Configure Rate Schedules

When you configure a rate schedule, you can configure one from the beginning. You can also copy an existing one. After you configure a rate schedule, you can define the pricing for the billable items (rooms and resources).

Configure a Rate Schedule

On the EMS menu bar, click Configuration > Billing > Rate Schedules.
The Rate Schedules window opens.
Click New.
The Rate Schedule dialog opens.
In Rate Schedule, enter a name or description (maximum of 30 characters, including spaces).
Click OK.

Configure Pricing for Billable Items in a Rate Schedule

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.
Click Pricing.
The Edit Pricing window opens.
Do one of the following:
- To configure the pricing for a resource category, in Category, select the category, and then click Display. Optionally, in Grouping, select a resource grouping to filter the search results.
- To configure the pricing for rooms, in Category, 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.
- In Building, select a specific building, area, or view to filter the search results.
- In Grouping, select a room type to filter the search results.
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 in the Hours column. If the total number of hours for the event is less than or equal to the hours 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 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 in the Hours column. If the total number of hours for the reservation is less than or equal to the hours 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 in the Hours column, then the Full Day price is charged for the billable item.
Half Day/Full Day (Service Time)	The total number of hours for the service time is counted and then compared to the number of hours in the Hours column. If the total number of hours for the service time is less than or equal to the hours in the Hours column, then the Half Day price is charged for the billable item. If the total number of hours for the service time is greater than the hours in the Hours column, then the Full Day price is charged for the billable item. This pricing method is only available for a resource with a service order.
Hourly (Event Time)	The price 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, and minimum and maximum fees.
Hourly (Reserved Time)	The price 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, and minimum and maximum fees.
Hourly (Service Time)	The price 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, and minimum and maximum fees. This pricing method is only available for a resource with a service order.
Hourly (Specific)	The price in the Price column is multiplied by the number of hours when adding a billable item to a booking.
Unit	The price in the Price column is applied to the billable item, regardless of the event time or reserved time for the booking.

After you select a pricing method, click in fields to select the displayed amount, and edit it.

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 used to calculate 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 used to calculate 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 to calculate 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).

Click Close.