How to Create Supplier Rate Video

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How to Create Supplier Rates Training Video

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Overview

The Rates screen allows users to define and control the costs and pricing associated with a service. Unlike Supplier Services, which are restricted to a single start and end date, the Supplier Rates screen enables users to create multiple rate periods.

This functionality provides flexibility to:

• Configure pricing based on different timeframes

• Set rates according to booking dates and departure dates

• Manage seasonal or promotional pricing with greater precision

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The structure of suppliers, services and rates would look something like the below.    

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Similar to Supplier Services, users can access the supplier rates by using either the tab options, by selecting the navigation icon or by using the right click option.  

Rates Overview

Date and Rate Period Management:

Similar to Supplier Services, users have the ability to manage both departure dates and book dates within the Supplier Rates screen. This flexibility allows users to define multiple rate periods in alignment with varying supplier contracts.

A supplier may offer different pricing for:

• Summer travel

• Holiday periods

To accommodate this, Softrip allows users to enter distinct rate periods for each travel window.
Users do not need to manually enter each rate period. Instead, they can right-click on an existing rate and select "Copy as New" to quickly generate a duplicate rate period—saving time and ensuring consistency across rate structures.

This streamlined approach enables accurate and efficient rate setup, supporting a variety of seasonal or promotional pricing models.

Rates From and To Dates

The beginning and end date of the period in which these rates are applicable.

Begin Book From and To Dates

The beginning booking date of the period in which these rates are applicable. If both booking dates are left blank, rates will be applicable for all booking dates.

Weekdays

Similar to the Supplier Services screen, users can control:

• The days of the week the rate is applicable

• The required arrival day

• The stay-over days necessary for passengers to qualify for the rate

Examples of Use:

• If a rate is only applicable for Fridays, Saturdays, and Sundays, users can either:

  • Enter a numerical value (e.g., 6 7 1), or

  • Select days from the Monday–Sunday drop-down menu

• If passengers must stay over both Saturday and Sunday to receive the rate, users can enter the required stay-over days using the numerical format.

• If the arrival day must be a Monday, users can:

  • Enter the numerical value 2, or

  • Select "Monday" from the drop-down list

Day-to-Number Mapping:

• 1 = Sunday

• 2 = Monday

• 3 = Tuesday

• 4 = Wednesday

• 5 = Thursday

• 6 = Friday

• 7 = Saturday

Note: Leave the field blank if the rate applies to all days of the week.
Important: Do not use commas between the numbers.
Correct Format Example: 1245 (applies on Sunday, Monday, Wednesday, and Thursday)

Entering Costs and Prices

Users have the flexibility to enter either supplier costs or supplier prices within the Supplier Rates screen. Once users access this screen through Supplier Services, the associated designations (or "desigs") will automatically populate.

If costs are entered, the system will apply a mark-up when the service is priced through the Reservations module. This mark-up is pulled directly from the applicable Pricing Profile, ensuring consistency in how prices are calculated for the customer.

Conversely, if a price is entered into the Supplier Rates screen (instead of a cost), no mark-up will be applied, as the price is considered final.

All values entered—whether cost or price—are calculated per person, per night.

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Cost

Cost amount to be paid to the supplier. If entering Cost + ##% it will add that percentage to the cost. Ex: 100+10% would set the cost to 110

Tax (Cost Tax)

The tax amount to be paid to the supplier. Is computed using the Cost Tax Rate field.

Price

Commissionable price to the customer (unless MaxComm=0). If you are doing package pricing and List Package pricing, leave this field empty. In doing so, Softrip pricing engine will set the price of the service based on the Product Pricing Profile markup and or Dates and Prices set in the Product.

Price Tax

Commissionable price to the customer (unless MaxComm=0). The tax entered in this section, will reflect on the reservation during the shop process.

VAT Code

In some cases during a specific period, a supplier will limit the days on which a passenger may arrive.

Child Age

Child rates are applied based on the age of the child and are only relevant for Per Person services that accommodate multiple passengers, such as Hotels, Cruises, and M1–M4 Transfers. These rates should only be configured when the cost for a child differs from the cost of an adult.

When setting up child rates, users must enter the maximum age for each child rate tier—only one number per field. The system will automatically calculate the age range based on the sequence of values provided.:

Example

• If "3" is entered in the first ChildAge box, that rate will apply to children aged 0–3.

• If "7" is entered in the second box, that rate will apply to children aged 4–7.

• If "11" is entered in the third box, that rate will apply to children aged 8–11.

This tiered approach ensures that each age group is charged appropriately, based on the cost structure set by the supplier

Free with Adult

If loaded as a single number, that number indicates the number of free children when booked with at least one adult. If loaded as a comma-separated list, indicates the index of free children in a room.

