Charging Rates - Editing and Re-importing Mooring Prices in Bulk

Quick Intro

Managing annual price changes for mooring fees can be daunting, especially with lots of different products, categories, and length bands. This article explains how the Import Charging Rates function can be used to edit prices in bulk, by exporting them to Excel, making the changes, and then importing them back in.

This article applies to Havenstar version 3.34 onwards.

Important Information

This feature is a powerful bulk-editing tool to make it easier to update lots of prices at once. However, if used incorrectly, you can make large numbers of incorrect changes to your prices in one go. If you are unsure at any stage, don't hesistate to contact the support team.

Where To Find It

There are two relevant screens for this process - List Charge Rates and Import Charging Rates. Both of these can be accessed in the Nav Bar; List Charge Rates is in the section Reports -> Other Reports, and Import Charging Rates is in Configuration -> Pricing.

Exporting the Current Rates

The first step is to export the rates that you want to edit. Do this using the List Charging Rates report. For simplicity, we recommend to do one product/category at a time. Click Start in the bottom-right to run the report, then click Export to export to Excel.

We recommend making a second copy of any spreadsheets you export, so that you have a reference of what the prices were before you started making changes. This is particularly important in case you make any mistakes, as this can be used to restore the previous prices.

Editing the Rates in Excel

Understanding the Structure

The exported data will be in a "flattened" structure - every tariff and individual price will be listed out in a separate row, as well as listing any Conditions configured for each rate. Note the following right-most ID columns so that you understand the structure:

1. Charging Rate ID - this is the ID for the overall product/category, which is at the top of the structure hierarchy. For example, this might be Visitor Catamaran rate, or Annual Monohull Contract, something like that.
   
2. Detail Band ID - this is the ID for the sub-category, or band, within the product. This is usually used to segment prices in this particular product by rating e.g. daily/weekly/monthly rates, or by season e.g. peak/shoulder/off-peak.
   
3. Cost ID - at the bottom level, this is the ID of the individual rate for a particular sub-category. This is used when you have multiple rates depending on the size of the boat e.g. 10-12m gets one rate, 12-14 gets another, etc.

Changing existing Prices

If you simply want to update and overwrite the current prices, you can do this by editing the Charge column directly. This column indicates the tax-inclusive rate for that particular band.  Note that the new prices will be applied immediately after you import them, for any new mooring that is billed.

Creating new Prices 

If you want to maintain continuity of the existing rates, and set up new rates that will come into effect at some time in the future, you can do this by adding new rows to the spreadsheet. It is easiest to do this by:

1. Copying and paste the row(s) pertaining to the current rates that you want to update.
   
2. Delete out the ID numbers in the Cost ID and Detail Band ID columns (this will tell the import routine that new records need to be created).
   
3. Make your required changes to the Charge column, as well as the Description, and the Period Start/Period End columns, which denote when the charge is applicable from and to.
   

Deleting Prices

You can also remove bands and prices by deleting the relevant row(s) entirely from the spreadsheet. Do this by right-clicking on the row number at the left-hand side, so that the entire row is selected, and selecting Delete Row(s), rather than simply clearing the data from the cells.

As a reminder, we recommend you keep a copy of the spreadsheet(s) with the original rates, in case you make a mistake.

Importing the New Rates

Once you've made the required changes to your spreadsheet, save and close it, and then go to the Import Charging Rates screen in Havenstar. This will be in the Configuration -> Pricing section of the Nav Bar.

When you upload the file, you will be asked if it contains a header row i.e. a separate row with the column names. If you've followed this process so far, your answer will be Yes.

Mapping the columns is a mandatory step, but if you haven't changed any of the column names from the original export, they will all be detected automatically, and you can just click Accept to continue.

Once you're ready, click Import to load the new prices - note that there is no additional confirmation prompt upon clicking this, the prices will be loaded immediately.

Notes & Tips

1. The mooring prices in Havenstar are denoted as tax-inclusive amounts, but it's not uncommon for marinas to list their prices excluding tax. If this is the case, you will have to use a calculation or Excel formula to convert your prices into tax-inclusive values. When doing do, do not do any rounding these amounts - import them into Havenstar as they come out, otherwise you are liable to encounter rounding errors when Havenstar tries to calculate the tax amounts.
   
2. When editing the spreadsheet, don't change the column names/headings, and don't add or remove any columns. This will make the re-import process more difficult.
   
3. If you want to try this out, use your test/training database first!

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