Overview and Basic Rules

Definition of Cost Lines

Cost lines for bookings are defined in the Admin screen. They allow the following:

• Cost Category (selected from a hard-coded list)

• Cost Type (Free text)

• Whether more than one of the same lines can be added (eg. 1 meeting room at the premium rate shouldn’t be able to be added more than once)

• Whether a quantity of more than 1 can be added (eg. parking would always be quantity = 1 per line)

Adding Cost Lines

Costs are never added. It is only rates which are added. The rate * quantity gives the total cost.

Before the work is completed, the rate can be added and this calculates the “initial” or “expected” cost.

After the work is completed, the date can be added and this is stored as the “final” or “actual” cost.

Adding Cost Lines after Work Completed

After work is completed, the quantity cannot be amended. This means that any unexpected work has to be added on a separate line, even if it is the same cost type. In this case the line will be marked as “New”. Any change in rate will be stored as the “expected rate”.

Admin Maintenance

Show Cost Types Available to Bookings

Add a Booking Cost Type

Delete a Booking Cost Type

Filling in Purchase Order

Purchase Order prior to work being completed. This is the expected cost based on the rates.

Summary of Costs Before Work Complete

Fill-in Details Before Work Complete

Quantity field is only enabled if the line being added has “Can have multiple units” checked in the admin section.

The rate is the expected rate at this point (because the work has not been completed)

Summary of Costs After Work Complete

Fill-in Details After Work Complete

Delete a cost line