How to Create a Function Payment Plan

Modified on Wed, 21 May at 10:10 AM

At the end of this information article you will be able to;

Create a function payment plan
Add the payment plan to a function
Run the function payment plan report

HART enables you to set up a payment schedule/plan for your functions, these will appear on the Pro forma's when linked to a function booking.

Creating a Payment Plan

Navigate to Configuration > Reservations >Payments and by right-clicking and adding an entry. Fill in the below details.

Plan Name: free type your plan name, save, then highlight your plan name and create your schedule on the right-hand side with the below information as applicable.
Days: number of days prior to the function arrival date you wish to set the amount due to.
Amount: free type the amount due.
Percentage: tick this box if you are using the amount as a percentage.
On confirmation: tick this box if the schedule is to be on the confirmation of booking.

The below example plan called Function is set up to show;

50% of the function value is due on the confirmation date of the function.
5 days before the event 25% of the value will be due
10 days after the event the remaining 25% is due.

Note: the confirmation date is the date that is set in the Decisions/Confirm field of the function

Adding the payment plan to the function booking.

Once you have created your function booking in the Plan field add the payment plan you wish to use. Ensure you have the Decision and Confirm date entered along with the function financials. Then navigate to the financial tab and press the plan button, this will then generate the plan.

As you can see using the above example plan.

The value of this function is £1000.00

On 17/10 which is the date in the confirm field, a £500.00 deposit is due which is 50% of the value of the function value.

On 2/12 which is 5 days prior to the event, a £250 deposit which is 25% of the value of the function is due.

On 17/12 which is 10 days after the event another £250.00 which is the remaining 25% of the function value is due.

As previously mentioned this is also detailed on the Function Pro forma.

Pressing the deposit button, allows you to post the deposit that you have highlighted onto HART. Please note this is a manual posting only not for use with integrated systems.

Running the Payment plan report

The payment report can be run from Reports > Sales > Function Business > Payment plan. This allows you to see what payment you are due on certain dates. Add in the to and from dates and run the report. Pressing the deposit button in the report will show you the deposit that have been added to the function.

This report shows you the function name, arrival and departure date, Payment plan the function is on, the amount due, and the date of when this is due.

The report is interactive, clicking on the function ID will take you to the function booking.