Establish Billing Reference and PO Behavior

Billing reference and PO numbers can be associated with rooms and services. You can configure whether these fields appear, whether users must enter values, and whether EMS validates the values.

EMS evaluates billing reference and PO number settings from the lowest configured level. Settings applied at the room or service level override settings configured for booking templates and global parameters.

For example, if you configure billing reference behavior for a room, the room setting overrides the corresponding booking template setting. This ensures that room-specific billing requirements remain in effect regardless of the booking template selected by the user.

You can configure billing reference and PO number behavior at the following levels:

  • All reservations
  • Booking templates
  • Categories
  • Services
  • Rooms

Settings configured at lower levels override settings configured at higher levels.

Globally set behavior for all reservations

Configure default Billing Reference and PO Number behavior for all reservations from System Administration > Settings > Parameters > Everyday User Applications.

These settings default to No.

Set behavior for a booking template

Booking template settings override the global settings.

  1. Select Configuration > Everyday Applications > Everyday User Process Templates.
  2. The Everyday User Process Templates window opens.
  3. Select New or select a template and then select Edit.
  4. Open the Parameters tab.
  5. Configure the Billing Reference and PO Number parameters to control field visibility, validation, and requirement behavior.

Set behavior for a category

Configure category-level settings when you want Billing Reference or PO Number behavior to apply only to specific service categories.

Before configuring category-level behavior, verify that the corresponding global and booking template settings are set to No.

  1. Select Configuration > Administration > Categories.
  2. The Categories window opens.
  3. Select New or select a category and then select Edit.
  4. Open the Everyday User Applications tab.
  5. Select Prompt for Billing Reference and/or Prompt for PO Number.

Category-level settings override global and booking template settings.

Set behavior for a service

  1. Select Configuration > Resources.
  2. Select the category that contains the service.
  3. Select Services.
  4. Select New to create a service or select an existing service and then select Edit.
  5. Configure the billing reference and PO number behavior for the service.

Set behavior for a room to prompt users for a billing reference

Room-level settings override configurations applied at the global, booking template, and category levels.

To require users to enter a billing reference when reserving a room, configure the appropriate billing reference settings in the room configuration.