Defining Facility Product Rates and Pricing

The Rate Code Details section is used to create rate structures and rate codes upon which product prices are based. Rate structures are typically used to segment customers into logical buying groups.

For discounted room reservations, TMA Resources recommends that you set up a rate here instead of defining a discount on the Discount Maintenance screen. Rates are not conditional and are easy to report on. Discounts have criteria associated with them and may not apply properly to the appropriate recipients.

The Pricing Detail section is used to associate a price with a given rate structure and code combination. Products can be priced by date (which facilitates the creation of early bird rates) or by different currencies. Accounting policies can be implemented here, including product adjustments, write-off tolerances, and tax basis.

For facility product setup, product rate codes can be used to define a unit of time for pricing. For example, if you want to price your rooms by the hour, then you should create a one hour rate code. Then, on an order, to charge the use of the room for 3 hours, multiply by 3.

There is no link between the rate code and the amount of time selected for a reservation on the Visual Scheduler. You must manually set the rate code used on the order.

To define the rates and pricing:

1. Click Define Rates and Pricing from the Define the Product task category.
The Rates and Pricing screen displays, as shown below.

2. Click Add Rate.

3. Select a Rate Structure from the drop-down.

4. Select a Rate Code from the drop-down.
The Description defaults as the Rate Code value.

5. Select the Short Pay from the drop-down.

6. If necessary, enter an Agency Discount.

7. Enter a Priority number.

8. Enter the Sales Commission.

9. Check the applicable checkboxes:

· Default Rate

· Web Enabled Rate

· Default Web Rate

10. Click Add Price.

11. Select the Currency from the drop-down.

12. Enter the Price for the meeting.

13. Select a Valid From date from the drop-down.

14. If necessary, select the Valid Thru date from the drop-down.

15. Enter the Max Adjusted Price amount.

16. Enter the Min Adjusted Price amount.

17. Enter the Max Auto Write-off amount.

18. Click Save.

Screen Element	Description
Rate Code Details
Add Rate	Button. When clicked, a row is added to the Rate Code Details table and the corresponding fields are enabled to add a rate code.
Delete Rate	Button. When clicked, the highlighted row from the table and the rate code are deleted.
Rate Structure	Drop-down. This is a structure that defines a customer. They are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code. After a rate structure has been defined for the product, this drop-down is disabled and cannot be edited.
Rate Code	Drop-down. The established rate determines the pricing for the Rate Structure selected. After a rate code has been defined for the product, this drop-down is disabled and cannot be edited.
Description	Text box. A description of the rate code.
Short Pay	Drop-down. This fixed code indicates how Personify handles incomplete payment situations. Linked to the minimum payment amount. This code can be affected by the schedule payment and minimum payment amount. Options include: · Adjust: Accept whatever is paid, even if the payment amount is less than the minimum payment. No balance is due. This is typically used for donations. · AR: Creates a receivable and indicates that members under the active rate code will be invoiced. Activates even though a balance is due. · Reject: Do not activate order unless fully paid. This should only be enacted if paying the entire amount immediately, rather than monthly. If an order is created, this value can be overridden at the order line level. A balance is due and the product stays in a proforma status until payment is received. Not active until the entire payment is received.
Ship-Via	Drop-down. Override how the product is to be shipped, e.g., by Federal Express, United Parcel Service, or United States Postal Service. This is not typically used with meeting products.
Priority	Text box. Determines the order the rate codes display in the product setup and Order Entry screen. The rate code with the lowest display order displays first.
Agency Discount Percent	Text box. The percentage to be applied for an agency discount when creating an order for this product.
Max Free Badges	Text box. Limits the number of badges this rate code can have. Registrants will receive, at maximum, this number of badges when they purchase the meeting parent product. These badges are not listed on the base registration lists. Any badges requested beyond the number specified here require the purchase of the “Badge” meeting product.
Component Package	Link. When clicked, the Product Chooser screen displays where you can add a component package by rate structure/rate code combination.
Default Rate	Checkbox. Defaults the rate to the list price. Indicates which rate codes should be default with each rate structure. This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the “list price.” Only one rate code within a given rate structure for a product can have this checkbox selected.
Web Enabled Rate	Checkbox. When checked, indicates that this rate code is available for use through the Web.
Default Web Rate	Checkbox. When checked, indicates which rate code is the default for the Web.
Waive Shipping	Checkbox. When checked, the shipping will be waived for this rate structure/rate code for this product.
Pricing Detail
Add Price	Button. When clicked, a row is added to the Pricing Detail table and the corresponding fields are enabled to add a pricing structure.
Delete Price	Button. When clicked, the highlighted row from the table and the pricing structure are deleted.
Currency	Drop-down. The appropriate domestic or international currency to use in this subsystem, e.g., German Mark, Japanese Yen, US Dollar.
Rate Structure	Read-only. This is a structure that defines a customer. They are defined during the system setup. Certain customers, such as members vs. non-members, receive special rates. The rates for these structures are defined in the Rate Code.
Rate Code	Read-only. The established rate determines the pricing for the Rate Structure selected.
Price	Drop-down. The price charged for the product prior to any applicable discounts.
Valid From	Drop-down. The pricing setup begins on this date. It is based on the order date in the order application. If a begin date is defined prior to an existing begin date, a warning message appears. If entered, then the end date is automatically set to the day prior to the next existing begin date.
Valid Thru	Drop-down. Indicates the last date when this rate would be effective for this product detail.
Max Adjusted Price	Read-only. Controls adjustable pricing and is ignored for other short-pay codes. When the Short Pay code is ADJUST, the system adjusts up only to this price. It is visible only if Short_Pay flag = “ADJUST”. When the short pay code is “ADJUST”, the price will only adjust down to this amount. If less is paid, then the line item will not be activated.
Min Adjusted Price	Read-only. Controls various aspects of the behavior of an order depending on the Short Pay value. This is the price that must be paid prior to the line item being considered active. When placing bill-me orders (typical of INV, MTG, SUB), the minimum should be zero (meaning that the order can be placed prior to any money being paid).
Max Auto Write-off	Text box. Controls what amount is acceptable as a final price.
Taxable Amount	Text box. Exists for products where only a portion of the product is taxable. Visible only if Short_Pay flag = “ADJUST.” When the short pay code is “ADJUST,” it will adjust up only to this price. It defaults to the Price.