This guide follows one hotel function from the first call to the final bill, using the banquet screens as they are today: the hall, the hold, the enquiry, the quote, the confirmation, the deposit schedule, the function sheet, the GST sign-off and the bill. Where a step is not built, the guide says so.
Where these screens open
Banquet bookings are built and switched off until your administrator turns them on. The Banquet calendar, the booking page, the deposit schedule and the event bill need a second switch, the banquet staff screens. The enquiry card and the function sheet each have a switch of their own: while one is off, its card or link is not shown. Where the first two switches are off, the pages do not open at all.
The flow in one line
Add a hall, and a menu package if you want one. Place a hold. Open the enquiry and issue a quote. Accept the quote or confirm the booking. Set the deposit schedule and send the function sheet to the kitchen. Have the owner record the CA's GST sign-off, then post the final bill: it cannot post before the sign-off.
Halls and board rooms
Under Banquet halls, use Add hall for each hall or board room: a name, the type, the capacity (1 to 10000), one rate that is either a flat hire or an hourly rate, the GST rate (0 to 28) and the SAC code. You type the GST rate and the SAC code yourself; Finocket suggests neither. A rate of zero is refused.
Menu packages
A package is optional. Under Banquet menu packages, choose menu items from your menu (at least one, each only once) and type one price per guest, the GST rate and the SAC code. You pick the package on the hold form. A confirmed booking that has a package can show Show the kitchen ticket, a read-only draft that is not sent to the kitchen.
Place a hold
Under Banquet bookings, choose a hall, then fill in Place a hold: the start, the end, the number of guests (1 to 10000), how long to hold it, the client and, if you want one, a package. The end must be after the start.
The client is required: the final bill is posted to that client, and a client cannot be added to a booking later. Leave the minutes empty for 60; a hold can last from 5 to 1440 minutes. A hold keeps the hall for that time and then lapses on its own. It is not a confirmed booking. A clash with another held or confirmed booking in the same hall is refused, and a lapsed hold is never listed.
Enquiry and its stages
On the booking page, the Enquiry and follow-ups card tracks the booking as a deal in a pipeline called Banquet enquiries. Press Open the enquiry once; there is one deal per booking. The deal has four stages: Enquiry, Quoted, Confirmed and Lost.
You never type the stage; it follows the booking. A held booking with no quote is in Enquiry, a held booking with a quote is in Quoted, a confirmed booking is in Confirmed, and a cancelled or lapsed booking is in Lost. If the deal is behind the booking, the card says so and Bring the stage in step brings it in step.
Add a follow-up with a date and what to do (up to 500 characters) using Add follow-up, and tick it off with Done. The date can be at most 365 days ahead. A follow-up past its date is marked overdue. The card also tells you when no customer is linked to the deal.
Quote
On a held booking, the Quote (proforma) card prices the hold with today's hall and package rates. Choose the place of supply (same state, CGST and SGST, or another state, IGST), set how many days the quote is valid (7 if you leave it) and press Issue quote. A quote is valid no longer than the hold.
A new quote replaces the last one. The card shows the latest quote with its lines, GST and total, and Download PDF gives a PDF marked as a proforma, not a tax invoice. Accept and confirm confirms the booking. Extras added when the bill is posted are not in the quote.
Confirm or cancel
You can also confirm straight from the booking page: choose the place of supply (within the state or to another state) and press Confirm booking. It is checked against your state and the client's state, and it cannot be changed after you confirm. If the states do not match, the owner can override it with a reason. Only a held booking can be confirmed; a hold that has lapsed must be placed again.
Deposit schedule
Once a booking is confirmed, Deposit schedule on the booking page sets the deposit total in rupees and splits it in one of two ways: equal instalments (one due date per line, as YYYY-MM-DD) or stated amounts (an amount and then a due date per line). Use 1 to 12 lines. The instalments must add up exactly to the total. Press Save schedule.
Once saved, a schedule cannot be changed or replaced. It is a schedule of due dates only and does not record a payment. The Deposit schedule screen shows the total, each instalment with its due date and the next one due, and warns if the instalments do not add up.
Overdue deposits and receipts
The bookings screen opens with a Deposits overdue list. It is read only: nothing is recorded there. It shows the deposit instalments that are past their due date and are not covered by the receipts on the booking's bill, worked out on the server. Each row gives the hall (open it to reach that booking's deposit schedule), the amount overdue, how many days overdue it is with the date of the oldest instalment due, and a note when the booking has no bill yet, because then no receipt can be seen and its deposit shows as uncovered. The list says when overdue deposits are not switched on for your workspace. If it could not be read it says so and offers Try again: that does not mean none are overdue. If some bookings could not be worked out, it says the list is not complete and names them. Not built as a screen: recording a receipt against an instalment, or showing what has been paid instalment by instalment. Behind a separate switch the server matches the payments on the booking's bill to the instalments oldest due first and keeps anything beyond the last instalment as an unallocated advance, but no screen shows that matching.
Function sheet and kitchen
Where its switch is on, a booking page shows Open the function sheet. The Function sheet lists the hall, the time, the guests and the package's dishes for every guest, grouped by kitchen station, with no money on it. Use Print for the kitchen and the floor; a held booking prints marked provisional. Once the booking is confirmed, Send to the kitchen sends the event to one outlet's kitchen, and pressing it again sends only what changed, such as a new guest count. The outlet must have its restaurant screens and the dishes must have a price.
GST sign-off
A banquet bill line posts only if its SAC code and GST rate are on the Banquet GST sign-offs list, as signed off by your CA. Only the owner of the company can record or revoke a sign-off; others can read the list. Type the SAC code and the rate exactly as your CA signed them, optionally add the CA's name, and press Record sign-off.
Recording a pair that is already signed off records it again with today's date. Revoke does not change a bill already posted; only bills posted later need the pair. Until at least one pair is signed off, the list says that a banquet bill cannot be posted.
Final bill
On a confirmed booking that has a client, the final bill section takes an issue date, a due date and any extras. Each extra needs a description, a price, a quantity (1 to 10000), its own GST rate (0 to 28) and its own SAC code, and each pair must be signed off. Add an extra adds one and Post bill posts the bill. The hall hire and the package come from the booking as confirmed.
The bill is posted as an invoice and is never made twice; Open the invoice takes you to it. A different bill cannot be posted over it: change it with a credit note raised by a person. The Event bill screen only shows whether the bill is posted; you post it on the booking itself.
Calendar
The Banquet calendar lists the held and confirmed bookings of all your halls for the next 14 days, day by day, by start time. A hall that could not be read is named, and its bookings are missing from the list; that does not mean it has none. Open a booking to reach its page.
What this does not do
- No screen records a receipt against a deposit instalment or shows what has been paid instalment by instalment. The bookings screen lists overdue deposits, read only.
- No screen changes the hall, the time or the guest count of a booking; cancel it and place a new hold.
- Finocket does not send a quote to the client: you download the PDF and send it yourself.
- A client cannot be added to a booking after the hold; there is no step for it.
Questions
Why can I not post the final bill?
Check, in order: the booking is confirmed, it has a client, and the SAC code and GST rate of every line, extras included, are on the Banquet GST sign-offs list. The refusal on the booking says which one is missing.
Is a deposit a payment?
No. A deposit here is a schedule of due dates. Recording or matching payments against it is not built as a screen.