Package on a Stay

A Package Plan posts a flat fee to the guest's folio while the revenue gets internally distributed amongst the Component Posting Types that make up the Package. The Package Plan command in the Manager's Commands Menu is used to generate the Package Plans available at your Property.

The guest will see the total "Package" charge, but reports will show the revenue attached to each component.

For example, the package called "Romance" may include $145 for the sleeping room, $50.00 for meals, $30.00 for flowers and $25.00 for champagne, making a total cost for the package of $250.00. This breakdown is visible on generated reports, however the guest will only see $250.00 for the package.

A Package may be attached to the stay at the time of reservation, where the appropriate Package may be selected from those available on the (Quick) Reservation screen, or using the Dates screen or Packages screen in the Reservation Wizard.

You may also add (or change) a package associated with the Stay on the Stay Info tab of the folio screen.  Any package plan attached to a guest stay, along with the total package price, is visible on this tab.

You can also MODIFY the package for this stay by clicking on the ellipse (...) icon to the right of the Package field.

NOTE: Any changes to Package information through the Package screen using the Stay Info tab applies those changes ONLY FOR THIS STAY. The prices that were created in the configuration set up of the Package Plan will still be the default prices when you subsequently add this Package to another Stay.

 

Reservation

 

To start a Reservation, you can either select the Reservation icon from the Action Bar:

Action Bar for Skyware Systems with words

OR

Select Reservations from the Guest Reservations section of the Reservation menu:

From the quick menu (left) choose Reservations to be taken to the Reservations menu screen.

Quick Quote menu with Reservations option selected

This will display the Reservations menu in a tabular form, with two sections, Guest Reservations and Group Reservations.

Reservations Menu

Select Reservation from the Guest reservations section of the Reservations Menu.

Reservation Menu with Reservation option selected

 

This will take you to the Quick Reservation Screen.

Quick Reservation screen

To select a Package Plan, you will need the Package field.

Quick Reservation screen with packages field highlighted

Package: this is a drop-down menu of available package options to select from. The default option is no package. Click on the desired Package to enter it in the reservation.

Quick Reservation screen with available package options shown

Note: Adding a Package using this field will add the selected package to EVERY NIGHT of the Stay. For example, a dinner package - if the stay is 7 nights, the dinner package will be added to each night (meaning 7 dinner packages). If this is not desired, use instead the Packages by Day button.

Packages by Day: This button allows you the option of selecting different packages depending on the day using the Packages screen. For example, there may be a romantic package chosen for the first day only, or a golf package selected for the last day of the say.

Package screen reached from main folio screen

The Packages screen allows you the option of selecting different packages from a tabular list of all configured package options for your property. You may select any of the packages available, for ANY of the days of the reservation, by either typing directly into the box under the date for that package, or by using the up/down cursor to select the desired number.

Note: Packages INCLUDE the room revenue. Amenities do NOT.

 

Reservation Wizard

 

To open the Advanced Reservation wizard, you have multiple choices:

Select Reservation from the Action Bar:

Action Bar for Skyware Systems with words

When you create a Reservation, you are initially taken to the Quick Reservation screen, from which you can click the Reservation button to access the wizard.

Click the Advanced Reservation button located at the top of the screen:

Advanced Reservation button detail from Quick Reservation screen

OR

Click Advanced Reservation from the Guest Reservations section of the Reservations Menu:

Select Reservations from the left (Quick menu).

Quick Quote menu with Reservations option selected

This will display the Reservations menu in a tabular form, with two sections, Guest Reservations and Group Reservations.

Reservations Menu

Select Advanced Reservation from the Guest Reservations section of the Reservations menu.

Reservations Menu with Advanced Reservation option selected

 

The Dates screen is the first screen of the Reservation Wizard.

Wizard Dates screen

To select a Package Plan, you will need the Package field.

Dates screen with packages field highlighted

Package: this is a drop-down menu of available package options to select from. The default option is no package. Click on the desired Package to enter it in the reservation.

Dates screen with package options available shown

Note: Adding a Package using this field will add the selected package to EVERY NIGHT of the Stay. If this is not desired, use instead the Packages screen found later in the Reservation Wizard. This allows you to select packages BY DAY of reservation rather than for the Reservation as a whole.

Packages screen

The Packages screen allows you the option of selecting different packages from a tabular list of all configured package options for your property. You may select any of the packages available, for ANY of the days of the reservation, by either typing directly into the box under the date for that package, or by using the up/down cursor to select the desired number.

