Target Roles: Event Managers, Billing Coordinators, Front Office Lead, System Administrators
Last Updated:
Executive Overview
In EventKey, posting charges scheduled for a future date (such as advance gratuities, custom beverage items, or room charges due later in the event lifecycle) requires utilizing the Recurring Charge posting logic. By creating a single-day recurring charge with a future start date, administrators can schedule future revenue items that automatically appear under Additional Charges on Proforma Invoices without immediately posting to the active guest folio. If scheduled charges need to be adjusted or canceled prior to posting, users can deactivate them through the Manage Charges interface.
Home > Event Management > Select Event > Billing Information (Folio View) > Add Charge
Section 1: Scheduling a Future-Date Charge
Step
Action
Platform Guidance & Operational Details
Open Add Charge Modal
Navigate to the Billing Information tab on the active event record and click the blue Add Charge button.
Opens the item search modal listing available revenue charge codes.
Select Charge Code
Locate and select the charge item (e.g., Banquet_Wedding Reception_Wine or Gratuity), enter the amount (e.g., 250.00), and click Next.
Advances to the charge configuration and frequency settings screen.
Toggle Recurring Mode
Under Charge Frequency, select the Recurring radio button instead of One Time.
Expands the Charge Period date range controls.
Set Future Date Range
Click the calendar icon under Charge Period and set the Start Date to the desired future posting date. Set the To Date to match.
Establishes a single-occurrence schedule for the specified future date (e.g., setting October 15, 2026 for both Start and To dates).
Post Charge
Verify the Grand Total and click Add Charge.
Schedules the charge. The scheduled charge will now reflect in the Additional Charges section on Proforma Invoices.
📷 VISUAL CALLOUT:
Add Charge Modal & Future Date Selection Walkthrough
Section 2: Removing/Deactivating a Future-Date Charge
Step
Action
Platform Guidance & Operational Details
Access Manage Charges
In the event header area above the folio (or under Billing Information), click the blue Manage Charges button.
Opens the Manage Charges For All Folios modal.
Select Recurring Charge
Under the Recurring Charges tab, locate the scheduled future item checkbox (e.g., Marina_Gratuity_Tips or Wine).
Displays charge frequency, future date period, daily amount, and subtotal details.
Deactivate Charge
Select the checkbox next to the charge and click the red Deactivate button in the bottom right.
Immediately removes the scheduled future charge and displays a green notification banner (Recurring Charges Modified Successfully).
📷 VISUAL CALLOUT:
Manage Charges Modal & Deactivation Walkthrough
Detailed Configuration Field Breakdown
Add Charge Parameters
Charge Frequency:
One Time: Posts the charge immediately to the active folio balance on the current business day.
Recurring: Activates date range scheduling, allowing charges to be set for single or multiple future dates.
Charge Period (Date Range):
Start Date: The specific future calendar date when the system will post the charge.
To Date: Setting the To Date equal to the Start Date restricts the posting to a single-day future charge.
Charge Amount & Grand Total: Calculates total anticipated revenue for the scheduled item.
Manage Charges (All Folios)
Recurring Charges Tab: Lists all scheduled, non-posted future charges across event folios.
Other Charges Tab: Displays posted transactions for review or reversal.
Deactivate Function: Removes unposted recurring charge schedules from system memory, instantly updating Proforma Invoice totals and removing pending liabilities.
System Integration & Financial Impact
Proforma Invoice Surface: Scheduled future-date charges automatically display under Additional Charges on Proforma Invoices. This ensures that projected totals, total taxes, and balance due calculations accurately reflect upcoming charges before they are officially posted to the active guest folio.
Folio Balance Execution: The folio balance remains unaffected ($0.00) until the scheduled calendar date arrives. Once deactivated via Manage Charges, the item is purged from the Proforma Invoice summary immediately.
