Creating a Simple Booking

Learn how to create a simple booking through the full sales process of iVvy.

Creating a Simple Booking

The following guide will take you through the full sales process of iVvy. This is a simple workflow guide and may be adjusted to suit your own business practices. Throughout this guide, you will be able to skip to the relevant section using the provided links. Pro tips and shortcuts will also be provided.

The following guide will cover:

Creating an Opportunity

An opportunity is initially created when you receive a new enquiry from a client. iVvy uses Opportunities to track your sales pipeline, conversion rates and enable the emailing features of the system.

To create an Opportunity, you can:

  • Click onto any date in the Diary and click Opportunity
  • On your Diary, click the Blue '+' Button and click Opportunity
  • Navigate to Sales > Opportunities > Click on Add Opportunity
creating an Opportunity

Working top to bottom down the screen, ensure that you fill in all the mandatory fields (with a grey line) and any additional custom fields that you have created.

  • Opportunity Name- Name of the event inquiry
  • Contact Type- Whether a Company or Contact has inquired about the event 
  • Company/Contact- Search and select a Company/Contact should they exist in your Contact database or 'Add' them into the system if they are a new Company/Contact.  If the company or contact does exist but needs updating, select it and click 'Edit'
  • Sales Person- The Sales Person responsible for the opportunity
  • Opportunity Type/Market Segment- What type of business this event will be. For example: Corporate, Private, Member, Wedding etc
  • Source-  Where did the opportunity come from
  • Channel- What communication method was used to attract the opportunity 
  • Quality- What is the chance that this opportunity will progress to a confirmed sale 
  • Stage- Where does this opportunity currently sit in your sales pipeline
  • Description- Any detail of the enquiry

All the above bolded fields are mandatory in the iVvy system and help ensure team members capture this data which will be populated into the reporting features of iVvy.

Clicking the 'Save' button will add this opportunity to the Sales > Opportunities tab on the left of the screen.

adding an opportunity

Note: If you have additional fields and information that you wish to capture during the enquiry stage, you are able to add these by navigating to Global Settings > CRM > Custom Fields.

Tracking Emails for an Opportunity

If you want to track and log your emails in iVvy that have been sent from your current email system, you can use the CC email address that is unique to each opportunity that you create.

  1. Sales > Opportunities > Edit Opportunity 
  2. Click on the Emails tab
  3. Click on the Copy CC Address link 
  4. Paste email link when sending an email to your client from your normal email address. The email will send through to the Emails tab of your Opportunity so you have a record of your communication. It will also allow you to forward any existing email chains back into iVvy.
    Pro Tip: If you need to send a Function Kit or Brochure to a client, send it from your normal email address, and CC or BCC this email address at the same time so that your team can see that this email has been sent.
    tracking emails for an  opportunity

Tracking Activities for an Opportunity

iVvy has the ability to record Activities, which are a record of what you have done to secure the sale. They can include tracking your phone calls, emails, follow-ups, site inspections, networking events, etc. Learn more about Setting up your Activities. Managers will be able to use reports to track recorded activities over a set period of time.

To add an Activity:

  1. Sales > Opportunities > Edit Opportunity 
  2. Click on the Activities tab > Add Activity
  3. Add in the Activity Name
  4. Select the Type
  5. Select the Purpose of the Activity
  6. Select the Optional Start and End Date and Time of the Activity.
    Note: If you wish the Activity to show in your Activity Calendar, you will need to add in the time and date
  7. Add in the location of the Activity
  8. Assign a Team Member to the Activity
  9. Add in the Description of the Activity
  10. Create an Optional Follow-up Task. Learn more about Creating Tasks
  11. Click Save
    activity simple booking

Adding a Quote to an Opportunity

Once you have created your opportunity and have discussed the details of the booking with the client, you can prepare a quote for them. Before adding the quote:

  1. Navigate to the Details Tab

  2. Update the Stage of the Opportunity to Quoted. This will ensure that your reports are up to date at all times. The system will prompt you again to update the stage of the opportunity when converting to tentative, confirmed or cancelled

To add a Quote to an Opportunity:

  1. Click on Quotes tab within the Opportunity
  2. Click on Add Quote

    Adding a quote to an Opportunity
  3. Amend the Reference Code if required (this must be a unique number and is automatically generated by default)

  4. Add in a Block ID or Purchase Order # if known or required - This will display on your documents and invoices

  5. Give the Quote a Name. This should include the client or company name, and the name of the event. This quote name will appear in the function diary, and on all documentation as the quote progresses through the booking life cycle

