Managing Bookings | K2 Online Help

Select from the following to view information on managing bookings:

Adding or Editing a Booking

Use the Resource Booking module to add or edit booking records.

To add or edit a booking:

Navigate to Resource Booking > New Booking.

Alternatively, search for an existing Resource Booking.

You can also view a list of resource items by selecting Resource Booking Item(s) from the Associated Items panel of a saved booking record.

The Booking Editor is displayed.

Enter or edit the relevant details.

The fields on the Booking Editor are described in the following table:

This field…	Holds this information...
Booking Number	The booking number. This is generated automatically on saving and cannot be edited.
Confirmed	Whether the booking has been confirmed.
Subject	A description of the booking. This field is mandatory.
Agency	The agency making the booking.
Contact	The contact making the booking. This is filtered based on the Agency field and is only enabled when an agency has been selected.
Event	The event type. These can be defined in Events Reference Data (accessed by navigating to Resource Booking > Resource Booking).
Type	The booking type. These can be defined in Booking Type Reference Data (accessed by navigating to Resource Booking > Resource Booking).
Note	Any notes on the booking.
Start	The start time and date of the booking.
End	The end time and date of the booking.
Set up	The time allocated for setting up the room, if required.
Clean up	The time allocated for cleaning up the room, if required.
Booking Frequency	The frequency of the booking. Click the link to display the Booking Scheduler window, where you can set the frequency for the booking (for example: if the booking start and end date is one week, you could specify if the booking is for one day, for every two days, and so on).
Resource	The resource items required. Click the Add Resources link to display the Resource Picker window, and then select or deselect the check boxes of the relevant resources. This field is mandatory. You can also view a list of resource items by selecting Resource Booking Item(s) from the Associated Items panel of a saved booking record.
Cost Centre	The cost centre that the charges will be billed to.
Address	The address. This is populated automatically with the agency's address.

Click Save.

Adding or Editing a Charge

A charge record is automatically created for a booking when it is saved. The charge is calculated based on the data assigned to the room or zone. If the resource is an asset, a charge is created with zero value.

To add or edit a charge:

Search for and open the relevant resource booking.
Click the New Charge option in the Tasks panel.

Alternatively, click the Charge(s) option in the Associated Items panel and then double-click an existing record.

The Charge editor window is displayed.

Enter or edit the relevant details.

The fields on the Charge Editor window are described in the following table:

This field	Holds this information...
Booking Item	The booking item that the charge applies to. Click the Booking Item button to display the Select window, where you can select the relevant item.
Description	A description of the charge. This field is mandatory.
Charge Type	The type of charge. These can be defined in Charge Types Reference Data (accessed by navigating to Resource Booking > Resource Booking).
Requested Service	The requested service. This is only applicable to service charges.
VAT	The VAT (Value Added Tax) or GST (Goods and Services Tax) rate that applies.
Cost	The cost of the charge. This can only be overridden if the charge is automatically generated.
Discount	The discount percentage. This is populated automatically based on the Discount Rate field on the selected agency's record, but can be edited by selecting the Override check box.
Final Value	The total charge. This is calculated automatically.

Click OK.