Booking orders are service orders that the software automatically creates for space rental charges. When you book a space and assign a rate, Enterprise creates a booking order. You can view the booking order on the Service Orders tab for the event.
When Enterprise creates the booking order, it is assigned to the booking function that is also created automatically by the software. If there are multiple space bookings with space rental charges for an event, then all the space rental charges are consolidated into one booking order for easier tracking of space rental revenue.
If a booking with a rate is added to an event that already has a booking order, the space rental charges are added to the existing booking order. A new booking order is created if the original booking order:
- Is cancelled.
- Is closed.
- Is associated with a firm contract.
- Bill-to account does not match the event bill-to account.
- Bill-to contact does not match the event bill-to contact.
If the event is confidential, a booking order will not be added. Because the Bill-to Account and Contact are encrypted when the event is confidential, they cannot be properly applied to the booking order. To add a booking order, you will need to make the event public, add the order, and then make the event confidential again.
In this article:
- Edit a Booking Order
- Delete an Open Booking Order
- Edit or Delete a Closed Booking Order or Booking Order with Actuals
Edit a Booking Order
To correct or make changes to a booking order, it is best practice to make the changes directly on the Bookings tab. Changing the dates, times, usage or rates directly on the booking updates the calendar, as well as updating the booking order details. See Edit Bookings for more information on how to edit a booking.
Once a booking order has actuals (due to the completion of work order items), you will no longer be able to edit some fields on a booking row in the Bookings tab including, Unit Charge, Dates/Times, Rate, Billable, Seasonal, Internal, Units, Daily, Units of Time, Usage and Space. To edit these fields you will first need to delete the actuals on the booking order.
To make any smaller changes to the booking order, such as changing the Booking Order Item Description:
- Navigate to the Events page and select the event with the booking order to edit.
- Right-click and select Edit > Edit. The Edit Event window opens.
- Select the Service Orders tab.
- Select the booking order to edit. If there are multiple service orders, show the Booking Order column to determine which is the booking order.
- Right-click and select Edit and make your required changes.
- Click Save.
Delete an Open Booking Order
Although it is best practice to edit/delete bookings in the Bookings tab, it is possible to delete open booking orders which do not have actuals. Once you delete a booking order, the booking rates are removed from the Bookings tab. The spaces remain booked; however, the rate is no longer assigned to the booking. To delete a booking order that is open and with no actuals:
- Navigate to the Events page and select the event with the booking order to delete.
- Right-click and select Edit > Edit. The Edit Event window opens.
- Select the Service Orders tab.
- Select the booking order to delete. If there are multiple service orders, show the Booking Order column to determine which is the booking order.
- Right-click and select Mark for Delete.
- Click Save.
Edit or Delete a Closed Booking Order or Booking Order with Actuals
If a booking order is closed by mistake or you need to make changes after the booking order is closed, you should first re-open the booking order and then delete the Actuals. This process is the same as re-opening Service Orders and deleting their Actuals, but will also result in the booking becoming editable in the Bookings tab.
Once your booking order is open and does not have actuals, it is best practice to edit or delete the booking rows in the Bookings tab of the Event. Deleting the booking order itself at this stage will only remove the rates from the booking.
Once your Booking has been deleted in the Bookings tab, you should then delete the open Booking Order. If you would like the system to always automatically delete empty booking orders, this can be configured in the Others tab of the Booking Configuration window. The parameter is called Delete booking orders if empty (BK 079).
If using contracts, you cannot delete a rate which is the last booking item on a booking order. You must remove the booking from the contract before deleting.
Comments
13 comments
When I add bookings later this will create a new service order, how can I add this into the original service order.
0 upvotes
Happy Friday Kris,
It is good to hear from you! I hope all is well. I have been testing what you mentioned in separate databases and I can't replicate what you are describing. I went back to events created in 2014 and added additional bookings and these bookings were automatically added to the existing booking order; there was never an additional booking order created.
