Bookings tab: total and the hint when a price differs

The Bookings tab of an event is the one list from which quotes, invoices, delivery notes, function sheets and production lists are built. At the very bottom sits the Total · Net line. It now counts the same positions as your document — and every row tells you when a price does not line up.

What the total counts

The Total · Net line sums the top-level positions with the amounts shown. Components of a package are not counted twice; their price is part of the package. Each position recalculates its amount from the guest count, duration and document basis, so the total follows as soon as you change a position.

If a position is counted in none of your documents, it is not counted here either. Two cases cause that:

• Optional — the position is offered but not sold. You set the flag on the position in the document editor.
• Not charged — the position is supplied but not invoiced, for example loan dishes in the Additionally supplied items area of a delivery note.

The rule only applies when every document that contains the position lists it that way. If a position is optional in the quote but normal in the delivery note, it counts — the customer does get it. Positions without a document count as before.

Dimmed rows and the note below the total

A position that does not count does not disappear: the row stays where it is, is dimmed and carries the Optional or Not charged badge. You still see the row amount.

Below Total · Net you also see what is missing — for example “excluding 2 optional or not charged positions (180.00 €)”. That way the total in the tab and the total on the document explain each other without you having to hunt for positions.

If you do want to charge a position, remove the flag in the document editor — it counts again right away. Nothing is final until the document is sent.

The yellow and the grey price mark

Some positions carry a small icon with a price hint. There are two levels, and a row never shows more than one mark — the document wins.

Yellow: a document shows a different price. If the same position appears in a quote that has not been sent yet, in an invoice that has not been sent yet, or in a delivery note your customer does not have yet, and the price there differs from the booking, a yellow icon marks the row. Hovering over it names both prices. Sent documents are covered by the existing Changed since sending badge.

Grey: the item price has changed since. If the booked price differs from the item’s current price in the catalogue, the icon is grey. The hint names the catalogue price and the booked price — and adds that the difference may be intentional: a manually set price, a price per price group, a price rule or a price valid from a scheduled date. The grey mark is information, not a warning.

What the mark does not do. It changes nothing and suggests nothing. It shows no button, it never rewrites a price and it never appears on the document. If you want a different price, change it on the position as usual.

Where it appears. Only on open bookings of events that are not over yet — so while the event ends today or later and the booking is still a draft, in the basket, reserved or open. Guest group rows, components of a package, tickets and POS bookings stay without a mark. Items without a catalogue price only skip the grey mark.

Analyses count the same positions

So that revenue is the same everywhere, the analyses follow the same rule as the document: optional and not charged positions do not count towards revenue. That affects booked revenue in calculation templates, the reports and top products. A position you mark as optional or as not charged in the document no longer appears in those figures.

Frequently asked questions

Why is my total smaller than the sum of the visible positions? Because dimmed rows and rows with the Optional or Not charged badge do not count. Below the total you see how many positions and which amount are left out.

I marked a position as optional in the quote — why does it still count? Because it is listed as normal in another document, for example a delivery note. The booking follows the document in which the customer receives it. Remove the flag there too if it should not be charged anywhere.

What is the difference between the yellow and the grey icon? Yellow means an unsent document shows a different price for this position — worth a look before you send it. Grey means the booked price differs from the current item price, which is often intentional.

Does a position disappear when it does not count? No. It stays visible, dimmed and with its badge. Only the total leaves it out.