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Prices

In Yesplan, resources are booked for events. When booking these resources, we can map costs and proceeds.

Price Definitions§

The prices that must be charged for a certain event can differ depending on an abundance of conditions. That’s why every resource in Yesplan can have one or more price definitions, which are chosen when booking depending on those conditions. Booking prices can also be overridden, separate from the price definitions that apply for the resource. In other words, you can always apply the desired price, even under exceptional conditions.

A price definition consists of selling price and cost stipulations, a VAT rate, discount rules regarding duration and quantity, and an accounting number and purchase price (informative). You can indicate whether the prices must be billed by default. You can also link a price definition to an event profile so that the price definition will be chosen if it is booked for an event with that profile.

Every resource is given a default price definition with the name “default” when it is created. You can edit the name by double-clicking on it.

Remark

Depending on the settings, price definition names can be chosen from the suggestion list and/or entered into the input field that appears. The capabilities of price definition names can be set by a Yesplan-administrator under Labels and Descriptions).

You add a price definition by clicking on “Add a Price Definition” on the “Prices” tab in the resource inspector. Edit the name by double-clicking on it and entering the desired values.

Attention

The name of the price definition is important when swapping placeholders. See Swapping placeholders for more information.

Rates§

The simplest rate is a fixed amount. A resource rate can also be calculated based on a price per hour, day, week, month, or per day part. Yesplan will calculate the number of units to be billed based on the duration of the booking.

You can input the prices excluding or including VAT. To do this, click on the button “Excl.” / “Incl.” (depending on the current state) next to the input field to indicate what the entered amount shows. The converted including/excluding amount (as required) is also displayed for your information.

Yesplan will charge every started unit in full by default. For example, if a resource is booked from 10:00 to 12:30 and the unit is ‘per hour’ then Yesplan will automatically charge three hours and not 2.5.

You can also set the accuracy with which Yesplan must calculate the result (e.g. based on every started quarter of an hour for a ‘per hour’ price unit). You can also determine what must be taken into account minimally (e.g. at least 30 minutes).

Please note: the minimum number of units that must be billed

  • cannot be smaller than the basis upon which the calculation is based
  • cannot be larger than the chosen basic unit

In other words, it is not possible to define that a price per hour must be calculated on the basis of every started quarter of an hour, with a minimum billable unit of 10 minutes. Nor is it possible to define that the minimum billable unit is 2 hours; one hour is the basic unit.

Remark

The offset times are always counted under the duration of the booking when calculating the price.

The number of billable units can be overridden manually if you want to deviate from the automatically calculated units.

The price of the resource set is, by default, the sum of the prices of all the resources in this set. A resource set can also have its own price definitions, separate from the contents of the set. You add a price definition to the resource set. You do this, just like for a resource, by clicking on “Add a Price Definition” on the “Prices” tab in the resource set inspector.

Day Parts§

Prices can also differ depending on the moment of the day when they are booked. For example, a certain hall is rented for 100 euros in the morning, 150 euros in the afternoon and 200 euros in the evening. In Yesplan, we call these moments of the day ‘day parts’.

A day parts definition is a set of different day parts. For example, day part ‘morning’ from 09:00 to 12:00, ‘afternoon’ from 13:00 to 18:00 and ‘evening’ from 19:00 to 23:00. You give these three day parts a joint name like ‘Opening hours meeting rooms’. You can create multiple day parts definitions if your organization uses different timetables. Day parts definitions are created by an administrator.

They can be used for the price definition of a resource, to place a price on each separate day part. The same day parts definition can be used multiple times for different price definitions, to create different rates for the same resource.

If you want to charge a day price for a specific resource at times and a price that is dependent on the day part at other times, you will have to create two price definitions for that resource (one with a price per day and one with a set of prices per day part).

For example:

  • Price definition 1: price per day 250 euros
  • Price definition 2: day part ‘morning’ at 100 euros, day part ‘afternoon’ at 100 euros, and day part ‘evening’ at 100 euros.

To define a price per day part, click on the button with the grey triangle next to the input field (“Fixed” is written in this button by default, but this can vary since the active option is displayed here). Then enter the amounts per day part.

