To set up shift allowances
Shift allowances are used to absorb a portion of a guest's charge when a rate includes a specific allowance, such as in Dinner, Bed, and Breakfast packages. Any amount exceeding the allowance is charged to the guest's bill.
To set up shift allowances, follow the steps below:
Step 1 - Ini Settings Configuration
Navigate to: System, Ini Settings, then Shift Allowances
Number of Shifts: Set up typically 4 shifts to cover all meal periods:
Breakfast
Lunch
Dinner
Night
Shift Number: Specify the shift number for each period. This number identifies which shift allowance is applied during that period.
Default Unused Allowance Code: Choose an analysis code to post any unused portion of the allowance.
Example: If the allowance is £30 but only £25 is spent, decide where the remaining £5 is allocated - e.g., back to Accommodation or a dedicated Unused Allowance code.
Default Product Loss Code: Select an analysis code for any difference between the product value and the maximum shift allowance.
Example: If the product value is £30, but the shift allowance is £35, allocate the £5 difference to a Product Loss code.
Analyse Unused Shift Allowances: Tick this box if you want the system to track and post unused allowances to the analysis code selected.
Append to Description: Append details to descriptions of external postings that have utilised the allowance. This helps in reporting.
List of Next Day’s Shift Numbers: Allows you to apply allowances the day after the rate plan is posted (useful for breakfast included in the previous night's rate).
Refund Shift Allowances: Enable this to refund allowances if a refund is processed from the till. Whole refunds are recommended over partial ones.
Shift Allowances on Upsells: Enable this to allow shift allowances to work on standalone product upsells.
Step 2 - Product Configuration
Navigate to: System Menu, Rates, then Products
When you create a product – the Shift Allowance section will need to be completed for the product/s that will be the inclusive product with an allowance. You will also need to amend the posting mode on the product should you require this.
Shift Number: Select the shift that the product is associated with.
Shift Allowance: Set the allowance amount for the product.
Unused Allowance Code: Define where to post any unused portion of the allowance if the till charge is less than the allowance.
Restricted Analysis Code: List the till codes that can be accepted for posting on this product.
Product Loss Code: Assign where the difference between the product value and the shift allowance will be posted.
Step 3 - Product Rule Configuration
Navigate to: System Menu, Rates, then Product Rules.
Create a Product Rule: When setting up a rule, select the product that includes the shift allowance. The allowance details will appear automatically.
Custom Allowance: If needed, select "Custom" to modify the allowance amount or shift for this specific rule. This will override the product's default settings.
Examples of Shift Allowances in Action
1. Unused Shift Allowance:
If the "Analyse Unused Shift Allowance" option is enabled:
Example: A guest has a £20 dinner allowance, but no charges are posted from the till. The system will refund the full £20 to the unused allowance analysis code (e.g., UNUSED_ALLOW).
Partial Usage: If only £15 of the £20 allowance is used, the remaining £5 will be refunded and posted to the unused allowance analysis code.
2. Product Loss:
Scenario:
Product Value: £20
Shift Allowance: £30
The system will post £20 to the product analysis code (e.g., PROD_DINNER) and the remaining £10 to the product loss analysis code (e.g., PROD_LOSS).
Guest Charges: Any amount exceeding the £30 allowance will be added to the guest’s bill.
No Product Loss:
If the product value and the shift allowance are identical, no product loss will be recorded.
📌Note: This setup ensures that the Shift Allowances feature functions optimally, accurately reflecting guest charges and providing clear reporting on any unused allowances or product losses.