Setup and manage payment policies, cancellation policies, modification policies, modification penalties, and payment gateways 

Payment Methods 

Creating/Modifying a payment policy 

Begin by selecting  

A new screen will open 

General setup 

Name: Insert the name of the policy 

Texts: Insert a description of the policy that is seen during the booking process 

Colour: Appears when optional payment management by grid is enabled. Allows assignment of a color to this policy for use on the payment calendar grid  

Default: Selecting yes will assign the policy as the default policy in the system. 

 
Public

Payment terms

Corporate

Payment terms (corporate)

Balance payment settings

Payment policy management by grid 

This is an optional feature and must be enabled by the support team. 

Set payment policies utilizing a calendar. Select the calendar icon on the payment methods screen: 

A new screen will open with the following selections: 

Product: Select the rate plan to manipulate the payment policy by date for 

Period: Select the year or months to return on the editable payment policy calendar: 

To assign a policy to a single day, select the radio button next to the policy and click the date on the calendar.  

To assign a policy to a period of days, select the radio button for “by period” as well as the policy to be set then select the first and last dates for the period 

The reset option can be selected to return the calendar to the previous policy before saving 

Once all required changes have been added to the calendar, select to apply the payment policy. 

Cancellation Policies 

Creating/Modifying a cancellation policy 

To create a cancellation policy, select  

Insertion of cancellation policy page returns: 

The setup is divided into two parts; General setup and No show. General setup is the policy applied if a cancellation is made and no-show policy will be used if a guest does not cancel or check in to the hotel. 

General setup 

Name: Assign a name to the policy, to be utilized internally in the system  

Texts (Booking Engine): Select the radio button next to the language flag to insert text that will be shown on the booking pages 

Colour: Appears when optional cancellation management by grid is enabled. Allows assignment of a color to this policy for use on the cancellation calendar grid 

Default: If the policy being created is the most used policy at the property, select default=yes; otherwise, set it as no 

No show 

After a policy is saved, the option to add a deadline appears. A policy must have a deadline set to prevent cancellations past the cancellation period: 

Select Add deadline to insert the required deadline and settings: 

It is possible to set multiple deadlines on one policy, if required: 

Attention! To create a non-refundable cancellation policy, we recommend loading 999 days. 

Cancellation policy management by grid 

This is an optional feature and must be enabled by the support team. 

Set cancellation policies utilizing a calendar. Select the calendar icon on the cancellation policy management screen: 

A new screen will open with the following selections: 

Product: Select the rate plan to manipulate the cancellation policy by date for 

Period: Select the year or months to return on the editable cancellation policy calendar: 

To assign a policy to a single day, select the radio button next to the policy and click the date on the calendar.  

To assign a policy to a period of days, select the radio button for “by period” as well as the policy to be set then select the first and last dates for the period 

The reset option can be selected to return the calendar to the previous policy before saving 

Once all required changes have been added to the calendar, select to apply the cancellation policy. 

Modification penalties 

Create and manage penalties when reservations are modified in the booking pages. These can be assigned to rate plans and to modification policies 

Begin by selecting  

General Setup

Default: Select if the penalty being created should be the default 

Select to save the new penalty 

Deadlines

The screen will refresh and return with the option to insert a deadline: 

Select  

Deadline: Insert the number of days for the deadline, then choose and optional method to apply the penalty 

i.e., 15% of total booking amount penalty if modifying 5 or less days before check-in: 

If required, bank fees can also be inserted by expanding the section 

Select to create the modification penalty 

Modification policies 

Modification policies can be created to manage how modifications are handled by the system during the booking process.  

Creating/Managing a modification policy

Select  

A new page will open: 

General setup 

Name: Insert name of policy 

Default: Select if this should be the default modification policy 

Colour: Select a color to utilize for modification policy management by grid settings 

Message: Select the flag of the country corresponding to the language to insert 

Text: Insert text to display during the booking process and optionally on customized HTML emails 

Shorten stay 

Rates: Choose an option to apply to rates when the reservation length is shortened 

Current rates: Offer rates that are active at the time the modification is being modified  

Original reservation rates: Offer rates that were active at the time the reservation was originally made  

Override minimum stays: Allow system to override minimum stay restrictions when the reservation length is shortened, or not 

Override arrival and departure closure: Allow system to override arrival and/or departure closure restrictions when the reservation length is shortened, or not 

Apply modification penalties: Choose to apply penalties when the reservation length is shortened, or not. If yes is selected, choose which modification penalty to apply when reservation length is shortened from a drop-down menu 

Lengthen stay 

Days already booked: Choose an option to apply to rates when the reservation length is extended 

Current rates: Offer rates that are active at the time the modification is being modified 

Original reservation rates: Offer rates that were active at the time the reservation was originally made 

The lowest rates: Offer the lowest pricing of the two previous options 

Rates of extended days: Choose an option 

All available rates: Offer all rates that are active at the time the modification is being modified 

One rate: Offer only the rate originally booked 

Override arrival and departure closure: If yes is selected, it can be allowed only if the new revenue is more than the old revenue. The property can also choose to not allow arrival/departure closure restrictions by selecting “no”  

Change dates 

Apply modification penalties: Choose to apply penalties when the reservation dates are changed, or not. If yes is selected, choose which modification penalty to apply when reservation dates are changed from a drop-down menu 

Change occupancy 

Room/Product: Select option to show original room and rate if they fit with new occupancy or to show all rooms and products 

Apply modification penalties: Choose to apply penalties when the reservation occupancy is changed, or not. If yes is selected, choose which modification penalty to apply when reservation occupancy is changed from a drop-down menu 

Modification policy management by grid 

Set modification policies utilizing a calendar. Select the calendar icon on the modification policy management screen: 

A new screen will open with the following selections: 

Product: Select the rate plan to manipulate the modification policy by date for 

Period: Select the year or months to return on the editable modification policy calendar: 

To assign a policy to a single day, select the radio button next to the policy and click the date on the calendar.  

To assign a policy to a period of days, select the radio button for “by period” as well as the policy to be set then select the first and last dates for the period 

The reset option can be selected to return the calendar to the previous policy before saving 

Once all required changes have been added to the calendar, select to apply the modification policy. 

Payment Gateway 

Create an interface between Vertical Booking and the banking institution with which the property has an active account. Currently, the only gateway offered to North American properties is PayPal. If this option is enabled, the booking guests will be redirected to the PayPal circuit to complete the transaction during the booking process from the VB booking page. PayPal will charge the property for all transactions (not just PayPal payments) if this option is utilized.