After uploading rates for rooms, supplements and taxes, the next step in completing the process of uploading the contract on the HBT system is updating Notes, Cancellation and Payment policies.
Let’s learn about them one by one.
What are Notes?
Under the notes section, we have to upload the special conditions, instructions and any special information given by the client or in the contract.
How to update Notes on the HBT?
- Click ‘Add’
- Select the ‘Type’ from the drop-down.
- Select Item Class
- Click on ‘Apply to specific items’, if any
- Write the Notes
- Apply conditions if any
- Click on ‘Ok’
What is the Cancellation Policy?
A cancellation policy decides the amount of money the traveller has to pay or refund if they cancel the booking before their arrival, in the given time frame.
How to update the Cancellation Policy on the HBT?
- Create the seasons according to the cancellation Policy
- Now select the desired the seasons
- Set the limit of cancellation day in ‘Days before arrival’
- Put the cancellation amount under ‘Amount’ tab
- Select the type of payment in which the cancellation would be deducted such as % or fixed amount.
- From ‘Apply on’, select either Accommodation or Full Amount, depending upon what is your contract is saying.
- Click on Add.
What is a Payment Policy?
A payment policy decides that how many days prior to arrival the traveller has to pay to the hotel to hold the booking on a confirmed basis.
There are 3 ways to update payment terms.
- Default payment terms: If different seasons have different payment policies, then we choose the highest payment policy to load on the system.
- Payment terms override: Mostly High & Peak seasons have different payment terms from others, so we can update in terms override so that automatically high & peak season payment policy will override default terms.
- Advance Payment: If in contract NRF condition & advance payment condition is given we can load in this advance payment box. We can also select particular room categories in this box.