Create booking events using the events grid

The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.

In addition to the Function Diary, you can use the events grid on the Booking or Manage Events pages to create a booking event.

To create a booking event using the events grid

1. Open the booking and navigate to the Booking Events section or click Manage Events ().

2. Do one of the following to add a new row to the grid:

   • Click New Event ().
   • Press CTRL+E.
   • Right-click in the grid and click New Event.

3. Tab through each field to enter the event details. When you advance to the next field, some fields automatically populate based on previous selections, but you can edit them if necessary. The order of the columns displayed on your booking events grid can vary.

   Column	Description
   Action	The Action column is required and cannot be removed from the grid. The Action column includes two links: View - This opens the Booking Event page where you can view and edit the event details. Items - This opens the Manage Menus and Items page where you can work with the event's BEO. A visual indicator next to this link signifies if items exist on the event. If items exist, a solid blue circle () displays. Otherwise, a hollow blue circle () displays. To see how many items are on the event, add the Total Event Items column to the grid. Each item associated with a detailed menu is counted individually.
   Actual	This is the total number of guests who attended the event. You can enter the actual attendance for both non-package and package events. The actual attendance for a package event is not driven by the package attendance.
   Actual Revenue	Actual Revenue columns are available for each of your corporate revenue classifications and an Actual Revenue Total column is available for the event. These read-only fields reflect the BEO information displayed on the Manage Menus and Items page. Actual Revenue is the Actual Quantity multiplied by the Item Unit Price or Menu Revenue Breakdown. The Actual Revenue Total for the entire booking displays in the status bar at the bottom of the grid. You can also click Show Revenue Details to view the actual revenue for each selected event at the current property. For cross-property bookings, select the property with the events you want to view before you click Show Revenue Details.
   Agreed	This is the total number of guests the customer agreed to attend the event.
   Apply Admin & Gratuity to Disc Price	When this checkbox is selected, all menus and items on the event calculate admin and gratuity with the discount price. You cannot override this option on the individual menu or item. When cleared, the individual items on the event indicate how admin and gratuity charges need to be calculated with the base or discount price. See Apply admin and gratuity to discounts.
   BEO	This displays the BEO# the event has been assigned to. Click this link to open the Preview & Merge window. You can then modify the menus and items on that BEO and merge the BEO. Change the value in this column to move the event to a different BEO. You can also delete the value in this field to remove the event from the BEO.
   BEO Revised Date	This is the date and time of the BEO revision. This time stamp displays on the merged BEO.
   Blended Revenue	Blended Revenue columns are available for each of your corporate revenue classifications, and a Blended Revenue Total column is available for the event. These fields can be used to track an event's forecast revenue until the event is marked done. At that point, the event's actual revenue displays in the Blended Revenue fields. The Blended Revenue Total for the entire booking displays in the status bar at the bottom of the grid. You can also click Show Revenue Details to view the blended revenue for each selected event at the current property. For cross-property bookings, select the property with the events you want to view before you click Show Revenue Details.
   Booked Revenue	Booked Revenue columns are available for each of your corporate revenue classifications, and a Booked Revenue Total column is available for the entire event. These read-only fields reflect the BEO information displayed on the Manage Menus and Items page. Booked Revenue is the Booked Quantity multiplied by the Item Unit Price or Menu Revenue Breakdown. You can click Show Revenue Details to view the booked revenue for each selected event at the current property. For cross-property bookings, select the property with the events you want to view before you click Show Revenue Details.
   Booking Packages	When you add a package to a booking, the Booking Packages column displays in the events grid. You can use this column to open the Booking Package Attendance page, to associate an event to any of the booking's packages, or to disassociate the event from a package.
   Diagrams	When your property integrates with Delphi Diagramming, the Diagrams column displays in the events grid. This column indicates whether a diagram in Delphi Diagramming is associated with the event.
   Distributed	When this value is set to Yes, it indicates the BEO is complete and has been distributed.
   Done	When this value is set to Yes, it indicates the BEO is detailed and is ready to distribute. The following changes also occur: Reports use the actual revenue from the BEO rather than the forecasted revenue entered on the Booking Event page. The Blended Revenue calculation on the Booking page uses the event's actual revenue rather than the forecasted revenue. After an event is marked done, any changes to the BEO need to be logged in the Change Log section.
   Event Classification	This is the booking event type. Your administrator can configure each event classification to automatically populate the following columns in the grid: Start and end times Function room setup Post (Yes/No) Forecasted Average Check and Avg Check Factor for each corporate revenue classification Menus and items can also default from the event classification. A visual indicator next to the event signifies if items exist on the event. If items exist, a solid blue circle () displays. Otherwise, a hollow blue circle () displays. When Update Booking Event Average Checks is selected on the Property page, the average checks are automatically updated each time the event classification is changed.
