Creating and editing a price list for an activities contracts

This topic explains how to create and edit price lists for activities contracts.

An activity price list is usually structured as follows:

1. Markets: Markets are used to define different rates for separate groups of travel agents or customers.

2. Seasons: The date range in which the price is valid. Activities can have multiple seasons throughout the year, which may correspond to the peak and off-peak seasons. These seasons can be broken into periods of several days, weeks, or months at a time.

3. Price levels: The price levels for activities are the different activity types, such as full day, half day, day admission, or evening admission.

4. Price components: There are two types of price components

   • Main: The main price component, such as Per Person, Per Adult, or Per Child.

   • Supplements: These can be extras added on to the ticket, such as an audio guide for a museum.

   The pricing of the price components can be built around either markup or commission, depending on your agreement with the activity supplier.

Activity main price components are selected by default when purchasing the service in the Reservations System. Therefore,  price components have to be defined precisely, and special attention should be paid to the Age definitions.

For each market, season and price level, you can define custom remarks which can be displayed on the voucher, Booking Details page, reservation, itinerary, during the booking process, or Only to B2E users. You can define that the remarks only be displayed in Reservations Systems in a specific language.

• How

This procedure follows the steps in Creating a new activities contract.

1. In the price list tree, in the Market Definition pane:

   

   1. If you want to change the market, in the Market field, select the market (by default this is All).

   2. in the Currency section, select the Net currency (supplier currency) and Gross currency (selling currency) of the activity service, and click Done.

      The net and gross selling currency codes are updated on the price list tree.

2. Select the Price List row.

   

3. In the Price List Definitions pane, define the cancellation fee policy for the activity.

   The cancellation fee can either be defined in the contract or in the Cancellation Fee Policy module, depending on your agreement with the supplier. If the supplier charges a cancellation fee, you need to define the cancellation fee in the contract. If markup is defined in the Markup Definitions module, when the cancellation fee is applied the profit margin is maintained. If the supplier does not charge a cancellation fee, you can choose to create a business rule in the Cancellation Fee Policy module for charging cancellation fees from customers. However, cancellation fees defined in the contract always overrule cancellation fee business rules. For more information, see Cancellation Fee Logic. If you are defining the cancellation fee in the Cancellation Fee Policy module, skip to step 4 (and ignore step 6). If you are defining the cancellation fee in the contract, you can enter a cancellation fee for the entire price list, or enter cancellation fees that apply to specific seasons. If you want to create a cancellation fee for a specific season, skip to step 6. Each cancellation fee policy can comprise up to four cancellation fee periods.

   In the Cancellation Fee Policy section:

   1. In the Value Definition columns enter either an amount or percentage.

   2. In the Cancellation Period Units columns enter the cancellation period.

      For example if the cancellation fee for cancelling up to five days in advance is 25%, in the Value Definition columns, enter 25 and select Percent, and in the Cancellation Period Units, enter 5 and select Day.

      To clear a cancellation fee policy, click Clear.

   3. If the cancellation fee is an amount and not a percent, you can apply it to all the passengers in the reservation, by selecting Per Person.

4. In the price list tree, right-click on the market, and select New Season.

   A new season is added to the price list.

   

5. In the Season Definition pane, in the Dates section enter the season dates, and click Done.

   A season name is automatically generated by the system based on the dates you enter.

   The season information is automatically updated on the price list tree.

   If you want to use your own season names, in the Season Name field, select a season name or create a new name, and then enter the season dates.

6. In the Early Bird Definitions section, you can define early bird reductions for booking the activity. You can define discounts for booking x days before the service start date, or for booking before a specific date.

1. To add a discount, click Click here to add a new definition

2. In the Unit column, select either Days before or Before date.

3. Depending on what you selected in step b, in the Value column, enter either the number of days before the service start date, or the date before the service start date, the discount should be applied.

4. In the Reduction column, enter the reduction percentage.

The reduction applies to the net to remit, supplier price and selling price. When amending the service start date, the new early bird reduction is calculated for the new start date using the original booking date. If there are multiple early bird reductions, the system will apply the definition defined for the greatest distance from the service start date. For example: The service start date is April 01. There are three Early Bird Definitions. Before March 01 - 5% Before February 01 - 10% 14 days before - 2% When booking the activity on February 15, the Before March 01 early bird reduction is applied. The reduction applies to the net to remit, supplier price and selling price.