  6. Confirm the contact details

  7. Select the Industry if it is known at this stage and is applicable
  8. Select the Event Type - this will help to segment the revenue of this quote for your reports

  9. Select the Booking Type - SIMPLE. A simple booking is used when the booking is only using one of your function spaces and is only a one day event. Please see the Creating a Detailed Event if your event requires multiple function spaces or is over multiple days

  10. Select the Event Start Date for the booking

  11. Select if Accommodation is Required. Learn more about Adding Accommodation to your Quote Guide

  12. Select if the Food and Beverage for the booking will be invoiced to the client by selecting Master Account
  13. Under Event Template or Session/Function, Select CREATE SESSION/FUNCTION

    Adding a quote to an Opportunity 3
  14. Select the Status of this Session/Function. Please see the Session/Function Status article
  15. Select the Space and Layout type for this quote

  16. Select if you want the ability to override space pax maximum for the space
  17. Enter in the Start and End time for the event

  18. Add in the Optional Setup and Pack Down times in minutes. This will extend the function diary by x number of minutes and will give you a warning if you try and book in another event while you are setting up or packing down this event

Adding a quote to an Opportunity 4

Space Hire/Room Rental

  1. Select if you are going to charge for the hire/rental for this space. Select Enter a Price to charge, or No Cost Associated for no charge. If you are not charging, skip to step #5

  2. If charging, select the Room Hire Plan that you wish to pull the prices from. Learn more about Setting up your Room Hire Plans

  3. Select the Price Type. This can be either Minimum Spend, Hourly, Half Day, Full Day or Night Rate. See additional notes below for Minimum Spend

  4. The System will then show you the Estimated Price based on the Room Hire Plan selected. This will be automatically populated into the Space Hire Price. You can choose to accept this price, or manually override this to apply a discount or increase the price as required

  5. Enter in the Total Attendees

  6. Select the Payment Terms, if known, if the quote were to progress to a confirmed booking

  7. Select if the booking is commissionable, and select the Agent who ou will be paying the commission to. Learn more about Adding Agents to Manage Commissions

  8. Select an optional discount or surcharge campaign. Learn more about Creating Discount Campaigns

  9. Assign any required Booking Roles. Learn more about Creating Booking Roles 

  10. Click Save

    Adding a quote to an Opportunity 5

Minimum Spend

If selecting Minimum Spend, the Minimum Spend will be pre-filled based on your Room Hire/Rental Plan, or you can manually set the price here.

Next to Revenue, select the cost centres that will contribute to the client meeting your minimum spend.

Under Space Hire Price, only enter a price if you are charging for Room Hire/Rental IN ADDITION to the Minimum Spend, otherwise, add the price as zero.

Example 1.
Minimum Spend for your venue is $5000 on Food and Beverage. Set the Price Type as Minimum Spend and the Minimum Spend Value as $5000 and tick Food and Beverage. Leave the Space Hire Price as $0

Example 2.
Minimum Spend for your venue is $5000 and you also charge $1000 Room Hire/Rental. Set the Price Type as Minimum Spend and the Minimum Spend Value as $5000 and tick Food and Beverage. Set the Space Hire Price as $1000. Once you add $5000 of F&B Spend to your quote, an additional $1000 room hire/rental will be added, making the total minimum cost of this quote $6000.Anchor

Finding your Quote

You can find your quote again at any time by clicking on the SALES > QUOTES tab on the left of the screen.

You can add multiple quotes to the same opportunity by:

  • Clicking on the Details Tab
  • Click the Blue hyperlink for the Opportunity Name
  • Click on the Quotes Tab
  • Click on Add Quote

Preparing your Quote

We are now ready to add items and revenue to your quote. We do this by moving across the tabs from the left to right of the screen. The Details tab covers all of the content we entered in the previous steps. You can adjust the Date, Time, Attendees and Room Hire/Rental Price from the Details tab at any time. 


The Contacts tab allows you to add in additional contacts and their descriptions, who may need to be included in any correspondence for the booking.

Food & Beverage

Adding Menus

Adding a Menu with Menu Items Priced Per Person

Next, we will add a menu to our quote. You can add as many menus as required, or none if the event does not require catering. Learn more about Creating your Menus.

