges as rolled up into one charge in the folio. If false, it will post the charges separately on the folio. Dynamically Add Charge Amount - typically, this is OFF. This would include the element as part of the package rate (Pkg rate $100 which includes $10 breakfast = RR would reflect as $90) Allowed for Groups - If package is allowed for group rate plans; will automatically be added Calculate Taxes on Total Package Amount - If enabled, taxes will be applied to the total package amount rather than being calculated separately for individual charge types. Allowance - Used when a package includes a fixed allowance amount, with the guest responsible for any charges exceeding the allowance limit.	Linked Rate Plan dropdown
Description - Can add specific description to explain the package Package Category - Need to ass Consumption Start Date - Should ALWAYS have dates set up Consumption End Date - Select any end date Add a cover image for the package rate, if applicable	Package Category dropdown
Attach Booking Profiles (optional) and Select Confirm

Create A Package Element

Navigate to HK Home and select Property Settings

Select Rate Plan Setup from the left menu bar.

Then click on Package Elements

The Package Elements panel loads.

Select Add New Package Element.

The Add New Package Element panel loads.

Complete Package Element Name and Code for fields for the Package Element.

Allowance - Toggle on if Element is part of allowance. (See below on Package Allowances)

To add the Package Element Pricing, select the + at the bottom

Package Element Pricing popup loads.

Charge Type Category - Select the charge type relevant for this package
Charge Type - Select how often the charge posts

Click on Confirm

Select the charge type that was created in Step 1 above.

Select the Posting Type, Quantity Type and amounts.

Daily - Each day
First Day - First Night
Daily Except First Day - Only Stayover Nights
Daily Except Last Day - All nights excluding the night before checkout
Daily Except First Day and Last Day - All stayover dates excluding arrival and night before departure

Daily Except First Date Include Checkout Date (This accounts for having breakfast on the departure date)

Quantity Type
1. Fixed
2. Adult
3. Adult and Child
Amount - Pricing for the package element (i.e. if breakfast is $10)

Add in however many package elements (charge types) that are needed to support the package.

Once complete, click on Save

Note - Can have SEASONALITY on package element pricing by selecting the calendar icon.

Creating a Package Reservation

This information is from PMS (package header) and what rate plans have been LINKED to the package

After going through booking flow, the user will see the package in the Stay tab

Shopping for a package happens during the reservation process, following the steps below:

On step 1 of reservation flow, add Arrival, Departure, Guest Name, and the amount of Adults/Children. Then select Next.
On Step 2, turn on the toggle for Show Package Rates to display all package rates. In this example, we have created a Stay and Dine Package to choose from.
You can see further details of rate breakdown by selecting the “i” icon within the rate:
Once completed, select the Next button.
Confirm the guest’s information on Step 3, and select Next.
On Step 4, choose the appropriate guarantee method, select Confirm, and then select Next.
On the final step, select the button to confirm that the guest agrees to all terms and conditions, and then select Book. The Package reservation has been successfully created. On the right side of the reservation, you will see a “Package” section with breakdown information.

Attaching a Package to Existing Reservation

Search for the reservation you are looking for and select the Stay tab. On the right, select the Plus button next to Packages.
The Package page loads. Select the toggle for Show all Packages and select the appropriate package.
Once you have selected the appropriate package, select Confirm.
You will see the Package added to the reservation on the right hand side of the Stay tab once completed.

Package Rate Breakdown

During Night Audit, the rate will post in a folio as All Inclusive in the Folio Tab as all folios default to Net.

You can view a breakdown of these rates by selecting the Detail view option.

To show the Detail view, select Net and choose Detail.

Once you have selected the detail view, you will be able to see the breakdown of Room Rent vs Package Element charges per night for the hotel

Selecting the “i” icon next to these individual charges will give you a deeper dive into taxes per charge, as well as options to transfer.

About Package Allowances

Packages can be configured to have an allowance amount

If a Package is added with an allowance amount configured, then Charges with charge types that are mapped to package elements can be posted manually or can come from an outlet
Based on the allowance amount, the room rent and package element charges will be calculated:
- In case of under consumption:
  - A breakage charge will be added equal to amount not consumed (Allowance - Consumption)
  - Room Rent = Actual Rate - Allowance Amount
- In the case of over consumption:
  - A -ve breakage charge will be added equal to the amount of over consumption mapped to the package breakdown
  - A +ve breakage charge will be added equal to the amount of over consumption not mapped to the package breakdown

You can enter in the cost of the package
- This is NOT the allowance amount, just the cost
Please note - This is just an ATTRIBUTE only, nothing more
- Breakage - If they underuse, what is the charge type
- Overuse Charge Types - If they overuse, what is the charge type
This WILL show up in guest folio and invoice

Allowances - Groups package elements by posting type; system does qualifications

Example of how charges work

When invoices roll up, they will roll up on departure date minus one
- Most charges post on the actual date
- Only Daily Except First Date Include Checkout Date will roll up based on the previous night
TOTAL of the same posting type will drive the total allowance value

Each package element has a charge type on it

At HEADER level, the user will set up the Allowance
- Ex - Beverage, alcohol, breakfast
- All are defined as elements as they will be posted in Itemizer
- In this example, 30 is the maximum allowance
- If they use less than 30, we will post a breakage charge so that it rolls up from customer perspective (they won’t see breakage), so they will see X much did not get consumed
- This would be a PROFIT from an accounting perspective

The actual elements are linked to the package, and the PACKAGE is linked to the rate plan