Delegate billing is visible once the function within the event is checked in. Delegate billing works in a similar way to Event Billing, however, looks and works slightly differently.
Access delegate event billing
To access delegate event billing once the function is checked in, follow the steps below:
From Rezlynx, select Advanced C&B, then within the Events menu select Billing.
🤓Tip: You can also access this via the event, in the Billing tab by selecting View Folio.
2. Locate and select your event bill, using the search parameters for Event Name, Event Ref or Contact Name. The billing will show on screen.
📌Note: The event bill has two tabs:
Main: shows the invoice and the search parameters available.
Notes: shows notes specific to the event selected including billing notes.
3. Press plus+ next to each delegate's name to view their individual delegate event billing showing any charges and deposits taken.
⚠️Important: The event folio total at the bottom of the screen is made up of all delegate charges and payments - each folio must balance in order to check out the event successfully.
Manage delegate event billing
Once within the delegate event billing, you can complete actions within the individual delegate folio including:
Make Payment: select to add a payment to the delegate billing. Enter the payment method and value.
New charge: select to add revenue to the delegate billing. Enter the analysis code for the charge, a description to appear on the billing, a quantity and value before selecting to Post to the bill.
View: select to choose a way to view the individual billing.
Billing Address: select to change the billing address for the individual delegate billing. Select or add an address, then save and close.
At the bottom of the billing screen, you can complete actions on individual or multiple folios including:
Check all: to select all items within the event billing, across all of the delegate bill splits.
📌Note: Once selected an Uncheck all button will appear to reverse the action.
Options: is a menu containing actions which affect any lines you have selected within a folio or folios, the actions include:
Amend: select to alter the value of an item selected on a folio(s). Enter value, add a comment, and confirm.
Delete: select to delete a charge and this will be removed from the billing. Add a comment and confirm.
Split: select to split a charge, deposit or payment into a number of splits or parts. Select number of splits and select split.
Edit description/Comments: select to edit charges only (not payments). Edit as required and save.
Group Transactions: select to group at least 2 items. Items which are already grouped or have different "For Dates" cannot be grouped.
Ungroup Transactions: select to ungroup transactions.
Transfer to is a menu containing ways to transfer selected charges and payments (where possible), the actions include:
Room: select to transfer from the event billing to another event room or bedroom billing. Select the room and confirm the transfer.
Folio: select to transfer from one delegate folio to another. Select the folio and select OK.
Bill Split: select to transfer to a bill split within the individual delegate billing. Select and click OK.
Common Errors
Deposits: If the deposits that were taken have been added onto the delegates tab of the event, then they will sit against each delegate folio contribution to the folio balance. However, if the deposits are added to the Billing tab on the event, then they will incorrectly sit on the top function folio - making it difficult to see which delegates have an outstanding balance.
Menus: Each delegate should have also had a menu attached (where applicable to the function) to them at the point of being added to the event, so that the revenue is posted against their folio.
Charge on consumption: If the menu or items added to the event or delegate were charge on consumption these will not appear on the billing - you will need to manually add these charges. This is expected functionality within the system, as these are items that you will charge for as they are consumed on-site.
Check out fails: The event folio total at the bottom of the billing screen is made up of all delegate charges and payments - each folio must balance in order to check out the event successfully. Expand all delegate bills to ensure each folio bill is at 0.00.