 

Folio

 

Access a Guest's Folio using the Modify Folio command:

Select Modify Folio from the Action Bar

Action Bar for Skyware Systems with words

OR

Click Modify Folio from the Registration section of the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the top left here is the Registration section.

Registration section of Full Menu

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected

 

When you select Modify Folio, the Select Folio screen will open, allowing you to search for a Folio.

Select Folio screen

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. If the Folio you wish to search is in this group, you need only click the <<Press to Search>> link to activate the search.

Depending on the folio you are looking for, use the checkboxes across the top to generate a list of the types of Folios indicated.

In-House: Folios of Guests who are currently occupying your property.

Reservations : Folios of Guests who are not currently occupying your property but have a reservation to do so.

Groups (In-house): Folios of Guests from a group booking that are currently occupying your property.

Groups (Reservations): Folios of Guests from a group booking that are not currently occupying your property but have a reservation to do so.

Cancellations: Any Folios from Reservations made that have subsequently been canceled.

History: Any Folios for stays that have already taken place.

No Shows: Any Folios from Reservations made that never took place but were not officially canceled.

Wait List: Any Folios from Reservations made that were placed on the Wait List for some reason (for example the Guest requested a King bed, or a Group rate, that was not currently available).

Note: You DO NOT have to click <<Press to Search>>, checking any box will automatically display the list of Folios.

Note: Clicking the small "All" button will automatically select all possible options AND display the search results.

If the list provided is very large, use the search fields to enter information and limit the search results. See Searching for Guests/Groups for more details.

Then click the <<Press to Search>> link. This will display the results below the <<Press to Search>> link, with a list of how many Folios were retrieved, and the option to display the list in a new window.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

 

From the search results, click the row of the Folio you want to view or modify.

Select Folio screen with available options listed to select from

 

The selected Folio will open with the Stay Information tab displayed will open.

Selected Folio for posting to

To select a Package Plan, you will need the Package Plan field. The Total Package price is also shown. If no Package has been selected, the Total Package value will be shown as 0.00.

Main Folio screen with packages plan highlighted

Package Plan: this is a drop-down menu of available package options to select from. The default option is no package. Click on the desired Package to enter it in the reservation. Selecting one will also automatically adjust the Total Package value.

Main Folio screen with Package plan options displayed

Note: Adding a Package using this field will add the selected package to EVERY NIGHT of the Stay. For example, a dinner package - if the stay is 7 nights, the dinner package will be added to each night (meaning 7 dinner packages). If this is not desired, use instead the Packages by Day button.

You can select Packages by Day by clicking the gray Packages by Day button.

Main Folio with packages by day button highlighted

If you do so, the Packages screen (as seen in the Wizard) will open allowing you to select any of the packages available, for ANY of the days of the reservation, by either typing directly into the box under the date for that package, or by using the up/down cursor to select the desired number.

Package screen reached from main folio screen

Once you have made your selections, click the orange button Finish >> to return to the Folio screen, where the Package will now be added and the Total Package value shown.

 

Folio

 

Access a Guest's Folio using the Modify Folio command:

Select Modify Folio from the Action Bar

Action Bar for Skyware Systems with words

OR

Click Modify Folio from the Registration section of the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the top left here is the Registration section.

Registration section of Full Menu

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected

 

When you select Modify Folio, the Select Folio screen will open, allowing you to search for a Folio.

Select Folio screen

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. If the Folio you wish to search is in this group, you need only click the <<Press to Search>> link to activate the search.

Depending on the folio you are looking for, use the checkboxes across the top to generate a list of the types of Folios indicated.

In-House: Folios of Guests who are currently occupying your property.

Reservations : Folios of Guests who are not currently occupying your property but have a reservation to do so.

Groups (In-house): Folios of Guests from a group booking that are currently occupying your property.

Groups (Reservations): Folios of Guests from a group booking that are not currently occupying your property but have a reservation to do so.

Cancellations: Any Folios from Reservations made that have subsequently been canceled.

History: Any Folios for stays that have already taken place.

No Shows: Any Folios from Reservations made that never took place but were not officially canceled.

Wait List: Any Folios from Reservations made that were placed on the Wait List for some reason (for example the Guest requested a King bed, or a Group rate, that was not currently available).

