Configure Rate Schedules

When you configure a rate schedule, you can configure one from the beginning. You can also copy an existing one. After you configure a rate schedule, you can define the pricing for the billable items (rooms and resources).

After you define your organization’s rate schedules, you have three options for manually assigning the prices to billable items (rooms and resources) based on these schedules:

  • During the configuration of a room or resource. When you configure a room or resource, the configuration dialog contains a Pricing tab. This tab lists all the rate schedules that are currently configured in your EMS database. You can specify the pricing method for the billable item that you are configuring for each rate schedule. You can also specify a discount percentage for the item, a minimum charge for the item, a maximum charge for the item, or any combination of these options. (See Also: Configure Rooms and Configure Resources for a Category.)
  • After all necessary rooms and resources are configured. The Rooms and Resources windows contain a Pricing button. Click Pricing to open an Edit Pricing window. You can use the options on this window to specify the pricing method for the billable items (rooms and resources) for a selected rate schedule. You can also specify a discount percentage for the item, a minimum charge for the item, a maximum charge for the item, or any combination of these options. (See Also: Configure the Pricing for a Room on the Edit Pricing Window and Configure the Pricing for a Resource on the Edit Pricing Window.)
  • Where rate schedules are defined. The Rate Schedules window has a Pricing button. After you define a rate schedule, select a rate schedule in the Rate Schedules window and click Pricing to open an Edit Pricing window. You can use the options on this Edit Pricing window to specify the pricing method for every billable item for the rate schedule. You can also specify a discount percentage for the item, a minimum charge for the item, a maximum charge for the item, or any combination of these options. (See Also: Configure Pricing for Billable Items in a Rate Schedule.)

Configure a Rate Schedule

  1. On the EMS menu bar, click Configuration > Billing > Rate Schedules. 

    The Rate Schedules window opens.

  2. Click New. 

    The Rate Schedule dialog opens.

  3. In Rate Schedule, enter a name or description (maximum of 30 characters, including spaces).
  4. Click OK. 

Configure Pricing for Billable Items in a Rate Schedule

  1. Open the Rate Schedule window (click Configuration > Billing > Rate Schedules) and then select the rate schedule for which you are configuring the pricing for billable items. 
  2. Click Pricing. 

    The Edit Pricing window opens.

  3. Do one of the following:
    • To configure the pricing for a resource category, in Category, select the category, and then click Display. Optionally, in Grouping, select a resource grouping to filter the search results.
    • To configure the pricing for rooms, in Category, select Room Charge. All rooms in all buildings that are currently configured in your EMS database are displayed in the lower pane of the dialog.
    • In Building, select a specific building, area, or view to filter the search results.
    • In Grouping, select a room type to filter the search results.
  4. For each billable item (resource or room), select the pricing method, which determines the cost for reserving the item.

Pricing Method

Description

Half Day/Full Day (Event Time)

The total number of hours for the event is counted and then compared to the number of hours in the Hours column. If the total number of hours for the event is less than or equal to the hours in the Hours column, then the Half Day price is charged for the billable item. If the total number of hours for the event is greater than the hours in the Hours column, then the Full Day price is charged for the billable item.

Half Day/Full Day (Reserved Time)

The total number of hours for the reservation (event time and reserved time) is counted and then compared to the number of hours in the Hours column. If the total number of hours for the reservation is less than or equal to the hours in the Hours column, then the Half Day price is charged for the billable item. If the total number of hours for the reservation is greater than the hours in the Hours column, then the Full Day price is charged for the billable item.

Half Day/Full Day (Service Time)

The total number of hours for the service time is counted and then compared to the number of hours in the Hours column. If the total number of hours for the service time is less than or equal to the hours in the Hours column, then the Half Day price is charged for the billable item. If the total number of hours for the service time is greater than the hours in the Hours column, then the Full Day price is charged for the billable item.

This pricing method is only available for a resource with a service order.

Hourly (Event Time)

The price in the Price column is multiplied by the event time (in hours) for the booking. This price can be used in conjunction with an initial “flat” fee, and minimum and maximum fees.

Hourly (Reserved Time)

The price in the Price column is multiplied by the reserved time (in hours) for the booking. This price can be used in conjunction with an initial “flat” fee, and minimum and maximum fees.

Hourly (Service Time)

The price in the Price column is multiplied by the reserved time (in hours) for the service. This price can be used in conjunction with an initial “flat” fee, and minimum and maximum fees.

This pricing method is only available for a resource with a service order.

Hourly (Specific)

The price in the Price column is multiplied by the number of hours when adding a billable item to a booking.

Unit

The price in the Price column is applied to the billable item, regardless of the event time or reserved time for the booking.
  1. After you select a pricing method, click in fields to select the displayed amount, and edit it.

Field

Description

Price

The dollar amount that is used in calculating the room or resource price for a booking. If the pricing method is Unit, then this value is applied in total to the resource or room, regardless of the event time or reserved time for the booking.

Discount

You can use a discount with any pricing method. If you specify a discount for a room or resource, then the actual price, the discount percentage, and the discounted amount are all displayed on confirmations and invoices.

Min. Charge

Max. Charge

The values that are indicated in these columns are used in conjunction with the Hourly pricing methods. If you specify a minimum charge for a room or resource, then the system compares this value to the calculated hourly rate and applies the greater of the two charges. Likewise, if you specify a maximum charge for a room or resource, then the system compares this value to the calculated hourly rate and applies the lesser of the two charges.

Flat Price

A resource or room price that remains constant regardless of the total number of hours booked for a room or resource. Used in conjunction with Hourly (Event Time) and Hourly (Reserved Time).

Half Day Price

The dollar amount used to calculate room or resource price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).

Full Day Price

The dollar amount used to calculate the room or resource price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).

Hours

Multiplier used to calculate the room or resource price for a booking if the pricing unit is Half Day/Full Day (Event Time) or Half Day/Full Day (Reservation Time).
  1. Click Close. 

 

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