Booking Details and Items:
Categories, Resources, Services, Etc.

Categories in EMS are Containers for Different Kinds of Details for Bookings: Resources/Items, Service Orders & Catering, and Non-Resources. 

When you click on a booking folder in the left pane of the Navigator, booking details show in the lower right pane of the Navigator. The tabs displayed in the upper right pane depend on the type of booking detail you selected.

To add more details and items when some already exist:

• Adding Booking Details and Items to Existing Bookings
• Add Item Wizard
• Apply or Update Pricing Plans
• Editing Charges for Multiple Billable Items
• Editing Count Information for a Booking
• Editing Items for Individual Bookings
• Running the Resource Utility Conflicts Tool
• Using the Copy Booking Details Wizard
• Using the Delete Booking Details Wizard
• Using the Delete Item Wizard

Booking Details Tabs 

The following tabs appear in the booking details area on the right pane of the Navigator depending on the type of detail you selected on the left pane.

Summary Tab 

The Summary displays information about the selected booking detail, including the event date, the event location, and the event status.

Properties Tab 

The Properties tab also displays information about the booking detail, including the date that it was added to the booking, who added the detail, and, if applicable, the date that the detail was changed and who made the change.

Billing/PO Tabs 

If the booking detail has a price/charge associated with it, for example, a room charge, then the following two tabs are also displayed. Your EMS administrator must enable the Use Billing Reference Allocation and Use PO Number Allocation parameters for these tabs to be displayed. See Also:  Adding Charges for Multiple Billable Items.

Billing Reference Allocation Tab 

By default, the charge for a booking detail can be allocated to a single billing reference number. On the Billing Reference Allocation tab, you can allocate the charge for a reservation to multiple billing reference numbers by percentage.  

PO Number Allocation Tab 

By default, the charge for a booking detail can be allocated to a single purchase order (PO) number. On the PO Number Allocation tab, you can allocate the charge for a reservation to multiple billing PO numbers by percentage.

Service Orders and Catering Tabs

When a booking detail includes a service order (a request to use the resource for a specified time period as opposed to using the resource for the entire event), it will have a service type, start and end times, and a unique, system-generated service order ID. For example, an event that meets from 10:00 am to 2:00 pm, might have food service from 11:00 am to noon.  For a catering order, you can also indicate estimated count, guaranteed count, and actual count. You can create multiple service orders in the same booking. For example, you might have a number of catering services (breakfast, lunch, and afternoon refreshments) in the course of a one day training event. In this case, multiple folders are displayed under the booking folder on the left side of the Navigator window, with each folder representing a unique service order.

If you reserve an item that does not require a service order, you can only reserve the item for the event time or for the entire reserved time. 

Your Administrator might have configured a default service type for some or all of your system’s categories, but you can usually select a different service type. Additionally, your Administrator might have configured "states" to manage the service order request/approve process. 

If the selected booking detail involves a service order or catering, the following tabs are displayed:

User Defined Fields Tab 

The User Defined Fields tab displays the additional fields that store custom data for the booking detail. Your EMS administrator configures the types of fields that are available as well as the allowed values for these fields. 

Reminders Tab 

The Reminders tab displays booking detail reminders. 

Comments Tab 

The Comments tab displays booking detail comments.

History Tab 

The History tab displays the booking detail history. This includes the date a change was made, D of the user who made the change, field that was changed, old field value, and new field value.

When you select a booking detail folder, you can change the width of the data columns, rearrange the column order by dragging a column to a new location using the column heading, and you can sort the data columns in either ascending or descending sort order. You can see items for the selected booking detail in the Items pane (the lower right pane) of the Navigator. A green check mark highlights newly added items and packages of items. A red “x” marks deleted items.