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EMS Software, LLC

Configuring the Pricing for a Resource on the Edit Pricing Window

You can configure the pricing for a resource on the Pricing tab of the Resource dialog box, or you can configure the resource, and then configure the pricing for it at a later date on the Edit Pricing window.

Tip: You can also configure the resource price at the time that you are configuring rate schedules (see Configuring Rate Schedules).

1. On the EMS menu bar, click Configuration > Resources. A list of all the categories that are currently configured in your EMS database and for which you can configure resources opens.

2. Select the category for which you are pricing the resources. The Resources window opens. This window lists all the resources that are currently configured in your EMS database for the selected category and that have a status of Active.

Example of a Resources window

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3. Optionally, do one or both of the following:

• To view all resources for the category in your EMS database, regardless of status, under Show, click Inactive.

• To filter the displayed resources based on the Resource name, in the Filter field, enter a search string.

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The search string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, a search string of Cold returns Cold Boxed Lunches, but not Sandwiches (Cold).

4. Click Pricing. The Edit Pricing window opens.

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5. On the Rate Schedule dropdown list, select the rate schedule for which you are pricing the resources.

6. Do one of the following:

• Leave the Grouping set to the default value of (all), and then click Display to display a list of all active resources in all the groupings that have been configured for the selected category.

• On the Grouping dropdown list, select a specific grouping, and then click Display to display a list of all active resources in the grouping.

7. For each resource, select the pricing method, which determines the cost for reserving the resource.

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If the appropriate rate schedule is not available, you can configure it. See Configuring Rate Schedules

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 that is indicated in the Hours column. If the total number of hours for the event is less than or equal to the hours that are indicated in the Hours column, then the Half Day price is charged for the resource. If the total number of hours for the event is greater than the hours that are indicated in the Hours column, then the Full Day price is charged for the resource.

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 that is indicated in the Hours column. If the total number of hours for the reservation is less than or equal to the hours that are indicated in the Hours column, then the Half Day price is charged for the resource. If the total number of hours for the reservation is greater than the hours that are indicated in the Hours column, then the Full Day price is charged for the resource.

Hourly (Event Time)

The price that is indicated 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, as well as minimum and maximum fees.

Hourly (Reserved Time)

The price that is indicated 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, as well as minimum and maximum fees.

Hourly (Service Time)

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

Hourly (Specific)

The price that is indicated in the Price column is multiplied by the number of hours indicated when adding the resource to a booking.

Unit

The price that is indicated in the Price column is applied to the resource, regardless of the event time or reserved time for the booking.

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If the appropriate rate schedule is not available, you can configure it. See Configuring Rate Schedules.

8. After you select a pricing method, click in the appropriate fields to select the currently displayed amount, and then edit the amount as needed.

Field

Description

Price

The dollar amount that is used in calculating the resource price for a booking. If the pricing method is Unit, then this value is applied in total to a resource, 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 resource, then the actual price, the discount percentage, and the discounted amount are 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 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 resource, then the system compares this value to the calculated hourly rate and applies the lesser of the two charges.

Flat Price

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

Half Day Price

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

9. Repeat Step 5 through Step 8 for each rate schedule and/or grouping as needed.

10. Click Close. The Edit Pricing window closes. The pricing information is saved for the resource.