EventPro User Manual

Setting Defaults for Room Group

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Setting Defaults for Room Group

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Setting Defaults for Room Group

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1.If you want to set defaults for the rooms now, click on the room group that contains the rooms you want to reserve.

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2.Double click or click the Edit button.  The Room Defaults [Edit] window appears.
3.There are several tabs in the Room Defaults [Edit]: General, Other Charges, Comments, Accounts and Taxes.  Remember that the information you add under these tabs will merely be the defaults that will apply to every room selected from the group for this reservation.  If a field will differ so much between the various rooms that it is not worth setting a default, you can leave it blank.  You will later have the opportunity to individualize each room.
Click to Expand/Collapse textGeneral

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Under Room Information, you cannot access the Check In, Check Out, Group, Rooms Available or Nights fields.  You will later be able to change these default fields, if necessary (e.g. if one of six rooms in a reservation is required for two nights, while the other rooms are required for three nights)

1.In the Required field, enter the number of rooms from this group that you require.
2.Select the number of Adults and/or Children staying in each room.
3.If you are reserving more than one room, it is recommended that you do not select Occupants for the rooms yet.  You can later enter occupants for each individual room.
4.Under Options, check the boxes if these rooms are, by default, Billable and/or Discountable.
5.You can now enter the rates for the rooms under Price.  The rate, discount and billing information you enter here will apply to all rooms from this group in this reservation.   If all of the rates for the rooms will be different, you do not have to enter a default here at all.
6.Manually type in a rate or select the rate from the Rate Code drop-down list.
a.<Auto Rate> will find the average rate for the period of the reservation, i.e. the Total Price ÷ Number of Nights, using the applicable rate codes for which the criteria are met, or in the absence of rate codes, the default price.
b.<Default> will use the default Price you set for the Room Group earlier under Rooms: Creating Room Groups.
c.You can choose from the rates you assigned to this group earlier under Room Group Rates: Assign Room Rates.
7.If applicable, enter a default Discount.
8.From the Bill To drop-down list choose whether the reservation is billable, and if so, who will be billed:
a.Event:  The reservation will be billed to the company for whom the related event was booked (if the reservation is attached to an event).
b.Occupant:  The reservation will be billed to the occupant designated as the Primary Occupant, which will be covered below.
c.Reservation:  The reservation is billed to the contact person entered in the Reservation Maker screen of the Reservation Wizard.
Click to Expand/Collapse textOther Charges

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If you want to add other charges to the rooms in this group, click the New button.

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1.The Other Charges [New] window appears.
2.Select the Date from the drop-down calendar.
3.You can either create a brand new item or select an existing item from the Item Code drop-down list.
4.If you select an Item Code from the drop-down list, you can choose an item from the Miscellaneous Items you set up in your Resource Item Tables earlier in the setup process (Chapter 1: Setting Up EventPro, Step 9: Resources).  When you select an item code, most of the fields will default to those you entered when creating the item.  To review how to fill in those fields, see Chapter 1: Setting Up EventPro, Step 9: Resources, Miscellaneous Resource Items.   You can change any of the defaults you want in order to make the item applicable to the reservation, such as time required, quantity or price under the General tab, or any of the information under the Comments, Taxes, Accounts or User Fields tabs.  The changes you make in the item here will only apply to this reservation.  The miscellaneous items in your resource table will remain unchanged.
5.To create an entirely new item, type the name of the item in the Item Code field.  Continue filling out the other fields, following the instructions from Miscellaneous Resource Items  if necessary.
6.In the Order field, enter a number to represent where you want this item to appear relative to other items in reports.  If you do not select order numbers, the groups will appear alphabetically.
7.Click Save.  The item(s) you have added will appear in the selection grid under the Other Charges tab.
8.To Edit, View or Delete other charges, stay in the Other Charges tab.  Click to highlight the relevant charge in the selection grid and click the applicable Edit, View or Delete button to the right.
Click to Expand/Collapse textComments

Type in any additional information that will apply to all of the rooms you have selected from the group for the reservation.
Click to Expand/Collapse textAccounts

Use the drop-down lists to select the applicable Income Account, Expense Account and/or Department.
Click to Expand/Collapse textTaxes

Check the boxes to choose the applicable Taxes.
4.When you are done setting defaults for the group in the Room Defaults [Edit] window, click Save to return to the Reservation Wizard.

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5.When you have set as many defaults as you wish for the different groups from which you have selected rooms, click Next.  The next screen asks you to Enter Billing Information.