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Overview
A Document Template is a great tool to help simplify repetitive written content, while still allowing for flexibility in content adjustment when needed based on event needs. The Template is essentially the framework of the document that is to be repeated. Templates can be modified and/or edited as necessary to meet necessary Event requirements. Use Case(s) The Club requires that an official contract be signed every time an event is booked. The main structure of the Contract is defined using a Document Template. This ensures the rules, regulations, main contract verbiage etc., is consistently included in every contract generatedLearn to troubleshoot Events syncing into Office and closing events in Banquets by reviewing these areas in Banquets: Market Type, Contacts, Payment, Importing an Event, and checking Corrections After Closing. |
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Accessing the Tool
Navigate to Settings, click Correspondence.
Select Manage Document Templates.
Click on the View link to the left of the document you wish to edit.
The document is then downloaded as a Word Document. Verbiage that is located within the document can now be edited. The document correspondence may contain
‘merge fields’, which are indicated by dollar signs and brackets ${ }. Merge Fields are used to display specific information that may be unique to the event, contact, etc.
Editing Templates
To edit the hard coded information, simply type before, over, or after the existing verbiage.
To add or edit a merge field in the document, navigate in Settings > Correspondence, where various merge field reference pages can be found. Select the type of reference page needed, find the merge field desired, and copy/paste (Ctrl C/Ctrl V) the field value into the document.
When you have finished editing the document, navigate back to Settings > Correspondence > Manage Document Templates. Click the Edit link next to the same document you originally viewed.
You can now edit the name, add a description and change the folder that the document lives in, if desired. Click the Replace File button to browse your computer for the file you finished editing. When you have finished replacing the document, click Save.
Testing the Edited Document Template
After replacing the document template with the version you edited, you can test the template by generating it from any event. Start by navigating to the Event Details Page of any event and scrolling down to the Communication History area. Click Generate Documents.
Choose a Document format (PDF or Word) and then select the document you wish to generate. Click the Generate Documents button.
If you find that there are still further edits you would like to make, start the process over again from the beginning and make any additional changes as necessary. Retest the document after each replacement.
FAQs
Q: Can we get the BEO information to fit on 1 page?
A: The length of the BEO depends on the amount of information in the event. The more information, the longer the documents.
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A: You can remove as much or as little information as you would like. We suggest keeping the event name merge field so it is easy to tell what the event is. This can even be placed in the header of the document.
Best Practices
1. When generating a new template, give the new document a new name.
2. Write revised before the document title (ie - Revised - Contract)
3. Test the document after making changes to make sure that all the information is showing where you want it to be showing.
Downloadable Guide
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Batches With Charges Going to Incorrect Accounts
Market Type
Use the Market Type to denote if the event is a Member or Non-Member event. This will add the event to the correct 'Area in Office'. The 'Area in Office' is used to send the charges to Item Group Overrides.
To access the Market Type navigate to System > System Settings > Partner Products > Reserve Gateway. Once in the Gateway settings, the Revenue Centers lists the Market Type tab, which will show the areas being used for the various Market Types in Banquets. Those areas will follow the group override settings for the Items listed in the Revenue Centers Tab. Keep this setting in mind when troubleshooting any batches that show charges going to incorrect accounts.
Contact Missing Financial Data in Office
Contacts
If the contact is not a member in Office, the financial data from the event will not push into Office.
Check for a membership number in the contact record by clicking on your contact > scroll down to the Membership line. If there is no membership number in the Membership line, then the contact is not a member and financial data will not push over.
To verify if a member is in Office go to the Contact, then click on the member’s name to access their profile. If the owner says your club name followed by GATEWAY_AGENT, and there is a member number under Membership #, then the contact's financial data was pushed from Office.
Verify Payments Are Syncing to Office
Payment
You can determine if payments sync to Office when you record a payment. To do this click on Event > View Financial Details > Record Payment.
Payments can be set up using: Cash, Checks, Credit Cards, or a Member Charge.
- Cash - check your club's procedure for cash handling before enabling the cash method.
- Check - if you're recording a check, be sure to put the check number in the payment details box.
- Credit Card - you will NOT be able to process a credit card in Banquets. Using the Credit Card feature in Banquets just marks the payment as received by credit card for record keeping. In order to charge a Credit Card, you must first speak with your Controller to verify your club's process. Some clubs may run cards in the back office, while others will process the credit card using a POS.
- Member Charge - this is a way to indicate in Banquets that payment has been received for the member account in Office.
Missing Imported Events
Importing an Event
If you have an event listed in the Reserve Gateway Transaction Log, but you DO NOT see it flagged as imported or in Approved Charge Batches, you will need to manually import the event. To do this, select the event then click the blue arrow for Synchronize Selected. This will sync the information into Office.
Making Corrections After Closing
Corrections
You can make changes to a closed event at any time.To do this, access the closed event and make updates as needed. Once the changes are made, the event will need to be re-imported into Office.
Posted Events in the Gateway
Events Flagged as Posted
If the event is flagged as posted in the gateway, your Accounting team will need to un-post it.
To delete the event from the gateway, click on System > System Settings > Partner Products > Reserve Gateway > Transactions tab > Select the event > Click the gray trashcan. This will cause the check in the imported box to disappear (the event will still be in the list). After making the needed changes in Banquets, re-import the event (follow above directions for importing). This will create a new batch for the event.
Events With Multiple Functions
Check for Accurate Billing
If your event has multiple functions you will see multiple listings for your event in the Gateway Transactions. Make sure to check each to ensure that each function is billed correctly.
Private Events vs. Club Events
Charging Multiple Payees
The Banquets & Catering system is used for events that charge to one member account in Office, such as a Corporate Event or Wedding.
To charge for Club Events with multiple attendees/payees, such as a New Year’s Eve Gala or a Mother’s Day Brunch, servers would create POS tickets for the individual member charges or you could set up an event in Event Manager on your Clubessential website calendar and individual POS tickets would be automatically created for each attendee.
It is still recommended to use the Banquets & Catering software to schedule Club Events on your calendar, add service details to the event, and to produce internal event orders.
Downloadable Guide