Creating and Invoicing a Block Booking in Plus2 (Hosted Reservations)

Problem

Bookings administrators and finance staff need to create a block booking (a hosted reservation booked against one person, club, school or company), raise invoices, take payment and handle cancellations.

Resolution

1. Create the block booker

1. Create the member

   • In Plus2, go to Members > New. Only the red mandatory fields are needed. You can use the organisation's name.

2. Set the price level and status

   • Set Price level (for example Adult) and Status to Block booker.

3. Enter the work address

   • On the Work address tab, enter the company, phone and address. On More details, set the preferred mailing address to Work so it prints on invoices.

4. Save

   • Save. Block bookers can also be added in Gladstone360 and their status changed.

2. Create the hosted reservation

1. Open a new reservation

   • Go to Configuration > Bookings > Reservations > New, or on the booking sheet left-click the area, right-click and choose Reservation configuration (this pre-fills the resource and time).

2. Enter the ID, name and duration

   • ID: short and unique (characters are limited), for example site + weekday + start time + BB + a 3-letter type + month/year. Don't put personal information in the ID.
   • Name (for example "Football club – Astro") and duration.

3. Set the dates

   • Start date, an end date (or indefinite), the weekday(s), start time and excluded dates (bank holidays and dates the customer won't come).

4. Add the resource products

   • On Products, add only the resource products (search IDs starting Z). Check every required area is included and nothing extra.

5. Add notes and colour (if applicable)

   • More details (optional): notes and booking sheet colour.

6. Complete the Hosted tab

   • Host member: the block booker (use Same as last if you just created them).
   • Billing period: per booking (itemised on the invoice), monthly, bi-monthly or whole reservation. Due date: start or end of the billing period, or one or two months before.
   • Payment method: Invoice for an invoicing account. The first time, enter how they pay (for example EFT) and an approved credit limit. For customers who pay each week as they attend, leave it as a standard (cash) account.
   • Products to charge: add the block-booking price product. For two pitches, add it twice, or tick price override and enter the combined price. Override the tax only for customers your organisation treats as exempt. Add extras (for example floodlights) per booking or as a one-off charge.

7. Save

   • Save. Plus2 checks the booking sheet. If some dates clash, it asks whether to book around them.

8. Check the series

   • Check the full series on the booking sheet, the exceptions, and the host, payment method, product, price and tax.

3. Raise an invoice for one customer

1. Open the invoicing account

   • Open the customer's account (green person icon) and switch the display to the invoicing account.

2. Run the invoicing statement

   • Click Invoicing statement run (third button from the right). Choose the cut-off date, tick Live, and click OK. You get a summary, an itemised report and the invoice.

3. Send the invoice

   • Save the invoice to Gladstone Drive and send it to the customer yourself.

4. Invoice all block bookers at once

1. Run the invoice statement run
   • Go to Modules > Invoice statement run. Choose the cut-off date and the invoicing account type, then run it live.
   • A separate invoice is raised for every block booker with outstanding bookings.

5. Take payment

1. Pay the invoice
   • The invoice shows as unpaid sales. Pay it in Plus2, or at a Gladstone360 till with Find invoice (you need the invoice number). You can pay individual lines. See Paying Invoices and Sending Pay by Link from Gladstone360 POS.
   • If the customer pays by bank transfer to your finance system, still record the payment against the invoice (for example with an EFT payment method). Otherwise it stays as a debt.
   • You can email or text a Gladstone Pay payment link so the customer can pay by card.

Cancel a session

1. Delete the session
   • Double-click the session on the booking sheet and choose Delete session. If it has been invoiced you're warned and asked whether to refund. Choose No to put a credit line on the next invoice instead.

Notes

• Before you start:
  • Check you're logged in to the site the booking is for (Configuration > System > Sites). Sales and invoices take the site you're logged in to.
  • You need the resource products (areas) and a block-booking price product (for example "Astro block booking 60 min" with Apply to all price levels).
  • Agree the billing period and payment method with the customer before you save. A saved block booking can't be changed.
  • If your site has Block Bookings in Go Operator Centre Management, see Block Bookings in Go Operator (Centre Management).
• Nothing is owed until an invoice is raised.
• Invoices aren't sent automatically and carry no logo. Some sites raise the sales in Plus2 and send their own invoices.
• Once saved, a block booking can't be changed: no new resources, dates or price. To add a pitch or a date, create another reservation. You can only remove sessions.
• Gladstone360 shows the standard account only, so invoicing account sales don't show on the member record in Gladstone360.
• The booking sheet doesn't flag unpaid block bookings. Open the booking to check, or use a Gladstone Reporting report of block bookers with unpaid sales.
• Pay as you go block: create the block booking against a standard (non-invoicing) account. Each week shows as a future unpaid sale, paid when they attend.
• One-off events (for example a corporate Christmas booking): book an activity in advance from Gladstone360 or Plus2. Staff can book further ahead than customers.
• Blocking time without charging: use a booking sheet exception or schedule with a named restricted time band. It isn't reported on or invoiced.
• Moving from another system: block bookings don't migrate, only customers. Re-create them. You can add block bookers and bookings on live before go-live. During the overlap, stop taking bookings on the old system at a set point, or enter them in both.
• Troubleshooting:
  • Invoice run creates blank invoices, or invoices are missing for some bookings: the hosted reservation, invoice or sales were made under a different site from the booking or member. Raise the hosted reservation and invoice at the site the booking is for. Check which site you're logged in to.
  • Invoices missing the printed date or invoice ID: the run was done under the wrong site, or wasn't completed through to printing. Don't run it again straight away. Check the site the run was done under and whether it was a live run completed through to printing. If it was the wrong site, run it again under the correct site.
  • Invoice DD run in the GMC shows £0: wrong site, account type or dates. Choose the correct site, account type invoicing, and matching cut-off and processing dates.
  • Customer paid by bank transfer but still shows a debt: the payment wasn't recorded in Plus2. Record the payment against the invoice with an EFT (or similar) payment method.
  • Invoiced sales don't show on the member in Gladstone360: Gladstone360 shows the standard account only. Check the invoicing account in Plus2.
  • Need to add a pitch or date to an existing block booking: saved block bookings can't be changed. Create another reservation for the extra pitch or dates.
  • Error adding block bookings at one site only: the site's booking sheet entry point is missing or wrong. Check the site has its own booking sheet entry point.
• When to contact Gladstone support (raise a support case):
  • You're not sure whether an invoice run completed, or invoices may have been created twice. Raise a case before running it again. Include the date and time of each run, the site it was run under, and an example member.
  • Block bookings still fail at a site after checking its booking sheet entry point. Include the site and the exact error.
• Related: Configuring Block Bookings in Plus2; Block Bookings (Plus2 Hosted Reservations) and Invoicing; Exporting Invoices from Plus2.

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