How to Set Up a New Billing Table for Housing in Colleague

The following steps are needed to set up a new billing table for housing:

Set up new room rate classes if not already set up

  1. Room rates such as (Single, Double, Triple, Small Triple, Quad, etc.)
  2. If you need a new type of room rate class for different pricing (at the time of creating this article we needed to set up different rates for Graduate Monthly pricing) go to CORE-VAL
  3. The record is ROOM.RATE.CLASSES
  4. Add in the new code (making sure to insert it so the descriptions stay in alpha order for ease of reading by end-user)
  5. SAVE out of record
  6. Log out and back into Colleague before you go onto the next step (so that you can assign that code to rooms)

Set up room rate assignment record

  1. Go to RRTS (Room Rate Assignments)
  2. In the Building LookUp field, enter the Building Code for the Resident Hall (example: UQ2)
  3. In the Rate Class field, select from the dropdown the Room Rate Class (example: SN Single) for the rooms that you are setting up the new billing table for
  4. In the Room Rate Table field, you will want to use this format <building code>_<room rate class code> (example: UQ2_SN)
    • If the value exists, then click on the detail icon to take you to the RRTP (Room Rate Tables) form
    • If the value does not exist, type it in the Room Rate Table field (example: UQ2_SN) and click ADD in the Record Not Found pop-up
  5. Fill in the description with this format:  <Building Desc>/<Room Rate Class Desc> (example: Upper Quad 2 / Single)
  6. Populate the Effective Date field with the date the new rate amount takes effect (defaults to the current date)
  7. Populate the new rate amount in the corresponding time period (day, week, month, term, year)
  8. Enter a Default AR Code to be used to bill the residents (example: HUQ2)
  9. Add comments so that anyone with access can understand why this table was created (include a date/time stamp on the first line)
  10. SAVE out of the RRTP form and you will be brought back to the RRTS form
  11. Make sure the AR CODE listed on this form for the room rate table is the same code as the one you entered in the Default AR Code field on RRTP

Ensure the correct room rate class is assigned

  1. Make sure the room rate class is assigned to the rooms that need to be billed at that rate (this step may have been done when rooms were added to Colleague)
  2. Go to BRMS (Building/Rooms Summary)
  3. Enter the Building Code (example: UQ2)
  4. Go to the Room Number that should use the billing table just created/updated and click on the detail icon to go to the RMSM form
  5. Make sure the RATE CLS field is populated with the room rate class value that you used (example: SN Single)
  6. SAVE out of all forms
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