Does your venue require a Food and Beverage Minimum or Minimum spend on events? If so, this article is for you. It will review the life cycle of setting and adjusting the F&B Minimum for events.
Setting an F&B Minimum
When you use the New Event button to create a new event, one of the fields in the Financials section is Food and Beverage Minimum. Most of those Financial fields should be left blank at this time, as they will populate based on the documents you create for your guest. However, you can set the F&B Minimum now.
This will serve as a placeholder, and when you go to create documents, if the F&B Minimum lives in the Billing Widget, that number you set on the details page will populate there.
Creating Documents
When you create documents, the amount you set in the F&B Minimum field will populate in the field of the same name in the Billing Widget. If that line does not automatically populate in the widget by default, you can add it by clicking Add a Field > Food & Beverage Minimum.
As you add picklist items, those will count against the minimum amount.
*You can select which item categories should count against the minimum by using the three dots to expand the F&B Line and using the Restrict to Categories section. If no categories are checked, picklist items of any category will count against the minimum. If any categories are checked, only items of that category will count agains the minimum amount.
Updating the F&B Amount during the planning process
To update the F&B Min during the planning process, simply:
- Go to the Docs tab.
- Scroll to the Billing Widget.
- Use the Amount Field to the right of F&B minimum to change the amount.
- Update.
Closing Out the event
Once the event occurs, you should add any last-minute charges as picklist items to the docs. This will ensure the financials match your POS receipt. Those will also count against the minimum if it hasn’t been met yet. If you have added all items and there is still an unmet amount, you can charge that to your guest. To do this:
- Go to the Docs tab.
- Scroll to the Billing Widget.
- If the unmet amount is not adding to the cost, you can make it do so by clicking on the three dots to the right of F&B Minimum.
- Uncheck “Exclude From Totals.”
- If the unmet amount is subject to any taxes and fees, check those off under Apply Following Fees.
- Update.
Pro Tip: Even though you can add the cost of the unmet minimum to the event, it is still important to add any charges as picklist items. The reason is that picklist items will count toward the event’s Actual Sales. Actuals are what count towards Sales Goals and Sales Reporting. The unmet cost of the F&B Minimum will not add to the Actuals for the event.
Related Articles:
How to add the Food & Beverage Minimum to the Billing Widget
How to set the default configuration of the Food & Beverage Minimum