Example

• "2" - First two children are free

• "1" - First child is free

• "0,2" - Second child is free. First child pays child rate, children after the second one pay child rate

• "2,3" - Second and third child are free. First child pays child rate, children after the third one pay child rate

Comments and Message/Cost Code

When entering rates in the Supplier Rates screen, users have the option to add special “comments.” These fields are typically used to record internal notes related to the rate, such as clarification on its purpose or conditions and are not visible externally.

In addition, users can apply message/cost codes, which are primarily intended for use within packages and tours. These codes play an important role when managing rates that include supplier promotions or discounted pricing.

Often, when a supplier provides a contract that includes special promotions or discounted rates, those terms are already factored into the rates sent to the tour operator. When entering these rates into the system, users should assign the corresponding message/cost code. This ensures that any reservation booked during the promotional period and benefiting from those discounts is correctly tracked and reported back to the supplier.

Voucher Notes:

Voucher notes specific to this rate period. This text will be APPENDED to the service's voucher notes.

Rate Types

The type of Rate that this record is. Actual = All costs and prices are the actual negotiated rates. Estimated = All costs and prices are estimated and not confirmed.

Cost Currency (Cost Curr.)

The Currency that the Costs should be loaded in. Note: Prices should be loaded in the Selling currency!

Must Stay Over

When the supplier requires that the passenger stay over specific nights, enter the days of the week required. Ex: (67) indicates that the passenger must stay over Friday and Saturday. 67, without (), indicates that the client must stay over Friday OR Saturday in order to get these rates.

Passenger Ranges (Pax Range)

Users can define passenger ranges by entering values in the Pax Range field. This functionality specifies the number of passengers for which a given rate is valid.

For example, entering a range of 11–15 indicates that the rate applies only when there are between 11 and 15 passengers. If no range is provided, the rate will be considered valid for any number of passengers.

This feature is commonly used for groups and tours, where pricing may vary by group size. However, passenger ranges and related rate logic can also be configured within Product Management, offering flexible pricing control across different modules.

Commission Values

The Softrip system offers users flexible options to configure commission values, which are applied when paying commissions to customers or travel agents.

Commission values can be controlled in the following areas:

• Marketing Commissions

• Product Pricing Profiles

• Product Supplier Rates

When multiple commission values are configured across these areas, Softrip will apply the lowest commission value to ensure compliance with business rules and contractual agreements.

This tiered structure provides users with granular control over how commissions are allocated across different booking and pricing scenarios.

Example

Softrip Travel Agency has a default commission value of 15% for all services, as defined under Marketing Commissions.

However, there are more specific commission limits applied elsewhere:

• The Las Vegas hotel list has a 12% maximum commission set in the Pricing Profile.

• The Standard Room at Harry’s Hotel in Las Vegas has a 5% maximum commission defined in the Supplier Rates.

   

Scenarios:
Booking a Standard Room at Harry’s Hotel in Las Vegas
➤ Commission Applied: 5%
(The lowest of the three applicable values—Marketing, Pricing Profile, and Supplier Rates—is used.)

Booking a Suite Room at Harry’s Hotel in Las Vegas
➤ Commission Applied: 12%
(No specific commission is defined at the Supplier Rate level for the Suite, so the Pricing Profile value is used.)

Booking at a destination other than Las Vegas
➤ Commission Applied: 15%
(Only the Marketing Commissions default applies in this case.)

Additional Fees

In addition to entering supplier costs or prices, users have the ability to input additional values such as fees per night and taxes per night. These values are automatically factored into the total cost when services are priced and bookings are created, ensuring a more accurate and complete pricing structure.

One Time Fee Per Room (1-Time Fee/Rm)

Applicable to hotel services only, this setting allows users to apply a one-time fee to the total price of the stay when the service is calculated for the entire duration.

Users can also specify a one-time fee per room by entering values in the format cost/price.

Example:
3/5 = $3 added to cost, and $5 added to price.

This ensures both the cost and selling price reflect accurate room-level charges beyond nightly rates.

One Time Fee Per Person (1-Time Fee/Pers)

Applicable to hotel services only, this option allows users to apply a one-time fee per person when calculating the total price for the entire stay.

Similar to the one-time fee per room, users can add values for both cost and price by entering them in the format cost/price.

Example:
4/8 = $4 added to cost, and $8 added to price per person.

This ensures pricing accurately reflects fixed per-person charges in addition to nightly or room-based rates.

Maximum Commission Percentage (Max. Comm %)

This can set a limit on the maximum commission paid on this rate. A 0 or Blank field would default to the clients commission structure. A (-1) will render the service non-commissionable.

Minimum Night Required (Min Night Req)

At certain periods of the year, supplier may require a minimum stay. Enter number of nights required.

