Catalogue Guide

Departments, items and stock: everything you charge to a stay or sell at the till

What the catalogue is Departments Items Stay extras Automatic charges Display order Stock VAT to set

What the catalogue isA single list for everything you sell besides accommodation

The catalogue opens from the «Rates» page, with the «Items» button in the top bar. It contains the departments (for example Bar, Products, Farm stay, Ice cream) and, inside each department, the items with their price.

Today items are used in the «Extras» sheet of bookings, the one for what the guest consumes: in the card of a stay, «Extras» offers the catalogue items, department by department, in the order you chose here (see Display order). The same catalogue feeds the till by department, which shows the items in the «Till» order: see the Till guide. And it feeds your booking site: items with the «Stay extra» card are the extras guests buy together with their booking (see Stay extras).

On tablet and computer you see the departments on the left and the items of the selected department on the right. On the phone you tap a department to see its items.

DepartmentsColour, VAT and default bill

You create a department with the + button and the «New department» entry. For each department you choose:

Field	What it is for
«Colour»	The colour of its items' buttons at the till. Colours come from a fixed palette, so the text always stays readable.
«Default VAT (%)»	The rate the department's items take if they do not have their own. You can leave it empty until you have decided it.
«Default bill»	«Stay bill» or «Consumption bill»: which bill of the booking a charge for an item of this department goes on. The stay goes on the accommodation invoice; consumption stays on a separate bill, with its own balance. In the booking's «Extras» sheet you can still move a row from one to the other later.
«Active»	A switched-off department disappears from «Extras» and from the till, but stays in the catalogue with its items.

You change the order of departments by dragging them by the handle on the right: you will see the same order in «Extras» and at the till.

A department that contains items cannot be deleted: Vezpa offers to deactivate it instead. To delete it, first move its items to another department.

ItemsPrice, VAT, colour and where they are sold

Tap an item to edit it, or create the first one with + and «New item». The + is at the bottom right and also in the top bar, next to «Display order». At the top of the card you see the preview of the till button: if the name is too long to fit, a warning tells you so.

«Price (VAT incl.)»: the price the customer pays.
«Open price»: for entries that change every time, such as a breakfast for non-residents. The till asks for the amount; the price written here is only a suggestion.
VAT: «Same as department» or «Custom VAT (%)». If you change the department's VAT, every item that inherits it changes too.
«Colour»: by default it is the department's; you can choose a different one to make an item stand out.
«Where it is sold»: «Till» and «Extras». If you switch «Extras» off, the item no longer appears in the booking's «Extras» sheet. «Booking Engine» puts it «On sale on your site» and switches on its «Stay extra» card (see below). «Wellness» puts it in the «Products» tab of Wellness (spa till, online shop, Booking Engine): photos and order are managed there. Switching it off removes it from Wellness without deleting sales.
«Properties»: appears only if you manage more than one property; with nothing selected, the item applies to all of them. The «Extras» sheet follows this choice: it only shows the items allowed for the property the booked room belongs to.

An item that already has stock movements or suppliers cannot be deleted: it is deactivated, so its history stays readable.

At the top of the list you find the search, which looks through all departments, and the filters «Low stock», «VAT to set» and «Deactivated».

Stay extrasThe cot, parking, cleaning: what you sell with the booking

An item with the «Stay extra» switch on is an extra that gets added to a booking: from the room card and, if you also switch on «Booking Engine», by guests themselves on your site. The extras you had in «Extra Services» are already here, in the «Servizi» department, with their prices, photos and descriptions. A sold extra goes into the booking's stay bill as a line of its own, with its own VAT: the item's, or — if you have not set one — the room's.

«Per night» — the amount is multiplied by the nights of the stay; when it is off, it is paid once.
«Maximum quantity» — with 1 the guest does not choose how many; from 2 upwards they choose the quantity, and the amount is multiplied by that too. A request above the cap is discarded, not trimmed to the cap.
«Always applied» — for mandatory extras such as final cleaning: the entry always enters the total, without having to be chosen. On the site it already appears in the list of units as a fixed line, because a cost that cannot be removed must be seen before choosing.
«Icon» — you choose it anyway: for the cot and for pets it tells the system which entry it is.
«Excluded rooms» — the rooms that entry does not apply to.