7. In the Cancellation Fee Policy section, you can define up to four cancellation fee periods for the season. The same as the cancellation fee policy defined for the entire price list in step 3.

8. In the price list tree, right-click on the season and select New Price Level.

   A new price level is added to the price list. The price level includes the main and supplement price components that are defined in the default activities contract.

   

9. In the Price Level Definition pane, in the Price Level field, select a price level you defined for the activities contract, and click Done.

   If you did not create a price level in advance, you can create a new price level, by clicking <Add New Price Level...>.

   The price level information is automatically updated on the price list tree.

10. In the price-list tree, select a main price component.

    

    1. If you selected a default price component which you want to change, in the Price Component Definition pane, in the Price Component Field, select the price component.

       Any changes made to the price component, only apply to the contract, and do not affect the default settings saved in the system. If you did not create a price component in advance, you can create a new price component, by clicking <Add New Price Component...>

    2. In the Ages field, define the ages that apply to the price component.

       If there is a difference between a child price and an adult price, you need to define separate price components for each. The ages in each price component overlap. For example: Child 2-12 Adult 12-120 When a child turns 12, they will no longer be priced using the child component, and instead will be priced as an adult. All Main price components are selected by default. Therefore, it is important to define ages correctly. If in the example above the child had been defined as 2-15 both components would have been selected when making a reservation for a 14 year old.

    3. In the Prices & Nights table, enter the relevant prices:

       • Net: The supplier price of the activity price component

       • Gross: The selling price of the activity price component

       • The Published amount is updated automatically.

         If you are using the Markup Definitions module, you can leave the Gross field empty.

    4. In the Pax column enter the number of paying passengers which will make you eligible to receive a free passenger. This is primarily used for groups.

       • In the Pay column, enter the number of paying passengers that need to be purchased to be eligible for free passengers.

       • In the Free column, enter the number of free passengers that are offered if the amount in the Pay column is met.

       • If there is a limit, in the Max column, enter the maximum number of free passengers you can receive.

    5. If the price component is not calculated per person, clear per person (by default this is selected).

    6. Click Done.

11. If you have an additional main price component in the price list tree, select the main price component, and edit it according to the previous step. Otherwise, delete this price component.

12. If applicable, in the price list tree, select or create a supplement price component:

    

    1. In the Component Type field, select Supplement.

    2. If you selected a default price component which you want to change, in the price component, in the Price Component Definition pane, in the Price Component field, select the price component.

    3. In the Prices & Nights table, enter the relevant prices per day:

       • Net: The supplier price of the activities price component

       • Gross: The selling price of the activities price component

       • The Published amount is updated automatically.

         If you are using the Markup Definitions module, you can leave the Gross field empty.

    4. If the supplement is optional (the customer can choose to purchase it in addition to the main price component), clear the Default option.

    5. If the supplement can be quantified and is not on a per person basis, clear Per Person, and select Quantify.

    6. Click Done.

13. If you have an additional supplement price component, select the supplement price component, and edit it according to the previous step. Otherwise, delete this price component.

14. If you want to add additional markets, seasons, price levels or price components, right-click on the price-list tree, select the appropriate copy-paste option, and edit the level you created according to the previous steps.

    When copy-pasting price levels, the following message appears: If you want to reset the prices to 0 in the new price level click Yes. If you want to keep the old prices, click No.

15. A No sale season is a season in which the activity cannot be reserved. For example if certain dates have been closed off by the activity supplier for renovations. During this period the price list is not displayed in the Reservations System, and it is not possible to book the activity.

    To add a No sale season, in the price list tree, right-click on the market and select Add 'No Sale' Season.

    

    1. For each no sale period, click Click here to add a new date, and enter the No sale dates.

    2. Click OK.

       After the No Sale season is created, the existing seasons are updated to reflect the no sale dates, and an unpublished No Sale season is added to the price list.

16. Click Save

17. Continue to add allocations to the contract.

Related links

• Products - Contracts

• Creating a new activities contract