Event Type Forecast

From the main menu, select Setup>Configuration>Catering>Event Forecast Maintenance to display the Event Forecast Maintenance screen.

Event forecast figures can be attached to each Event Type for different date ranges. It is then possible to enter amounts for different active revenue types per date range for each event. These forecast figures can be based on the number of attendees, as would be typical for food and beverage events, or they can be entered as flat amounts which would be likely for function space rental and miscellaneous other services. These forecast figures will automatically be applied to an event when it gets booked within the date range for which the figures are valid.

Search Criteria

Property. If the multi-property version is installed, choose a property.

Event Type. Select the Event Type you wish to display. Leave blank to search for all event types.

Fields

Event Type Grid

Event Type. The Event Type code for which forecasts are provided.

Description. Description of the selected Event Type.

Begin. First date of the date range for which forecast figures are established.

End. Last date of the date range for which forecast figures are established.

Revenue Type Grid

Revenue Type. Select the appropriate Revenue Type to forecast from the list of all active revenue types. You can attach more than one Revenue Type per Event Type.

Forecast. The whole dollar value for this Revenue Type.

Flat Amount. If this check box is marked, the amount that has been entered into the Forecast field will be taken exactly as entered. If the check box is not marked then the amount will be multiplied by the number of attendees for which the event is booked .

Button Functions

Save. Save the additions and changes you have made. Does not close the screen.

Close. Close this screen. If you have not saved the changes or additions you have made, a reminder message will appear.

Event Type Grid

New. Create a new forecast for an Event Type. A screen will appear, allowing you to provide the new information.

Edit. Modify the existing forecast record for the highlighted Event Type. A screen will appear, displaying the information for editing.

Delete. Delete the current forecast record for the highlighted Event Type. You will receive a message prompting you to confirm the deletion.

Copy. Copy the forecast record that you have highlighted. A message will appear asking if you wish to copy the current Revenue Types, as well.

Revenue Set Up Grid

New. Create a new Revenue Type record that will be attached to this forecast record. A screen will appear, allowing you to provide the new information.

Edit. Modify the existing Revenue Type record. You can edit all fields.

Delete. Remove the highlighted Revenue Type record. You will receive a message prompting you to confirm the deletion.

Edit Screens

OK. Save all the additions and changes made to this screen and close the screen.

Cancel. Stop whatever you are doing and close the screen without saving any changes. No message will warn you of unsaved changes.

Managing Event Type Forecasting

Create an Event Type Forecast

Go to Setup>Configuration>Catering from the main menu. From the Catering menu, select Event Forecast Maintenance.
The Event Forecast Maintenance screen appears. It has two grids. If you have chosen this option from the main menu and it's the first time you are creating forecasting defaults, then these grids will be blank.
Select the New button. A new Event Forecast screen will appear. Provide the requested information. Select the OK button to save and close this screen taking you back to Event Forecast Maintenance screen.
Select the new record on the right-hand Revenue Type grid. Select the New button. You will be taken to the Event Forecast Revenue screen.
Select the Revenue Type and complete the Forecast value. Select the OK button. This will save and close this screen taking you back to the Event Forecast Maintenance screen.
Repeat this step for this Event Type/Date Range for all the Revenue Types that are valid for this record.
Continue this until you have entered all your Event Forecasts and their associated Revenue Types. Once this is completed, select the Save button.
Select the Close button and you will be taken back to the main menu.

Edit an Existing Event Type Forecast

Go to Setup >Configuration>Catering from the main menu. From the Catering menu, select Event Forecast Maintenance.
The Event Forecast Maintenance screen appears. It has two grids.
Using the Event Type field in the search criteria, select the Event Type you wish to search for.
All the Event Forecast Records that have this Event Type will appear. Highlight the record you wish to modify and select the Edit button.
Make any changes to this Event Forecast screen. Select the OK button to save and close this screen. You will return to the Event Forecast Maintenance screen.
Highlight the record you are editing, highlight the Revenue Type you wish to modify, and select the Edit button.
You will be taken to the Event Forecast Revenue screen. Complete any changes and select the OK button. Selecting OK will save and close this screen taking you back to the Event Forecast Maintenance screen.
Repeat this step for this Event Type/Date Range for all the Revenue Types that are valid for this record.
Continue this until you have entered all your Event Forecasts and their associated Revenue Types. Once this is completed, select the Save button.
Select the Close button and you will be taken back to the main menu.

Delete an Existing Event Type Forecast

Go to Setup > System Configuration >Catering from the main menu. From the Catering menu, select Event Forecast Maintenance.
The Event Forecast Maintenance screen appears. It has two grids.
Using the Event Type field in the search criteria, select the Event Type you wish to search for.
If you wish to remove the whole Forecast record, highlight the record in the left hand side and select the Delete button. A confirmation message will appear. Select the OK button to continue.
If you wish to remove a revenue record, ensure that your cursor is in the right-hand side grid and select the Delete button below. A confirmation message will appear. Select the OK button to continue.
Use this procedure to remove any other records you wish to delete. When you are done, select the Save button.
Select the Close button and you will be taken back to the main menu.

Copy an Event Type Forecast

Go to Setup>System Configuration>Catering from the main menu. From the Catering menu, select Event Forecast Maintenance.
The Event Forecast Maintenance screen appears. It has two grids.
Using the Event Type field in the search criteria, select the Event Type you wish to search for.
All the Event Forecast records that have this Event Type will appear. Highlight the record you wish to copy and select the Copy button.
A message will appear asking if you wish to copy the attached Revenue Types. If you wish to do so, select the Yes button; if not, select the No button.
The copied Event Forecast Record will appear in a new screen with only the Event Type/Description completed. Enter the date range this record is valid for.
If you need modify any Revenue Type records, do so now.
Repeat these step for this Event Type/Date Range for all the Revenue Types that are valid for this record.
Continue until you have copied all the required records. When you are done, select the Save button.
Select the Close button and you will be taken back to the main menu.