1.Lock Charges: Select this checkbox if you want to lock the charges as they are, and prevent any further changes.
a.The Bill To Type will default in differently, depending on how the Lodging Rooms were set up, and where you started the Lodging Booking.
i.In Facilities Setup, Room Groups (and the Rooms contained within) can be set to not Billable by default, in which case, the "Not Billable" option will default.
ii.If the Lodging Booking is created for an Event Attendee, the Attendee may have Accommodation Bill To defaults set. For example, if the Attendee's Accommodations Bill To default was set to Event, and you add a Lodging Booking to the Attendee's record, the Lodging's Bill To Type will default to Event.
(An Event Attendee's Bill To defaults are pulled from from Event Setup Attendee Type Financial Defaults, which in turn are pulled from Setup Attendee Type Bill To/Budget Defaults, although an Event Attendee Type or individual Event Attendee's Bill To fields may have been edited somewhere along the way.)
iii.Lodging Bookings created for CRM Accounts, with or without an Event, typically default the Bill To Type to Accommodation Booking.
b.If you do not want to use the default, you can select a different Bill To Type from the drop-down. However, note that certain Bill To Types will only be available in certain situations.
i.Not Billable: Selecting Not Billable will set the Charge to zero, and the booking will not be invoiced.
ii.Pre Paid: This Pre-Paid option indicates that the Charge has already been paid for and accounted for outside of EventPro. You're recording this pre-paid booking in EventPro for informational purposes, but it doesn’t affect finances in EventPro.
iii.Accommodation Booking: This option bills the Charge to the Booked By entity (Booked By Account or Booked By Attendee) of the Accommodation Booking.
iv.Accommodation Booking Guest: This option bills the Charge to the Primary Guest of the Accommodation Booking.
v.Event: This option only appears if the Accommodation Booking is linked to an Event. This bills the Charge to the linked Event, meaning that it is directed to the Bill To Account set on the Event.
vi.Attendee: This option only appears if the Accommodation Booking's Contact Type is set to Attendee, and there is a Booked By Attendee assigned. This bills the Charge to the Booked By Attendee.
vii.Attendee Group: This option only appears if the Accommodation Booking's Contact Type is set to Attendee, and there is a Booked By Attendee assigned. This bills the Charge to the Attendee Group Leader of the Booked By Attendee. An Attendee's Group Leader is set under the Event Attendee's Classification tab.
3.Rate Code Type: The Rate Code Type typically defaults to Automatic, although you can select another option, if applicable. The points below explain what happens if you select Automatic, Default, Manual Rate, or Custom.
a.Automatic: If there is an applicable auto-lookup Rate Code set on the Room Group containing this Room, and the circumstances of this Lodging Booking meet the rate criteria, the Lodging Booking will use that applicable Rate Code. The Rate Code Name is displayed in the read-only Rate Code field, and the nightly charge amount is displayed in the read-only Rate field.
i.To review where these auto-lookup rate codes come from, you created Setup Hotel Rate Codes under EventPro Setup > Accommodations > Accommodation Rates, where rate codes could be marked as "Auto Lookup" and given different Criteria/Categories to meet.
ii.You defined charges for the Rate Codes when applied to a specific Hotel/Lodging facility under EventPro Setup > Facilities > Hotel Information > Rate Codes, where you also may have edited the Auto Lookup setting and Criteria/Categories.
iii.You assigned Applicable Rates to Room Groups and/or Subgroups under EventPro Setup > Facilities > Hotel Information > Rooms > Add Room Group and Add Room Subgroup.
