Advised Banqueting Reservation Procedure

It is advisable to create a conference reservation or banqueting reservation from the conference room plan [CTRL]+[F6].

The following procedure describes how to do banqueting reservations.

If you follow this procedure, the banqueting items/blocks/packages will be charged on check in (and transferred to the Dummy room reservation), during the day the POS system can charge to the conference room if necessary, the balance will always be zero that the conference reservation can be checked out in the evening.

Every day the conference reservations are checked in and out. The dummy reservation is checked in on the first day and is longer than the banqueting function. That gives the user some more time to check the total bill of the Dummy room reservation before it is transferred to the accounts receivable account.

How to make a banqueting reservation:

1.) Go into the conference plan via [CTRL]+[F6] or Reservations menu and Conference plan.

2.) Select the correct date and create conference room reservation for the first day by highlighting a conference room for a period within one day.
    Right mouse click onto the highlighted room and choose 'New' or press [INS]

3.) Fill out the reservation: Guest name, Company name, Agent name, Group name and so on
    Date and times are already taken from the highlighted period, fill out all necessary details like number of persons and conference status.

     Please note: the conference reservations are made for one day each: ZERO nights!

      Please note: as conference hire usually is charged via the banquet module, the rate code price usually is zero per night for conference rooms.

4.) Use insert icon to create a dummy room reservation for several days longer than the conference function
    (If the function is for four days, the Dummy room is supposed to stay for seven days to give the opportunity to go over the bill before it is charged to the company.)

     Do not forget to allocate a room for the Dummy room reservation.

5.) Change billing instruction of the initial conference reservation to the dummy room reservation

     Highlight the first (conference) reservation and click onto the 'Folio's tab'

     Click onto the icon to select the target reservation (Dummy reservation), a new screen will open, enter the room number (allocated in step 4), search and select.

     Select the folio instructions and save the settings by clicking onto the little disk

6.) Use insert option on first reservation to create conference reservation for the second day, hit the [+] key to change the date to the next day (only works if the date field is fully highlighted)

7.) Use insert option on first reservation to create conference reservation for the third day, hit the [+] key to change the date to the next day (only works if the date field is fully highlighted)

8.) Use insert option on first reservation to create conference reservation for the fourth day, hit the [+] key to change the date to the next day (only works if the date field is fully highlighted)

9.) Highlight the first conference reservation, enter the banqueting items, blocks and packages for the conference reservation
for the first day by clicking onto the cutlery icon ( )

By clicking onto 'New Item', 'New Block' or 'New Package you can select the things to be entered, by clicking onto 'Edit' you can change the times, descriptions and much more.

After clicking onto 'New Package' select the package in the new screen and click onto 'Apply' to apply the persons from the reservation, change the time if necessary and click onto 'OK':

Make sure you click onto the tab 'All' to see all items, blocks and packages!

This package consists of 3 blocks with five items, first block one item, second block two items (coffee breaks), third block two items (lunch and dinner)

The packages, blocks and items are ordered by time and day. If you want to have them ordered by blocks you can activate 'Group packages and blocks'

Now they are ordered by day, package, block and item name

10.) Enter the banqueting items, block, packages for the conference reservation for the second day

11.) Copy the banqueting entries from  the conference reservation of second day to the conference reservation of third day

This will result in:

12.) Enter the banqueting items, block, packages for the fourth day

Detailed description

1= Banqueting

You can navigate by day or by room by clicking onto the dates or rooms

2= Reservations

You can navigate by clicking onto the reservation

3= Tabs

You can define the displayed items by selecting the apprpriate tab, 'All' will show all items

4= Header description

• Day: number of day of conference function, first day is 1 (only display)

• Date: date of this item, block or feature (only display)

• From: Starting time of this item, block, package. Can be changed by clicking into the field.

• To starters: Ending time of this item, block, package. Can be changed by clicking into the field.

• Room: Room number of this item, can be changed by clicking into the field, it is possible to change between rooms of this conference function.

• [...]: Additional info for the location, will be printed on reports, for Example: 'Near the entrance' or 'In the restaurant'
  I.e.: the package contains breakfast for the participants, but the breakfast will be served in the breakfast room and not in the conference room, so the entry would be 'In the Breakfast Room'

• Type: Type of entry, Package, Block, Item

• Item: Description of entry

• Qty: quantity

• Unit: per person, per unit, per day part, per hour, per child category, already defined in the item (only display)

• Description: Description of item, can be changed: will be used for reports and confirmations

• Price: Price of entry, can be changed for items, not for blocks or packages.

• Amount: Total of entry, can be changed for items, not for blocks or packages. Usually quantity times price.

• Letter icon: included in confirmation, can be changed to include / exclude in confirmation

• Dollar/Pound icon: if ticked it will be charged, can be changed for items. For packages and blocks it is changed via 'Edit' button.

• Resp. [...]: here the responsible department can be added, entered, changed. This is used for conference reports per department.

• Menu: Here a menu can be selected, it will copy the note field from the menu into the note field of this entry. This way certain text blocks can be copied automatically into the entry (for example menus with first course, second course and third course)

• Financial department: usually this is filled out automatically, this is the financial department for the revenue (not to be mixed up with the responsible department )

5= Button description

• Close: Closes the screen

• New Item: Adds a new line to the entries, where the Item Wizard will be started to select an item

• New Block: Block Wizard will be started to select a new block

• New Package: Package Wizard will be started to select a new package

• Edit: Opens Block Wizard or Package Wizard to apply changes to block or package

• Copy: Copies an item to the same day

• Copy to: Select target days and target reservations and the selected block/package will be copies to these day(s) and reservation(s)

• Copy day: Copies all entries of a day to another day (please note: to have the button Copy Day active you must highlight the date in the Banqueting section.

• Delete: deletes an item or block or package (depends on the selection). It is not possible to delete an item from a block or package.

• Group Packages and Blocks: displays entries ordered by packages and blocks, not by time