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Scenarios for Managing Event Checks

This topic describes how event checks might be used by a hospitality property. You might use event checks differently, depending on your business model. This topic includes the following scenarios:

• Generating Event Checks
• Generating a Package Event Check

Generating Event Checks

A few days before an event, an event manager generates a trial event check, including total amount due, service charges, and tax information, and provides it to the customer. The event manager also prints a BEO report and distributes it to all operations personnel. The operations personnel then use this report to verify the correct delivery of products for the event.

As the event begins, the operations team records the actual items consumed at the event. After the event has concluded, an event manager or an operations team member revises the line items specified in the event check, to make sure that it is up to date. This process helps event management verify that the event check represents the actual quantities and items used for the event.

When the updating process is complete, the event manager generates the event check, which freezes the order. At this point no more changes can be made to the order. However, line items can be added to the event check if necessary.

After the event check has been generated, the event manager posts it to the customer. If changes must be made after the event check is posted, then the posted event check is cancelled. The user updates a copy of the cancelled event check and posts the new version of the check.

Generating a Package Event Check

A sales representative for a property creates a quote that includes a meeting package as well as other, non-meeting package items. Later, the Event Manager for that property creates three event orders from the quote. On the day of the event, the Banquet Manager opens an event check against the first event order. Siebel Hospitality creates two event checks, as follows:

• A package event check that stores only the meeting package items and nonfunction line items from the quote
• A non-package event check that stores the non-meeting package items from the first event order only

The Banquet Manager then opens an event check on the second order. Only the non-meeting package items from the second order are stored on this newly created event check. Finally, the Banquet Manager opens an event check on the third order. Likewise, only the non-meeting package items from the third order are stored on the subsequent event check. This is because all the meeting package items from the second and third orders have already been placed on the package event check.