Fees Per Night

Applicable to hotel services only.  The fee per night will be calculated after the markup value is applied from the product pricing profiles.

Users have a few input options in order to control the pricing output.

Example

• Enter 15 to add $15 to the price only.

• Enter 15/20 to add $15 to the cost, $20 to the price. 

• Enter PR:15 only if the service is set to price as per person and the fee is a nightly rate. 

• Setting PR:15 ensures that even though the service is set to per person, $15 is applied to the nightly price. 

Taxes Per Night (Tax/Night)

A yes or no value only, will tax the per night fee, pulling the tax value entered under the cost and price tax rates.  

Cost and Price Tax Rate Formulas

Below is an overview of how the formulas users will use to enter the cost and price tax rates.

Cost Tax Rate/Price Tax Rate Fields

Tax may be entered as a formula to be computed from the cost field or can be entered as a total amount.

Cost Tax Rate:

Tax can be entered either as a fixed amount or as a formula calculated from the cost field.

• To enter a fixed tax amount, simply input a number.
  Example: 15 = $15 tax.

• To enter a percentage-based tax, use the format ##%.
  Example: 15% = 15% of the gross cost.

• To add a combination of percentage and fixed amount, use the format ##%+##.
  Example: 15%+10 = 15% of the cost plus $10.

By default, the formula will calculate tax based on the gross cost.

Net vs. Gross Cost Calculations

• To calculate tax based on net cost (Cost × Supplier Commission Percent), prefix the formula with N:
  Example: N:15%+10

• To explicitly calculate based on gross cost, prefix the formula with G:
  Example: G:15%+10

If no prefix is provided, the system defaults to gross cost.

Adding the Tax to the Cost Field

To apply the calculated tax directly to the cost, use the formula:
C = C + [TaxFormula]

Examples:

• C = C + 7% → Adds 7% of the cost as tax.

• C = C + 10 → Adds a flat $10 to the cost.

This formula ensures the tax is automatically included in all relevant cost fields.

Tax/Night

Tax the Per Night Fee? (Y/N).

Nightly Fees for Hotel (HTL) Services

When calculating the total price for the entire stay, a nightly fee can be applied. This is applicable to hotel services only.

Fee Entry Formats

You may enter the nightly fee using one of the following formats:

1. Cost and Price Format
   Enter the fee as: Cost/Price
   Example: 15/20 → Adds $15 to the cost and $20 to the price per night.

2. Price Only Format
   Enter a single value to apply only to the price.
   Example: 20 → Adds $20 to the price per night.

Per Person Nightly Fees

If the service is priced per person and the fee is charged per night, prefix your entry with:

• PR:
  Example: PR:10 → Adds $10 per person per night to the price.

Supplier Commission Percentage (Sup. Com. Per)

This field is used to define the percentage applied to calculate the Net Cost for the service.

• If left blank, the cost values entered below are assumed to be Net Costs.

• To indicate Gross Cost input, prefix the percentage with a G.
  Example: G10% → The system will treat the cost as Gross and will not calculate a Net Cost for this service.

• To include taxes in the commission calculation, append +TAX to the end of the percentage.
  Example: 10%+TAX or G10%+TAX

Free Quantity (Free Quant.)

This field defines the formula used to identify any free units (frees) provided by the supplier.

Accepted Formats:

• Passenger-Based Frees:
  20P-1AA, 40P-2AA
  → This means: 1 half-twin free for every 20 passengers, and 2 half-twin frees for every 40 passengers.

• Room-Based Frees:
  10R-1AA, 20R-2AA
  → This means: 1 half-twin free for every 10 rooms, and 2 half-twin frees for every 20 rooms.

Free Nights

This field allows users to enter a formula that defines free night promotions offered by the supplier. The formula specifies which nights are free based on the duration of the stay.

Format Examples:

• 4-1, 7-4/7
  → For a 4-night stay, the 1st night is free.
  → For a 7-night stay, the 4th and 7th nights are free.

• 4(67)-1
  → If a guest checks in on Friday (6) or Saturday (7) and stays 4 nights, the 1st night will be free.

Multiple Promotions:

If there are different promotions for different durations, each must be entered.
For example:

• 3-1, 6-1/2
  → 1 free night for a 3-night stay and 2 free nights for a 6-night stay.

Tax Considerations:

If taxes still apply to free nights, append +TAX to the formula:

• 4-1+TAX → 1 free night for a 4-night stay, but tax is still charged on the free night.

Rate Period Requirement:

If the entire stay must fall within a defined rate period, append ^PD to the formula:

• 4-1^PD → 1 free night for a 4-night stay only if all 4 nights are within the rate period.This field allows users to enter a formula that defines free night promotions offered by the supplier. The formula specifies which nights are free based on the duration of the stay.

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