Note: You DO NOT have to click <<Press to Search>>, checking any box will automatically display the list of Folios.

Note: Clicking the small "All" button will automatically select all possible options AND display the search results.

If the list provided is very large, use the search fields to enter information and limit the search results. See Searching for Guests/Groups for more details.

Then click the <<Press to Search>> link. This will display the results below the <<Press to Search>> link, with a list of how many Folios were retrieved, and the option to display the list in a new window.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

 

From the search results, click the row of the Folio you want to view or modify.

Select Folio screen with available options listed to select from

 

The selected Folio will open with the Stay Information tab displayed will open.

Selected Folio for posting to

MODIFY the Package for this stay by clicking on the ellipse (...) icon to the right of the Package field.

This will open the Package (for "Guest" Folio) screen, with the Components/Dates tab open for editing.

Package screen open to components tab showing romance package

This Package screen has three tabs, the General tab (which covers the general Package information including the name), the Components/Dates tab, and the Per Person Rate Adjustment tab, where you can add a per person adjustment for the Package if appropriate. The Package screen is very similar to that seen when creating Package Plans using your Manager's Commands menu area, however any changes to Package information through the Package screen here applies those changes ONLY FOR THIS STAY.

Usually when modifying a Package, you will only need to work on the Components/Dates tab, adding new components or double clicking on existing components to modify the component price for the package associated with this Stay record. Thus the screen opens with this tab showing.

 

 

Once in the Package screen, use the General tab to modify the basic information about the package. If it is a "Top Down" package, you can use this tab to change OVERALL price for the Package. Otherwise you can use the Components/Dates tab to change the components of the package or the cost of the components in the package.

List Order: This is the order the Package will be displayed in the interface (on the left side of the screen).

Inactive?: Is the Package inactive? This box may be checked or unchecked. This check box will mark the package as “Not Active” and mean that the Package will not be available to select for future stays on this folio.

ID: This is a Skyware Systems assigned identifier.

This field is required. This field is Read Only. It is a static ID set by Skyware Systems.

Package Name: Enter a name for the Package. This should be short but descriptive.

This field is required.

Web Package Name: If this is a Web Package offer, complete this field.

Default Hotel: This is a drop-down menu of available options to select from.

This option is required.

This package is specific for this hotel?: If the Package will only be available at this specific Property, check this box.

Post Package as a Daily Charge?: If this box is checked, the Package will be posted as a daily charge vs a one time charge for the package

Tax Included in Package?: If the Package charge includes any applicable taxes, check this box.

Package is Tax Exempt?: If the Package charge should not be taxed, check this box

Do NOT show in list/drop-down?: If this box is checked, this package will not be shown as being available in any drop-down menus.

Show on Web?: Check this box if the Package is to be available for guests making reservations from the web reservations screen.

This package is an Amenity?: Check this box if the Package does NOT include the room charges for the stay.

Package Type: This is a drop-down menu for you to select from. This is used for the Conference Sales Projection Report.

Promo/Sales Description: this section is available for you to enter a description of the Package. Enter the descriptive information for this package (i.e. everything that the package includes, the components that make it up) that you wish potential guests to see.

Package Price: Enter the price of the OVERALL package here. If this package is being built from the top down, this field contains the total package price.  The package will be charged as the entered price (the variable component price will be adjusted to ensure the total package price is charged)

Kitchen Screen: Checking the box for any of the following meal time options means the package will be available/shown on the Kitchen screen at the relevant meal time:

Breakfast (Available during Breakfast for the Kitchen Screen).

Lunch (Available during Lunch for the Kitchen Screen).

Dinner (Available during Dinner for the Kitchen Screen).

Breakfast (Available during Breakfast for the Kitchen Screen - next day).

Lunch (Available during Lunch for the Kitchen Screen - next day).

Note: If you make any adjustments on this tab you will NOT be able to make any adjustments on the other two tabs without saving your changes first.

 

 

From the Components tab, add new components or double click on existing components to modify the component price for the package associated with this stay record.

Package screen open to components tab showing romance package

NOTE: Changing the components and/or component prices on a "Top Down" package will only reduce the variable component price, since the package components need to build up to the total price.  In order to change the price that is charged to the guest with a Top Down package, you will need to change the total package price on the General tab.

Click on the "Add" button in the components section to add or edit the individual components that make up the package.

