How to set up "Price Sheet"

What is "Price Sheet" and "Instrument Price Category"?

Within BookitLab, prices are defined for each "Instrument Price Category". Please note that the prices are NOT defined per each and every instrument. This is because multiple instruments can have the same price settings. 

Example: A core facility has multiple instruments of the same type (e.g. SEM). Then they can set up a price setting for this type of instruments, and all the instruments of this type can use this price setting. 

Price Sheet

"Price Sheet" is a table of instruments' prices that are valid for a specific period.

For each "Instrument Price Category", diverse combinations of the followings can be set:

• "Project Category": depending on the type of project the user is paying from, different pricing can be set. Category can be chosen from; "Intern" (Internal projects), "Bidrag" (Collaboration projects), or "Oppdrag" (Commissioned projects). At UiO, we do not set project categories in BookitLab other than these three.
• "Fee Type": how the total cost is to be calculated. For example, if the price is set per hour of booking, select "Reservation (H)".
• "Time Slot Type": it is also possible to set different prices between "Peak" time and "Off Peak" time. "Peak" and "Off Peak" time must be defined on the instrument's settings on "Working Hours" tab.  
• "Threshold/Factor": depending on the set "Fee Type", a threshold can be set so that the booking or use of less than that threshold will be free of charge, for example little use of consumables. 
• "Rate": price per unit defined on "Fee Type". 

Instrument Price Category

"Instrument Price Category" is a name for pricing that one or more instruments or services use in common. Although this holds "Instrument", this is used to set prices for services, training, and consumables as well.

It must be defined before setting up a "Price Sheet".

1. Go to "ADMIN PANEL", the bottom of the navigation menu (on the left side).

2. Click "INSTRUMENTS" on the navigation menu and then "Instrument Price Categories" under "INSTRUMENTS".

3. Press the "Add" button below the table of "Instrument Price Categories".

4. Choose a correct "Core", fill in a name for a new price category, and press the "Submit" button

How to create a new "Price Sheet"

1. (If you are not yet) Go to "ADMIN PANEL" from the navigation menu on the left side.
2. Click "BILLING MANAGEMENT" and then the "Price Sheet" menu.
3. In the "New Period" row at the bottom of the list, select a "core", start and end date of the period for which this price sheet should be valid.
4. Press the "Insert" button. Then a new line with an ID is added.
5. Press the "Open price sheets for this period" icon (of a pen on a sheet with lines) on the "PRICE SHEETS" column for the created line to add prices. You will then be taken to the "Price Sheet" page.
6. Press the "+" button and fill in the following fields:
   • INSTRUMENT PRICE CATEGORY: Select one that is defined in advance.
   • Fee Type: Choose one from a predefined list. For more in details, refer to #Guide on "Fee Type". Depending on the type selected, the following fields should also be specified:
     • Time slot type: "peak" and / or "off peak". 
     • Threshold: if the number (for example, reservation length, the amount of consumables) is less than the threshold sett here, it will be free of charge.
   • Project Category: Choose between; "Intern", "Bidrag" or "Oppdrag". Remember that for each project category, price(s) must be defined, unless it is free of charge for some project categories. 
   • RATE: Price rate per unit set to "Fee Type". The price should be updated once per year. Then a new price sheet for a new period must be created. 
7. When all the fields have been filled in, press "Add new price rule".
8. Repeat steps 6 and 7 so that you have a complete list of prices for various combinations of relevant factors.

Set "Instrument Price Category" to instruments, services, or consumables 

After the "Price Sheet" is created, the "core admin" must edit the setting of instruments, services or consumables so that each of them is linked to a correct pricing.

• For instruments, this can be done by selecting an appropriate "Instrument Price Category" on the "Resource" tab of the instrument's settings page ("Instruments Settings").
• For services, this can be done on the "Request Settings" tab on the editing page of "Request Type".

Guide on "Fee Type"

There are many alternative fee types available. Some options are easy to understand from the name, while others may not be so intuitive to interpret. 

"Reservation" and "Usage" 

For instruments, at the moment it is best to use a fee type that includes "reservation" in its name, either the hourly or fixed price. This is because at UiO we do not have a system that records the start and end time of using an instrument. We assume that users use an instrument at a time that has been booked and thus pay for either reserved time or per reservation.

It is strongly recommended to review the instruments' setting on cancellation policy and editing possibility on bookings, for example, until when end users can edit their bookings.

"Assisted Override"

"Fee Type" name that starts with "Assisted Override" sets total price for booking of the instruments and the provided assistance. This price is applied only when "ASSISTED RESERVATION" toggle on reservation details is turned on.

"Fixed" and "Hourly" (or "H")

Rate set on a fee type whose name is ending with "(fixed)" is to be charged per reservation / assisted reservation / training session (depending on what is written in the used fee type), regardless of how long it is. If fee type whose name is ending with "(Hourly)" (or "(h)") is also set for the same type, then the price set for ".. (fixed)" comes on top of the total price calculated based on price rate for ".. (hourly)" multiplied by length of the reservation / assisted reservation / training session.

"Other Service"

This can be used to set a fixed price or rate per unit of consumables. When a price sheet for a consumable is created, you must set a rate per defined unit on the "Consumable Types" page.

Where to set price for cancellation fee?

Cancellation fees and conditions can be configured at each instrument's "Instrument Setting" page, on "Cancellation" tab. Cancel charge is set as percentage of reservation fee, and different percentages can be set depending on when booking is cancelled.