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Adding General Billing Information to an Event Opportunity

In the Opportunity Billing Information view, the sales representative can enter information about an account that is different from the primary account that is used for event billing purposes. This view is also used to enter related information such as the deposit fee for a particular property, cancellation fee, tax exemptions, and so on.

This task is a step in Process of Capturing Hospitality Opportunities.

To add event billing information to an opportunity

1. Navigate to the Opportunities screen > Opportunity List view.
2. In the Opportunities list, query for and select the opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. Click the Billing Information view tab, and complete the fields in the form.

   The following table describes some of the fields.

   Field	Comments
   Account	The account associated with the billing. For more information, see How Bill-to Information Is Used in the Event Sales Process.
   Contact	The primary person associated with the account.
   Cancel Fee Amount	The amount applied if there is a cancellation. Enter a value in this field or the Cancel Fee % field.
   Cancel Fee %	The percentage amount that is applied if a cancellation occurs. Enter a value in this field or in the Cancel Fee Amount field.
   Deposit Amount	Sum of money used to secure the event. Click the select button to complete the Amount Received, Deposit Due, and Deposit Date.
   Amount Received	The amount of the deposit received.
   Deposit Due	The date on which the deposit is due.
   Deposit Date	The date on which the deposit is received. This value is automatically populated when the Deposit received flag is set.
   Deposit Received	A check box flag that when selected indicates the deposit has been received.
   Tax Exempt Approved	If selected, it indicates the tax exempt status is approved for the event.
   County Tax Exempt #	County Tax Exempt number.
   City Tax Exempt #	The City Tax Exempt number.
   State Tax Exempt #	State Tax Exempt number.
   City Applicable	The applicable city for taxation.
   State Applicable	Indicates the applicable state for taxation.

How Bill-to Information Is Used in the Event Sales Process

The Bill-to information is automatically transferred to the quote and may be used during other stages of the event planning. When an order is created for an event, its Bill To information defaults to the event's Bill-to information. The user can manually change the information if, for example, a function is billed to a different company, or the contact for a bill changes. Bill-to information is also referenced when generating an Event Check.

Managing Event Deposits Using the Opportunity Bill-to Form

During the event sales process, the customer may be required to pay one or more deposits that are applied to the event's final cost. For example, the deposit might include $750 due with the signed contract, the contracted deposit might be payable at the time of a signed agreement, with 50 percent of the estimated balance due 30 days before the event, and the balance due 72 hours before the event.

In a typical scenario, the sales representative records the amount of the deposit, and when it is due. When the customer remits the first deposit payment, the sales representative records the amount received, the date it is received, and completes the turnover process to Event Management. As additional deposit funds are remitted by the customer, the Event Manager revisits the Billing Information view, records the latest deposit, and the date received. This process continues until all of the deposits are received. The last deposit recorded appears in the Billing Information form field.

This task is a step in Process of Capturing Hospitality Opportunities.

To record multiple deposits for an event

1. Navigate to the Opportunities screen > Opportunity List view.
2. From the Opportunities list, query for and select the opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. From the Opportunity form, click the Billing Information view tab.
5. In the Deposit Information section, click the select button in the Deposit Amount field.
6. From the Deposit dialog box, create a new record, complete the fields, and click Save.

Repeat this procedure to record each deposit payment.