Packages Troubleshooting

Packages Troubleshooting provides an analysis of a variety of package configurations and how these different scenarios will affect the data stored in the financial tables. Not all scenarios have been described. Rather an overview of those most commonly package configurations in the Asia Pacific Region. This topic is intended for Installers and Support technicians with a good familiarity with the OPERA PMS application.

The following terms are used.

Guest Account Debit (GAD). These are amounts the guest has consumed. For example, Rooms Revenue, F&B, Paid Outs, Taxes etc. GAD transactions appear on the guest folio and from within the billing screen, guest account. Guest Account Debits are Revenue-generating transaction types also known as Consumption or Sale items.

Guest Account Credit (GAC). These are usually payments applied to the guest account, for example, Cash, Mastercard, and Visa. GAC transactions appear on the guest folio and from within the billing screen, guest account. A GAC transaction is also called a Payment type transaction.

Package Debit (PDR). Whenever a guest purchases a package, these are the amounts internally posted to that account that are owed to the guest. For example, a package of 250.00 inclusive of a breakfast would generate an internal charge of $200 for Room and $50.00 for breakfast into PDR. PDR transactions are internal transactions only and not seen in the application. PDR transactions are also considered Consumption or Sale transactions just like Guest Account Debit.

Package Credit (PCR). Whenever a guest purchases a package, these are the amounts posted by the system whenever a package amount is consumed. If the amounts are not consumed then the system will post a package profit. PCR transactions are internal transactions only and usually not seen in the application.

Item Price. This is the cost of the package to the property. The system will reference this amount when posting allowances for the package.

Allowance (Amount). This is the maximum allowance given to the guest for that package. OPERA will refer to both the item price and allowance when posting packages. The system will post a package loss when the consumed amount is larger than the item price but less than the allowance. Once the amount posted is greater than the allowance, then OPERA will charge the extra amount to the guest as an Overage.

Product. This is the code that has been defined for that package. Each package uses a unique code.

Transaction Code Configuration

Following are print screens of the transactions codes used during this analysis.

The Tax Inclusive/Exclusive checkbox is irrelevant for this wrapper code. There must not be generates on the wrapper code. The purpose of the wrapper is as a system code used to post the package rate amount. It is not revenue and should not be configured as such.

Note: All scenarios are based on one person in the room.

CASE 1: Accommodation including breakfast, partially consumed

Package Amount: $200.00

Allowance: $50.00

Item Price: $25.00

In this example, we have created an inclusive rate of $200.00 that included breakfast to the value of $25.00 per person. Internally we have given an allowance of up to $50.00, which the guest can use but is unaware of this amount. The guest went to the breakfast outlet and consumed $24.00 worth of F&B.

Reservation Information

Arrival: 01-Mar-2003

Departure: 02-Mar-2003

Rate Code: 2NTSBRK

Package Rate: 200.00

Pax: 1

Rate Code Configuration

Package Configuration

On the End of Day Sequence of March 1, the 200.00 package charge is applied to the guest account and a next day allowance of $25.00 is posted to the Package Ledger. The guest consumes breakfast on March 2 and a POS charge of $24.00 is debited against the guest account. OPERA will then offset this charge against the allowance that was generated during the End of Day Sequence. In this scenario an internal package profit is posted.

In the financial_transactions table, the result is as follows:

Trx_date	Trx_code	GAD	GAC	PDR	PCR	Product	Reference
01-mar	1100				175.00		[NA Pkg. Trx]
01-mar	1100	200.00					[NA Pkg. Trx]
01-mar	1000			175.00			[NA Room]
01-mar	8000						[Add: 10%(B)]
02-mar	2100				25.00	AUSBRK	[NA Pkgs.NEXTDAY.AUSBRK]
02-mar	2100			24.00			#CHECK 111 POS charge
02-mar	8000						[Add: 10%(B)]
02-mar	9000		200.00
02-mar	1050			1.00			[Pkg. Profit Price=>25.00 Consumption=>24.00]
Totals		200.00	200.00	200.00	200.00

Q: When is the 1050 posted?

A: The transaction code 1050 is posted at checkout time because the guest was departing on March 2 (1-night stay). It is a result of the next day allowance on the package posted during the End of Day Sequence that the guest partially consumed. If the guest were staying two nights or more, it would have posted during the audit of March 2.

