IMPORTANT: Before setting up your price list please read the information provided here.
Price Groups are closely related to the types of facilities that you have available for hire (e.g. Classrooms, Squash Courts) and are used to specify the prices to be charged. They are maintained using the Price List form. This is displayed by selecting the Facilities button on the toolbar and clicking the View Price List option under Other Tasks. A blank Price List form is shown below.
The Price List form shows a list of prices in the top half of the form and a list of facilities that the price applies to in the lower half of the form.
You can use the Price List form to do the following:
Adding Prices
- Click the Add Price Group option under Common Tasks. This will display the Add Price Group form shown below:
- Enter the name you wish to give the Price Group (e.g. Classrooms)
- Select how it is Priced (e.g. by the hour or by the session).
- Enter the prices you charge for each price band (e.g. Standard) in the First Hour and Subs. Hours columns. (NB. The price bands are those you entered when you configured the system.) The prices you enter should always be the Nett Price excluding VAT so that if VAT needs to be calculated it can be done correctly. If you charge the same price for every hour or session regardless of the day of the week then you only need to enter the price in the All Other Days fields.
- Finally click the OK button to add the prices to the price list. This is illustrated below:
NB. Once you have added all your prices you must click the Save button to save the price list before you can use it.
Changing Prices
To change a price select it in the list of prices and click the Change Price Group option. This displays the following form which can be used to change one or more of the prices in the same way as when adding prices.
NB. Once you have added all your prices you must click the Save button on the Price List to save the price list before you can use it.
Deleting Prices
To delete a price select the price in the list of prices and click the Delete Price Group option. You will be asked to confirm that you want to delete the price before it is deleted.
NB. Once you have added all your prices you must click the Save button on the Price List to save the price list before you can use it.
Saving the Price List
Any changes you make to Price Groups on the Price List (but not Facilities) are not saved to your Booking Pro database when you make a change. Instead they are only saved when you click the Save button on the form. This gives you the opportunity to carefully check the prices before you save them.
When you save changes to the price list you will be asked if you want to apply the changes to any bookings which haven't yet been invoiced. This gives you the option of entering the date on which the price change becomes effective and only un-invoiced bookings after this date are re-priced.
I only have one column of prices and not the two shown above?
You will only get one column of prices if you have configured Booking Pro using the Prices form not to use different prices for the first few hours. Then only one price column will show with a heading of "Nett Price".
How can I print the price list?
The price list can be printed using the Price List report available in the Reports module. You can also export the price list to Microsoft Excel using the Send To Microsoft Office Excel option on the File menu.
Can I enter different prices for use on weekends and holidays?
You can enter different prices for weekends and holidays by checking Enable Saturday/Sunday/Weekend Pricing. This extends the list of prices so that you can enter prices for Saturdays, Sundays and holidays as show below.
I hire out squash courts at £20 per hour (including VAT) using a nett price of 17.02 but a 3.5 hour booking gets invoiced at £69.99 rather than £70. Why is this?
You get a 1p difference because the nett price isn't quite accurate enough. If instead of entering a nett price of 17.02 you enter 17.0213 will overcome the problem.