  1. Click on the Food and Beverage tab

  2. Click on Add Menu

  3. Use the Optional Menu Type Filter to filter your menus by category. This is useful if you have a lot of menus

  4. Select the Menu to add to this Quote

  5. Select the Menu Group headings and Menu Items if known at this stage. If not you can add them later from the Items tab 
  6. Confirm the Name of the Menu - You can override the name for this quote and it will not affect the menu name for other quotes or bookings

  7. Confirm the number of attendees this menu will be catered for

  8. Enter the Serving Start and End time (if known at this stage - it can be updated later)

    Pro Tip: Click the Copy From Session - This will automatically populate the time from the session times you have already loaded.

  9. Check the Estimated Sales Price - This is the Price you have loaded into the system in your setup

  10. Check the Cost Centre that this revenue will be allocated to for your reports

  11. Confirm the Sales Price - You can override the Price to provide a discount, or change the price if creating a bespoke menu

  12. Click Save to add this Menu to the QuoteSimple Booking Menu

Adding a Menu with Menu Items Priced Per Item

When adding in a menu with items priced per item, you will need to complete some additional steps before saving the menu.

  1. Click Add Menu and select the menu to add to the Quote

  2. Select the Menu Group headings and Menu Items if known at this stage. If not you can add them later from the Items tab 
  3. Click on the Items tab
  4. Click on Add Items and click on Optional Menu Items. This will allow you to select the items that have individual prices

  5. Select the items and enter the quantity. If you are adding in the same quantity of multiple items you can simply multi-select the items and enter the quantity and click save. If you are adding in multiple items with different quantities, select them all here and we can edit them in the next step

  6. Leave the Sales Price empty, unless you want to manually enter a price for these items. If left blank the system will automatically add the price on the next step based on what you have loaded into the system during your menu setup

  7. Click Save

    adding a menu options
    If required, click Edit to adjust the quantity and price of any items, and click Add Item again to add additional items
  8. You will notice that the Estimated Sale Price is calculated based on the quantity and sales price of each item entered - however, the sales price remains at zero

    Click on the Menu Tab and enter the Estimated Price into the Sales Price to confirm the revenue for this menu. Of course, you can override this price to provide a discount or create a bespoke menu price.

adding a menu options pricing

Adding a Beverage Package
The next step is to add any required Beverage Packages. Like Menus, you can add in as many combinations of beverage packages as you require. Learn more about Creating your Beverage Packages.

  1. Click on the Food & Beverage tab

  2. Click Add Beverage Package

  3. Select the required Beverage Package

  4. Confirm the name. You can override the name for this event and it will not change the name of this beverage package for any other quote or booking

  5. If you have selected a per hour beverage package, select if the package is to be charged hourly or daily, and for how many hours

  6. Confirm the Total Attendees this Beverage Package will be catering for

  7. Confirm the Start and End Time for the package
    Pro Tip: Click the Copy from Session Button

  8. Check and confirm the Estimated Sale Price against the Sales Price and override as required. The cost centre will default to the cost centre that was setup originally and can be changed as required

  9. Click on the Items tab to view, add or amend the items that will be included as part of this package

  10. Click Save

adding a beverage menuAnchorAdding Resources

The next tab to the right is the Resources tab which is where you will find all of your AV equipment, theming, linen and any other item that you wish to either charge for, or track the quantity of in the system. Learn more about Creating your Resources.

  1. Click on the Resources tab

  2. Click Add Resource

  3. Select either:
    Internal - This is an Inhouse Resource
    External - This is a Resource managed by a 3rd Party Supplier and will need to have a company associated to the resource

  4. Select the required resource

  5. Select the Quantity of this resource required

  6. Select the time that this resource is required from and until, Start and End Time

  7. Select the Price Method of Hourly or Daily for a flat rate fee

  8. Check the Estimated Sales Price Per Item

  9. Confirm the Cost Centre where the revenue for this item will be reported to
  10. Confirm the Sale Price Per Item

  11. Click Save
  12. Repeat the process for each Resource required

Anchoradding a resource

Adding an Additional Item

We will now skip to the Additional Items tab. Additional Items allow you to add in any other bespoke item that has not been added to your setup, or to provide a line item discount that will be visible on the proposal document and invoices. It can also be used when adding an additional item after the event date, for example if your event had a Bar Tab on Consumption and the organiser was paying at the end of the event.

Adding an additional item.