Package Allowances are either posted at check-in or during the End of Day Sequence. Reconciliation of the package allowance happens at either End of Day Sequence or check-out. If an allowance is set for Post Next Day, the concept of business date (current date) and transaction date comes into play in the financial_transactions table. The business date and transaction date are usually the same date unless it is a Post Next Day package. These transactions use the trx_date field to determine when the posting is supposed to take place even though the allowance may be posted on a previous date (arrival date). A floating allowance can only be reconciled at check-out time as that is the only time we can be 100% sure that a package was consumed completely or not.

Note: The Effective Package Ledger looks at the business date of the transaction. Package Ledger looks at the transaction date of the transaction.

Q: What values should there be for 8000 Tax; these rows are empty (tax inclusive)?

A: Yes in this case they are tax inclusive but we do display them in other columns in the financial_transactions table such as trx_amt and net_amt. They just aren't on the chart above because they are internal although we do use them on the gstfolio as appropriate.

Q: Which of these transactions is regarded as revenue and which are internal/non revenue posting?

A: The table that shows the configuration of the transaction codes is called trx_codes. Within the table there is a column called tc_transaction_type which is an indicator per transaction of its classification, meaning:

C = Consumption or Sales
FC = Payments
PK = Packages.

For Accounting purposes:

Items classified as Consumption or Sales are Revenue generating transactions also called Debits.
Items classified as Payments are considered Credits.
Packages are considered Revenue generating so therefore they are considered Debits.

You will see these same indicators within the financial_transactions table under the column name called FT_Subtype. These will affect both the Guest Account Debit (GAD) and the Guest Account Credit (GAC).

In this scenario the guest spent $24.00 for breakfast. The allowance was up to $50.00 but the item price was $25.00. OPERA posted a Package Profit of $1.00 in this case.

An example of the Package Ledger part of the Trial Balance for this reservation would look as follows:

Note: The opening balance amount is an example.

Package Ledger

Opening Balance 100.00

Balance from 28-FEB	680.00	580.00
Postings for 01-MAR:	Debit	Credit
1000 Accommodation	175.00
1100 Package Charge		175.00
2100 Restaurant Breakfast
8000 Goods & Services Tax
Total	175.00	175.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from 01-MAR	680.00	580.00
Postings for 02- MAR:	Debit	Credit
1000 Accommodation
1100 Package Charge
2100 Restaurant Breakfast	25.00	25.00
8000 Goods & Services Tax
Total	25.00	25.00

Closing Balance 100.00

CASE 2: Accommodation including breakfast, POS consumption

Package Amount: $200.00

Allowance: $50.00

Item Price: $25.00

Reservation Setup

Arrival: March 1, 2003

Departure: March 2, 2003

Rate Code: 2NTSBRK

Package Rate: 200.00

Pax: 1

Rate Code Setup

Package Setup

On the End of Day Sequence of March 1, the $200.00 room charge is applied to the guest and a next day allowance of $25.00 is created internally by the system. The guest goes to the breakfast outlet on March 2 and a POS charge of $25.00 is debited against the guest account. OPERA will then apply this charge against the allowance that was generated during the End of Day Sequence.

In this scenario the guest spent $25.00 for breakfast, which matched the allowed consumption. The system did not post any package profit or loss. The charge from the POS was totally consumed against the allowance.

An example of the Package Ledger part of the Trial Balance for this reservation would look as such:

Note: Opening balance amount is an example.

Package Ledger

Opening Balance 100.00

Balance from Feb 28	680.00	580.00
Postings for March 1	Debit	Credit
1000 Accommodation	175.00
1100 Package Charge		175.00
2100 Restaurant Breakfast
8000 Goods & Services Tax
Total	175.00	175.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from March 1	680.00	580.00
Postings for March 2	Debit	Credit
1000 Accommodation
1100 Package Charge
2100 Restaurant Breakfast	25.00	25.00
8000 Goods & Services Tax
Total	25.00	25.00

