Create a cost item

Cost items can be flexibly applied and calculated. Often, the right settings in a cost item can help you limit the amount of cost items you need to manage. The differences between a mandatory cost and an add-on are reflected in the available general settings and booking settings.

Go to your costs overview in the Setup module, and click '+New'.
Select either 'New mandatory cost' or 'New add-on', depending on your needs.

New mandatory cost

A mandatory cost is a cost item that a guest cannot opt out of. Examples include a cleaning fee, a pet fee, or tourist tax.

General settings

  • Global cost type: select the option that best describes the cost item you are creating. This helps when synchronizing costs to OTAs.

  • Give the cost item a clear name to be shown to the guest, and a reference code for internal use. Use the reference to distinguish similar cost items with the same guest-facing name, but different cost settings.

  • The description is not mandatory, but can be of added value if you want to provide more information to guests.

Note that the name and description need to be added in several languages to complete the guest experience for international guests. Use the language buttons to switch languages for these fields.

  • Link cost to specific amenity: Check if you want this cost to automatically apply when the booked type or object includes a certain amenity. Select (or create) one or more amenities to link.

  • Applies as preference cost for object: Check to ensure this cost is applied when a guest books a specific object, not just a type.

  • Applies as preference cost for amenity: Check to ensure this cost is applied when a guest actively selects an amenity during booking.

There is a notable difference between (1) linking a cost to an amenity and (2) a preference cost for amenities.
1. When linking a cost to an amenity, this cost is applied to a reservation whenever the booked type/object/reservation includes this amenity - regardless of whether the guest has actively chosen to book it.

2. A preference cost for amenities is applied whenever a guest selects a specific amenity during the booking process - regardless of which amenity this is.
Read more: Preference costs & linking costs to amenities

Pricing

Price calculation method

Depending on the selected calculation method, additional options may appear.

  • Exclude age groups: To be used if the cost item only applies to adults, for example. Check the age groups that you do want the cost to apply to. Leave unchecked to apply to everyone in the guest group.

  • Apply free guest threshold: To be used if the cost item only applies to guests or pets after a certain number. For instance, if the first two guests are included in the rent price.

  • Apply maximum guest count: To be used if the cost item only applies to guests or pets up to a certain number. For instance, you want to stop adding more charges for more than three pets.

  • Apply minimum or maximum price: To be used when you want to apply a minimum or maximum price per stay to an otherwise variable price calculation. This adds a limit amount to be entered next to the default price.

Default price & price differentiation

The default price is the amount to be charged, taking into account the previously chosen price calculation. This might be €10 per stay, or 3% of rent and mandatory costs.

Using price differentiation, it is possible to have this price vary depending on the booked type and/or channel used to book the reservation. Setting and editing these deviating prices is done after creating the cost item, via the cost item price management.
Read more: Varying cost item prices for channels or types

  • Select 'Price can be overridden' to make it possible for employees with advanced reception rights to manually adjust the price after it has been added to a reservation.

Applicability

By default, a cost item applies to all types and all channels. However, if you want to apply it only to specific types or specific channels, you can select which types and channels this cost should be valid for.

Note that you can use price differentiation to apply deviating prices to these types and channels.

Also select the applicability of the cost item over time.

  • 'Always' means that the cost item is not a seasonal cost item, and is always active.

  • 'Never' is a good way to deactivate costs in preparation for a deletion, or when the pricing is not final yet.

  • Select 'Specific period' if the cost item is seasonal, or should otherwise only be available during a limited time. If you choose this option, you need to select a period group from the dropdown.

Note that if you choose a specific period, the cost can be applied to the entire stay of a reservation if just one day of that stay falls within the selected period group.
Read more: Period groups

Financials

Who handles the transaction

By default, this is set to BEX PMS; the regular financial flow.
The other option, a third party, is relevant if you want the guest to see the cost, but pay it to someone else, through a system other than BEX PMS. For example, if the owner actively manages their object and collects a fee to serve breakfast.

Ledger accounts

Select the correct main ledger account. If you use different ledger accounts for specific channels, check the associated box to add these separately. The other channels this cost applies to will use the main ledger account.

Other financial options

  • Group under invoice rule: By default, the cost item is listed by its name on the invoice. With this option, you can group this cost item with others under a different name, using an invoice rule.
    Read more: Group cost items with invoice rules

  • Charge cancellation fee: Use this option to ensure that you still get (part of) the cost item price if the guest cancels their reservation. Select 'include in charge basis' if the guest should pay the percentage as determined in the applicable cancellation policy. Select 'Copy as is' if the guest should pay the cost item price in full.

  • Count as rent: This option is relevant if you work with owners. By marking the cost item as part of the rent, you include it in the calculation basis for owner discounts and owner settlements.

External connections (OTAs)

This last option is only relevant if you advertise with all-in prices on any of the applicable channels, i.e. OTAs.

Exclude cost from advertised all-in price: By checking the box, you exclude the price of this cost item from the all-in price. However, the cost item will still be present on the price specification when a guest is booking, and will still be charged.

New add-on

An add-on is a cost item that is optional, and can be added during booking, via the guest portal, or both. If neither of these are selected, the add-on can only be added to reservations by PMS users.

General settings

  • Global cost type: select the option that best describes the cost item you are creating. This helps when synchronizing costs to OTAs.

  • Give the cost item a clear name to be shown to the guest, and a reference code for internal use. Use the reference to distinguish similar cost items with the same guest-facing name, but different cost settings.

  • The description is not mandatory, but can be of added value if you want to provide more information to guests.

Note that the name and description need to be added in several languages to complete the guest experience for international guests. Use the language buttons to switch languages for these fields.

Booking settings

Where can this add-on be selected

  • 'Back office' is always selected, employees can always add a cost item to a reservation.

  • 'Checkout Portal' means during booking, by guests. Also check 'add-on is pre-selected by default' if you want to mark this cost as an important cost item that guests need to actively opt out of if they don’t want it.

  • 'Guest Portal' means after the booking has been confirmed, via the guests' personal reservation management page.

Other booking settings

  • Require acceptance of terms and conditions: If selected, guests must agree with your terms and conditions before being able to book this add-on.

  • Request additional information: If selected, you can enter a question to be asked when a guest books this add-on. For example, ask about dietary requirements when the add-on is a picnic lunch. The answers will be added to the reservation.

The available Pricing, Applicability and Financials settings of an add-on are the same as for a mandatory cost. Refer to the respective headers above for more information.

Copying costs

By copying a cost item, you can easily create another add-on or mandatory cost with most of the same settings. This saves you having to enter the same settings every time.

  • Open the saved cost item from the costs overview, and click the 'Copy' button. Change any settings necessary, check the validity, and save again.

  • Note that you cannot change the cost type from mandatory to add-on or vice versa.

Costs for specific purposes

Some mandatory cost items require specific settings in order to correctly work for specific purposes. Click the links for more information.