topic Prepaid tab for private events in Restaurant Operations

Prepaid tab for private events

JimBWise — Thu, 16 May 2024 21:29:03 GMT

I want to create a private event that has a prepaid spending limit for general consumption, then add items as they are ordered to pull off that prepaid total. (Once limit is reached, organizer can cut off ordering or extend tab to allow more ordering which then adds to bill and a follow up invoice can be sent to payee)

Re: Prepaid tab for private events

Rob — Fri, 17 May 2024 17:12:26 GMT

The closest we have to this would be an event deposit; you can also use "Other Payment options" as well.

Accept Event Deposits With Toast POS

Re: Prepaid tab for private events

JimBWise — Fri, 17 May 2024 18:23:29 GMT

This feature existed last year. We used it. Why would they remove it? Event deposits are just a portion of the total bill, it doesn't solve the issue. We sell private event budgeted consumption packages, where guests order against a prepaid total. Where did this feature go?

Re: Prepaid tab for private events

Rob — Fri, 17 May 2024 22:30:50 GMT

You could use it for the entire bill if you wanted, it doesn't have to be only a portion. Then, remove the payments once the customer pays with a card or cash.

We also have a catering and events subscription that allows prepay options.
Set Up Deposits for Catering and Events

We also have Toast Tables Deposits that allow for prepay.
Get Started with Toast Tables Deposits

Do you remember how you used the feature last year? I can search to see what it might have been called. Those are the only things I see with a Prepay option.

Re: Prepaid tab for private events

JimBWise — Sat, 18 May 2024 06:06:30 GMT

Rob it was really simple last year. I don't remember the exact steps but there was a way to either start a tab or view a tab created when the event is booked on the POS. You could then add items to draw down from a prepaid limit for an open consumption bar or a la carte menu options. If the group went over the spending limit (with approval from the person responsible for payment) then that overage would be applied to the same booking. It could either be closed out via card on file or the invoice system would generate an additional invoice for the overage. It was all tied in with the BEO system and worked seemlessly.

Re: Prepaid tab for private events

au79teahouse — Sun, 19 May 2024 19:56:34 GMT

Guest credit or House account might be able to achieve your goal. But both methods need a little tweaks to work depending on your needs.
https://central.toasttab.com/s/article/Customer-Credits#voidingcustomercredit
https://central.toasttab.com/s/article/House-Accounts-1492809352564

Re: Prepaid tab for private events

rcmck — Sun, 19 May 2024 22:33:10 GMT

Did you maybe just use invoices to request a deposit, then just add items to that check on the POS the day of the event? https://central.toasttab.com/s/article/Charging-Guests-for-Event-Deposits-by-Using-Customer-Invoices Option #2

Re: Prepaid tab for private events

nbunda — Tue, 21 May 2024 21:27:02 GMT

Not nearly as seamless as what you’re looking for, but I’ll describe our process for our food truck events, which have a contracted minimum:

We use the Toast Catering & Events package. Prior to the event we set up an invoice with a single open item called “Event Minimum”. We happen to collect a 50% deposit on this but you can handle that how you like. We also have set up an open item called “Sales over Minimum” which we will use to tack any additional event sales onto the invoice after the event. Both of these items are deferred so that we are not double dipping on sales reporting. (Sales come in on the individual guest tickets; revenue comes in from the invoice paid by the host; both totals will match at the end.)

For actual event sales, we set up an alternate payment method called “Event Sales” which we use to close out and fire each individual check as the guests order.

At the end of the event, we look at the total of Event Sales, manually subtract whatever the invoiced Event Minimum was, and if there is anything over, we add that onto the invoice (Sales over Minimum), then the host of the event pays the balance of the invoice, either thru the POS or online.

Re: Prepaid tab for private events

JimBWise — Thu, 30 May 2024 23:34:27 GMT

I have figured it out! For anyone paying attention. When you have a paid invoice, it creates a tab on the POS at party start time. The solve here to do what I want is to create a new tab, then move the payment (for both deposit and final invoice) to the new blank tab. This will create a negative balance for the prepaid total. As you ring up items, it deducts from that negative balance to zero. If they go over, they can charge to card on file or you can send an invoice adjustment through catering and events later.

Re: Prepaid tab for private events

Rob — Fri, 31 May 2024 16:56:52 GMT

Thank you for taking the time to explain how you resolved this!

Re: Prepaid tab for private events

SSPPMKE — Wed, 12 Jun 2024 04:31:46 GMT

For me I believe i have figured it out. My event is multiday so i created a House Account and sent a custom deposit to "Load the Account". all i should have to do is pay using the House Account function and it will deduct from the pre paid and if everything works the way it says it will either Charge the remaining balance for the Minimum or the minimum plus any over charge.

Will let everyone now how it works next month.

Re: Prepaid tab for private events

Rob — Wed, 12 Jun 2024 18:21:47 GMT

Let us know if it works!