Price management and calculation

How to update or index (master) price lists, and how the various pricing settings are used to calculate the final rental amount for the guest.

Updating and indexation of price lists

Open the relevant price list, and in the 'Prices' tab you’ll see an 'Actions' button. The options available in this dropdown will help you quickly update and index existing base rates.

If you want to set up and finetune future prices, consider blocking that period of time through an arrival and departure scheme to avoid bookings at an unfinished price.
Read more: Using arrival and departure schemes

Note that updating and indexing the price lists does not affect any pricing rules. These need to be updated separately.

Copy base rates from one year to the next

This option is best used to easily set up prices for the next (few) years based on the current base rates.

  • In the 'Actions' dropdown, select 'Copy year'.

  • Choose which year you want to copy.

  • Optionally, apply an indexation to the new base rates.

Manually check public holidays and special periods

When copying base rates to a different year, public holidays are taken into account as much as possible. However, public holidays are not always on the same dates or days of the week, and special periods may differ or be expired as well.

Copy base rates from a different price list

This option is best used to create a starting point for an empty price list, since from another price list will delete any existing prices and columns in the current price list.
Because you are not changing the dates of the copied prices, any deviations for public holidays and special periods should still be applied correctly.

  • In the 'Actions' dropdown, select 'Copy from other price list'.

  • Select the price list that you want to copy.

  • You can choose to copy the entire price list as is, including all future prices set, or only copy the prices for a selected date range (current year, for example).

  • Optionally, apply an indexation to the new base rates.

Applying pricing rules of another price list

If you are copying another price list, you might also want to use the same pricing rules.
These cannot be copied directly, but can be exported and imported.
Go to the overview of pricing rules of the first price list, export them, and import them back into the pricing rules overview of the second price list.

Quick indexation for existing base rates

This option is best used to apply an intermediate indexation or perform an indexation on base rates that were previously copied without indexation. Empty fields are not filled.

  • In the 'Actions' dropdown, select 'Apply indexation for period'.

  • Select the date range this indexation should apply to.

  • Determine the indexation as a percentage, or as an amount per night.

  • Determine how you want the indexation result to be rounded.

Exporting/importing prices for bulk management

While this feature is most often used during the onboarding of a new administration, existing price lists can also be exported and imported. This allows you to add and update prices using Excel or other software, before importing them back into BEX PMS.

Be aware that importing prices into an existing price list entirely overwrites the existing data, meaning that prices for dates that are not present in the import file will be deleted.

  • Open the relevant price list, and go to the 'Prices' tab.

  • Use the 'Export' button to download a CSV file containing all current rates in this price list.

  • Use the 'Import' button to re-upload the CSV file after it has been edited and prices for new dates have been added.

  • Step 1 of a new import can be disregarded, this is meant to align import from a different PMS.

Application order of pricing elements

The calculation order, or price stack, is how all pricing elements are applied to arrive at the final rent price the guest pays. In order:

  1. The active base rates as entered in the relevant price list. If you have multiple active columns, the cheapest option is used.

  2. Any set pricing rules as they apply. If multiple discount pricing rules are valid, only the one that is most advantageous for the guest is applied.

  3. The factor and offset determined when connecting the relevant type to the price list.

  4. The amount is rounded according to the settings in the price list.

  5. Any discounts or packages that were made use of. In case of a package, the total price may be overwritten by the fixed total price as determined by the package.

  6. If another price factor has been determined in the channel settings of the channel used by the guest, this is applied.

  7. This now the total rent amount, which can only differ from the amount on the guest invoice due to an invoice rule. Any further costs are listed separately on the invoice.

  8. Any mandatory costs that you have set up are added according to their applicability, as well as any other costs or bundles as selected by the guest.