Activity Setup

This topic describes the setup that must be in place before you can access any functionality in the Bookings module.

Click here for a shortcut to a description of the page's actions.

The table below describes the main fields on the Activity Setup page. Click the links to see descriptions of the card's FastTabs and fields:

General FastTab
Availability Matrix FastTab
Point of Sale FastTab
Table Reservation FastTab
Quote & Invoice FastTab
Rental FastTab
Members
Groups FastTab
Web Integration FastTab

General FastTab

Field	Description
Reservation No. Series	The number series used to assign unique reference numbers for the reservations.
Activity No. Series	The number series used by default to assign a unique reference number for each activity. You can also define this series per activity type, if needed.
Task No. Series	When a task is created, each task gets assigned a unique ID or task number.
Allowance No. Series	The number series used by default when issuing allowance (pre-selling products in bulk).
Activity Product No. Series	The number series used by default when creating activity products. If this field is left blank, the user can create numbers manually.
Retail Item Creation	Used when creating new Bookings products. You can specify whether the item number should be the same as the activity product number, or you can create a new retail item based on templates (set on activity type) and assign it to the activity product. Available options: Same Item No./Product No. Use Template Item No. Series - use the same number series as the template item number is using.
Package No. Series	The number series used by default when creating Offer packages. If this field is left blank, the user can create the numbers manually.
Allotment No. Series	The number series used by default when creating Allotments.
Price Currency	The currency which activity product prices are using and the currency of the Reservations. This should ONLY be set if the General Ledger accounting currency is different then the currency used for the pricing and reservations. Note: When this setting is used, the store currency for any POS used to finalize or charge to the Activity reservations MUST be set in the same currency as the Price Currency in the Activity Module.
Retail Pricing Date	Specifies which date should used as reference date for pricing when you enter additional charges to a reservation, that is either the date of entry or the date of the reservation.
Reservation Assignment	When adding new activities in the role center or at the POS, the system automatically checks if the client already has an open reservation for the same period and adds the activity to the existing reservation. By default, this is always within the same location, but the user can define if location should be ignored during the checking of existing reservations for the assigned client.
Check Overbooking (+ Days)	Sets how many days the check overbooking process "looks" into the future to check for overbookings. If set to 0, then all future bookings are checked.

Availability Matrix FastTab

This FastTab has optional settings regarding matrix views. If you do not set these options up, defaults are applied. See POS help for details on these interface and style fields.

Field	Description
Default Matrix Menu	If set, then when the availability matrix is displayed, the menu container used for the view will pick up default settings according to this menu setup.
Matrix Interface profile	Optional setup of which interface profile to use for presentation settings. If left blank then default settings are used.
Matrix Style Profile	Optional setup of which style profile to use for presentation settings. If left blank then default settings are used.
Open Matrix in New Tab	Set if the Availability matrix opens in a new tab from the Role Center menu only. Matrix views opened from the reservation cards will always open using a standard page.

Point of Sale FastTab

Field	Description
Additional Charge Link	Specifies if the additional product charges on an activity are linked to the activity charge itself on the POS when the product is sold or being paid. If the link is set, the user cannot change individual additional charge lines on the POS, and each line is related to the activity charge line when it comes to voiding lines.
POS Reservation Type	The reservation type that is assigned to all activities which are sold (and created) through the POS. If you leave this field blank, the default reservation type for the sold activity is used.
POS Entry Status	The status used to assign to an activity when the activity is being created on the POS. If you leave this field blank, it is not possible to sell activities on the POS. Normally used to indicate that the entry is being created. Note: We recommend that the status reserves the resources at this point. Also, we recommend to have a special status setup for this purpose only.
POS Posting Status	This status is used to assign to the activity at the posting of the sale on the POS and payments on the POS. Normally used to indicate that posting on the POS was successful. The status can be used to trigger confirmation emails.
POS Waiting List Status	This status is used to assign to the activity when activity is being reserved on the POS and there is no availability at the selected time. The system will ask the user if the appointment should be put on a waiting list. Note: This field is optional and can be left blank, if it is not needed.
Days in Payment View	Specifies how many days in the future the user will be allowed to view unpaid activities when paying outstanding ones on the POS. If you leave this field blank, no date filters are assigned on the payment POS list view.
POS Rescheduled Status	This status is assigned to an activity, if the user reschedules the activity on the POS using the RESCHEDULE POS Command. The activity only gets this status if the rescheduling requires a new activity to be created and the old activity needs to be canceled. Thus, this status field only accepts status code where internal status is set to be canceled.
Show Price Comment	Specifies whether the activity price comment will be added to the item description in the POS journal during the payment process.
Arrival/Departure filters	The number of days in the past, and in the future when the user will be able to charge to the Activity Reservation from the Point of Sale.
Activity Editing	Specifies whether BackOffice users are allowed to change status on activities and reservations that are already in the POS Journal payment process.
Backoffice POS Terminal No.	The POS terminal number for prepayments.
Backoffice Deposit Staff ID	The Staff ID for prepayments.

