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About Event Checks

An event check is an invoice for an event. Users can open an event check either before, during, or after an event.

About Generating Event Checks

The process of generating an event check requires several subprocesses which take place before and after the event.

If necessary, the event manager can generate a trial check, which can be used to view total owed, the total service charges, or the total taxes for the event, and these amounts can be quoted to the customer. Generating a trial check does not lock the order, so that modifications can be made to the order after the trial check has been generated. The trial check can be generated many times before the event occurs.

After the event manager is satisfied that all details for the order have been added to the order record, that manager can generate an event check. When the event check is generated, the order is locked, and no more changes can be made to the order. When an event check is opened, the Event Check header is created, and a unique number is assigned.

The event check process is usually initiated a few days before the event date. During this period, the operations team member can continue to add products to the orders as line items. The products can have different taxes and service charge inclusions, which determine the way event checks are generated and displayed.

About Package Event Checks

A package event check is a separate event check that is generated from an event order associated with a quote that has meeting package items. The package event check includes all meeting packages and their associated accommodations, functions, and function line items from the associated quote. The package event check also includes all nonfunction line items from the quote. The non-meeting package items from that quote are included in separate, non-package event checks, one to an order.

A package event check is generated if an order function has any meeting package elements, if nonfunction line items are available in the quote, or if meeting package accommodations are available in the quote. Only one package event check is generated for a quote with meeting package-related items, even if that quote has multiple orders. By contrast, if a quote has multiple orders, then one non-package event check results from the non-meeting package items for each order of the quote.

If a quote has no meeting packages but does have nonfunction line items, then the first time an event check is generated from an order of that quote, an event check is generated with the functions and function line items from the order. Additionally, a package event check is generated only with all nonfunction line items of the quote. Subsequent event checks generated from other orders of the quote contain only the functions and function line items of their respective orders.

You can add and edit meeting packages and their elements on a package event check that has not been posted. You cannot add meeting package elements to any non-package event check.