Facilities Booking

Once the booking header has been completed, rooms can be added to the booking. If the booking has been made from the planner at least one line will already be populated, this line can be edited or more lines can be added.

Modules > Facilities Booking > Facilities Bookings

To add a booking line click Add Booking , a pop up window will appear which will allow rooms to be searched for.

Apply the relevant dates and filters to search for available rooms that meet the required criteria, once the filters have been applied click Search Rooms .

Available rooms will be shown in the bottom of the pop up window, select the required room and click Select item and close form , the booking line will now be added to the booking header.

Click to view Booking Line Fields and Descriptions

Field Name	Description
	Click to cancel the booking line.
	Click to view any warnings about the booking line.
	Click to view modifications made to the booking.
Status	From the drop down select the Booking Item Status
Facility	Auto populated with the Location of the booking - this is a hyper-link to the Location.
Date Start	Auto populated with the start date of the booking - this can be manually adjusted if the room is available.
Date Finish	Auto populated with the finish date of the booking - this can be manually adjusted if the room is available.
Att	The number of attendees for the booking.
Setup	Auto populated with the set up time of the Location - this can be manually adjusted if required.
Close	Auto populated with the closure time of the Location - this can be manually adjusted if required.
Facility Type	Auto populated with the default Location Type of the Location, if the Location has multiple Location Types this can be altered from the drop down for moe information see Location Types.
Rate	Auto populated with the changeable rate for booking the Location - this can be manually adjusted if required.
Rate Period	Auto populated with the rate period of the Location - this can be manually altered from the drop down.
(a)	Check the box if Contact (a) is to be an attendee - this will auto populate the attendees list.
(b)	Check the box if Chair (b) is to be an attendee - this will auto populate the attendees list.

If a booking has multiple booking lines with the same catering / inventory / attendee requirements, recurring facilities can be used. This quickly adds recurring facilities to multiple booking lines.

Modules > Facilities Booking > Facilities Bookings - Recurring Facilities

The link will open the Recurring Facilities grid.

To assign Catering click Assign , entities in the right hand assignment window are connected.

Click to view Catering Fields and Descriptions

Field	Description
	Click to delete the item.
	Click to add notes to the item.
Catering Ref	Auto populated with the catering reference.
Description	Auto populated with the description of the catering item.
Time Required	Enter the time the catering is to be delivered.
Collection time	Enter the time the catering is to be collected.
Qty To Supply	Enter the quantity of catering items to supply.
Qty To Invoice	Enter the quantity of catering items to invoice.
Unit Price	Auto populated with the unit price of the catering item.

To assign Inventory click Assign , entities in the right hand assignment window are connected.

Click to view Inventory Fields and Descriptions

Field	Description
	Click to delete the item.
	Click to add notes to the item.
Description	Auto populated with the description of the inventory item.
From	Enter the date the inventory item is to be used from.
To	Enter the date the inventory item is to be used to.
Rate	Auto populated with the rate charged for use of the inventory item.
Rate Period	Auto populated with the rate period the inventory item is charged at.
Quantity	Enter the number of inventory items required.

To add attendees click New and populate the attendee fields.

Click to view Attendee Fields and Descriptions

Field	Description
	Click to delete the attendee.
Organiser	Check the radio button if the attendee is the meeting organiser.
Attendee Name	Enter the attendee name - click the search icon to access Contacts list.
Email	Enter the email address of the attendee - if the Contact has been picked from the contacts list this field may auto populate.
Catering Req	From the drop down select the catering requirements of the attendee - for more information see Meal Types.
Car Reg	Enter the car registration of the attendee.
Register	Check the box if the attendee has been registered.
External	Check the box if the attendee is external
Email Invites	Check the box to email invites - Facility Booking Preferences must be applied and Workflows enabled.
Remote	Check the box if the attendee is a remote attendee - Conference Booking module.

Complete the fields and click Save .

Catering can be added to individual lines of a booking.

Modules > Facilities Booking > Facilities Bookings - Catering

The link will open the Facilities Bookings / Catering grid. It is a grid view which can be searched, sorted and customised as normal.

To assign catering highlight the line the catering is to be added too, click Assign , entities in the right hand assignment window are connected.

See Recurring Facilities for Catering fields and descriptions.

Inventory can be added to individual lines of a booking.

Modules > Facilities Booking > Facilities Bookings - Inventory

The link will open the Facilities Bookings / Inventory grid. It is a grid view which can be searched, sorted and customised as normal.

To assign inventory highlight the line the inventory is to be added too, click Assign , entities in the right hand assignment window are connected.

See Recurring Facilities for Catering fields and descriptions.

Attendees can be added to individual lines of a booking.

Modules > Facilities Booking > Facilities Bookings - Attendees

The link will open the Facilities Bookings / Attendees grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Attendee click New , a pop up window will appear which will allow the creation of an attendee.

See Recurring Facilities for Catering fields and descriptions.

As a booking goes through its life cycle circumstances and information about the booking may change. This information can be recorded as Events against the booking so that all Users can record and view the latest information.

Modules > Facilities Booking > Facilities Bookings - Events

The link will open the Events grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Event click New , to edit an existing Event click Edit . A pop up window will appear which will allow the creation or amendment of an Creating / Attaching Event Types

Purchase Orders can be created or viewed from a Facility Booking.

Modules > Facilities Booking > Facilities Bookings - Purchase Orders

The link will open the Facilities Bookings / Purchase Orders grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Purchase Order click New , to edit an existing Purchase Order click Edit . A pop up window will appear which will allow the creation or amendment of a Purchase Orders

The summary sub navigation shows a summary of all items and booked dates of the facility booking

Modules > Facilities Booking > Facilities Bookings - Summary

To print a copy of the summary click Booking Invoice Report .

Sales Invoices can be created or viewed form a Facility Booking.

Modules > Facilities Booking > Facilities Bookings - Sales Invoices

The link will open the Facilities Bookings / Sales Invoices grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Sales Invoice click New , to edit an existing Sales Invoice click Edit . A pop up window will appear which will allow the creation or amendment of a Sales Invoices