Confirm a function

A function is confirmed when its deposit is paid. Confirming books its rooms firmly, closes any courts it needs, makes the lead-up tasks, and puts an open slot for its staff on the weekly roster. Between confirming and the day, you take the final numbers, mark the balance paid, and re-issue the quote if anything on it changes.

Before you start

• You need to be able to run functions. The Functions role and the Administrator can by default.
• The hirer has accepted the quote, so the function is Accepted and has a deposit invoice. See How holds, acceptance and the deposit work.

Mark the deposit paid

1. Open the function and press Mark deposit paid, or open its Money tab.
2. On the Money tab, each invoice has its number, what it is for (Deposit, Balance, Extras on the night or Refund to the hirer), the amount and when it is due. For an unpaid one, choose how it was paid (Bank transfer, EFTPOS, Card, Cash or Cheque) and press Mark paid.
3. The function moves to Confirmed. Its Hold says Firm: the deposit is paid, and the hirer is emailed that their date is confirmed, with the day final numbers are due.

These are ordinary Sports Club OS invoices: each payment is recorded against its invoice as any other is. One paid on the Invoices page instead is noticed the next time the function is opened.

When the deposit is paid:

• The balance invoice is made, due a set number of days before the function (14 to begin with).
• Any bond on the quote is recorded as held. See Close out a function, and the bond.
• Courts ticked under Courts closed for it are closed on the booking calendar for its times.
• An open slot for its staff goes on the weekly roster. See The function's staff on the roster.
• Tasks are made for the lead-up: Confirm the caterer (when the club arranges catering), Roster the staff, Ask for final numbers, Final numbers due, Balance due, Send the function sheet to the bar and the caterer, Close out and Thank the hirer. See Keep on top of function tasks.

Final numbers

The hirer can give their final guest numbers and dietary needs on their own page until the cut-off, a set number of days before (7 to begin with). The office can at any time:

1. Press Final numbers.
2. Type the Final guests and any Dietary needs, and press Save. A message says Final numbers saved.

The board shows Guest numbers due by … in the days before the cut-off, and Guest numbers not confirmed after it. When the final numbers differ from the quote, the Quote tab says so: re-issue the quote to bring the per-head lines into line.

Re-issue the quote

After acceptance, a changed quote is re-issued rather than sent again. Change the lines on the Quote tab, then press Re-issue the quote on the function, or Re-issue on the tab. Preview quote shows it first.

The hirer is emailed what changed, and the new version is kept with the earlier ones under Versions sent. The invoices follow: an unpaid deposit or balance is changed to match, and once the balance is paid, anything more is an Extras on the night invoice. A deposit already paid stays what was paid.

Write to the hirer

On the Messages tab, type in Write to the hirer and press Send. The tab lists everything sent to the hirer and everything they have written back, each with whether it was emailed. A message from the hirer shows a 1 on the tab. The hirer's link is put into each email as it is sent and is not kept.

Change the details

Press Change the details to change the name, occasion, guests, date, times, rooms, courts closed, catering, alcohol (and a bar tab's limit), whether the host is a member, and the notes. A moved date or room is checked for clashes before it is saved. Changing the rooms here is the only way the function's rooms change: a room-hire line on the quote is only a charge.

If something goes wrong

• "The quote has not been accepted yet" The deposit can be marked paid only once the hirer has accepted.
• "… is booked for … at that time" Another function was confirmed in that room first. Change the room or the time, or speak to the hirer.
• "Nothing on the quote has changed" There is nothing to re-issue.
• "Final numbers closed on …" The hirer sees this after the cut-off. The office can still enter them.