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EMS Software, LLC

Configuring Calculations

Calculations are additional charges that can be applied to billable items (a category, a group, a group type, a resource, or a room) such as gratuity or sales tax. Both pricing methods and calculations determine the final cost for a billable item; however, unlike pricing, which is applied when a billable item is reserved (and retained, even if the price for the item later changes), calculations are figured each time a confirmation or an invoice is generated. When you configure a calculation, you must specify the rate for the calculation, the calculation sequence (the order in which the calculation is carried out relative to other calculations), and if applicable, the minimum charge for the calculation. You must also indicate whether the calculation should be carried out on the base amount or on a running total, and whether the result of the calculation should be added to the base amount and then considered in subsequent calculations. For example, consider the following four calculations for a base amount of $1,000.00:

Item

Calculated on

Calculation Result

Running Total

• Gratuity 10%

• Calc Sequence = 1

• Calc on Base = Yes

• Calc Incl in Tot = Yes

$1000

$100

$1100

• Sales Tax 5%

• Calc Sequence = 2

• Calc on Base = No

• Calc Incl in Tot = Yes

$1100

$55

$1155

• State Tax 5%

• Calc Sequence = 3

• Calc on Base = Yes

• Calc Incl in Tot = No

$1000

$50

$1155

• Federal Tax 10%

• Calc Sequence = 4

• Calc on Base = No

• Calc Incl in Tot = No

$1155

$115.50

$1155

Total Calculations:

$320.50

Grand Total (Base + Calculations):

$1320.50

After you configure calculations, you can assign the calculations to a category, group, group type, resource, or room.

To configure calculations

1. On the EMS menu bar, click Configuration > Billing > Calculations. The Calculations window opens. This window lists all the calculations that are currently configured in your EMS database and that have a status of Active.

emssg_CoreConfigurationBilling_image010.png

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Optionally, to show all calculations, regardless of status, under Show, click Inactive.

2. Click New. The Calculation dialog box opens.

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3. Enter the information for the new calculation.

Field

Description

Calculation

The name or description for the calculation.

Note: The calculation can be a maximum of 30 characters, including spaces.

Account

Optional field. The account within your internal accounting system that should be credited with the revenue.

Note: If the appropriate account is not available, you can configure it. See Configuring Accounts”.

Currency

The currency symbol that is used to display the results of the calculation.

Rate

The percentage for the calculation rate, for example 5%.

Sequence

The order in which multiple calculations are to be carried out.

Note: This value is critical when multiple calculations are to be carried out and the order of the calculations affects the resulting value.

Minimum Charge

Optional field. The minimum charge that is to applied to a billable item for which this calculation applies.

Base

Include in Total

• Both Base and Include in Total selected—The calculation is carried out on the original base amount. The result of the calculation is added to the current running total to make a new running total. The result is also added to the grand total (Base + All Calculations) that is current at the time that the calculation is carried out.

• Only Include in Total selected—The calculation is carried out on the current running total and the result of the calculation is added to the current running total to make a new running total. The result of the calculation is also added to the grand total (Base + All Calculations) that is current at the time that the calculation is carried out.

• Only Base selected—The calculation is carried out on the original base amount. The result of the calculation is added to the grand total (Base + All Calculations) that is current at the time that the calculation is carried out.

• Neither Base nor Include in Total selected—The calculation is carried out on the current running total. The result of the calculation is added to the grand total (Base + All Calculations) that is current at the time that the calculation is carried out.

Inactive

Leave this option blank to add the calculation as an active calculation. Select this option to inactivate the calculation.

4. Click OK. The Calculation dialog box closes. You return to the Calculations window with the newly configured calculation automatically selected.

5. Optionally, continue to To assign calculations”.

To assign calculations

After you configure a calculation, you can assign the calculation to a category, group, group type, resource, or room from the Calculations window.

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Remember, you also have the option of assigning calculations to a category, group, group type, resource, or room at the time that you are configuring the category, group, group type, resource, or room. The advantage to assigning a calculation after you configure it is that you can assign the calculation to multiple items in a single step.

1. If needed, click Configuration > Billing > Calculations to open the Calculations window.

2. Click Assign. The Assign Calculations dialog box opens.

emssg_CoreConfigurationBilling_image012.png

3. On the Calculation dropdown list, select the calculation that you are assigning.

4. On the Assign To dropdown list, select the item (category, group, group type, resource, or room) to which you are assigning the calculation.

Item Selected

Comments

Category

A list of all categories that are currently configured in your EMS database is displayed. If you assign a calculation at the category level, then the calculation is assigned to all resources that are configured for the category. To assign a calculation to a specific resource in a category, then select Resource on the Assign To dropdown list.

Group

A list of all groups that are currently configured in your EMS database is displayed. Two additional fields are displayed—Group Type and Starts with. Optionally, select a Group Type and/or enter a search string in the Starts with Field to filter the list of groups that are displayed.

Group Type

A list of all group types that are currently configured in your EMS database is displayed.

Resource

A Category dropdown list opens. Select the appropriate category for the resource. A list of all resources that are currently configured for the selected category in your EMS database is displayed.

Room

A Building dropdown list opens. Select the appropriate building. A list of all the rooms that are currently configured for the selected building in your EMS database is displayed.

5. On the Available list, select the item, or CTRL-click to select the multiple items to which the calculation is being assigned, and then click the Move button (>) to move the selected items to the Selected list.

6. Click Close. The Assign Calculations dialog box closes. You return to the Calculations window.