Yesplan will charge every started day part in full by default. For bookings that take place over several day parts, the prices of those day parts are added up, even if the booking only overlaps partially with a particular day part.

Attention

We advise against working with day parts that overlap. For example, a day part ‘morning’ from 09:00 to 13:00 and a day part ‘afternoon’ from 12:00 to 17:00, with an overlap between 12:00 and 13:00. You’ll find more information in the page about Managing Day Parts.

Accuracy§

Under day parts, you can set the accuracy with which Yesplan must calculate the result. For example, within a day part you can calculate the result based on every started hour.

This makes it possible to define a variable hourly price in function of the day part.

Example:

  • The price is 2 euros in the morning, 2.50 euros in the afternoon, and 4 euros in the evening.
  • In our organization, we use a day parts definition with the day parts ‘morning’ from 07:00 to 12:00, ‘afternoon’ from 12:00 to 18:00 and ‘evening’ from 18:00 to 23:00. The morning day part lasts five hours. If we want this to be calculated at 2 euros per hour then that amounts to 10 euros (2 euros × 5 hours) for the entire day part. The afternoon day part lasts six hours, times 2.50 euros per hour, so the price of the entire day part is 15 euros. The evening day part lasts five hours at 4 euros per hour = 20 euros.
  • If we input the prices per day part (morning 10 euros, afternoon 15 euros, evening 20 euros) and we define that we want to calculate the rate based on every started hour, then we achieve a variable hourly price in function of the day part.

Minimum Price§

For day parts, you can also set the minimum amount of time that must be taken into account. If a booking takes place over several day parts, Yesplan recalculates that minimum time for each separate day part. As a result, a booking can be more expensive than initially thought. In that case, you can adjust the price manually (see Overriding the Selling Price for more information).

Example:

  • In the scenario above, we also define that a minimum of three hours must be taken into account.
  • A booking from 10:00 to 14:00 falls in two day parts (morning and afternoon), and for each day part a minimum of three hours will be taken into account for the applicable rate for that day part:
    • morning: 2 hours booked, but charge at least 3 hours at 2 euros = 6 euros
    • afternoon: 2 hours booked, but charge at least 3 hours at 2.50 euros = 7.50 euros

Discounts§

Rules can be added to the price definition for discounts and surcharges. You can indicate that you charge the full price for a piano for the first two days that it is booked for an event and give a 10% discount thereafter.

The price definition contains two input fields for discount formulas: a duration discount and a quantity discount.

Remark

This discount will be visible on the bookings in Yesplan. The default report for the quote shows the price of the resource including the discount, but the discount itself cannot be displayed separately.

Duration Discount§

The field “Duration Discount” is only active if the unit under “Selling Price” contains one of the following values:

  • “Per Hour”
  • “Per Day”
  • “Per Week”
  • “Per Month”
  • per day part.

Yesplan will automatically calculate the discount based on the formula in this field. A formula always has the same structure:

  • The time unit: h (“hour”), d (“day”), w (“week”), m (“month”) or p (“part”).
  • The order: a natural number that determines the time unit. d3 indicates the third day, h12 indicates the twelfth hour, etc.
  • A colon :.
  • The discount: it is expressed with a + or a - by default. +20% applies a surcharge of 20%, while -25% awards a discount of 25%.
  • A semicolon ; to separate the different parts of the formula.

Tip

You can also enter the discount without a + or a -, but Yesplan will automatically convert it to a formula with these characters:

  • 120% becomes +20%
  • 75% becomes -25%.

Yesplan follows a few more rules when awarding discounts:

  • Part of the formula also applies for the period that follows. The formula h1:100%;h2:-25% gives a discount of 25% in the second hour, but also in the third, fourth etc. The formula h1:100%;h4:-25% does not give a discount in the first, second and third hour, but a 25% discount applies as of the fourth hour.
  • Yesplan does not count the time units in a series; it counts them in time. If you use the formula h1:100%;h3:-25% and book a resource from 12:00 to 13:00 and from 14:00 to 15:00, then a 25% discount will be awarded for that last period because that is the third hour starting from 12:00. So, it does not have to be a consecutive booking to award the discount.
  • Yesplan does not add up the number of separate bookings. Let’s use the formula h1:100%;h2:-50%:
    • If you book two microphones in the first hour (“Microphone x 2”), then you must book exactly the same (“Microphone x 2”) in the second hour to receive a discount. Two times one microphone (“Microphone x 1” and “Microphone x 1”) will not result in a discount.
    • If you book two microphones in the first hour (“Microphone x 2”) and six microphones (“Microphone x 6”) in the second hour, then a discount will be awarded for the six microphones, not only for the first two.

