1.2.4.1.1. Encoding a standard charge

The procedure for creating a standard charge is divided into different steps, as specified in the flow diagram at page Standard charges.
This section describes the first step: the setup of the code and of the basic characteristics of the service in question.
Videos showing the general procedure of the creation of a charge, summarising all the necessary steps, are available at section 1.2.5 How To & FAQ.
We are going to illustrate only the screen fields that are considered useful for this specific step, by neglecting those specified for the creation of packages or specific services for ‘atypical’ accommodation (Spa Treatments, Clubs, Camp Sites), and to which separated sections in this manual are dedicated.

1. Verify the already existing charges
   Before proceeding with any insertion operation, verify that no other code among those already existing has the characteristics or the requirements searched for. This type of preventive verification reduce the risk of creating more charge codes for the same service.

2. Click the insert button
   

3. Enter the charge code
   The code can be alphanumeric, with a maximum of 5 characters, without symbols nor special characters. If possible, use ‘mnemonic’ encoding, which is able to suggest to the user the service intended (MNBAR = MINIBAR, LAU = LAUNDRY).

4. Insert the charge description
   Describe the specification with which you wish to view the charge on the final bill of the guest. If necessary, this description can be manually modified by the user during the issuing of the bill.

5. Specify the VAT rate to be applied
   Select from the list the item suitable for the service or product intended.

6. Covers
   
   Select this field only if, for the code in question, you want to oblige the user to always specify the number of covers that have benefited from the service charged or, in the case of products, the units that have been sold for the amount typed.

7. Split
   
   Always tick the field for standard charges.

8. Associate the pertinent product Group
   Select the correct item from the value list displayed by pressing F9. For further information on the product categories and to know what they are for, see section 1.2.1 Product groups basic table.

9. Insert internal descriptive notes
   It is possible to add notes relating to the inserted charge that are for internal use and are useful for specifying the intended purposes or possible distinctive features.

10. Save the operation
    
    Click the button or press the F10 key.

11. Translate the charge item
    
    It is possible to translate all the encoded charge items into several languages; this is compulsory in order to be able to issue pro-forma bills that are adapted to the country of origin of the guest.

12. Specify the selling price
    This step will be described in detail in the next paragraph Attaching a new charge code to the pertaining hotel, and in particular in note 5.