settling event checks

Use these instructions to calculate the beverage minimum spend where necessary.

• Do not put a table on party checks. This way they end up in the "custom" category when reviewing all transactions. 

• If server worked an earlier shift, they should run a sales report before taking orders for party.

• If server worked an earlier shift, they should clock out/in before party begins to $0 out sales, just in case.

For "ONE TAB" parties:

1. Tally all drinks onto one tab.

2. The SUBTOTAL of that tab is the progress toward the minimum. Make sure you are subtracting the included tax from the subtotal to understand where they are toward the minimum. Do not look at the grand total - this includes both inclusive and exclusive tax and will throw your calculations off.

3. At the end of the contracted event time, look at the subtotal and subtract the included tax. Then, subtract that number from the minimum spend quoted on the server sheet - for example, if the beverage subtotal is $1250, and the minimum is $1500, the remainder is $250.

4. Search and add the item "Event Remainder of Beverage Minimum" and input what that remainder was. Using the example above, you would input $250. Now, the subtotal of the tab after you subtract the included tax should now be $1500. 

5. Add any catering sales using the "Event Food" item

6. Apply auto-gratuity, and apply deposits/Tripleseat payments as outlined on the server sheet.

If unexpectedly, a guest wants to cover the whole tab on-site at the time of the event, follow steps 1-5 above. Inform the guest of the previously agreed upon auto-gratuity of 20% and apply it to the check, then apply any deposits outlined in your POS instructions and close that out to Tripleseat. Then settle out the remaining balance with whatever tender the guest has provided (cash or card). 

For events with "Individual Tabs", tracking the minimum has a few extra steps:

• Keep drinks under one number for ease.

• Enter event server # on POS.

• Select "View checks" / Swipe left to checks screen.

• In the left column - Select All Checks. YOUR CHECKS will be on top.

• If the client wants to know where they are at as far as reaching their minimum goes: 

  1. 1. Total is in light gray on top right corner above the checks. (This does not account for closed checks and contains tax, so if you're quoting it to a client, round down to account for sales tax being included)

     2. Recently Closed checks can be viewed under CLOSED BY YOU and added to the total in light gray from above view for a more accurate count. To get an accurate view, click on the individual check and look at the subtotal and subtract "included tax".

     3. As checks are closed, put each checks' subtotal into the Individual Tabs Template here . Enter the beverage minimum into the field labeled "MINIMUM" & the sheet will do the math for you! Events staff will likely have made this spreadsheet for you in advance and labeled with the date and party name for ease.

     4. Enter the Master Tab subtotal in the appropriate box before closing the client's check in Square. Be sure to subtract the "included tax" before entering this number. If the client has no tab because guests are covering their drinks, then omit this step and close out the Master Tab with "remainder of beverage minimum" + catering + auto-gratuity. 

• If all checks are closed, open each individual check on the screen to view and put the totals of each individual check here.  

*If food has been ordered a la carte, subtract food from checks to get the beverage minimum spend only*

• Once all those subtotals have been entered into the spreadsheet, take the number from the "REMAINDER" field and add that number to the master tab/host tab at the end of the event before closing out the tab to Tripleseat. 

For events with beverage packages

• Open and name tab per POS instructions on server sheet

• Enter in Event Beer, Event Wine and/or Event Liquor where applicable. This will be outlined in the POS instructions

• Apply auto-grat, food, apply deposit, close out to Triplseseat.

• Open a "ghost tab." Here you will tally all the drinks ordered that evening. At the end of the event, make note of what the subtotal was before tax and put that number in the almanac notes. Print this check and put with the clipboard to go to Angie's desk or if in GPT or Huntington, snap a photo and email to Zach and Angie. Then VOID this check to "ghost tab". The purpose of the check is for record keeping only. Please don't forget to put this subtotal in the almanac notes. VERY IMPORTANT.

Enter Master Event Check

The master event check will be outlined in detail in the POS instructions in the server sheet and will look something like this:

• drinks ordered by guests/client

• Remainder of Beverage minimum = <$xxx

• any other items (catering)

• Toggle on Auto-Grat (20%)

Apply deposits outlined and close to Tripleseat.

When in doubt, ask another manager to check your work, text/call Angie or Dave. 

It's easier to prevent the mistake than fix one! Thank you!!