Feedback on: EventPro User Manual - Applying Location Rates to LocationsCH1_Step8_Location_RatesChapter 1: Setting Up EventPro > Step 8: Locations > Applying Location Rates to Locations /Dear EventPro Documentation Department,
Applying Location Rates to Locations
You created standard Location Rates earlier in Step 7: Rate Codes, Location Rate Codes. Now you will choose the rate codes that apply to each location.
Select Setup | Location | Location Rates from Event Pro’s main menu.
2.
There are two sections to the Location Rates screen.
a.
In the top selection grid, the Locations are grouped by their Location Groups. You can go to a different location group by selecting one from the LocationGroup drop-down list at the top left corner or using the horizontal arrows to scroll through the list. Click on a location to select it and see the applicable rates.
b.
The bottom selection grid shows the Rates that apply to the Location highlighted in the top selection grid.
3.
Select the appropriate Location Group from the Location Group and click on the relevant Location.
4.
Select the effective date from the Effective Date drop-down list between the top and bottom selection grids.
Select Setup | Location | Location Rates from Event Pro’s main menu.
2.
To create a new Effective Date, click the New button directly beside the Effective Date drop-down list between the two selection grids.
3.
The Resource Effective Date [New]window appears.
4.
Enter the desired Effective Date and a Description.
5.
Select a date from the Copy Items From drop-down list. You are not actually copying “items” per se; you are copying prices from a previous date to use as a starting point. You still only have one of each location in your database, but you can have multiple prices for each location, which will take effect on the chosen dates. It is easier to copy a set of prices from another effective date and make the required changes, rather than creating a new price structure from scratch.
6.
Note that the effective dates for Locations are not linked to the effective dates for Resources.
To change an Effective Date, select the desired Effective Date from the drop-down list and click the Change button beside the Effective Date drop-down list.
2.
You can make changes to the Effective Date and Description, but you cannot change the Copy Items From field.
To delete an Effective Date, select the desired Effective Date from the drop-down list and click the Delete button beside the Effective Date drop-down list.
2.
Click OK if you are certain that you want to delete the effective date.
5.
Click the New button located to the right of the bottom selection grid.
6.
The Location Rate [New]window appears. (Note that if you want to copy a rate code already assigned to a location, you do not need to re-enter all the information; see Copying Rates to Locations below.) There are three tabs in the window: Rate, Criteria and Charges.
From the drop-down list in the Rate Code field, select the Rate Code you want to assign to this location. You created the master list of rate codes earlier in Step 7: Rate Codes, Location Rate Codes.
2.
When you select the Rate Code, the fields will default to the information you defined for that rate code earlier in Step 7: Rate Codes, Location Rate Codes. You can override all of these details if necessary.
3.
Select the date from which you want the rate to apply from the Available In drop-down list.
The fields under the Applies To and Event sub-tabs have defaulted to the information you added in Step 7: Rate Codes, Location Rate Codes. You can alter these details if you wish.
The Charge Type will default to the type you selected when creating this rate code. You can alter this choice if you wish by selecting a new type from the drop-down list.
You will now enter additional pricing details, depending on the Charge Type you select:
Select from the Use Times drop-down list whether you want EventPro to use the Booked Times or the Event Times when calculating the rent. For example, an “event” may take place from 6 p.m. to 11 p.m., but the room is actually “booked” from 5 p.m. to midnight to allow for setup and teardown time.
2.
If you want to round up the duration of the location rental when calculating the rental charge, select an option from the Round Up To drop-down list: 0 minutes, 15 minutes, 30 minutes or 1 hour.
3.
Enter the Cost.
4.
Base (Rent): This figure will be the starting amount to which the hourly rate will be added.
5.
Opening Rate: Enter the rate for the first hour or first few hours. Enter the number of “Opening” hours.
6.
Hourly Rate: Enter the rate for the remaining hours beyond the “Opening Rate” hours.
7.
Minimum Rent and Maximum Rent: Enter a minimum/maximum amount for the total rent.
8.
Setup/Teardown: Enter the Cost and Price (Rent) per hour for the hours during which Setup and Teardown occur in the location.
