The Rates you see in the Object Manager is your company's price list (also sometimes called 'Server Rates').
From this initial list, you can create Global Rate Cards, Client Rate Cards and Project Rate Cards to override the default rates.
Global Rate Cards can be applied to any Project.
Client Rate Cards can be applied to Projects for a specific Client.
Project Rate Cards can be created at Project level to only affect that specific Project.
TABLE OF CONTENTS
- GLOBAL RATE CARDS
- COMPARING GLOBAL RATE CARDS WITH PRICE LIST
- CLIENT RATE CARDS
- APPLYING A CLIENT RATE CARD ON A NEW PROJECT
- APPLYING A GLOBAL RATE CARD ON A NEW PROJECT
- FORCE APPLY A RATE CARD ON ONGOING PROJECTS
- APPLY NEW OBJECT RATES TO EXISTING PROJECTS
- CLEARING A RATE CARD
- MANAGING RATE CARDS THROUGH BUDGET RATE CARDS
- HIGHLIGHT RATES FROM RATE CARD
GLOBAL RATE CARDS
Access Global Rate Cards through Object Manager, by clicking on the menu and selecting "Compare With Global Rate Card "> Edit.
The Global Rate Cards window lists all the rate cards that were saved as global.
To add a new one, right click and choose New.
Add a descriptive Name, e.g. Feature Film Pricing 2017, and click on the Objects icon to start adding Objects that will override the default rates.
As the Object gets added, click on the percentage icon to access the rates. If you use Activities, click on the Activities button to access the Activities rates.
To modify a rate card, double click on the name and as it opens you can click on the percentage icon of the object that you need to change price.
Note: The change will only apply as the rate card is added to new Projects. If the changes should apply on existing Projects, you need to first clear the rate card from that Project and re-add it. See further down for more details on how to apply a rate card on a Project.
COMPARING GLOBAL RATE CARDS WITH PRICE LIST
By selecting "Compare With Global Rate Card", from the menu in Object Manager, you can choose a specific one that will be compared to the original price list of the Objects displayed in the Object Manager.
Make sure to display the Sell (hour-based or unit-based for Extras) and the Sell Day columns.
As you select a Global Rate Card for the comparison, two new columns get automatically added next to Sell and Sell Day: Sell (RC) and Sell Day (RC) - RC stands for Rate Card.
Those Objects that exist in this rate card will display their new rate on the "Sell (RC)" - hour or unit based -, or on the "Sell Day (RC)", in blue.
Use this mode to update the rate card, by simply clicking once on the cell to be updated.
Also if you need to add a new Object to the rate card, simply focus on the empty cell under the corresponding "RC" column.
Note: This option does not support comparing pricing on Activities, because Activities do not exist as a line in the Object list.
CLIENT RATE CARDS
Rate cards can also be created at Client Contact level.
Open the Contact window (Toolbox > Contacts) and go to the Rate Cards tab. Click on the plus icon to add a new rate card.
A Client Rate Card is created under one Contact within that Company, make sure to use the "Apply To All In Company" if necessary.
A Client Rate Card can also be saved as Global, if you would like to have it available to apply to other Clients. Click on the menu icon to the left of the Rate Card name on the Edit Rate Card window and choose "Save As Global Rate Card".
APPLYING A CLIENT RATE CARD ON A NEW PROJECT
To apply a Client Rate Card, as the Project gets created and the Client is selected, a pop-up will prompt to "Import Rate Card From Client?". If this client has more than one rate card, another window pops up for you to choose one from the list.
As you select one, a window will show details of the rate card. Click OK.
A yellow triangle now shows next the Client on the top-left corner of the Project window.
By clicking on it you can access the rate card again. Any changes you add to this rate card will only affect this Project.
APPLYING A GLOBAL RATE CARD ON A NEW PROJECT
To apply a Global Rate Card, click on the Eye icon at the top of the Project window and select "Rate Card" from the drop-down menu. As the Edit Rate Card window opens, click on the little menu icon on the top-left and select a Global Rate Card from the list.
As you select one, a window will show details of the rate card. Click OK.
A yellow triangle now shows next the Client on the top-left corner of the Project window.
By clicking on it you can access the rate card again. Any changes you add to this rate card will only affect this Project.
FORCE APPLY A RATE CARD ON ONGOING PROJECTS
To apply a rate card on an ongoing Project that already has Bookings on it, as the rate card window opens you need to click on "Force Apply".
You will be prompted "Do You Want To Reset The Rates Of Objects Not Included In The Rate Card?".
Select Yes if you want those Objects not included in the rate card to be reset to their original price if their price had been manually modified on this specific Project. In other words, any manually set prices to any Object in this Project will be removed to display the price from the Object Manager.
Select No to keep any manual change on the rates of those Objects.
APPLY NEW OBJECT RATES TO EXISTING PROJECTS
If you have been updating the rates of your Objects in the default price list (Object Manager), and you want to apply them to an existing Project (already planned one), you can avoid rebooking everything again by using a trick with the rate cards.
- Open the Project you want to apply the new rates.
- In the Eye icon > go to "Rate Card"
- As the Edit Rate Card window opens, start adding only those Objects which prices were updated. No need to go into the rate as it is now bringing the new rate from the Object Manager.
- Press "Force Apply" before closing the window. See explanation above.
CLEARING A RATE CARD
If you need to remove a Rate Card from a Project, click on the Eye icon at the top of the Project window and select "Clear Rate Card" from the drop-down menu.
You are prompted "Do You Want To Reset All Objects Used To Their Original Price?". Select Yes, so the rates are reverted to the original prices. This will also revert prices for Objects that were not included in the Rate Card.
MANAGING RATE CARDS THROUGH BUDGET RATE CARDS
A more friendly way to keep your Global Rate Cards updated can be to create a project you always keep open for “Rate Cards”. Here you create a new Budget and add all object class/activities, services etc.
You then just have to update the rates in this budget, set the project active and turn it into a new rate card that you can save as Global from the project rate card menu.
This is much quicker/easier than using the pure “rate card” window (where you can’t see activities without opening each object/class) and going forward it is easier to make new rate cards too.
Refer to the Budgeting section for more details on rate cards applied to budgets.
HIGHLIGHT RATES FROM RATE CARD
You can enable the option to "Highlight Rates From Rate Card" on a Project (in the the Eye icon at the top of the Project).
Once enabled, both the Buy and Sell rates will be underlined for those booked / used Objects that exist in the Rate Card - regardless if the rate has been modified in the rate card or not.