Here are some more examples of discounts:

  • d1:100%;d2:-20%;d3:-40%:d6:-50%:

    • The first day you pay the full day rental price (100%).
    • The second day you get a 20% discount.
    • Days three to five result in a 40% discount.
    • After that a 50% discount is applied.
  • h1:100%;h3:90%;h8:75% is converted to h1:100%;h3:-10%;h8:-25%:

    • The first two hours you pay the full price.
    • As from the third hour you get a 10% discount.
    • As from the eighth hour you get a 25% discount.

Remark

If the duration discount already contains a formula and you change the time unit under the selling price, then Yesplan will automatically adjust the time unit in the formula. For example:

  • The time unit under the selling price is “Per Hour” and the discount formula is h1:100%;h4:-25%.
  • You change the time unit under the selling price to “Per Day”.
  • Yesplan automatically adjusts the discount formula to d1:100%;d4:-25%.

Quantity Discount§

You can also set a discount for the number of booked resources by entering a formula in the “Quantity Discount” field. This formula has the following structure:

  • The discount for the quantity: a (“amount”).
  • The order: a natural number that determines the amount. a3 indicates three items, a12 indicates twelve items, etc.
  • A colon :.
  • The discount: it is expressed with a + or a - by default. +20% applies a surcharge of 20%, while -25% awards a discount of 25%.
  • A semicolon ; to separate the different parts of the formula.

Imagine that you enter the formula a1:100%;a25:-15%;a50:-25%:

  • You pay the full price for the first 24 items.
  • A 15% discount is awarded as from 25 items.
  • A 25% discount is awarded as from 50 items.

Remark

Yesplan always applies the quantity discount on the total quantity, not on the quantity beyond the order mentioned in the formula.

Amount and Quantity Discount§

If you enter a formula in both the “Duration Discount” and the “Quantity Discount”, Yesplan will apply both discounts. Naturally, this working method can become very complicated. Let’s look at an example:

  • The selling price of the resource is 10 euro per hour. The duration discount is h1:100%;h2:50% and the quantity discount is a1:100%;a2:-90%.
  • The resource is booked for four hours.
  • If you book one item, only the duration discount applies and the price will be 25 euro: 10 euro for the first hour and 15 euro for the following three hours (3 x 5 euro).
  • If you book two items, the quantity discount (90%) will be applied first and one resource will cost 1 euro per hour by default. You pay per item so 2.50 euro for four hours: 1 euro for the first hour and 1.50 euro for the following three hours (3 x 0.50 euro). Since two items are booked, the total price is 5 euro.

Influence of Production§

If an event is part of an event group, a discount applies for only one day by default: when calculating the discount, Yesplan starts from zero at the beginning of a new day. For example:

  • I created an event group with three events; each event takes place on a different day: “Concert Monday”, “Concert Tuesday” and “Concert Wednesday”. The microphone is booked for three hours each time. The duration discount is h1:100%;h2:-50% and the price per hour is 10 euro.
  • The price for the microphone will be 20 euro each day: 10 euro for the first hour and 10 euro for the two following hours (2 x 5 euro). Yesplan calculates the discount for each day separately.

But if you set the event group as a production, Yesplan will continue counting, even if the events take place on different days:

  • We use the example above, but the event group is now set as a production.
  • The price for the microphone for “Concert Monday” will be 20 euro: 10 euro for the first hour and 10 euro for the two following hours (2 x 5 euro).
  • For “Concert Tuesday” and “Concert Wednesday” the resource will cost 15 euro each time because the discount remains valid (3 x 5 euro).

