Having a simple way to sync the revenue items from your sales and catering tool (Event Temple) with your Property Management Solution (StayNTouch) is going to make it much easier to centralize everything related to revenue.
This is particularly true if you are going to be using your PMS as a central point of invoicing for your clients. There is little to no effort involved in taking Menu Items that have been added to Event Temple and sending them over to the PMS to be invoiced.
Before going any further, ensure your settings are correctly configured to allow you to post Menu Items to StayNTouch. This can be done by a system admin following the steps outlined in this article.
Linking Posting Accounts to Bookings
Menu Items can only be posted to StayNTouch if there is a Posting Account linked to the Booking. A Posting Account is the House or Group account in StayNTouch where the charges will reside.
A Posting Account will be automatically created and linked to the Booking in the following circumstances:
When a group is created and synced with StayNTouch, or
When the booking status changes to Definite (if an account is not yet linked), please note that for this option you have the option to untick create a posting account if you don't want an account to be created:
If you would like to post your Menu Items, but there is not yet a Posting Account linked, you can create one, or link an existing one directly from the Event Temple Booking Summary page:
Posting Charges to StayNTouch
Menu Items in Event Temple can be sent to StayNTouch and listed on the Posting Account of your PMS. Please note: Once Menu items have been posted to StayNTouch they can no longer be edited in Event Temple.
To post Menu Items to StayNTouch:
Click on the Menu Items Subtab on the Booking Summary Page
Select the checkboxes next to the items you would like to post to StayNTouch (Note: to select all Menu Items in the list, use the Select All box at the top of the list.)
Click on the Batch Action dropdown at the top of the list
Select Post to StayNTouch from the dropdown
Click the Apply button
Select the Posting Account (Note: If no Posting Account is linked to the Booking, an existing one can be linked or created directly on a Booking. See section above.)
Optional: Add the StayNTouch Bill number. (This is only necessary if you would like to post the charges to a specific Bill in StayNTouch. If left blank, they will be added to a new Bill. You can reassociate the items in the PMS after this step, if needed.)
Check or Uncheck the Group Charges box
Checked - all selected Menu Items will be grouped by Category, and sent to StayNTouch as one transaction for that category's mapped Charge Code. The same logic is applied to the taxes on the Menu Items.
Unchecked - each selected Menu Item will have 1 transaction, and the taxes on each item will have its own transaction (if taxes are set to post.)
Click Post
Viewing Posted Charges
Once you've posted the charges the Menu Items in Event Temple will be locked and will show that they have been "Posted to PMS"
Charges posted to StayNTouch can be viewed on the Posting Account's Transactions tab, under the bill number specified:
Training Video
Additional Information
These directions assume your Revenue Categories have already been mapped to Charge Codes as described here
Only Menu Items with a mapped Revenue Category can be posted to StayNTouch.
Menu Items can only be posted to StayNTouch once.
Items within bundles cannot be posted individually. You must post the bundle all at once. Once a bundle has been posted you cannot add or remove items from it.
When there is only one linked Posting Account on a Booking, Event Temple will auto-select it when posting charges.
You can control whether tax-inclusive or tax-exclusive amounts will be used when posting charges to StayNTouch! Use the fields in the Charge Code Mappings (Settings > Integrations > PMS) to specify how your charge code taxes are setup in StayNTouch.
When posting charges, you will receive an error if the Menu Items you are posting have different taxes than are setup for the Revenue Category
Within StayNTouch there is no way to delete a Posting Account, but you can set the status to Open or Closed.