  1. Click on Additional Items tab

  2. Click on Add Item

  3. Give the Item a Name in the Description section

  4. If you want the item to appear on your Event Order (BEO) enter the date and time

  5. Add the Quantity of this item

  6. Allocate the cost centre of where the revenue for this item will be reported to

  7. Confirm the Sale price of this item

  8. Click Save

adding an additional item

Adding an additional item as a discount line item

  1. Complete steps 1-6 above, giving the description of item as a discount - such as 10% Discount off Food and Beverage, or $100 Room Hire Discount or VIP Voucher Used

  2. Under the Sale Price, enter the amount as a negative (-) amount. This will remove this amount from the cost centre you have selected and will appear as a negative amount on the summary screen and as a negative line item on your invoices

Anchoradding an additional item discount 2

Reviewing the Summary Tab

Now that we have added in revenue and items to our quote, we can review the summary tab to check the line items of the quote and check the total revenue for the event.

Note: You can add and remove items at any time and the summary tab will always remain up to date once you click save on any item.

Click the Summary tab.

You will see: 

  • Each line item that you have added 

  • The quantity of each line item 

  • A break down of the price including and excluding tax

  • Any additional items

  • Any service fees and additional taxes

It is important to always check the summary tab, as the information and pricing shown here is what will be merged into your proposal and contract documents. 

Pro Tip: You can select 'Set Columns' on the top right should you wish to add or hide any columns from the table. 

Anchorreviewing the summary


Generating and Emailing the Proposal Document

Once the Summary Tab is correct we can merge all of the items of the quote into a proposal document that can be emailed quickly to the client.

  1. Click on the Documents tab

  2. Click on Documents

  3. Click Create Document

  4. Select PDF Proposal or E-Proposal depending on your preference. Learn more about Setting up your Document Templates

  5. Select My Templates from Template Type. Only use standard templates if you have been advised to do so.
  6. Under Custom Template select your preferred template for this quote

  7. Click Save

    creating a proposal
  8. The page will keep refreshing itself while the document is created. Once ready select the proposal with the checkbox and click the Edit button

  9. Scrolling down the page you will be able to preview the proposal document before generating it and sending it to the client. You are able to edit any text at this stage and save the document as a Draft
    Important Note: Do not edit any text or monetary value in the Summary Outline or Estimated Budget Outline. If you need to alter the items or price, cancel this preview and change the actual items from the tabs from the steps above and recheck the summary tab.

  10. When ready click the blue Generate PDF or Generate E-Proposal button
    generating a pdf proposal

  11. The page will again refresh until the document is created

  12. To download the document, select the quote with the checkbox and click the Download button

  13. To email the document to your client, select the quote with the checkbox and click the Email button

  14. Select your preferred Email Template and click Continue. Learn more about Setting up your Email Templates

  15. Confirm the contact who will be receiving your proposal. You can change this to another contact who is attached to this quote, or manually enter another email address

  16. Add in any additional email addresses, separated by a comma and space (eg,

  17. The BCC email address is the same email address that we saw when adding in the Opportunity, so this proposal email, and any reply from the client (if they select Reply All) will be tracked in the Email tab automatically for you

  18. Confirm the subject line and content of the email and click Send

Anchoremailing a pdf proposal

Updating your Tasks

As you go through the process of creating opportunities, quotes, bookings and invoices, iVvy will be automatically adding tasks to your to-do-list. Learn more about Setting up your Tasks Templates

  1. Click on the Tasks tab

  2. Select a task to be updated with the checkbox 

  3. Click on Update Status

  4. Select the appropriate Status and agree to the pop up tab

  5. To check the status of all of your Tasks, click on Sales > Tasks on the left of the screen

Anchorupdating tasks

Converting a Quote to a Tentative Booking

Once a client has accepted your proposal you can move the quote to the tentative booking stage. Note: You can continue to edit the price and items that have been added to your quote as required, and send updated versions of the proposal. 

Before converting the quote to tentative we want to confirm that the space is still available. The easiest way to do this is to:

  1. Navigate to the Diary

  2. Go to the Date of the Quote

  3. Confirm that there are no other Tentative or Confirmed Bookings on at the same time

  4. Click on the Quote from the Diary or navigate back to Sales > Quotes > Select your Quote

  5. Click on the Details tab

  6. Click on Change Status

  7. Change the Status to Tentative

  8. Update the Opportunity Stage and Reason

  9. Confirm the Closed Date. You are able to retrospectively date stamp the date the quote was converted for reporting purposes

  10. Click Change

  11. The Quote will now be moved from Sales > Quotes to the Bookings tab

AnchorConverting a Quote to a Tentative Booking

Adding Payment Terms and Creating an Invoice

Depending on your own workflow, the next step is normally to confirm the payment terms for the contract and to create a deposit invoice. Please review our Invoice Overview Knowledge Article for an in-depth understanding of how payment terms and invoices are added and created.

