Charge Code settings for assets
Managing Charge Codes in the DMU
Entering Charge Codes in reservation screens
Overview
Organizations can track and report on expenses tied to reservations in Tango Reserve through the use of Charge Codes. Within an organization, departments, groups or individuals have their own Charge Codes that are generated internally. By indicating that the expenses for Reservation 1 go with Charge Code X, the appropriate department can be billed for Reservation 1 and the details can be viewed through Analytics. Multiple Charge Codes may be associated to a reservation so that a specified percentage of the expenses may be allocated to the appropriate code.
Example
Reservation 1 is a meeting for marketing and sales and has $100 in expenses that should be divided equally between the 2 departments. In the Charge Code section of the reservation window, the user enters marketing's Charge Code (M111) with an allocation of 50% and sales's Charge Code (S222) with an allocation of 50%.
Any allocation percentage may be entered for each charge code as long as the allocations for each asset within the reservation add up to 100%.
Within Tango Reserve, each Charge Code has a value (number/code), name, description, state, activation date/time and expiration date/time. The description and date/time fields are not required. The database of Charge Codes is managed through the Data Management Utility (DMU). Every asset in an organization's account has the option to allow charge codes. When an asset allows Charge Codes, Charge Code fields are displayed in reservations made for that asset. If an asset's settings require one or more Charge Codes, then the specified number of Charge Codes must be entered in order to reserve that asset. If validation is required, then upon submission the Charge Code values must match active Charge Codes within the database and fall within the activation time frame (if activation & expiration times exist for that Charge Code in the database).
Lobby Kiosk and Room Kiosk
Charge Codes are not supported in the kiosk applications. Rooms which require Charge Codes should not be reservable from the kiosks.
Charge Code settings for assets
Every asset has 2 Charge Code settings within policies. First is the Charge Code Type, which determines how the Charge Code fields behave in the reservation screens and whether or not validation is performed upon submission of the reservation. Click on the info icon next to each policy for more information.
Charge Code Type
1 - Don't show charge code (in DMU this is “None”)
2 - Allow charge code entry but not required (in DMU this is “NotRequired”)
3 - Charge code required with no validation (in DMU this is “RequiredNoValidation”)
4 - Charge code required with database field validation (in DMU this is “RequiredDBValidation”)
If Charge Code Type 1 is selected (Don't show charge code), then Charge Code fields will not be displayed for this asset in the reservation screens. This is the default setting.
If Charge Code Type is set to 2 (Allow charge code entry but not required), then Charge Codes will be displayed as a collapsed section. This enables users to enter Charge Codes if desired by expanding the section. A single Charge Code row will be displayed in the reservation screens and the user can add more Charge Code rows if necessary.
If Charge Code Type 3 is selected, then the quantity of Charge Codes entered while reserving that asset must be greater than or equal to the quantity specified for Minimum Number of Required Charge Codes. When submitting the reservation, the values entered for Charge Codes are not compared to the values in the database.
If Charge Code Type 4 is selected, then the quantity of Charge Codes entered while reserving that asset must be greater than or equal to the quantity specified for Minimum Number of Required Charge Codes. When submitting the reservation, the values entered for Charge Codes are validated against the values in the database. If activation & expiration times exist for that Charge Code in the database, then the reservation date must fall within that Charge Code's activation date/time and expiration date/time.
Minimum Number of Required Charge Codes
0-5
The second setting is the Minimum Number of Required Charge Codes. This can be a value from 0 to 5. It determines how many Charge Code rows will be displayed in the reservation windows by default. Users may always add more Charge Code rows when necessary. An asterisk next to the Charge Code row indicates that it is required.
Example
For tracking purposes, an organization may want every reservation for Asset A to have 3 Charge Codes. In that case, the Charge Code Type for Asset A would be set to either 3 (Charge code required with no validation) or 4 (Charge code required with database field validation) and the Minimum Number of Required Charge Codes would be set to 3. This would require every user to enter at least 3 unique Charge Codes when reserving Asset A.
There are constraints between the Charge Code Type and the Minimum Number of Required Charge Codes.
When Charge Code Type 1 or 2 is selected, the Minimum Number of Required Charge Codes becomes 0 and the field is disabled.
When Charge Code Type 3 or 4 is selected, the Minimum Number of Required Charge Codes becomes 1 and it can be changed to 2, 3, 4 or 5.
Managing Charge Codes in the DMU
The Data Management Utilty is used to access and manage Charge Codes. A user must have the right to "Manage Charge Codes" to download, create, update or archive the full charge code. This right is not enabled by default and must be enabled in the Web UI because rights cannot be managed via the DMU.
Columns in the Charge Codes template
Charge Code - Values: string. Required
Name - Values: string. Required
Description - Values: string. Not Required
Active - Values: True or False. Required
Activation Time - Values: Date and Time. Not Required
Expiration Time - Values: Date and Time. Not Required
To manage, on the main page of the DMU, click on the More dropdown and select Charge Codes.
Click on Download Charge Code Data.
Make the necessary changes to the Charge Codes in the .csv file.
Click on Upload Charge Code Data.
Entering Charge Codes in reservation screens
If the Charge Code Type for the selected asset is 2, 3, or 4, then the Charge Codes section will be displayed in the reservation screens.
Reservation window in the Web Application
This room requires 1 charge code so one required charge code field is displayed.
The user enters a Charge Code and allocation of 100%.
If the user needs to divide the expenses, they can add another charge code row.
The allocations must total 100%.
The user can add unlimited Charge Code rows.
Reservation details
The allocations for each asset must total 100%.
Event Summary View
Click on the Charges tab in the Event Summary View. An asterisk indicates required Charge Codes.
Exchange Add-in
Click on the Charges tab in the Reservation Summary screen. An asterisk indicates required Charge Codes.
Allocations must total 100% for each asset.
Click on the add another Charge Code icon to add more rows.
Mobile Apps
Tap the Make Reservation button on the asset tile.
This room requires 1 charge code so one required charge code field is displayed.
The user enters a Charge Code and allocation of 100%.
If the user needs to divide the expenses, they can add another charge code row. The allocations must total 100%
The user can add unlimited Charge Code rows and submit the reservation.
This is the Charge Codes section in an existing reservation (reservation details page).
Analytics
The Reservation Charges Widget is an itemized list of any reservation that has charges. They are grouped by confirmation number, then by asset. Multiple currencies are supported. Pounds can be converted into USD (exchange rates are updated hourly).
A Charge Codes Filter called gives users the ability to filter data by one or more charge codes. It is available in the following widgets:
• Asset Cleaning List
• Asset Occupancy by Capacity
• Asset Usage
• Asset Utilization
• Asset Utilization by Category
• Asset Wayfinder
• Average Hours Reserved
• Collaboration Space Invitations
• Home and Visitor Reservations by Weekday
• No Shows by Person
• Overall Asset Utilization
• Reservation Charges (in development)
• Reservation Check-ins
• Reservation Details
• Reservation List
• Reservations by Category
• Shared vs Permanent Reservations (chart)
• Shared vs Permanent Reservations (table)
• Top Locations by Reservations
• Total Hours Reserved
• Total Reservations
• Upcoming Reservations
• Utilization by Asset
More Info
At the present time, Users do not have a default Charge Code field in their profile.
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