Setting Up Charging Rates (Mooring Rates)
Setting Up Charging Rates
Quick Intro
Charging Rates are the what Havenstar uses to calculate mooring fees, whether that's for short-term visitors, or long-term berthing contracts. This article explains how to configure these.
Where To Find It
Select the Set-up Charging Rates option from your Nav Bar, in the Configuration section.
Understanding the Structure
Charging rates are made up the following elements:
- Header - this indicates the core configuration, such as the name, whether it's designated as a Visitor or a Resident rate. Each charging rate has one Header.
- Details - this is used to configure multiple sub-rates e.g. a daily, weekly, and a monthly, or you might have different seasonal rates here. Each charging rate can have one or multiple Details.
- Charges - charges are tied to a Detail, and indicate the specific fee for that band.
- Conditions - conditions are also tied to a Detail, and used to customise how and when a specific rate is applied.
Navigating Between Rates
At the bottom of the Header section, you can use the left/right arrows to scroll through list of rates. All the Resident rates are at the start of the list, with the Visitor rates at the end of the list. You can also use the Find button to search for a rate by its name or code.
Configuring the Header
To create a new rate, click the plus button at the bottom of the Header section. Otherwise, you can make changes to an existing rate by selecting it and editing the relevant fields. Save your changes with the tick button, or discard them with the x button.
The most important fields to configure are as follows:
- Name - a simple description for the rate.
- N/L Code - this will depend on your accounts department, but typically you will need to populate this with a valid nominal ledger code.
- Status - tick the Resident or Visitor mooring as appropriate. Mooring rates can only be designated for one or the other.
- Available for selection - this tickbox indicates whether the rate is "active" and available to be selected in Havenstar.
Other common fields:
- Date inclusive - by default, rates charge per night, but ticking this effectively makes the rate charge per day (staying from 1st to 3rd of a month would be 2 nights, or 3 days).
- Hard standing - indicates that the rate is only used for dry fees e.g. storage ashore on struts, racks, etc.
- Use berth length if greater - if the boat is shorter than the berth, ticking this option will use the berth length when calculating fees.
- Pro rata - this makes the rates calculate by dividing the period by the number of days and calculating the pro rata rate. For example, if the day rate is £20 per day, but the week rate is £70, then an 8-day stay pro rata would be calculated pro rata using the weekly rate, which would come out to £80.
Configuring the Details
Again, click the plus button at the bottom of the Details section to create a new one. Give the Detail a relevant name. The N/L code should pull from the Header automatically.
Bandings & Ratings
A Detail can have up to 3 Ratings. These are calculate the total fee by multiplying by the relevant charge(s). For example, a common scenario is to charge £X per day per boat length.
A Detail can also have up to 3 Bandings. Bandings set a particular price for a particular range, usually boat length or area. For example, boats 0 - 12m might be charged £10 per metre per day, while boats 12-16m might be charged £11 per metre per day. Bandings can be combined with Ratings to create complex tariffs.
Period Start/End
Details can be configured to only apply in a certain time period. These fields support the following formats:
- dd/mm/yyyy - use this format to set a specific date as the start and end range. The Detail will only be used for mooring fees during this period.
- dd/mm - use this format to specify a start/end date that applies every year.
- d - use this to specify the day of the week. In this case, 1 = Monday, 7 = Sunday, so you can set-up, for example, a different weekend rate.
If there are no applicable Details when you are calculating a mooring fee, either due to conditions, or date ranges, or something else, it will throw a warning, and calculate a zero amount.
Configuring the Charges
In the bottom-left grid, you can add one or more charges. A Detail with no bandings will typically only need 1 charge.
The charge should be entered as the gross amount inclusive of VAT/sales tax.
If you have one or more Bandings, an extra column will be added to this grid for each Band. This indicates the inclusive upper range for that band. So, for example, if your first band is 0-12m boat length, and your cost is £10 including tax, then you would enter 10 into the Charge column, and 12 into the Boat Length column. If the final band has no upper bound e.g. everything over 30m, you will still need to enter a high value, such as 999.
Configuring the Charges
Conditions are used to manually restrict how and when Details are applied. You shouldn't use these unless you're confident in what you're doing, and the desired result can't be achieved without them. An example of such a restriction might be, only apply this rate between 12 and 16 days.
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