  1. Click on the Statement tab

  2. Click on Payment Terms

  3. Confirm or edit the payment terms for the contract
    Creating Payment invoice

  4. Click on the Statement tab

  5. Click on Add Invoice > Payment Terms > Select the Deposit Payment (or your required invoice)

  6. If you wish to send the invoice to the client now, select the invoice and select Email button. Alternatively, you can send the invoice and the contract together in the next section

Creating Payment invoice 2

Creating and Emailing a PDF or E-Contract

Before creating a contract, ensure you have added the Payment Terms to the booking, as these will be merged into the contract.

  1. Click the Documents tab

  2. Click Create Document

  3. Select PDF Contract or E-Contract depending on your preference. Learn more about Creating Document Templates.

  4. Select My Templates from Template Type. Only use standard templates if you have been advised to do so

  5. Select your preferred template

  6. Add in the optional expiry date of the contract

  7. Click Save

    Creating E Contract
  8. The page will refresh automatically until the document is ready. Select the contract with checkbox and click Edit 

  9. Review the document and amend the terms and conditions as required. At this stage you can save the document as a draft
    Important Note: Do not edit any text or monetary value in the Summary Outline or Estimated Budget Outline. If you need to alter the items or price, cancel this preview and change the actual items from the tabs from the steps above and recheck the summary tab

  10. When ready click the Generate PDF or Generate E-Document button

  11. The page will refresh until the document is ready

    Creating E Contract 2
  12. Select the contract with the checkbox and click the Email button

  13. Select a template, and select the documents you wish to send. At this stage you can send both the contract and the invoice generated in the last section at the same time. Click Continue and send the email as per sending the proposalAnchorsending E Contract

Confirming a Booking, Uploading a Contract and Paying an Invoice

Once the client has paid their deposit and signed the contract (depending on your own business procedures) we can now confirm the booking.

Note: Under Setup > Venue Details > There is an option to automatically update the status of the booking to confirmed once the deposit invoice has been paid. If you have used the Pay Now button and an E-Contract Template, you will receive a confirmation email and the status of the booking will automatically be changed to Confirmed.

  1. Navigate to your booking under Bookings > Bookings or from the Diary

  2. Click on the Details tab

  3. Click Change Status and change the status to Confirmed

  4. Update the reasons why and the date as required

    confirming a booking
  5. Click onto the Documents tab

  6. Click on Upload to manually upload a signed paper copy of the contract

    uploading a contract
  7. If the client has digitally signed the E-Contract, you will be able to view the client copy which is now saved in your booking. You will have also received an emailing advising you that the E-Contract has been signed

  8. Click on View (Venue) to view your copy and countersign if required
    countersigning an E-Contract

  9. Click on the Statement tab

  10. If the invoice has been paid already via the Pay Now Button or via one of our integrated accounting systems - it will be marked as Paid. To manually mark the invoice as paid, select the invoice and click Pay Invoice > Other

  11. Check the amount that was paid and select the Method and click Save
    paying an invoice

  12. Learn more about InvoicingAnchor

Adding Setup Requirements

Setup Requirements are notes that are applied to the booking and will be displayed on the BEO (Event Order). Learn how to add Setup Requirement Templates to your venues.

  1. Click on Setup Requirements tab

  2. Click on Add Setup Requirements

  3. Select New to add a new or bespoke setup requirement to this booking.
    Note: This note will only be saved to this booking, and not to your list of setup requirements
  4. Select Existing to add a setup requirement from your pre-populated list. You can select as many setup requirements to be added at the same time and then edit them in the next step.
    Set Up Requirements
  5. Edit the setup requirement to add in any additional items or text. Editing the setup requirement here will only affect the note for this booking. To change the template, use the link above to amend your setup requirements

  6. You can expand the text of the setup requirement by adding tables, dot points etc. into the description box
  7. You can shuffle the order that the setup requirements are displayed on the Event Order (BEO) by clicking on the highlighted 8 dots on the left and dragging them into order. Make sure you click the Save Sort Order button to lock the order in place
    AnchorSet Up Requirements 2

Adding Booking Notes

Booking notes are the most efficient way to add recurring notes to your Event Orders. Learn how to setup Default Booking Notes so that you can have custom templated notes ready to apply to your bookings.

