Creating event reservations

You can use the Event Reservations tab to create, change, copy, and cancel event reservations. You can link the associations to the event reservations but only as a reference. You can manually create auto transfer rules for an associated group, organization, booking agency or an existing guest account.

Before you can create event reservations, you must configure the event rooms. To configure the event rooms, select Administration > Property > Events > Event Room Configuration.

Refer to:

To create event reservations:

  1. Select Group Sales > Events > Event Reservations.
  2. Click New Record to create a new event reservation. Alternatively, double click a record to modify an event reservation.
    Note: 

    If this screen is assessed from the Event Room Availability screen the details such as, room, start date and time, end date and time are populated.

  3. Specify this information:
    Event Name
    The name of the event.
    Event Type
    The type of the event for which you want to create the reservation. Following are the available options:
    • Conference
    • Group
    • Social
    • Wedding
    Event Master
    The name of the Event Master account to which the event reservations are associated. Click Add to create an Event Master. Click the Event Master Hyperlink to edit the Event Master populated in the lookup.
    Note: You can select an existing event master from the Event Master lookup.
    Bill to Master
    Select this check box to cancel existing Auto Transfer rules and create a new Auto Transfer rule for the event reservations. By default, this check box is selected.
    Note: 

    All charges of the event reservations with the Prospect, Tentative, Definite or In House status are transferred to the Event Master Account. The To Account field is populated with the Event Master information in the Auto Transfer Details section on the Event Reservation screen. The Auto Transfer Rule cannot be manually modified when the check box is selected.

    Confirmation Number
    The number indicating that the reservation is confirmed. The number is generated by the system.
    Status
    The status of the reservation. Following are the available options:
    • Definite
    • Prospect
    • Tentative
    These options are displayed, only after the event reservation is created:
    • In House
    • Checked Out
    • Cancelled
    • Closed
    Note: 
    • You can check-in the guest by clicking the Check-In icon. The status is shown as In-House.
    • When you select the Check In option, a warning message is displayed, and you must transfer the deposit manually if:
      • The BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to Fully or CheckIn and
      • A pending deposit balance exists for the guest stay.
    Actions
    Click the icon to post the transaction. When you are creating the reservation, this icon is not displayed.
    Copy with Item icon
    Click the icon to copy the items associated with the reservation to a new event reservation.
    Print icon
    You can select the Banquet Event Order (BEO) menu to print the BEO report for the specific event.
  4. In the Event Details section, specify the information that you require. See additional information about these fields:
    Start Date
    Specify the event start date. By default, the hotel date is displayed. This is a mandatory field.
    Note: 
    • This date must be the same as or later than the event master Start Date.
    • This date must be prior to the event master End Date.
    • If the start date is modified, the application updates the start date of the items associated with the reservation.
    End Date
    Specify the event end date. This is a mandatory field.
    Note: 
    • This date must be the same as or prior to the event master End Date
    • If the end date is modified, the application updates the end date of the items associated with the reservation.
    Layout
    Select the event layout.
    Persons
    The number of persons accommodated in the rooms that are associated with event reservations.
    Setup
    Specify the time when the event items must be set up.
    Teardown
    Specify the time when the event items must be dismantled.
    Salesperson
    The name of the salesperson.
    Coordinator
    The name of the coordinator.
    Do Not Move
    Select the check box to indicate that this reservation day and time must not be changed.
    Tax Status
    Select the transaction code to indicate the tax status of the event reservation . This means that some or all of the postings related to the event are not subject to tax.
    Rate
    Select the rate which is relevant to the event.
    Pricing
    Select the pricing method applicable to the event. Following are the available options:
    • Daily
    • Fixed
    • Hourly
    Total Room Price
    The total price for all the rooms that are used for the event. Click the Calculate icon to recalculate the price in case you modify the rates or the pricing method.
    Contract Room Price
    The contracted price of the room.
    Total Item Price
    The total price of all the items that are used in the event.
    Total Contract Items Price
    The total contracted price of the items.
    Total Room and Items Price
    The total price including the room and the items.
    Contract Total Price
    The contracted total price.
    Contract Total Price Plus Tax
    The contracted total price including the taxes.
    Notes
    Specify the notes, if any.
  5. In the Associations section, specify this information:
    Organization
    Select the organization that is associated with the event.
    Group
    Select the group that is associated with the event.
    Booking Agency
    Select the booking agency that is associated with the event.
    A/R Account
    Select the A/R account to which the event transactions are posted.
    Billing Reference
    Specify the billing reference number
  6. Specify this information in the Contact Information section:
    Last Name
    The last name of the event organizing contact person.
    First Name
    The first name of the event organizing contact person.
    e-Invoicing Partner ID
    A unique ID used by Italy’s electronic invoicing platform to identify the e-invoicing partner.
    Nationality
    The country to which the guest belongs.
    Note: You must specify the value in this field to perform the Tax Id verification for Spain.
  7. In the Payment Details section, specify the information that you require. See additional information about these fields:
    Deposit Due Date
    The date by which the specified amount must be deposited with the property for the event that is being organized.
    Deposit Amount
    The amount deposited to the property for the event organized.
    Deposit Received
    The amount received by the property for the event that is being organized.
  8. Click Save Record to save the information that you have specified.
    Note: 

    The data in the Contact Details section is defaulted from the profile or group based on the Booker Type selected on the Event Master screen.

  9. Click the Items tab.