Configure Billing Reference and PO Numbers

Billing reference numbers and PO numbers are stored in master lists that users can reference when creating reservations and reservation requests. Users can select values from these lists and assign them to reservations as needed.

Billing reference numbers and PO numbers are informational only. They do not affect reservation pricing, billing calculations, or invoicing. As a result, configuring these values is optional.

After you configure billing reference numbers or PO numbers, you can assign default values to groups. When a user creates a reservation for a group, EMS automatically populates the Billing Reference field and/or PO Number field on the Billing tab of the Reservation Wizard. Users can change these values if needed.

The Administration parameters Billing Reference Title Singular, Billing Reference Title Plural, PO Number Title Singular, and PO Number Title Plural control the labels displayed for billing references and PO numbers throughout EMS.

This procedure is written from the perspective of billing reference numbers. Follow the same procedure to configure PO numbers.

Configure a billing reference number

  1. Select Configuration > Billing > Billing Reference Numbers.
  2. The Billing Reference Numbers window opens.
  3. Optional: To change the number of records displayed, select Options and choose a different value.
  4. Optional: To filter the list, enter a value in Find and then select Display.

    The search is not case-sensitive. The search string must match the beginning of the value. For example, a search for "Alu" returns "AlumniNE" but not "NEAlumni".

  5. Optional: To display both active and inactive billing reference numbers, select Inactive in Show.
  6. Select New.
  7. The Billing Reference window opens.
  8. Enter the billing reference information.
  9. To create an active billing reference number, leave Inactive cleared.
  10. To create an inactive billing reference number, select Inactive.
  11. Optional: To check spelling before saving, select Spelling.
  12. Select OK.

Billing reference fields

Field Description
Billing Reference Number Required. Alphanumeric value with a maximum length of 100 characters, including spaces.
Description Description of the billing reference number. Maximum length is 50 characters, including spaces.
Notes Additional information about the billing reference number. This field is available for reporting through Query Builder.
Inactive Marks the billing reference number as inactive.