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C7 Table - Taxes and Pay Codes

Added 12/26/02 - Article ID#: K000124

Overview

The C7 table stores all system tax codes in addition to "bucket dependent" group pay codes, travel agent commission codes, and owner pay codes (for condominium and timeshare properties).  Tax codes are assigned to reservations and indicate the tax percentage on the room portion of the guest folio.  Group pay codes define which charges group masters or group leaders are responsible for, i.e. - room and tax (bucket 0), other charge-1 (bucket 1), and other charge 2 (bucket 2).  Travel agent commission codes indicate the percentage, by bucket, travel agents receive for booking a reservation.  Owner pay codes are utilized by RDP condominium and timeshare customers and indicate the percentage individual owners receive per reservation.  Each concept is discussed further below.

With switch #422-3, Use Individual Folios A & B (Turn off "Bucket" Logic), set to YES group pay codes are NOT stored in the C7 table .  Group pay codes are defined in tables FS and FT with switch #422-3 set to YES .  Please see the Groups and Conferences chapter in the User's Manual for a complete description of the FS and FT tables.

Tax Codes & Sub-Codes

The C7 table stores all RDP tax codes.  As mentioned above, the tax code represents the percentage a guest pays on each bucket charge.  Usually, the tax code represents the tax percentage for the room portion of guest charges and all incidental charges have taxes defined as part of the transaction code component in option “182” - “Update Transaction Codes”.  See the Transaction Code chapter for more information on defining and updating transaction codes.  A sample tax code, TA, follows.

With Enhanced Rates and Packages (RN) installed, RDP taxes are calculated based on tax categories and tax codes.  Please see the Enhanced Rates and Packages chapter for a complete discussion about configuring taxes with module RN installed.

Each field in the C7 table is described below:

Field Description
#1 - Percentage of Room Charge This is the tax percentage charged for all room transactions (bucket 0).  For example, if the room charge is $100.00, tax equals $8.00. nbsp; This percentage is used based on the setting of field #6, defined below.
#2 - Percentage of Charge #1 This is the default tax percentage for all transaction codes that accrue to bucket 1.  If field #2 is set to zero, all transaction codes accruing to bucket one will default to a zero tax percentage.  If the field is set to a “non-zero” amount, as above (00.01), the tax percentage is derived from the transaction code,                 shown in the following “Fax” code:

 

#3 - Percent of Charge #2 Field #3 works in the same manner as field #2, except that it determines the tax rate calculation in bucket #2.
#4 - Percent of Security Deposit Field #4 is not valid for tax codes since they are not taxable items. nbsp; The field should always be left at 00.00 for all tax codes.
#5 - Description A text field used to describe the tax code. (i.e. - 8% Tax Rate)
#6 - Override B2 Tax Only If this field is "N" or "Blank", tax percentages are calculated from the components defined in option 182.  The tax code on the main reservation screen (ie. TA, TB, etc.) is not used after check-in.  If this field is "Y" the system uses the tax percentages from Table C7.  All tax percentages on the transaction codes are ignored.  The tax calculated will depend on the "Charge Code" field on the B2 transaction codes (i.e.  0=Room Charge, 1=Other Charge-1, 2=Other Charge-2) and the tax percentages in Table C7.
#7 - Look Qualifier The look qualifier determines which codes are displayed when pressing <F3 - LOOK> from the tax code field, #13 on the first reservation screen.  The qualifiers are broken out as:

Qualifier Displays As
T Tax Code
C Travel Agent Commission Code
G Group Pay Code
O Owner Pay Code

#8 - Ignore Tax Code in Room Master Enter a Y if the tax percentage on the room master is ignored.  The system uses the tax percentage assigned to this sub-record for the reservation. 

Example:  Tax Code TZ - Tax Exempt is set to Y.  No tax is charged on the reservation.  Enter an N if the tax percentage on the room master is used.

Most customers set field #8, Ignore tax code in Room Master, to “N”.

#9 - Transfer Group Portion at Checkout The field does not apply to tax codes and should be left blank.

Tax Sub-Codes

In addition to all reservation tax codes , the C7 table contains all C6 category and C7 code combinations used to calculate the correct tax amount for the Enhanced Rates and Packages module (RN).  See the Creating and Maintaining Enhanced Rates and Packages chapter for more information about C6 and C7 table sub-codes.

Group Pay Codes

If switch #422-3 is set to NO, all group pay codes are stored in the C7 table .  These codes are assigned to reservations and indicate which charges are paid by the group master, group leader, or individual.  With switch #422-3 set to NO, group pay codes are defined based on reservation buckets and indicate which charges transfer to a billing account upon checkout.  A sample group pay code follows, GA, indicating the group is paying for room and tax charges only.  An explanation of each field follows:

 

  Description
#1 - Percent of Room Charge Field #1 indicates whether or not the master account pays for transactions accruing to bucket 0.  As discussed in the Transaction Codes chapter, the only transactions that accrue to bucket 0 are room charges and room charge adjustments.
#2 - Percent of Charge #1 Field #2 indicates whether or not the master account pays for transactions accruing to bucket 1.  Bucket 1 contains incidental charges.
#3 - Percent of Charge #2 Field #3 indicates whether or not the master account pays for transactions accruing to bucket 2.  Bucket 2 contains incidental charges.
#4 - Percent of Security Deposit Field #4 is not used for group pay codes and should always be set to 00.00, or blank.
#5 - Description Field #5 is a text field that describes the group pay code.  In our example, the pay code indicates the group is paying for room and tax transactions only, hence the description.  The description displays in the <F3 - LOOK> window when assigning or changing a reservation’s group pay code.  The look window appears similar to the following

