Embedded Files
Reconciling Sales for Events
Here's how to reconcile payments and charges within Square <--> Tripleseat. This process is done the business day following the event.
Determine the event's payment arrangement/scenario:
Client is assuming all costs (beverage minimum spend or bar package).
Guests of the party are contributing (beverage minimum spend).
Client has not paid in advance, but is assuming all costs (beverage minimum spend or bar package)
USE THESE STEPS ON SITE at the event:
Client has not paid in advance, but is assuming all costs (beverage minimum spend or bar package)
USE THESE STEPS ON SITE at the event:
enter drinks manually as they are ordered onto one tab (beverage minimum), and calculate at the end of the event the remainder of the beverage minimum (total contracted minus subtotal of drinks on the tab less the "included tax"), and add it to the bill as "Event Remainder of Beverage Minimum"
OR enter Event Beer, Event Wine and Event Liquor totals as outlined in the server sheet, and ring in drinks on a Ghost Tab. At the end of the event, make a note of the Ghost Tab subtotal and communicate that to the Events Manager. Then, void the check.
To reconcile the sale in Tripleseat, locate both the contract and the associated checks and continue reading.
See below for two square checks, the first to account for the admin fee (no auto-grat) and the other to account for drinks, food, and gratuity.
The two tabs together should EQUAL the total reflected on the contract (billing from the contract screenshot below).
Add the tax together from the two tabs in Square. Edit the contract to reflect the Square tax (Tripleseat tax does not always match) and input under the Amount column where it currently says "8.8756%".
Enter the Admin Fee amount where it currently says "5.0%".
Enter the Gratuity amount where it currently says "20.0%". Delete the word "Suggested".
The numbers from the "Amount" column and "Total" column should match.
Push the "Update" button to save.
Process the remainder due in Tripleseat to the card on file, by clicking on the "Payments" tab, then "Add Payment for $" button, then "Save & Pay". Click on the "Select Payment Method" drop down menu to "Credit Card".
In the example above: $708.56 (tab 1) + $3,242.50 (tab 2)= $3,951.06 (matches the grand total) ✓
Client is NOT Assuming all costs, and guests of the party are contributing (beverage minimum spend)
Client is NOT Assuming all costs, and guests of the party are contributing (beverage minimum spend)
Server will process drinks orders from individual guests as "custom checks" (see how to calculate a beverage minimum for more info) and calculate at the end of the event the remainder of the beverage minimum.
The ADMIN EVENT TAB will consist of admin fee and rental fee (if applicable), as auto-grat is not calculated on these fees.
The MASTER EVENT TAB will include the client's drinks, remainder of beverage minimum spend (if any), catering (if any), and gratuity. This will also reflect any deposits paid.
Steps to reconcile:
Steps to reconcile:
Find both event tabs in Square (best to sort by location, then payment method "Other". Make sure the date and time (all day) is correct.
Open the contract.
From Square, add the sales tax totals from both tabs and adjust that amount manually on the Tripleseat contract. Edit the contract to reflect the Square tax and input under the Amount column where it currently says "8.8756%".
From MASTER EVENT TAB, note the amount of auto-gratuity and reflect that on the contract.
Then, add grand totals from ADMIN TAB and MASTER TAB: Enter the Admin Fee amount where it currently says "5.0%".
Enter the Gratuity amount where it currently says "20.0%". Delete the word "Suggested".
The numbers from the "Amount" column and "Total" column should match.
Push the "Update" button to save.
Subtract the deposit amount paid in Tripleseat.
The resulting number is what the client owes.
Under Payments in Tripleseat, add this amount as a payment. Do not pay it yet.
The remaining amount should be the approximate total that the guests contributed to the minimum spend. Check the Individual Tabs Spreadsheet to check your work.
Process this payment to "Credit Card - (In Store)" as those purchases were all completed during the event via credit card (we do not record gratuity and sales tax for these purchases, just the value of the drinks) Label as "Guest Tabs" or "Guest Drink Orders".
Process the remainder due in Tripleseat to the card on file, by clicking on the "Payments" tab, then "Add Payment for $" button, then "Save & Pay". Click on the "Select Payment Method" drop down menu to "Credit Card".
Now, process the payment you added earlier that reflected what the client owes.
See below for an example (square tabs 1+2, then adjusted billing and payments in Tripleseat).
FINAL STEPS
FINAL STEPS
Once the event is fully reconciled ($0 balance), send a thank you note to the client using the template in Tripleseat.
Change the status to CLOSED.
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