What version are you on? Could you please submit a ticket to us and send me screen shots of what you see because I can't replicate it.
If I don't hear from you I will find you during conference. I am so excited for the conference this is going to be the best we ever had and I am really glad you are going to attend!!
Thank you Kris,
Lily
0 upvotes
Hi,
Instead of Service Order, is it possible to auto create a Forecast Order instead?
In our org, we will create the FO and convert to SO.
0 upvotes
Hi Mavis,
Only a service order will be created automatically for booking orders. There isn't an option to use automatically use a forecast order as the booking order.
Thanks,
Maggie
0 upvotes
I have the same issue that Kris has above. When I add additional space to an event the new space goes on a new service order. It would be nice if the new space went on the same service order so we would be able to apply the payments to one service order
0 upvotes
Bill - There are a few cases when it will create a new booking order.
1 - There are some bookings on a "firm" contract and others that are not on this contract. In this case, you can end up with multiple booking orders.
2 - An existing booking order is closed/invoiced/etc... Basically, if business rules do not allow the booking order to have items added to it, a new booking order is created.
0 upvotes
Hello Bill,
During the User's Conference this year Kris and I worked on this issue and this is how we solved it:
1- We removed the existing booking order from the contract
2- We booked the additional space he needed
3- We went back to the original contract and re-added the booking order
I hope this helps you also,
Have a great day!
Lily
0 upvotes
hello Everyone,
I have a multi day event(one event ID) spanning a few months. When I add space bookings, all of them are added to a single service order. Ideally, I would like to add them to different Service Orders, month wise. And can I add month wise Booking Functions and add the booking orders to each
Please advise a solution
0 upvotes
In 20.9 Patch H and above, there is the Split Order functionality. You can use this to break your booking orders out by month. Give that a try and see if it works.
0 upvotes
Hi all,
When creating a Service Order, we have a mandatory field called "Department". Would it be possible to have this same field within Booking Service Orders and to also have the field automatically populated?
Thanks in advance for an information provided!
0 upvotes
Daniel - some info that might help: The Department field does exist for all orders, including Booking Orders. We do have a way of setting the field to required through Field Privileges, but we do not have a way of defaulting a value in, nor do we have a way of making the value conditional based on it being a Booking Order.
Potentially, you could use a Web Hook to accomplish this, which would be a customization. Let us know if you'd like to discuss that further. Thanks.
Mark F
0 upvotes
Hi Daniel,
One enhancement I have been requesting for some time is a parameter that would allow the defaulting of the Order Department to that of the Personnel Department of the user entering the order. As this is not business logic that all customers would want, the parameter would handle the situations where it was needed or left off (as it behaves today) for those that do not want this functionality.
I would like to see a video/kb article on how to use Web Hooks to set the value of fields based on criteria - now there's a handy feature! - This might go some way to solving the "Data Dependant Layouts" requests everyone has.
0 upvotes
Hi and thanks for the comments.
Quick summary: At the moment, when users add a booking, they have to fill out all the necessary details before then saving the data and then navigating to the 'Service Orders' tab in order to add the 'Department' details. This can result in the 'Department' field occasionally not being populated due to error. My aim is to have this 'Department' field auto populate for booking service orders.
If you believe WebHooks could solve this issue then myself and Sean would be very interested especially if there are any videos/ visuals to see them implemented.
I do not have any previous experience with WebHooks however I have spent the morning looking at external articles as well as the 3 below on the Support Centre;
What are Webhooks? - https://supportcenter.ungerboeck.com/hc/en-us/articles/115013301608-What-are-Webhooks-
Webhooks in Ungerboeck - https://supportcenter.ungerboeck.com/hc/en-us/articles/115013151087-Webhooks-in-Ungerboeck
Getting Started with Webhooks - https://supportcenter.ungerboeck.com/hc/en-us/articles/115013310048-Getting-Started-with-Webhooks
0 upvotes
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