Feedback on: EventPro User Manual - Adding Beverage Items to ResourcesCH1_Step9_Adding_Beverage_ItemsChapter 1: Setting Up EventPro > Step 9: Resources > Beverage Resource Items and Configurations > Adding Beverage Items to Resources /Dear EventPro Documentation Department,
Adding Beverage Items to Resources
The first step of beverage setup is to create a comprehensive list of all the alcoholic beverage items you have available. While this list of beverage items resembles an inventory, this table does not behave as an inventory that adds and subtracts items from stock. However, for the purposes of using the beverage system, it may be easier to simply refer to this list as your beverage inventory.
Select Setup | Resources | Items from EventPro's main menu. This will open the Resource Items screen.
Ensure that you have selected the Effective Date from which you want to work.
In the Resource Items screen, click on the Beverages tab.
There are two sections to the Beverages Tab. The top selection grid contains a list of Beverage Categories and the bottom grid lists the individual Beverage Items contained in the category highlighted in the top selection grid.
First, you will add Beverage Categories and you will then add Items to the categories.
As with Catering, your goal should be to create broadly defined groups into which you will sort various types of beverages, or frequently-offered/related beverages.
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Also, although all items should still be priced individually, it is a good idea to group together all similarly priced items into one category. For instance, all domestic beers priced at $3.00 per bottle would be in one category; all import beers priced at $5.00 per bottle in another. That way, if you would like to offer your customers a discount, you can discount the entire category instead of having to discount each item individually.
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Ensure that you have selected the Effective Date from which you want to work.
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Click the New button in the upper right corner of the top grid.
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The Beverage Resource Category [New] window appears and the cursor jumps to the Beverage Category field.
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Enter an abbreviated name for the category. Some potential categories could be “Beer – Domestic”, “Beer – Imported”, and “Wine”.
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Enter a description in the Description field. This is often just the full name of the category.
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Enter a Default Cost and a Default Price. This will be the default cost/price for every individual beverage item you create under this category, but you will be able to change individual costs and prices later.
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Enter a Sort Order number to indicate where in the list this beverage resource category should appear. The sort order of categories set here will be respected throughout EventPro and EPWeb.
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Click Save. In the Confirm dialog box that appears, click Yes if you would like to continue adding categories, or click No to only add the category you just created.
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Once you have created all the categories you think you will need to categorize your beverages, you are ready to add beverage items to each category.
In the top selection grid, click to highlight the Beverage Resource Category to which you want to add individual items.
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Click the New button next to the bottom selection grid, across from the Item Code heading.
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The Beverage Resource Item [New] window appears.
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From the Available In drop-down list, select the effective dates for which this item will be available: Selected Effective Date Only, Selected and Later Effective Dates, or All Effective Dates.
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Enter an Item Code.
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If applicable, select a Supplier Name from the drop-down list. You entered these suppliers earlier in the Company/Contact screen (Chapter 1: Setting Up EventPro, Step 6: Company/Contact).
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Uncheck the Available check box to indicate that the resource has been discontinued. This will prevent staff from selecting it for future events. EventPro cannot delete the item if it has been used for previous events.
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Enter a Cost and Price, if they are different from the default cost and price you entered when creating the category.
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Enter any additional information under the Description and Preparation Information tabs.
a.
This window displays the text in the manner it will appear when printed for clients and staff.
b.
You can format the font, colors and alignment of the text using the icons. If you want to create a document with more complex formatting, click the Word Processor button. To learn how to use the various functions of the Word Processor, see Chapter 12: Communications, Part B: Letters, Word Processor.
c.
When you later add this item to a beverage configuration, the description notes will appear and you will have the option to use the preparation notes for the configuration.
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Click Save. Continuing adding as many beverage items as you need under each of the categories, as all beverage items must be added here before you can add them to configurations.
