Managing costs
When editing a cost, you can change all settings that were also available to you when setting up this cost for the first time. There are conditions to be able to delete a cost item.
Open a cost item from the Costs overview, and click 'Edit'.
Effect of cost item edits
Edits to cost item settings are only applied to new bookings and new invoices.
If the changes to a cost item also needs to be applied to an existing reservation, you need to update the reservation order.
Read more: Recalculating the reservation order
Index cost pricing
The default prices for a cost item can be set to increase or decrease starting from a set date. This then applies to new bookings with an arrival date after the 'Valid from' date you have set.
Go to the price section of the cost settings.
Under 'Default prices', click 'Add new price'.
Enter the new price, and select the correct 'Valid from' date.
Save the changes.
Merging costs
Over time, you may have created multiple cost items that serve the same purpose. For example, separate cleaning costs for different types.
These costs can be merged into one cost item, even if the prices are different.
Cost items are only eligible for merging if they already have the same settings for kind of cost, selectability, price calculation method, and validity.
Go to the Costs overview in the Setup module. If you have cost items that are eligible to be merged, you’ll see the 'Merge' button at the top of your screen.
Click the 'Merge' button.
Select the cost items you want to merge.
Enter a new name, reference, and/or description and go to the next step.
Check the new settings, and adjust if needed.
Merge the cost items.
Conditions for deleting a cost
A cost item can only be deleted after it has been set to 'never valid', and is not in use anywhere.
Here, 'not in use' also means that the cost item no longer appears in your revenue statistics and accounting. It can therefore take a long time before an old cost item can be deleted. For this reason, most unused cost items are either set to 'never valid' or completely re-edited to serve a different purpose.
Cost on guest invoice or channel invoice
When setting up integrations with channels, choices were made that determined how the rent, mandatory costs, and other costs are invoiced (either to the guest or the channel).
For reseller channels, everything should be invoiced to the guest. For touroperator channels, the rent is invoiced to the channel, and usually most mandatory costs as well.
Ultimately, all costs are paid by the guest; either directly (guest invoice) or indirectly (channel invoice). For touroperator channels, configuring which cost item belongs where allows you to influence the amount the touroperator can charge commission on.
For both mandatory and other costs (extra’s), editing the channel settings allows you to specify which cost item should be on which invoice (either channel or guest).
Go to the Channel overview in the administration settings.
Open the relevant channel, and click 'edit'.
Scroll to the section 'invoicing of rent and costs'. Select 'configure per cost' or 'configure per extra' to start making a choice for each of your mandatory costs or other costs.
Reorder costs as shown online and in backoffice
Your cost items are shown in a particular order, in the costs overview as well as on reservation orders and invoices, and in your booking and customer portal. You might want the most important or most popular costs to be shown at the top of the list.
Go to the Costs overview in the Setup module.
Click on the 'Reorder' button.
Use the drag profiles on the left to drag and drop items in their desired place. You can also move items directly to the top or bottom of the list by using the corresponding buttons.
Any changes are immediately saved.