Customize the way Total Party Planner handles default values (such as the status for a new event), warnings, and other settings. Setup basic default rules for service charge, gratuity, and other fees (which can be defined as anything).
Select ‘Administration> Business’> Profile & Event Defaults’ from the Navigation Bar.
1. Edit the information by clicking the ‘Edit’ button. The following profile/defaults can be edited:
· Service Charge/ Gratuity Tax Rule:
Select the method for calculating service charge that you use.
· Service Charge Report Label:
Enter in the way you wish the Service Charge label to appear to your clients on proposals, invoices, and contracts, i.e., ‘Operation Fee’.
· Gratuity Report Label:
Enter in the way you wish the Gratuity Report label to appear to your clients on proposals, invoices, and contracts.
· Time Zone Preference:
Select the correct time zone for your business from the drop-down list.
· Default Event Status:
Set the default status that gets initially populated. For example, by selecting Proposal from the dropdown list, all new Events will begin with a ‘Proposal’ status. Perhaps you will select ‘Confirmed’ if your business does not use the Proposal functionality.
· Tax Location:
Set the default tax location for you business. This may be changed at the Event level.
· Default Staff as Invoiced:
Check this option if you want any staff members assigned to an event to automatically be marked for invoicing a client. The client rate is determined by the assigned staff title.
· Service Charge Event Menu?:
a. For new Events, set a default service charge by selecting ‘Yes’ or ‘No’.
b. Enter in a ‘Default Service Charge %:’ amount as a percentage. Enter a zero if you do not wish to add a Service Charge.
· Gratuity on Event menu?:
a. For new Events, set a default gratuity by selecting ‘Yes’ or ‘No’.
b. Enter in a ‘Default Gratuity %:’ amount as a percentage. Enter a zero if you do not wish to add Gratuity.
· Other Fee?:
For new events, what the default ‘other fee’ should be set to. Also specify which sections (Menu, Beverages, Rentals, Miscellaneous and Staff) the other fee should be applied to. Note that miscellaneous and rentals are included as options to apply the other fee to.
Note: The Other Fee can be anything you define. For example, perhaps you want to add a 3% breakage fee to rentals. In addition, the definition can be changed at the event level. So for one Event it can be a 3% damage waiver fee, and another Event it could be a 2% Venue fee.
· Net Due:
Set the default net due days (upon receipt, net 10, net 30, etc.).
· Other Fee Name:
Enter in the way you wish the Other Fee Name to appear to you clients on proposals, invoices, and contracts.
· Menu Pricing Type:
Select ‘Per Serving’ or ‘Itemized’ as your menu pricing type.
· Default Service Style:
Set the default service style (Buffet, Seated, Family Style, etc.).
· Proposal label for alternate menus:
For menus added to Events that are not invoiced, enter in the way you wish the label to appear to clients on a proposal. The default label will read ‘not included in total’.
· When assigning a package to an event menu…
a. Check whether or not you wish the package name to be the menu name.
b. Check if you would like the package pricing to be the menu pricing.
· Default Venue:
Assign a default Venue for your business.
a. Click the ‘Assign’ button.
b. Search the Venues using the search options. Select the appropriate Venue by clicking the ‘Select’ link.
c. Click the ‘Clear’ button to roll back any changes.
2. Click ‘Save’ to Save the Data or ‘Cancel’ to rollback any changes.