Closing Balance 100.00

CASE 3: Accommodation including breakfast, over consumption

Accommodation: $200.00 Inclusive

Allowance: $50.00

Item Price: $25.00

Reservation

Arrival: February 27, 2003

Departure: February 28, 2003

Rate Code: CROWN

Room Rate: 200.00

Pax: 1

Rate Code Configuration

Package Setup

On the End of Day Sequence of February 27, the $200.00 room charge is applied to the guest and a next day credit for the item price of $25.00 is created internally by the system. The guest goes to the breakfast outlet on February 28 and a POS charge of $35.00 is debited against the guest account. OPERA will then apply this charge against the allowance that was generated during the End of Day Sequence. The resultant is that the item price was exceeded, but the allowance wasn't. The guest doesn't have to pay the extra $10.00 at the F&B outlet. Internally, the property accepts a package loss and accordingly we post to this transaction code configured for package loss. This is classified as a Package Loss. Usually in this case the property will pay the F&B outlet the difference.

The guest account would appear from cashier billing as follows:

An example of the Package Ledger part of the Trial Balance for this reservation would look as follows:

Note: Opening balance amount is an example.

Package Ledger

Opening Balance 100.00

Balance from Feb 27		680.00		580.00
Postings for Feb 28	Debit		Credit
1000 Accommodation		175.00
1051 Package Loss
1100 Package Charge				175.00
2100 Restaurant Breakfast
8000 Goods & Services Tax
Total		175.00		175.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from Feb 28		680.00		580.00
Postings for March 1	Debit		Credit
1000 Accommodation
1051 Package Loss	-10.00
1100 Package Charge
2100 Restaurant Breakfast	35.00	25.00
8000 Goods & Services Tax
Total	25.00	25.00

Closing Balance 100.00

CASE 4: Accommodation including breakfast, not consumed

Accommodation: $200.00

Allowance: $50.00

Item Price: $25.00

In this example, we have created an inclusive rate of $200.00 that included breakfast to the value of $25.00 per person. Internally we have given an allowance of up to $50.00, which the guest can use but is unaware of this amount. The flight was a red eye so the guest didn't have the time to have breakfast.

Rate Code Setup

Package Setup

On the End of Day Sequence of March 1, the $200.00 room charge is applied to the guest and a next day allowance of $25.00 is created internally by the system. As the guest did not consume anything at breakfast and OPERA had generated an allowance for the next day of $25.00, internally the system will post a package profit of $25.00. In the table financial_transactions, the result is as follows:

Trx_date	Trx_code	GAD	GAC	PDR	PCR	Product	Reference
March 1	1100				175.00		[NA Pkg. Trx]
March 1	1100	200.00					[NA Pkg. Trx]
March 1	1000			175.00			[NA Room]
March 1	8000						[Add: 10%(B)]
March 1	2100				25.00	AUSBRK	[NA Pkgs.NEXTDAY.AUSBRK]
March 2	8000						[Add: 10%(B)]
March 2	9000		200.00
March 2	1050			25.00			[Pkg. Profit Price=>25.00 Consumption=>0.00]
Totals		200.00	200.00	200.00	200.00

An example of the Package Ledger part of the Trial Balance for this reservation would look as follows:

Note: Opening balance amount is an example.

Package Ledger

Opening Balance 100.00

Balance from Feb 28		680.00		580.00
Postings for March 1	Debit		Credit
1000 Accommodation		175.00
1050 Package Profit
1100 Package Charge				175.00
2100 Restaurant Breakfast
8000 Goods & Services Tax
Total		175.00		175.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from March 1		680.00		580.00
Postings for March 2	Debit		Credit
1000 Accommodation
1050 Package Profit		25.00		25.00
1100 Package Charge
2100 Restaurant Breakfast
8000 Goods & Services Tax
Total		25.00		25.00

Closing Balance 100.00

CASE 5: Accommodation, dinner and champagne, 1 night stay

Accommodation: $290.00 Inclusive

Dinner: $70.00 Allowance

Champagne: $20.00 Allowance

In this example, we have created an inclusive rate of $290.00 that includes a bottle of champagne worth $20.00 on arrival and a dinner allowance of $70.00 that posts every night. Internally we have given an allowance of up to $20.00 for champagne flat rate to post on arrival, and post a $70.00 allowance per adult for dinner for each night of the stay. The configuration is:

