1.3.4.1. Encoding Traditional Contracts

The first type of contract that can be managed by Scrigno corresponds to Traditional contracts.
They include all those tariff plans in which the associated prices can be the same year-round or can vary according to the period of the stay. Any modification to the price carried out in such contracts appears on all the future reservations already inserted up to that moment.

As for the CONTRACTS basic table, we will specify which buttons and fields among those available are essential for encoding a traditional contract.

1. To proceed with the insertion of a New Contract
   Click the insert button.

2. Specify the Tariff Group in which to include the new contract
   Each contract must be included in one of the existing macro categories of rates.

3. Encoding a Contract Code
   Each contract must include an identification code. It cannot consist of more than 5 characters, alphanumeric.

4. Describe the New Contract
   All contracts include a brief description.
   

5. Specify if the Contract includes a Price per Room or per Person
   
   A contract can have only one quotation method: per room or per person; such specification activates different mechanisms for the calculation of the stay in the reservation.

6. Specify the favourite Display Order for the selected Contract
   Each contract is associated with a display order number, which has to be respected in the relating F9 list of values.

7. Specify the hotel Facility for which the contract must be valid
   All contracts can be applied only to one single hotel facility.

8. Link the range or the Calendar Dates of the Contract to the Contract (F9)
   
   Each contract cannot exist without a validity period linked to it. Such periods are defined as TIME RANGES in Scrigno, and the relating dates are specified in a basic table.
   For further information on this topic, see TIME RANGES AND PERIODS basic table.

9. Specify the Market segment the contract refers to (F9)
   Each contract presupposes a basic market of destination.
   Use the check box Binding only if the item selected for the Market field is the only one to be correct and pertaining to the contract in question.
   In the contract shown in the example picture, the selection of the binding field is useful for making sure that all the reservations including a HBED contract are always inserted with the market code ‘IL – Individual Leisure’ only.

10. Specify the basic Reservation channel the contract refers to (F9)
    Each contract presupposes an approximate reservation channel.

11. Specifications for Contracts referring to Complimentary Guests
    
    Select the check box only for the contracts reserved for Non-Paying Guests, also called Complimentary guests.

12. Specifications for Exclusive Contracts with Companies/Agencies
    
    Select the check box only if the contract in question has to be used only for incoming reservations from a specific company or agency.
    For further information, it is possible to consult section 2.1.3.2 Allotment of the manual.
    Users who try to use an Exclusive contract also for incoming reservations from companies or agencies different from those for which the contract has been drawn up are blocked by

13. Specifications for Contracts reserved only to Companies or Agencies, but not exclusive
    
    Select the check box only if the contract in question is reserved to companies and agencies in general, and not to direct individual guests. Users who try to apply a negotiated contract to direct individual reservations is blocked by the system with the following alert:

14. Contract information Notes
    For each contract, it is possible to write brief information notes, that can be viewed by users also in the reservation by clicking the/specified button shown next to the contract.

15. Contract Price valid for days
    
    The prices of a contract can be intended by night or by a certain number of nights (stay package).
    This specification enables, in the reservation, different mechanisms of estimate calculation.

16. Invoicing Type
    Scrigno contracts can include two different methods for charging the stay:

• ‘Daily’ method: The system charges every night the amount relating to the current stay date. Every night, the total amount charged on the customer bill corresponds to the production value of the room.
  If you wish this type of invoicing, leave the field ‘blank’, as shown in the following picture.
  
• ‘All at the check-in’ method: the system charges the total amount estimated for the whole stay already during the check-in.
  For reservations including contracts with ‘single charge at the check-in’, the total amount of the stay charged on the bill on a specific date never coincides with the room real production value registered by the system on that day.
  Frequently, in the presence of contracts including ‘Single charge at the check In’, there might be legitimate discrepancies between the total amounts appearing on the printouts relating to the ‘amount charged’ and those proposed by the printouts of ‘production’, as they calculate in different moments the total value of the same reservation: the amount charged quantifies the total revenue already during the first day; the room production, instead, is considered by relating date, and reaches the total amount charged only with the closure of the last night of stay.
  If you wish this type of invoicing, proceed as shown in the following picture.