NOTE: If the Room Group/Subgroup does not have any Rate Codes assigned to it, the Automatic Rate Code Type option will simply use the default Charge set on the Room Group/Subgroup. Review EventPro Setup > Facilities > Hotel Information > Rooms > Add Room Group and Add Room Subgroup.
b.Default: This option uses the Default Charge set on the Room's Subgroup or Group, as applicable. The nightly charge amount is displayed in the read-only Rate field.
i.Rooms use the defaults from the grouping level directly containing them, if available. So, for example, if a Room is grouped under Lodging Group 1 > Subgroup 1.A > Subgroup 1.A.i, and the Group/Subgroups all have different Default Charges/Costs, the Room would use the Default Charge/Cost from the Subgroup 1.A.i, if available.
ii.However, if the Subgroup directly containing the Room has no Default Charge/Cost set, the Room will use the Charge/Cost Defaults of the next Group or Subgroup level. So, for the Room grouped under Lodging Group 1 > Subgroup 1.A > Subgroup 1.A.i, if Subgroup 1.A.i has no Default Charge/Cost set, the Room would use the Default Charge/Cost from Subgroup 1.A., the next level up.
iii.Review EventPro Setup > Facilities > Hotel Information > Rooms > Add Room Group and Add Room Subgroup.
c.Manual Rate: This option activates the Rate Code drop-down below, and you can manually select an existing Rate Code. The nightly charge amount is displayed in the read-only Rate field.
i.Note that you can only choose from Applicable Rates for the Room Group and Subgroups containing the booked Room.
ii.A Room can use the Applicable Rates from the Group/Subgroup directly containing it, plus the Rates from any of its higher-level grouping. So, for example, if a Room is grouped under Lodging Group 1 > Subgroup 1.A > Subgroup 1.A.i, and the Group/Subgroups all have different Applicable Rate Codes, you can manually select from all of the Rates from Subgroup 1.A.i, Subgroup 1.A, and back up to Lodging Group 1.
iii.Review EventPro Setup > Facilities > Hotel Information > Rooms > Add Room Group and Add Room Subgroup.
d.Custom: This option allows you to type in a completely custom Charge, not based on any existing rate. Enter the nightly charge in the now-accessible Rate field.
a.If you selected Manual Rate as the Rate Code Type, you can manually select an existing Rate Code from the Applicable Rate Codes set up on the Room Group and/or Room Subgroup.
b.The Rate Code field will not be accessible if you selected Default, Automatic, or Custom as the Rate Code Type.
c.This field will simply be blank if you selected Default or Custom as the Rate Code Type.
d.If you selected Automatic as the Rate Code Type, the read-only Rate Code field will display the automatically selected Rate Code in use.
For other ways to set or update the Rate Code, see Set Best Rate and Update Rate.
5.Rate:
a.If you selected Default, Automatic, or Manual Rate as the Rate Code Type, the nightly charge amount is displayed in this read-only Rate field.
b.If you selected Custom as the Rate Code Type, you can manually type the nightly charge into the Rate field.
6.Total Charge: The Total Charge calculates automatically.
7.Surcharge: Enter a Surcharge, if required.
8.Discount Type: If Discounts are allowed for the Rate Code, and you want to apply a discount to this Lodging Booking, you first need to select a Discount Type.
a.None: No discount is applied.
b.Percentage: You will discount the charges by a certain percentage.
c.To Cost: The charges will be automatically discounted down to the Cost amount.
d.Flat Amount: You will manually enter a discount amount.
NOTE: The Discount Type and Discount field will not be available if the Rate Code has been marked to not allow discounts. Review the "Allow Discount" setting on the Rate Code in Hotel Setup.
9.Discount Percentage: You will only see this field if you selected Percentage as the Discount Type. Enter the Percentage you want to discount.
a.If you selected Flat Amount as the Discount Type, manually enter the discount amount into this field.
b.Otherwise, if you selected None, Percentage, or To Cost as the Discount Type, this field will be read-only, and display the automatically calculated discount amount.
c.Note that the rounding-off of the Discount Amount, if applicable, is determined by the default Discount Rounding setting on the Rate Code in Hotel Setup.
11.Net Charge and Net Charge Pre-Tax: These read-only fields will automatically calculate.
a.If this Lodging Booking is connected to an Event, these Taxes will default to the Event's Default Accommodation Taxes set under Edit Event > Financial Setup > Override Taxes.
b.Otherwise, this will default to the Taxes set on the Room Subgroup or Room Group directly containing this Room.
13.Charge Tax Total and Net Charge Inc Tax: These read-only fields will automatically calculate.
