•You can add resources to a Lodging Booking under the Setup, Staffing, Catering, Beverages, Packages, and Miscellaneous tabs.
oThere are also other options to multi-add resources, copy resources from another booking, or move resources from another booking. See Add/Copy/Move Resources below.
•The setup resources you are selecting from would have been created under EventPro Setup > Resources > Setup Item, Staffing Item, Catering Configuration, Beverage Configuration, Packages, and Miscellaneous.
•When you add a resource to a Lodging Booking, much of the resource information will default in from Setup, but you may need to make some adjustments to suit the particular Lodging Booking.
1.To add a Resource to the Lodging Booking, go to the applicable tab (Setup, Staffing, Catering, Beverages, Packages, or Miscellaneous), and click the New button under that tab.
2.The Accommodation Resource edit form for the selected type of Resource will appear.
3.From the first drop-down list in the edit form, select the Setup Item, Staffing Item, Catering Configuration, Beverages Configuration, Package, or Miscellaneous Item you want to assign to the Lodging Booking.
4.As noted earlier, the information for the item/configuration will default in from Setup. You can edit the item/configuration's information as needed for this Lodging Booking.
You can refer to these instructions under Setup to review how these items/configurations were created, and what the different fields in the edit form are for.
a.EventPro Setup > Resources > Setup Item
b.EventPro Setup > Resources > Staffing Item
c.EventPro Setup > Resources > Catering Configuration
d.EventPro Setup > Resources > Beverage Configuration
e.EventPro Setup > Resources > Packages
f.EventPro Setup > Resources > Miscellaneous
5.While much of the resource's information may already be set up, there are some fields you may want to adjust for the item/configuration when added to a Lodging Booking. The instructions below will look at some common settings.
6.Item #: The Item Number represents the item’s position in the list of items on selection grids and on printed reports. If you want this item to appear higher or lower, you can enter a new Item #.
7.Required Date: The Required Date defaults to the first date of the Lodging Booking, but you can select a different date, if required.
8.Required From Time & Required To Time:
a.Depending on how the Item/Configuration was set up, these Times may default in. If the Setup Item/Configuration's "Use Owner Times" setting is set to "None", and the setup Required From/Required To times were manually set, those times from setup will be pulled into these Required From Time and Required To Time fields.
b.If the Setup Item/Configuration was set to "Use Owner Times", either "Booked Times" or "Function Times", the Item/Configuration Required From Time and Required To Time will simply default to 12:00 AM when added to the Lodging Booking. The "Booked Times"/"Function Times" from setup are used when the Setup Items/Configurations are added to Event Booked Locations.
c.If times do not default in, or you want to change them, manually enter the correct Required From Time and Required To Time for the resource.
9.Quantities/Numbers/Counts:
a.You will likely need to indicate the quantity of items required for the Lodging booking.
b.If the Item/Configuration was set to "Use Owner Quantity" in Setup, that setting will be pulled through when the Item/Configuration is added to the Lodging Booking.
i.The "Owner Quantity" in this situation will be the number of Occupants in the Lodging Booking.
ii.If the "Use Owner Quantity" checkbox is selected for a Setup or Miscellaneous Item, or Package, the Quantity will be set to the number of Occupants in the Lodging Booking.
iii.If the "Use Owner Quantity" checkbox is selected for a Catering or Beverage Configuration, the configuration's Guaranteed Count/Actual Count will be set to the number of Occupants in the Lodging Booking.
c.To manually set the the Quantity, unselect the "Use Owner Quantity" checkbox if necessary, and enter the Quantity number.
d.# Staff and Hours: The "quantity" for a Staffing Item works a bit differently. You can set the "Actual" numbers of Staff workers and hours required, as well as different set of "Charged" numbers for those fields, if applicable for the booking.
10.Catering & Beverage Configurations:
a.Depending on how the configuration was set up, you may need to select individual items and indicate the quantity of each item required.
b.This process is essentially the same as selecting items in a catering/beverage configuration for an Event Booked Location.
c.To review how to select configuration items, see the following topics:
11.Charges/Cost/Financial: You may need to adjust some fields under the Charges, Cost, and/or Financial tabs of the resource item/configuration when adding it to a Lodging Booking.
a.Lock Charges: Select this checkbox if you want to lock the charges for this resource as they are, and prevent any further changes.
b.Bill To Type:
i.If the Item/Configuration was set to be "Not Billable" or "Pre Paid" in Setup, the Bill To Type will now default to Not Billable or Pre Paid, respectively, when adding the Item/Configuration to the Lodging Booking.
ii.If the Item/Configuration was set as "Billable" in Setup, the Bill To Type will now default to the Bill To Type set under the Lodging Booking's Charge tab.
iii.You can manually select a different Bill To Type for the Item/Configuration, but remember that the available options will depend on the Lodging Booking's Booked By entity, and whether the Lodging Booking is linked to an Event.
For any Lodging Booking, you can select Bill To Type: Not Billable, Pre Paid, or Accommodation Booking.
If the Lodging Booking is linked to an Event, you can also choose Bill To Type: Event.
If the Lodging Booking, has a Booked By Attendee, you can also choose Bill To Type: Attendee or Attendee Group.
c.Rate Type (Staffing): When adding a Staffing Item, remember that you can choose from different Rate Types, if defined in Setup: Regular, Overtime 1, Overtime 2, or Flat Rate.
d.Discount:
i.Whether you can apply a Discount depends on the Item/Configuration's "Allow Discount" setting in Setup.
ii.If a Discount is applied, the amount will be rounded according to the Item/Configuration's "Discount Rounding" setting in Setup.
iii.Select a Discount Type: None, Percentage, To Cost, or Flat Amount.
iv.If applicable, enter the Discount Percentage or Discount flat amount below.
e.Budget: If applicable, you can select the Income Budget Type(s) and Expense Budget Type(s) for this Item/Configuration, now that it has been added to a Lodging Booking.
12.Client Requirements: The notes in the Notes and Setup Requirements tabs will be pulled in from Setup, but the Client Requirements tab is where you can add notes for the Item/Configuration specific to this Lodging Booking.
13.When you are done with the Accommodation Resource edit form, click Save and Close.