  1. Click on the Notes tab

  2. Click on Add Note
    Select Add New for a New Note
    Select Add Internal Note for a Note that will NOT display on the Event Order
    Select Add From Default Notes to select from your pre-populated list
    booking notes

  3. Edit the note as required for this booking

  4. Select where the note will be applied to. If you have used a Default Booking Note, the selection will be automatically selected for you
    Note: if you do not assign the note to a section of the Event Order, the note will not be displayed on the Event Order.

  5. If you have selected menu, beverage, session or resource, tick which items the note is to be applied to. You can select multiple items
    Note: If you do not select an item, the note will not appear on the Event Order.

  6. Click Save

booking notes 2

Adding Additional Contacts

You can add and tag additional contacts to your Event Order from the Contacts Tab.

  1. Click on the Contacts tab

  2. Click Add Contact

  3. Search for or add in a new contact

  4. Under description, click the appropriate tag

  5. Click Save

adding additional contactsAnchor

Creating and Emailing a BEO (Event Order)

Preparing your Event Order is a combination of all of the previous steps. Ensure that you have:

  • Updated the date and start/end time of the booking

  • Added in any required Signage

  • Added your setup and pack down times

  • Added the serving times of your menus and beverages

  • Added specific serving times of any menu items as required

  • Added your setup requirements

  • Added your booking notes

  • Add in any additional items as required, remembering to include the day and time to the additional item if you wish it to appear on the Event Order

    updating EO

Once this has been completed:

  1. Click on the Documents tab

  2. Click BEOs (Banquet Event Orders)

  3. Click Create BEO

  4. Select the BEO Type
    Booking BEO - This will create a PDF BEO of all sessions (used for simple bookings)
    Session BEO - This will allow you to select the session(s) that you would like to create a PDF Event Order for. Not applicable to Simple Bookings only Detailed Bookings
    E-Booking BEO - Same as the Booking BEO with the ability to digitally sign the document
    E-Session BEO - Same as the Session BEO with the ability to digitally sign the document

  5. Select My Templates and select your preferred document template. Only select standard templates if you have been advised to do so

  6. Select if you wish to include the Estimated Budget Outline on your Event Order. Selecting No will remove the line item breakdown of the event from the document

  7. Select if you want to split each day of the event into its own BEO. Leave this as defaulted to NO for Simple 1 day bookings

  8. Select if you would like to show Prices or Menu Item Prices
  9. Click Save

    Creating a BEO
  10. Click on Edit to review the document. If any changes are required, cancel the preview and adjust the items using the appropriate tabs. Once you have made the changes, click on Create BEO again or Recreate and click Edit

  11. Scroll down to the bottom of the screen and click Generate PDF or E-Document

    Creating a BEO 2
  12. You can now select the Event Order with the checkbox and click Email button to send the Event Order to the client or staff member and Download button to save a copy of the document on your computer

    Creating a BEO 3

As the booking gets closer to the booking date, changes will more than likely have been made. Instead of creating a new BEO, you can select the BEO and click on Recreate. This will create a new version of the BEO and record the history of previous versions in the history tab.

When Recreating the Event Order, you can choose to Display Recent Changes. If selected as YES, any changes made between now and the previous version of the Event Order will be highlighted in red to clearly show clients and staff what changes have been made.Anchor

Finalising a BEO (Event Order) and Checking the BEO Changelog

Common industry practice is to finalise all Event Orders for a week at the same time each week/fortnight. Finalising an Event Order will ensure that staff need to record and save a log of any changes made after the Event Order has been finalised.

To finalise an Event Order, select the Event Order and click on Finalise BEO. You will be prompted with an alert to accept.
Note: You can continue to make changes to a booking after you have finalised the BEO, however you are unable to reverse a finalised BEO and the change log will be prompted with each change made once finalised. Once you have made the changes a Record Change Box will appear. Select the Changelog BEO and add a Note of the changes. This note will be what appears in the BEO Changelog.

Finalising a BEO
To check all of the changes made to your finalised Event Orders Navigate to Bookings > Booking Change Log

To bulk download all of your generated Event Orders

  1. Navigate to Bookings > Bookings

  2. Select your bookings

  3. Click Download Documents button

  4. Enter a name for the document

  5. Select the Document Type BEO

  6. Confirm the dates 
  7. Select the Merge Type
    Single - This will download all selected bookings into a single PDF document
    Compressed - This will download all documents as individual PDF documents in a ZIP file

  8. Choose to include either all latest documents or the most recently created document

  9. If you have not created a BEO for an event the system will give an alert. You can override this by ticking the checkbox 
  10. Click Generate
  11. This will take you to the Booking Change Log > Merged Documents where multiple BEOs can be downloaded from

    Bulk BEO download