Reservation Details

Arrival: February 21, 2003

Departure: February 22, 2003

Rate Code: DINCHAMP

Adults: 1

Rate Code Configuration

Package Setup

During the End of Day Sequence the system posted the package amount of $290.00 to the guest bill as a package charge. Internally we did the following:

February 21. At check-in the system generated an internal posting to PCR being the $70.00 dinner allowance for that night. The transaction with reference [Pkgs.@Chkin/NA]
February 21. During NA the system internally posted 200.00 to PCR being the room component of the package. This charge is not seen on the account.
February 21. NA internally posts the consumption for Room to PDR
February 21. NA internally posts the allowance of 20.00 to PCR for Champagne
February 21. A charge of 125.50 is posted from the interface. $70.00 is consumed against the allowance. An overage of 55.50 is posted to GAD.
February 22. A payment is made of 345.50, which is posted to GCR.
February 22. At check-out package profit of 20.00 (PDR) is posted internally as the guest did not consume the champagne.

Q: Wouldn't the allowance for champagne be created on check-in rather than during the End of Day Sequence?

A: No, it is a Post Next Day package so the allowance will be created in the End of Day Sequence.

Date	Trx Code	GAD	GAC	PDR	PCR	Product	Reference
Feb 21	1100	290.00					[NA Pkg. Trx]
Feb 21	2120				70.00	DIN	[Pkgs.@Chkin/NA]
Feb 21	1100				200.00		[NA Pkg. Trx]
Feb 21	1000			200.00			[NA Room]
Feb 21	8000						[Add: 10%(B)]
Feb 21	4000				20.00		[NA Pkgs.NEXTDAY.CHAMP]
Feb 21	2120			70.00		DIN	POS charge of 125.50
Feb 21	8000						[Add: 10%(B)]
Feb 21	2120	55.50				DIN	[Overage]
Feb 21	8000						[Add: 10%(B)]
Feb 22	9000		345.50				Cash Payment
Feb 22	1050			20.00		CHAMP	[Pkg. Profit Price=>20.00 Consumption=>.00]
Feb 22	8000						[Add: 10%(B)]
Totals		345.50	345.50	290.00	290.00

The guest bill will look like this:

An example of the Package Ledger part of the Trial Balance for this reservation would look as follows:

Note: Opening balance amount is an example.

Package Ledger

Opening Balance 100.00

Balance from Feb 20		680.00		580.00
Postings for Feb 21	Debit		Credit
1000 Accommodation		200.00
1050 Package Profit
1100 Package Charge				200.00
2120 Restaurant Dinner	70.00	70.00
4000 Champagne		20.00
8000 Goods & Services Tax
Total	270.00	290.00

Closing Balance 80.00

Package Ledger

Opening Balance 80.00

Balance from March 1		680.00		580.00
Postings for March 2	Debit		Credit
1000 Accommodation
1050 Package Profit		20.00
1100 Package Charge
2120 Restaurant Dinner
4000 Champagne
8000 Goods & Services Tax
Total		20.00		00.00

Closing Balance 100.00

CASE 6: Accommodation 3 nights, 1 dinner, champagne on arrival night only

Accommodation: $290.00 Inclusive

Dinner: $70.00 Floating allowance consumed on final night, flat rate

Champagne $20.00 Arrival night allowance, flat rate

Arrival: 24-Feb-03

Departure: 27-Feb-03

Rate Code: 3DAYDINNER

Adults: 1

Rate Code Configuration

Package Setup

Date	Trx Code	GAD	GAC	PDR	PCR	Product	Reference
24-Feb	4000				20.00	CHAMP	[Pkgs.@Chkin/NA]
24-Feb	1100				270.00		[NA Pkg. Trx]
24-Feb	1100	290.00					[NA Pkg. Trx]
24-Feb	1000			270.00			[NA Room]
24-Feb	8000						[Add: 10%(B)]
24-Feb	1050			20.00		CHAMP	[Pkg. Profit Price=>20.00 Consumption=>.00]
24-Feb	8000					CHAMP	[Add: 10%(B)]
25-Feb	1100				290.00		[NA Pkg. Trx]
25-Feb	1100	290.00					[NA Pkg. Trx]
25-Feb	1000			290.00			[NA Room]
25-Feb	8000						[Add: 10%(B)]
26-Feb	2120				70.00	DINLASTN	[Pkgs.@Chkin/NA]
26-Feb	2120			70.00		DINLASTN
26-Feb	8000						[Add: 10%(B)]
26-Feb	2120	86.00					[Overage] (146.00 posted from POS)
26-Feb	8000						[Add: 10%(B)]
26-Feb	1100				220.00		[NA Pkg. Trx]
26-Feb	1100	290.00					[NA Pkg. Trx]
26-Feb	1000			220.00			[NA Room]
26-Feb	8000						[Add: 10%(B)]
27-Feb	9000		956.00				Cash Payment
Total		956.00	956.00	870.00	870.00

