Facilities

Many B&B's, Guest Houses and Hotels offer other paid services or Facilities in addition to the basic accommodation. B&B Manager allows you to set up details of your facilities and charge facilities to individual bookings. To view and add facilities, click on the Facilities button on the toolbar or select Rooms & Facilities > View Facilities from the top menu. This list should include any facilities that you offer on a fixed price basis, or in fixed price units. For example, if you charge for laundry at £5.00 per load, or offer evening meals at £10.00 per head, these should be added as facilities. If, however, you charge for variable price items, such as bar bills, these can be added directly to the relevant bookings and should not be set up as facilities.

Adding a New Facility

To add a new facility, click on the Add button on the Facilities screen. Then type a description of the facility, the fixed price of the facility and (if you are VAT registered) the VAT rate applied to the facility. B&B Manager allows you to set different VAT rates for different facilities, and you do not have to charge the same VAT rate for facilities as you do for accommodation. However, whatever VAT rate you do charge, you should ensure that the price you set for the facility is inclusive of VAT. To edit an existing facility, click on the facility in the list to highlight it and click on the Edit button.

Removing a Facility

To remove a facility from B&B Manager, click on the facility in the Facilities screen to highlight it and click on the Remove button. If the button remains disabled when you select a facility, you are not permitted to remove the facility because it has already been applied to one or more bookings. In this case, you need to view details of the bookings that use this facility and, if you are sure it is not required, remove the facility from the bookings.

Adding Facilities to a Booking

You cannot currently add facilities to a booking when adding the booking using the New Booking form. Instead, you need to complete the new booking process, then double-click the booking details from the Room Information panel to view the Booking Details screen. This screen has a number of tabs at the top, among them one called Facilities. To add a facility to the booking, click on this tab, then click on the Add button near the top of the screen. At this point, you can either select one of the fixed-price facilities that you have already set up, setting the number of these facilites to apply to the booking or you can select a "Non-standard item", type a description of the item (e.g. "Bar bill") and the individual price of this item (e.g. "£54.73"). You will find that some items, like laundry charges, are best suited to being added as fixed price facilities whilst others, such as bar bills - which vary from guest to guest - are easiest to manage as non-standard items.