Table Reservation FastTab

Field	Description
Hospitality Table Management	Specify if the Bookings reservations are going to be used for table reservations and should be transferred to Hospitality Table Management. The available values are No Integration and Integration with Hospitality. Note: If you select integration, you must also specify the activity type to be used for table reservations to indicate which activity type should be synchronized.
Table Reservation Type	This is the reservation type used as assignment when the table reservations are created through the Hospitality table management.
Table Reserve. Draft Status	The status assigned on the Activity line in reservations when status is Draft at the table management side.
Table Reserv. Confirmed Status	The status assigned on the Activity line in reservations when status is Confirmed at the table management side.
Table Reserv. Canceled Status	The status assigned on the Activity line in reservations when status is Canceled at the table management side.
Table Reserv. No-Show Status	The status assigned on the Activity line in reservations when status is No-Show at the table management side.
Table Reserv. Closed Status	The status assigned on the Activity line in reservations when status is Closed at the table management side.

Quote & Invoice FastTab

This FastTab is only for settings that are required when you create a Business Central quote or an invoice based on a reservation. See settings on the Reservation Types card to allow Quote & Invoice for a reservation type.

Field	Description
Quote Discounts	Defines how discount assignments are handled: Reservation Sets Discount: Discounts are assigned in the reservation and not at Quote/Invoice. Quote Sets Discount: Discounts are assigned in the quote and brought back into the reservation. LS Central discounts would be generated.
Invoice Tax/VAT	Defines if tax or VAT are included in the reservation prices. Note: This setting also affects membership invoices. Default: No setting will be assigned on the quote. Price Include Tax/Vat: The include setting will be set on the quote. Price Exclude Tax/Vat: The exclude setting will be set on the quote.

Rental FastTab

Field	Description
Rental Unit No. Series	This is the number series used for identification of each rental unit and which is assigned automatically on each unit. If left blank, the system assumes the user will create each rental Unit No. manually.
POS Return Units Status	The status assigned to each Rental Charge Line (Activity line) when the rental unit is returned using POS functionality. Only used if the user wants to identify the activity (rental reservation) with a new status when the equipment has been returned.
POS Late Return Units Status	Same as return units status (above). Only assigned if the return is late according to the initial reservation, to differentiate rental lines that were returned late.

Members

Field	Description
Default Member Club	This specifies the default member club to assign to new members when created using the automatic features in activity to create members.
Default Scheme Code	This specifies the default member scheme to assign to new members when created using the automatic features in activity to create members.
Always Create New Members	This specifies if a member contact (loyalty member) should always be created automatically when entering the client details in the Activity Reservation Card or the Activity Card. If this setting is on, the system will automatically create the member record using the name, email, and mobile phone of the client details registered, and assign that member number reference to the reservation. This happens only if the member contact number (Client number) is not already assigned. Note: When you enter either email address or mobile phone number in the same reservation cards, the system always checks if that information already exists in the member records, and if so, assigns the name and member contact number to the reservation automatically.
Member Deposit Type	This specifies if the member deposit is going to be posted using retail item or directly to income account.
Member Deposit Posting	This is the retail item or income account used to handle the posting at the POS, when members deposit (and pay) into their temporary deposit account. Normally, this would be non-stock item or G/L income account.
Member Deposit Type (Tender)	When members are using their temporary deposit account balance as payment, this setup defines if the payment is a tender type or a retail item. Normally, you would use tender type, but in some regions deposits might have VAT or tax settings and then you might need to use an Item setup to handle the payment posting.
Member Deposit (Tender)	Defines the tender type (or item depending on the Member Deposit Type (Tender) settings), which is going to be used to post the payment part when members use their temporary deposit account balance for payment at the POS.
Member Deposit Balance Minimum	Sets the minimum balance required when deposit balance is used as payment. This would normally be 0, but in some cases you might allow the members to have some "credit" and be allowed to go under 0 on their balance. This value is the default and is then assigned on each temporary deposit account. The user can change this per member, if required. To do that go from the Activity Role Center to the Member Deposit List and change the Negative Balance Limit. Note: Entries are only available in this list after the members' first deposit.
Member Deposit Max. Amount	The maximum amount the member can deposit at each deposit entry at the POS.