   Event Status	This is the status of the booking event. By default, the status of a booking event matches the status of the associated booking. When you change the status of the booking, the associated events automatically update. You can change the booking event status to be different than the booking status with the Event Status column in the grid. The status of a booking event cannot be higher than the status of the associated booking.
   Expected	This is the total number of guests you expect to attend the event.
   Forecasted Avg Check	Forecasted Average Check columns and Avg Check Factor columns are available for each of your corporate revenue classifications. These columns display the default average checks entered by your administrator for each event classification. If needed, you can update this information. The Forecasted Revenue Total for the entire booking displays in the status bar at the bottom of the grid. To see the forecasted revenue for individual events, do one of the following: Click Show Revenue Details. This opens the Revenue Details window where you can view the forecasted revenue for each selected event at the current property. For cross-property bookings, select the property with the events you want to view before you click Show Revenue Details. Add the Blended Revenue Total column to the grid.
   Function Room	This is the function room for the booking event. If a conflict exists with the function room you select, a warning icon displays in the grid and your event is moved to the Unassigned room. See Resolve booking event conflicts. To avoid conflicts, check availability before you block function space.
   Function Room Option	This is the function room the group wants to book if it becomes available. The event is added to this function room's waiting list as an option if the room becomes available. An event can be added to a function room's waiting list in the following ways: You can select the room on the Booking Event Detail page. You can use the events grid on the Booking page or the Manage Events page. See Manage option events. If your administrator enables the Create Options on Conflict feature, the booking event is automatically added to the room's waiting list when a conflict occurs. You still need to move the booking event from the Unassigned room to an available function room. If the Function Room Option becomes available, you can decide which wait-listed events to move into it. With version R54 or higher, users can be notified when option event function space becomes available. See Option event notifications.
   Function Room Setup	This is the setup style for the function room. This value defaults from the event classification if selected. If an event classification is not selected, the value defaults from the function room. The maximum and minimum capacities for the function room setup are used in conflict checking. If a setup is not selected, the function room's default capacities are used instead.
   Guaranteed	This is the total number of guests the customer has guaranteed to attend the event.
   Moveable	When this value is set to Yes, it indicates users with the appropriate permissions can move the booking event to another function room. When this value is set to No, the event cannot be moved.
   Name	This is the name of the booking event. When you assign a function room to the booking event, this name displays on the event block in the Function Diary.
   Option Number	This is the priority of the wait-listed event in the Function Room Option. This can help you decide which events need to move into the function room if the primary event cancels.
   Override Booking Status	When you change the Event Status to be different than the booking status, the Override column is automatically set to Yes. When a booking is lost, cancelled, or turned down, the status of all its events reflect that booking status even when Override is set to Yes.
   Post	When this value is set to Yes, the booking event displays in the Event Posting report. This value defaults from the event classification.
   Rental	This is the rental rate for the function room. This defaults from the selected function room, or you can manually enter a flat amount for non-package bookings. If you use package events, do not enter a default rental rate on the Function Room page. Instead, enter the function room rental as a per person amount on the package event revenue breakdown.
   Revised BEO	When this value is set to Yes, the BEO has been revised. This is a read-only field that can only be selected by using the Revise BEO feature. When a BEO is marked revised, the printed BEO can include the text 'Revised' along with the corresponding date and time. The Distributed checkbox must be selected before you can mark a BEO revised.
   Set	This is the total number of seats to be set for the event. You can enter the set attendance for both non-package and package events.
   Setup Duration and Teardown Duration	These values default from the function room setup if selected. If a function room setup is not selected, the values default from the function room. Setup and Teardown Duration values are specified in minutes and are added to the event block in the Function Diary. See Navigate the Function Diary. Setup and teardown times are included in conflict checking. If a conflict exists, a warning displays. Your booking event remains in the selected function room, however, and is not moved to the Unassigned room. For more information, see Conflict checking.
   Start Date and End Date	These dates default from the booking's arrival date.
   Start Time and End Time	These times default from the selected event classification. A booking event's times are based on the time zone of the property where the booking event takes place.
   Tax Group	This indicates which taxes need to be applied to the booking event. This value defaults from the property. This value can be changed as needed. For example, to make an event tax exempt, change the value here from your default tax group to a tax exempt group.
   Total Event Items	This displays the number of items that are on the event. Use this field along with the item indicator () to see which events still need to be detailed. Each item associated with a detailed menu is counted individually.

4. Click Save ().

   When you modify a field in the events grid, a red triangle displays in the corner of the field. This indicates that the information is not saved.

Learn more...

Edit booking events

Clone booking events

Video: Manage booking events