In order for the Banquet Module to work properly, it needs to be set up properly. When selecting the Banquet tab, the Banquet setup screen will pop up. If you have already set up a banquet, that banquet will show up as faded. You can use the navigation bar on the bottom to scroll through banquets. Prior to accessing the banquet setup on the Banquet module, you will first need to create a banquet category and a subcategory for reservations and journal ads. Additionally you will need to create a program for honorees and make all your honorees as part of that program. See Tools Menu > Category Manager for information on creating categories and subcategories, and Programs for information on setting up programs and assigning programs.
To set up a new banquet, choose the New Banquet command button.
Banquet Year: Choose a year from the drop-down menu.
Separate Seating: Choose whether this banquet will have separate or mixed seating. This will help you when setting up the tables. If you select separate seating, the program will not allow you to place a woman on a men's table and vice versa.
Banquet Category: Choose the category that you set up in the Category Manager for this banquet.
Reservation Subcategory: Choose the subcategory that you set up for Reservations.
Default Reservation Amount: Enter the default reservation amount. When entering specific reservations, you can enter discounts.
Journal Ad Subcategory: Choose the subcategory that you set up for Journal Ads.
Honoree Program: Select the program that you set up for Honorees. Note: In order for the program to properly pick up the honorees for this banquet, you should make a different program or subprogram for each banquet, as every contact assigned to this program will be considered an honoree by CMS.
Banquet Status: Choose whether the banquet is current or archive. Ideally there should only be one banquet that's current at a time, however sometimes banquets overlap in time or there may be different banquets for different sub-organizations at the same time. The Banquet Module can keep track of multiple banquets, however, once a banquet is over, you should change the status to Archive. By default, archived banquets are hidden to prevent a user from selecting and modifying an archived banquet. This setting can be changed by checking off the Show Archived Banquets checkbox on the top of the screen.
Note: Enter an optional note.
Once a banquet is entered, all fields appear disabled the next time you access the Banquet Module.
To Edit a banquet, choose the Edit Banquet command button. This will cause all the disabled fields to become enabled and you can edit as needed.
To Delete a banquet, you can click on the Delete Banquet command button. The banquet will be deleted. Note: There will be NO warning when you delete a banquet, unless there have been reservations entered for that banquet already. If so, CMS will not allow you to delete that banquet.
To setup the tables, click on the Setup Tables... command button.
The form that pops up is divided into two sections--Sections and Tables.
First you need to enter a section name and number. Section names is a way for you to uniquely describe and differentiate this section from the others. Section names can be names such as Honorees, Family, Community, etc. or whatever works for you. Enter a unique Section Number for this section as well.
Max Tables: Enter the maximum amount of tables for this section. This helps when setting up the tables, as the Banquet Module will not allow you to put in more tables than the maximum amount of tables for this section. You can also increase this number or decrease it as needed.
Note: Enter an optional note for this section.
Tables for this section: In this part you enter the tables.
Name: Enter a table name that will help you identify this table--you can name it by the honoree, by the family or whatever else you want to.
Number: Enter a table number.
Max Seats: Enter the maximum amount of seats for this table. This will help when assigning people to tables as CMS will not allow you to assign more than the maximum amount of people by a table.
Type: Choose if this is a men's, women's or mixed table.
You can continue entering tables until you have reached the maximum amount of tables based on the max tables number that you set up.
To enter a new section, use the lower navigation buttons. Use the upper navigation buttons to navigate between tables in a section.
Choose the Setup Menus Comand Button to set up the different possibilities of menus, such as meat, fish, vegetarian, etc. Enter the name of the meu and an optional note. Use the navigation buttons on the bottom to add menus and navigate between existing menus.
To set up the various types of ads available for the journal, click on the Setup Ad Types command button.
Enter the Ad Type and the Unit Price for that specific ad.
By default all ads are considered Active. To deactivate an ad, deselect the Active checkbox. What does it mean to deactivate an ad? It still shows up under reservations and it still can be chosen--so what does that mean?
This utility is useful if you use Programs to keep track of Honorees and what to update all contacts in a certain program to have their reservation connected with that honoree. For example, if you have an honoree that's a staff member in your preschool, and you want to update all reservations that are made from the preschool to be associated with your preschool staff member honoree, this utility would easily do that.
Click on the Utilities command button.
Select a Banquet: Choose a banquet from the drop-down list. This list is based on the banquets you set up.
All contacts associated with this Program: Choose a program from the drop-down list to update reservations for.
Should have their reservations and ads updated to this Honoree: Choose an Honoree from the drop-down list. This list is based on the contacts assigned to the Honoree program that you specified when setting up that particular banquet.
Only update records that have no honoree: To update all records, regardles of whether a contact had an honoree assigned to them or not, deselect this option. To update only those records that have no honorees, make sure that this box is checked. By default this box is checked.
Click on Update to update the records. A confirmation box will pop up. Click on Yes to confirm and update the transactions or No to cancel.
You can also clear all the honorees from all the reservations. To do that, check off the Clear All Honorees in selected banquet checkbox and choose update. A confirmation box will pop up. Click on Yes to clear all honorees from the reservations entered and No to cancel.