Groups FastTab

Field	Description
Group No. Series	The number series used by default when creating activity group reservations. Must be set, if group reservations are going to be created. Note: The resulting group numbers should not conflict with Activity Reservation numbers, since when creating an activity group reservation, the system automatically creates a matching activity reservation to act as paymaster for deposits and POS charges to group reservations.
Show X-days Group Arrivals	Defines how many days before arrival the group reservations should show in the Arrival cue in the Role Center.
Show X-days Group Departures	Defines how many days before departure the group reservations should show in the Departure cue in the Role Center.
Group Member Email Template	The default email template to use for subject and body text, when sending emails from an Activity Group reservation to request the group member details. The email will have an automatically attached Excel sheet for the population of the details, including name, email, and phone. Note: This setup is not required. If not assigned, then a default subject and body text will be generated.
Group Member Attachment Path	The default directory path on the local user's drive to search and import the Excel sheet with the group member details.
Allow adding to Group Reservation	Specifies if the users are allowed to add activities to the individual group reservations for each member of the group. Those activities will be outside the scope of the group reservation and are not included in any total summary or payment gathering for the group. Users would have to handle payment of such activities in same manner as individual activities.
Group Line Availability	It is possible to see the availability for the activity product/group line in the group reservation without the specific time being set in the line. If this setting is Default, the availability is not shown until a time has been set on the line. If Show Day Total per Interval is set, the availability for the whole day is calculated based on the default interval setting on the product. Note: When complex package products or resource reservations are passing multiple intervals, the presented value might not be completely accurate, and should only be seen as an approximate figure. Note: This setting might also affect performance.
Group Line Update Total View	By setting this to ON, every time a group line is modified, the total FactBox amounts are updated in the Group Reservation Card. If set to OFF, the user must update the total amounts by pressing F5. Note: This setting might affect performance.

Web Integration FastTab

Field	Description
Web Logging	Specifies if the web requests should be logged into a transaction log, or if only errors should be logged.
Web Draft Status	The initial status of the activity when created through the WEB API.
Web Confirmed Status	The status assigned to the activity when confirmed through the WEB API.
Web Paid Status	The status assigned to the activity when paid through the WEB API.
Web Cancelled Status	The status assigned to the activity when canceled on the WEB API.
Web Currency Code	The currency used to send pricing to the Web API.
Web Include Additional Charges	Decides if the additional charges should be added automatically to the activity reservation, based on the activity product settings, or if the charges should not be included.
Web Payment process	Decides if the payments assigned through the API and Commerce sales order routing should be assigned to the activities as full payment and the status of the related activities set to fully paid, or if it should accept the payment as deposit and not update the payment status of the activity. If the default As Payment is used, the Commerce/Web sales order will be posted to the revenue accounts accordingly and payment to the normal payment accounts. If, however, the As Deposit is being used, the revenue is posted to the Deposit account (deferred revenue), and the payment to normal payment accounts. Then the activity reservation is normally pulled into POS for payment at the date of consumption (booking date), and paid as normally through the POS functionality. At that point the deposit entry is pulled into the journal as well and balances the Deposit/Deferred revenue account, and revenue is posted as normal through the POS journal and statement.
Token Expiry Time (Sec)	The duration time of the reservation token, in seconds. There are two options when using the web API to book activities. For short booking process, the front end normally receives the availability details, and the user confirms and reserves the activity at chosen date and time. This would be a two-step booking process. For longer processes, that is when you need the front end to book multiple activities and the client must enter more of information, the system supports a three-step booking process, that is getting availability, reserving the product, and receiving the token) and then, at later stage, sending in the confirmation (and using the token to assign previously reserved product or resources). This setting declares how long the token keeps the resource reservation valid without the confirmation. If the token expires, the resources are released to general availability. Note: If confirmation is sent using an expired token, the system will still try to confirm the activity or reservation, depending on availability.
Web Service Timezone	This field should be set by default to UTC, which is the timezone Business Central web services operate on by default. Only change this value, if the Business Central web services have been set to operate on a different timezone. Note: The value in this field does not change the timezone of the Business Central web services, instead it must reflect the system setup.