 

 

Package component screen for package on guest folio

Any Components already associated with the Package, and their price, will be displayed on the left side of the screen, with the right side containing the fields to add or edit more. Clicking on an entry on the left will display it on the right.

Description: This should be the name of the component.

This field is required.

Post Type: This is a drop-down menu of your available Post Types. Select one.

This field is required.

Price: Will be the default price (to the guest) for the component when selected for a package.

Cost: The cost to your property for providing this component.

Posting Type: This defines WHEN the revenue should post. Choose between "Post at the End of Day” vs. “Post at the Beginning of Day”:

An example of a “Beginning of Day” component would be a breakfast charge. A component defined as “Beginning of Day” will post on the following days’ revenue.

This field is required.

Charge Type: This defines how a charge is calculated. Choose between “by Room” vs. “Per Person”. When a component is set up to post “per room” the posting amount will be the same regardless of the number of adults/youths/children in the room. When a component is set up to post “per person” the posting amount will be the component price multiplied by the number of adults/youths/children in the room.

This field is required.

Allow Overcharge?: Allow this item to be overcharged? This box may be checked or unchecked.

If this box is checked it means that you are allowing for an overcharge of the package component WITHOUT the guest having to pay for it.  If the box is not checked (not allowing an overcharge) means that the guest pays the difference.

 For example if a room component for a package has been specified as $100.00 but the room cost (based on room rate and date of reservation) is actually $150.00; with "Allow Overcharge" checked, the guest only pays the $100.00 that is incorporated in the package.  If Allow Overcharge is NOT checked, the guest will be charged an additional $50.00 for the room outside of the $100 accounted for in the package.

Taxes are included in the price of this component?: This box may be checked or unchecked. If the box is checked, any applicable taxes are INCLUDED in the given price of this component.

Variable Component?: This Component price changes based on the sum of all other components minus the total package price. Only one variable component allowed per package. This box may be checked or unchecked, but may be checked only for ONE component in a Package.

This check box is used with a “Top Down” package.  With a “Top Down” package, the total package price is set and there is one variable priced component that will be adjusted based on the price of the other components.  The Variable component’s price will change to ensure that the total package price is what was entered in the Package Price field.  A Top down package requires that the total package price is entered and there is 1 variable component (typically the sleeping room component).

 

 

Package Link section screen

This is to show any links to separate, already set up Packages. For example, a dinner component. This means that whenever modifying a Package, instead of adding in all the individual Package components, you can add in a link to a Package which already has the separate components outlined in it.

Any Links already associated with the Package, and their price, will be displayed on the left side of the screen, with the right side containing the fields to add or edit more. Clicking on an entry on the left will display it on the right.

Package: Package for this Day. This is a drop-down menu of available options. Select one.

This field is required.

Nights Affected: How many nights of the Stay does this Package link affect? Select a number from the Drop-down list.

This field is required.

 

 

(if no dates then this package is available all the time).

Package Dates screen

This section shows the dates during the reservation that the Package is available (for example, the specific Package may be available on the first night, or last night, only). If this section is empty, there is no restriction on the Package.

For example, in a Dinner package, no Dates specified means that the guest can use the dinner package on any night they are staying.

 

 

If the room rate will change based on the number of people in the room, click on the Per Person Rate Adjustment tab.

Per PErson Adjustment tab of Packages for Folio screen

Click the Add button to add a additional charge based on the number of additional people in the room.  You can add as many occupancy/rates as needed.

Per Person Adjustment screen

This will open the Per Person Rate Adjustment screen.

Number Of Persons: By default it will show 1. Enter the number of persons associated with the Package.

This field is required.

Room Type: This is a drop-down menu of available room type options. Select one or leave this field blank; if omitted then this rate will be used for all room types.

Rate: Use this field to enter the Rate adjustment amount per person.

Use the Per Person Rate Adjustment to add or remove people from the Package and to allocate package charges between multiple people associated with the stay/package.

 

When you are finished making changes to the Package information, click Save to apply your changes to the Guest Stay. If you have accessed the Package information via the Reservations wizard, the summary screen will reflect the changes.

By default, the Posting Screen and guest statement show the total package price and not each individual component price.  The revenue will be distributed internally for reports, such as the Department Revenue Report, based on the post type/components that make up the package. However you can check the Show Package Detail checkbox to view the components and their prices that make up the package.

 

Date Updated June 10, 2021