 

#6 - Override B2 Tax Only (Y/N) Field #6 does not apply to group pay codes.  The override is referring to the tax components defined in transaction codes, described above in the Tax Codes and Sub-Codes section.
#7 - Look Qualifier (C/G/O/T) The look qualifier for all group pay codes should be set to “G” in order to display them correctly in the <F3 - LOOK> window.
#8 - Ignore Tax Code in Room Master Field #7 should be left blank in all group pay codes.
#9 - Transfer Group Portion at Checkout With field #9 set to “N” (NO), and switch #421-7 set to YES, any reservation utilizing the defined pay code will NOT have charges flagged with “M” or “L” transferred to a group master (or leader) upon check-out.  Instead, the charges remain on the individual folio.

x      Group pay code percentages for room, other charge-1, and other charge-2 can be set to either 100.00 or 00.00.  Partial percentages (i.e. - %65) are NOT supported.

Ä                With switch #422-3 set to YES , group pay codes are NOT defined in table C7.  See the Groups and Conferences chapter in the User's Manual for more information.

Travel Agent Commission Codes

Travel agent commission codes are defined in the C7 table and indicate the percentage a travel agent receives on specific reservation transactions.  Similar to group pay codes, travel agent commission codes are defined indicating a percentage of the three transaction buckets:  0, 1, and 2.  However, with travel agent codes, commissions can reflect percentages other than 100.00 or 00.00.  For example, if a travel agent receives 10% commission on room charges, field #1, Percentage of Room Charge, would be set to 10.00, seen below in the sample commission code, CA.  A description of each field follows.

 

Field Description
#1 - Percent of Room Charge Indicates the percentage a travel agent receives on all reservation transactions accruing to bucket 0. nbsp; Room charges and room charge adjustments should be the only transactions accruing to bucket 1.
#2 - Percent of Charge #1 The commission percentage the travel agent receives on all incidental charges accruing to bucket 1.
#3 - Percent of Charge #2 The commission percentage the travel agent receives on all incidental charges accruing to bucket 2.
#4 - Percent of Security Deposit Set to 00.00 for all travel agent commission codes.
#5 - Description Field #5 is a text field which describes the travel agent commission code.  In our example, the commission code indicates the travel agent is receiving a 10% commission on room charges only, hence the description.  The description displays in the <F3 - LOOK> window when assigning or changing a travel agent commission code.  The look window appears similar to the following:

 

Field Description
#6 - Override B2 Tax Only (Y/N) Field #6 does not apply to travel agent commission codes.  The override is referring to the tax components defined in transaction codes, described above in the Tax Codes and Sub-Codes section.
#7 - Look Qualifier (C/G/O/T) The look qualifier for all travel agent commission codes should be set to “C” in order to display them                 correctly in the <F3 - LOOK> window.
#8 - Ignore Tax Code in Room Master Field #7 should be left blank in all travel agent commission codes.
#9 - Transfer Group Portion at Checkout The field does not apply to travel agent commission codes and should be left blank.

Owner Pay Codes

Owner pay codes are only necessary for RDP timeshare and condominium customers.  These pay codes indicate the revenue percentage an individual owner receives per reservation.  Owner pay codes are similar to both travel agent and group pay codes since they are defined to pay the owner a percentage of room and incidental charges based on the three reservation buckets, 0, 1, and 2.  A percentage (between 00.00 and 100.00) is associated with each reservation bucket, similar to the following owner pay code, OA.  A description of each C7 field follows.

Field Description
#1 - Percent of Room Charge Field #1 indicates the percentage the owner will receive from the total room charges (accruing to bucket 0). nbsp; For example, with owner pay code OA (above) attached to a reservation with $100.00 in room charges, the total due the owner is $65.00, with the management company keeping $35.00.
#2 - Percent of Charge-1 Indicates the revenue percentage the individual owner receives from incidental transactions accruing to bucket 1.
#3 - Percent of Charge-2 Indicates the revenue percentage the individual owner receives from incidental transactions accruing to bucket 2.
#4 - Percent of Security Deposit For the majority of RDP customers, field #4 should be set to 00.00.  However in the rare circumstance that an owner would receive a portion of a forfeited security deposit, enter the percentage here.
#5 - Description Field #5 is a text field that describes the owner pay code.  In our example, the pay code indicates the owner is receiving 65% of the revenue from room charges only, hence the description.  The description displays in the <F3 - LOOK> window when assigning or changing an owner pay code.  The look window appears similar to the following:

 

#6 - Override B2 Tax Only (Y/N) Field #6 does not apply to owner pay codes.  The override is referring to the tax components defined in                 transaction codes, described above in the Tax Codes and Sub-Codes section.
#7 - Look Qualifier (C/G/O/T) The look qualifier for all owner pay codes codes should be set to “C” in order to display them correctly in the
<F3 - LOOK> window.
#8 - Ignore Tax Code in Room Master Field #7 should be left blank in all owner pay codes.
#9 - Transfer Group Portion at Checkout The field does not apply to owner pay codes and should be left blank.
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