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EMS Software, LLC

Configuring Rate Schedules

When you configure a rate schedule, you can configure one “from scratch,” or you can copy an existing rate schedule and edit the name and any configured pricing as needed to make a new rate schedule. After you configure a rate schedule, you can define the pricing for the billable items (rooms and resources) in the rate schedule.

 Concept: You Can Assign Rate Schedules to Specific 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 are configuring a room or resource, the configuration dialog box 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. 

After all necessary rooms and resources are configured. Both the Rooms window and the Resources window contain a Pricing button. You can 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 Configuring Rooms and Configuring Resources for a Category)

Where rate schedules are defined. The Rate Schedules window has a Pricing button. After you have defined a rate schedule, you can 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 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 Configuring Rate Schedules)

Configuring Rate Schedules

1. On the EMS menu bar, click Configuration > Billing > Rate Schedules. The Rate Schedules window opens. This window lists all the rate schedules that are currently configured in your EMS database.

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2. Click New. The Rate Schedule dialog box opens.

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3. In the Rate Schedule field, enter a name or description for the new rate schedule (maximum of 30 characters, including spaces).

4. Click OK. The Rate Schedule dialog box closes. You return to the Rate Schedules window with the newly configured rate schedule automatically selected.

Configuring Pricing for Billable Items in a Rate Schedule

1. If you have not already done so, 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.

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3. Do one of the following:

• To configure the pricing for a resource category, on the Category dropdown list, select the category, and then click Display.

• Optionally, on the Grouping dropdown list, select a resource grouping to filter the search results.

• To configure the pricing for rooms, on the Category dropdown list, 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 box.

• On the Building dropdown list, select a specific building, area, or view to filter the search results.

• On the Grouping dropdown list, 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 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 billable item. 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 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 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 billable item. 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 billable item.

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. 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 a billable item to a booking.

Unit

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

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

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 that is used in calculating 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 that is used in calculating 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 in calculating 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).

6. Click Close. The Edit Pricing window closes. You return to the Rate Schedules window with the rate schedule automatically selected.