Attention

This means that you can only use the discounts “Per Day”, “Per Week” or “Per Month” if the events for which your resources are booked are part of the same production.

Linking to Profile§

You can set each price definition as the default price definition (by clicking on “Set as Default”). The default price definition of the resource when booking is the definition that will initially be awarded to the resource booking.

A price definition can also be linked to the profile of an event. Each profile can only be awarded one resource price definition. If the event to which the resource is booked is linked to this profile then this price definition will be chosen. The linked definition will be given priority over the default definition.

If an event changes profile, those price definitions will automatically be chosen for all resources that are linked to this profile. Please note: this will only happen for those resources that have such a price definition at the moment of the profile change. If the event profile does not have a linked price definition for a resource at that moment, the applied price definition will not change automatically.

Managing Prices of Booked Resources§

When booking the resource, the default price definition is awarded unless a specific price definition exists that is linked to the event profile. If desired, you can adjust the price after the booking. You can choose a different price definition, you can override the booking selling price, or you can choose not to bill the price.

The prices that are displayed can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the list.

Editing an Applied Price Definition§

You can choose a different price definition in the event inspector on the “Resources” tab by hovering the cursor over the price and choosing the desired price definition from the drop-down menu that appears.

You can edit the price definition per resource or you can implement the price definition at other levels: the resource set level, the resource group level or the event level. If the price definition is implemented at a ‘higher’ level, all resources that fall under it will assume the same price definition, if one exists for that resource. If all the underlying items do not have that price definition, a red asterisk will appear next to the drop-down menu and next to all the resources that are exceptions. For resources that assume a price definition from a higher level, the price definition can no longer be changed because the price definition is determined at a different level. You recognize these drop-down menus by the light grey color. The price definition implemented at a higher level can be undone by choosing “Revert Price Definition” in the drop-down menu.

The price definition for an individually booked resource or resource set can also be edited via the “Prices” tab of the booking inspector of the resource or the resource set, by choosing a different option from the drop-down menu at the top. You open the booking inspector by clicking on the name of the resource in the event inspector.

Remark

Sometimes a price is not displayed; you see --- instead. The dashes mean that this user does not have permission to see these prices.

Overriding the Selling Price§

You can override the selling price of a booking in the event inspector on the “Resources” tab by double-clicking on the displayed price. Either you enter a new amount or you award a discount or a surcharge (e.g. -10% or +10%). Yesplan will calculate the result. You will notice that an overridden price is displayed in bold.

If you enter an amount, Yesplan will copy the VAT rate from the price definition that is applicable at that moment. If multiple VAT rates are applicable, for example when overriding the price at the level of a resource group or event, you will be given a choice between these VAT rates.

This manually entered discount is available:

  • in the dataview for resource bookings as the field “Prices” > “Discount Percentage” (see Dataviews for more information)
  • for reports
  • in the HTTP API as the attribute discount percentage when looking up the costings of an event, group or resource booking.

You can override the price per resource or you can override the price at other levels: the resource set level, the resource group level, the event level or the event group level. If the price is overridden at a ‘higher’ level, all items that fall under it can no longer be changed because the price is determined at a different level. You recognize these ‘locked’ prices by the light grey color. You can undo the overridden price by clicking on “Revert Price” (which appears when you hover the cursor over the price).

A price that is overridden has priority over the editing of price definitions at a higher level.

The price for an individually booked resource or resource set can also be overridden via the “Prices” tab of the booking inspector, resource inspector or resource set inspector by clicking on “Override Price” next to the “Total Selling Price” input field. You open the booking inspector by clicking on the name of the resource in the event inspector.

Remark

Sometimes a price is not displayed; you see --- instead. The dashes mean that this user does not have permission to see these prices.

Discounts on Discounts§

In Yesplan, you can award discounts when booking resources. You can do this on several levels: you can award a discount to an individual resource, to the entire resource group, to everything in the event, or to everything in the entire event group.

In addition to a fixed discount, it is also possible to apply a percentage discount to the selling price. If a percentage discount is awarded on two different levels, the discounts are combined. For example, you can give a 10% discount on a specific resource, and an additional 20% discount on the entire event.

