Guide to using Attendees in Functions

By the end of this information guide, you will be able to;

• Understand the attendee's feature in functions
• Create attendees
• Add deposits to attendees

Once you have created your function, navigate to the financial tab and right-click to add an entry. Here we are going to create the breakdown of the charge each attendee will pay.

• When: choose from check-in or every day.
  • Check-in: once the function is checked in the charges will drop into the billing and appear in each attendee folio.
  • Every day: the charges will drop into the billing once the night audit is run between the from and to dates you have added.
• From and to dates: choose your from and to dates 

• Service: choose your service from the drop-down.
• Rate: free type the rate per person
• Charge: choose attendees
• Child discounts: free type a child price or child discount price by ticking the discount box
• QTY: leave the Qty field blank
• T: Tick this box if the prices include taxes
• C: Tick to make all charges complimentary
• Revenue centre: choose the revenue centre from the drop-down box
• Note: Free type any notes you wish to appear on the bill
• 
  

You can continue to add lines for the attendee if, for example, the ticket includes £10 for beverage and £25 for food. The system will add the charge together when you add an attendee as below.

Next, navigate to the attendee tab and use the guest wizard to add the attendee by right-clicking and adding an entry, then double-clicking in the attendee name field as usual.

Remember to add the number of adults in the P column and the number of children in the C column if applicable.

Tick the comp box if the guest is complementary, tick the % box if you are offering a % discount off the charge that has been set up in the financial section or if this is just an amount off do not tick the % box. The charge field will automatically pull through according to your financial setup.

Refresh your function booking by clicking on the function ID, then check to ensure that a folio has been created for the attendee under the billing tab.

Adding a Deposit

Navigate to the financial tab and right-click and add the deposit. Remember to choose from the drop-down box the correct attendees’ names.

The following relates to what needs to be done on the day of the function.

Check in the function

Check in the function by going to the check-in button at the top right-hand side

If you have set up your financials to on check-in you will see that the financials will drop into each attendee’s folios, along with any deposits you may have taken. These folios can be used as any room folio would, and you can add items and manage them as you would a normal bill.

Before you check out the function you must ensure that you print a VAT invoice for all the folios. to do this go to the billing tab highlight the folio you require and press bill.

Once this has been done proceed to check out the function as usual.