Configure Calculations
Calculations are additional charges that EMS can apply to billable items such as categories, groups, group types, resources, and rooms. Common calculations include gratuity and sales tax.
Pricing and calculations together determine the final cost of a billable item. Unlike pricing, which EMS captures when users reserve an item, EMS recalculates calculations each time users generate a confirmation or invoice.
When you configure a calculation, specify its rate, sequence, minimum charge, and how EMS applies the calculation to the base amount and running total.
Calculation example
The following example shows how EMS applies multiple calculations to a base amount of $1,000.00.
| Calculation | Calculated on | Calculation result | Running total |
|---|---|---|---|
| Gratuity 10% | $1,000.00 | $100.00 | $1,100.00 |
| Sales Tax 5% | $1,100.00 | $55.00 | $1,155.00 |
| State Tax 5% | $1,000.00 | $50.00 | $1,155.00 |
| Federal Tax 10% | $1,155.00 | $115.50 | $1,155.00 |
Total calculations: $320.50
Grand total: $1,320.50
Configure a calculation
- Select Configuration > Billing > Calculations.
- The Calculations window opens.
- Optional: To display all calculations regardless of status, select Inactive in Show.
- Select New.
- The Calculation window opens.
- Enter the calculation information.
- Select OK.
Calculation fields
| Field | Description |
|---|---|
| Calculation | Name or description of the calculation. Maximum length is 30 characters. |
| Account | Optional accounting account to receive the revenue generated by the calculation. |
| Currency | Currency used to display calculation results. |
| Rate | Percentage rate of the calculation. |
| Sequence | Order in which EMS applies the calculation when multiple calculations exist. |
| Minimum Charge | Optional minimum amount that EMS applies when calculating charges. |
| Base | Determines whether EMS calculates the charge using the original base amount. |
| Include in Total | Determines whether EMS adds the calculation result to the running total before performing subsequent calculations. |
| Inactive | Marks the calculation as inactive. Leave cleared to keep the calculation active. |
Base and Include in Total options
| Configuration | Result |
|---|---|
| Base and Include in Total selected | Calculates the charge using the base amount and adds the result to the running total. |
| Only Include in Total selected | Calculates the charge using the current running total and adds the result to the running total. |
| Only Base selected | Calculates the charge using the base amount without updating the running total. |
| Neither option selected | Calculates the charge using the current running total without updating the running total. |
Assign calculations
After you configure a calculation, you can assign it to categories, groups, group types, resources, or rooms.
You can assign calculations while configuring individual records or assign them later from the Calculations window.
- Select Configuration > Billing > Calculations.
- Select Assign.
- The Assign Calculations window opens.
- Select a calculation in Calculation.
- Select a value in Assign To.
- Select one or more items in the Available list.
- Select the move button (>) to move the items to the Selected list.
- Select Close.
Assign To options
| Option | Description |
|---|---|
| Category | Assigns the calculation to all resources in a category. |
| Group | Assigns the calculation to specific groups. You can filter using Group Type and Starts with. |
| Group Type | Assigns the calculation to all groups with the selected group type. |
| Resource | Assigns the calculation to specific resources within a selected category. |
| Room | Assigns the calculation to specific rooms within a selected building. |