Please note that when combining discounts in Yesplan, the discounts are applied one by one and not added together before being applied.

For example,

Price of resource                    = 100
Discount on resource 3%              =   3
New price of resource                =  97
Extra discount on resource group 5%  =   4.85 (5% of 97)
New price on resource group          =  92.15

Effective discount percentage        =   7.85% (and not 8%)

Prices Not Billed§

You can indicate whether the booking selling price should be billed or not per resource. You do this via the “To Be Billed” checkbox. If the checkbox is not active, the price will not be added; the displayed price will be “0.00”.

In the event inspector, on the “Resources” tab, the “To Be Billed” checkbox appears when hovering the cursor over the price. In the booking inspector of the resource or the resource set, you’ll find the “To Be Billed” checkbox on the “Prices” tab.

When booking, the value of the checkbox is copied from the value that is set for the resource’s price definition.

Number of Billable Units to Override§

If you set a price for a resource per hour, day, week or month then Yesplan will automatically determine the number of billable units based on the duration of the booking. The billable price for a booking will be based on this. Please note that offset times are always counted when automatically calculating the price of a booking.

The number of billable units can be overridden manually if you want to deviate from this. You do this on the “Prices” tab of the booking inspector of that resource. Under the input field “Billable hours” (or days, weeks, months) click on “Override Billable Hours (…)” then enter the desired value. You can always return to the automatically calculated duration by clicking on the link that appears after overriding (“Reset to …”).

Notice that there are also actual number of billable units.

Attention

Once the price of a booking is overridden, it’s no longer possible to edit the number of billable units because they are no longer applicable.

Edited Price Definitions§

When editing the price definition of a specific resource, this change is applied by default on all bookings of that resource in the future. You can also choose not to implement the change of that price definition for certain events.

When editing the price definition, a list of events appears for which the resource is booked in the future. Per event, you can indicate that you don’t want to update the booking for that event to the new price definition. You do this by deactivating the checkbox next to the event.

You can recognize a price definition that was edited after the booking, but where the change was not implemented to that booking, by a black asterisk next to the name of the price definition for that booking. You can still choose to select the edited price definition from the drop-down menu. At that moment, the old booking price definition will disappear definitively.

Summary of Event Prices§

You’ll find a summary of the costs and proceeds of the event that has the focus on the “Prices” tab of the event inspector. The cost, selling price and profit margin of all resource bookings are added up per resource group. You also see the net totals, gross totals, the total amount to which VAT is applicable (per VAT rate), and the diverse VAT totals.

Remark

The profit margin is the gross profit expressed as a percentage of the selling price. For example, for a selling price of 100 euros and a cost of 80 euros the gross profit is 20 euros, which is 20% of the selling price. If the selling price is zero, a profit margin will not be displayed.

Yesplan uses the following formula for the profit margin: ((Selling price - cost) ÷ |selling price|) × 100

Please note that the formula uses the absolute value of the selling price, which is important in the exceptional case of a negative selling price. Sometimes this occurs when using an ad hoc resource to award discounts. For example, for a selling price of -50 euros and a cost of 0 euros the “profit” is -50 euros, which is -100% of 50, the absolute value of the selling price. A positive profit margin always implies a positive profit; a negative profit margin always implies a negative profit.

The prices that are displayed under each resource group can be shown including or excluding VAT. To switch between displaying with or without VAT, you can choose the desired option at the top of the tab.

You can also book an ad hoc financial resource via the “Prices” tab. An ad hoc booking is a resource booking for single use. You will not find this resource in the resources finder. An ad hoc resource has all the characteristics of a regular resource (type, roles, resource group, prices, etc.). You can recognize a ‘financial’ ad hoc resource by the symbol that precedes it in the list: a white dollar sign in a green circle.

You can only add an ad hoc financial resource (via the “Prices” tab) to an event and not to an event group. To do this, click on “Add an Amount”. Then enter a name, a cost and a selling price, choose the VAT rate and click on “Add”. This ad hoc booking is in the “Miscellaneous” resource group by default, but you can add it to the resource group of your choosing. To do this, open the inspector (by clicking on the name) and customize the group on the “Info” tab.