Q: If the allowance for dinner were a floating allowance, wouldn't it be created on check-in like the other allowances?

A: No, The allowance is dynamically retrieved at the time of consumption and that information is not stored in the financial_transaction table. The allowance is posted at the time the package is consumed. If the floating package is not consumed during the stay, it is posted at checkout and considered package profit.

In this example, upon check-in the system generated the internal package credit for $20.00 being for champagne consumption. The butler forgot to take the bottle to the room so the property made a package profit. The system posted $20.00 to package debit to show this.

24-Feb. At check-in the system posted 20.00 (PCR). This is an allowance owed to the guest.
24-Feb. During Night Audit, the system posted 270.00 to PCR, which is the room component of the package.
24-Feb. During Night Audit, the system posts to 290.00 to PDR, which is the consumption of the package for that day.
24-Feb. NA posted a 20.00 (PDR) to package profit as the butler forgot to deliver the Champagne.
25-Feb. NA this time posts the full package price of 290.00 to PCR. There was no allowance for this day so the entire package was generated against Room Revenue.
25-Feb. NA posts 290.00 to PDR, which is the internal consumption of the package.
26-Feb. NA posts 70.00 to PCR being the last day allowance for dinner. This is what the guest can consume.
26-Feb. Guest consumes 146.00 at the POS. An overage of 86.00 is posted to GAD as the allowance was 70.00. The system posts the allowed package consumption of 70.00 to PDR.
26-Feb. NA posts 220.00 to PCR being the internal allowance allowed for room revenue that day.
26-Feb. NA posts 220.00 to PDR being the consumption of the room component.
27-Feb. Guest settles account with a 956.00 cash payment.

Q: What will the trial_balance look like?

A: Similar to the package breakdown by stay above except it will list the breakdown of charges for today. The package part of the Trial Balance will appear like this for 24 to 26-Feb-2003:

Package Ledger

Opening Balance 100.00

Balance from 23-Feb	680.00		580.00
Postings for 24-Feb:	Debit	Credit
1000 Accommodation	270.00
1050 Profit	20.00
1100 Package Charge			270.00
2120 Restaurant Dinner
4000 Champagne			20.00
8000 Goods & Services Tax
Total	290.00		290.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from 24-Feb	680.00		580.00
Postings for 25-Feb:	Debit	Credit
1000 Accommodation
1100 Package Charge	290.00	290.00
2120 Restaurant Dinner
4000 Champagne
8000 Goods & Services Tax
Total	290.00	290.00

Closing Balance 100.00

Package Ledger

Opening Balance 100.00

Balance from 25-Feb	680.00		580.00
Postings for 26-Feb:	Debit	Credit
1000 Accommodation	220.00
1100 Package Charge			220.00
2120 Restaurant Dinner	70.00		70.00
4000 Champagne
8000 Goods & Services Tax
Total	290.00		290.00

Closing Balance 100.00

Q: What do I balance with?

A: There are 3 main reports to consider for package balancing:

Trial Balance Report (new_trialbalance.rep)
Effective Package Distribution (effpkgledger.rep)
Effective Package Distribution Report (effpkgledgerdtl.rep)

The Trial Balance will display the breakdown of transaction codes for the Package Ledger. You can balance the Effective Package Distribution report by transaction code to the Trial Balance report (per day).

The Effective Package distribution lists the package transactions grouped by guest name. This allows you to see the package breakdown that each guest has generated.

These reports should be included as part of End of Day Sequence reports and checked on a daily basis against each other.