Once you have performed the Banquet Setup, you are ready to enter reservations.
To enter a reservation, click on the New Reservation command button. A screen, similar to the Payment screen, will pop up.
Address: Choose the address for this reservation from the drop-down list. The drop-down list includes all the addresses for this contact.
Note: Enter an optional note.
Honoree: Choose an honoree with which to associate this contact with.
Volunteer: If this reservation is coming from a certain volunteer, choose the volunteer's name from the drop-down list. To enter a person into that list, that person must be assigned to a family program that's flagged as volunteer. See Custom Lists Setup>Family Programs for more information.
Person (from family): Choose a family member for whom this reservation is being made. Click on Add to Attendee List to add this member to the list of guests. Choose all those family members for whom you have reservations. If this contact is paying for other people, who are not part of his/her family, choose the More Guests... command button.
Type a name in the box to locate a contact or use the scroll bar on the right side. When you have located the contact that this person is paying for (and bringing as his/her guest) click on the Add to Guest List command button. The guests added will appear in the Selected Guests for this Reservation section below the list of names. If the person coming along as a guest is a new contact, choose the New Contact command button to enter a new contact. Click on the OK command button found on the bottom of the screen to close this screen and go back to the reservations screen.
Once you've added all the guests you wanted to or while adding each guest, you can assign them to tables and menus, as well as enter an optional note for each guest. This is done in the Attendees and Guests section of the New Reservation screen.
Bill Details
Here is where you see all the bill details. Some of this infomation is entered automatically by default.
Amount (per person): This is entered in automatically based on the default reservation amount. You can change if for an individual reservation by selecting the field and manually typing a new amount or by using the calculator button found to the right of the field.
Discount: Enter a discount for this reservation or leave it at 0%. Note: When entering a discount, you have to enter the percent sign (%) after the value or enter the percentage as a decimal (10% equals .1, 5% equals .05, etc.)
Discount Amount: This will automatically be calculated based on the Discount. Or you can enter a Discount Amount and have the Banquet Module automatically calculate the Discount.
Number of people: This value will automatically be entered based on the amount of attendees and guests that were set up for this contact.
Date: Enter the date you want associated with this reservation--the date that will be listed in the Transactions tab. By default the date is today's date.
Date Due: Enter the date that the payment is due.
To enter and view more details about this bill, click on the Bill Details... Command button. For more information see Bill Details under Transactions > New Bill.
When done, click on the OK command button. To cancel click on Cancel. To enter ads, click on New Ads... For more information on advertisements, see Banquet Module > Advertisements.
All reservations and advertisements that you put in will show up in the banquet tab.
In the left pane will be a summary of the bill splits. There will be one line for each type of journal ad and one line for reservations.
In the right pane will be a list of all attendees and guests. Any contact that is coming as a guest of another contact will have the letters (GST) after their name.
In the top right corner will be information about the totals. There will be an amount for total billed, which is the sum of all the bill splits, the amount paid, and the amount owed.
To Edit a Reservation, click on the Edit Reservation command button. The Banquet reservations screen will come up where you can edit any reservation.
To Edit an Ad, click on the Edit Ad command button. The Banquet ads screen will come up where you can edit any ads.
To Delete an ad or reservation, first select the ad or reservation in the left pane and then click on Delete Ad/Res.
Click Yes to delete or No to cancel.