«How it looks on your site» decides what goes with the entry in the «Customise your stay» step: «Photo» (just one, uploaded from here with «Choose photo»), «Icon» or «None». The «Description» has a field for each language of the site, like the name in «Translations»: guests read it in their language; if their language is missing they read the English one, and if that is missing too they see no description.

«Translate into the other languages» starts from the site's first language that has a name and fills, for the name and the description, only the fields that are still empty; «Retranslate all languages» also replaces the ones already written. It is a suggestion: correct whatever you like, and nothing is saved until you press «Save». If the button is not there, automatic translation is not available.

An extra that is not on sale on your site can still be added by hand to a booking. On the booking site, though, «Booking Engine» is a real gate: an entry that is switched off is neither seen nor paid by the guest, not even when it is «Always applied». If you switch «Stay extra» off, the item stops being an extra and stays in the catalogue for the till and for the «Extras» sheet.

Automatic chargesThe entries that are added by themselves to new bookings

An item with the «Automatic charge» switch on is added by itself to new bookings: one entry for each room of the «Types» you choose, at the item's price, in the stay bill. It is the place for final cleaning or a fixed surcharge.

«Threshold (room price)» — the entry is added only if the room's price (accommodation and board, without extras) exceeds it. Empty means always. If a change of dates takes the price above or below the threshold, the entry appears or disappears; an entry that is already paid or invoiced stays.
«Also for OTA bookings» — when off, bookings from the channels (Booking.com, Airbnb and the others) do not receive the entry: the channel's price is already the guest's total.
«Added to the Tourist Tax» — the entry does not go into the bill: it is added to the booking's tourist tax, once only, with no threshold.

On your site the guest sees the entry before paying, with the same amount that is then recorded. Bookings made before you switched the rule on do not change. An automatic entry removed by hand from a booking does not come back; if you change the item's price, the entries already recorded keep the earlier price. In the catalogue list these items carry the «Automatic» label.

The automatic charges you had before are already here, in the «Servizi» department, and apply to new bookings. For those added to the tourist tax, a price change also applies to bookings already made, when the tax is recalculated.

Display orderIn what order items appear, channel by channel

The «Display order» button in the catalogue's top bar opens a page with three channels: «Till», «Extras» and «Booking Engine». Each channel keeps its own order, independent of the others: coffee can come first at the till and the bottle of wine first in Extras.

«Till» and «Extras» are ordered department by department: pick the department by tapping its name above the list, then drag the items.
«Booking Engine» is one single list for the whole property, without departments.

You move items by dragging them by the handle. Dragging in the main catalogue screen changes the order too: the till order, which is also the order in which the catalogue lists the items.

A new item goes to the end of every channel. The same happens to an item you move to another department, or for which you switch «Extras» back on in «Where it is sold»: it goes to the end there.

The «Booking Engine» list shows the items on sale on your site: the order you set here is the order in which guests see them in the «Customise your stay» step.

StockOnly for the items you want to count

Stock is switched on item by item with «Track stock»: coffee does not need counting, bottles of wine do. An item that has just been switched on starts from zero.

«Restock»: when goods arrive, enter how many pieces arrived. If you have registered suppliers, you can also say who delivered them with the optional «Supplier» field; «No supplier» leaves it empty. Without registered suppliers the field does not appear.
«Count»: when you take inventory, enter how many pieces you counted, not the difference. Vezpa works out the difference and records it as an adjustment.
«History»: every movement, with date, person and note.

With «Warning threshold» the item is flagged when only a few are left. «Can be sold below zero» decides what happens at zero: when on, the sale goes through and stock goes negative, flagged in red; when off, the sale is refused.

Stock goes down on its own with till sales (including charges to a room made from the till) and goes back up with voids. Extras recorded by hand on bookings do not deduct it: for those, restocks and counts apply.

VAT to setWhy it appears and how to clear it

Items created before the catalogue had no rate: the app saved them without VAT. That is why, after the update, many items and departments show the «VAT to set» mark.

The quickest way to fix them is to open the department and enter its «Default VAT (%)»: every item that inherits it takes it in one go. Items with a different rate are corrected one by one, with «Custom VAT (%)». The «VAT to set» filter shows you the ones that are left.