As you will remember from the instructions in Effective Dates for Resources above, you will see the Effective Date field at the top of the Catering Configuration Setup screen. This is the date upon which the currently visible availability and pricing of your resources and configurations come into effect. The effective dates apply for all Resources: items (setup, staffing, catering, beverage, and miscellaneous), catering configurations, beverage configurations and package configurations. Note that the effective dates for Resources are not linked to the effective dates for Locations.
To create, edit or delete an Effective Date, see the instructions under Step 9: Resources, Effective Dates for Resources above.
Updating events with edited catering items may require a two step process:
•First, you need to update configurations with edited catering items using the Update Config button in the Resource Items setup screen. See Updating Configurations with Edited Catering Items below. However, in some cases, the item's cost/price may automatically update in the configuration. If you have selected the Use Resource Item Cost and/or Use Resource Item Price checkboxes for the item when adding the item to a configuration, the item’s cost/price in the configuration will be automatically updated to match the new cost/price in the resource setup screen.
•Then, you need to update events with the updated configurations using the Update Events button in the Catering Configuration screen. See Updating Events to Apply Edited Catering Configurations below.
Remember that if you edit the cost/price of catering items in setup and want the new cost/price to apply to existing configurations, you will need to update the configurations, unless you have selected the Use Resource Item Cost and/or Use Resource Item Price checkboxes for the item in the configurations.
1.Go to the Resource Items screen by selecting Setup | Resources | Items from EventPro's main menu.
2.In the Resource Item screen, click on the Catering tab.
3.Select the correct Effective Date from the drop-down list.
4.Click the Update Config button to the right of the Effective Date at the top of the screen.
5.The Warning dialog will appear, informing you that this action will change catering prices/costs for all configurations in the selected effective date period. If you are sure you want to continue with the price update, click OK.
6.This action only updates your configuration setup. It will not affect prices of configurations already assigned to events.
7.To update configurations within events, see Updating Events to Apply Edited Catering Configurations below.
If you edit catering configurations in setup, events already using these catering configurations will not be updated with the new information (e.g. new prices); the new information will only appear the next time you assign the configuration to an event.
To update events with the new Costs/Prices and/or new Description and Preparation Information of configurations, follow these instructions:
1.From EventPro's main menu, select Setup | Resources | Catering Configuration to open the Catering Configuration screen.
2.Click the Update Events button to the right of the Effective Date at the top of the Catering Configuration screen.
3.In the Update Event dialog, select a radio button to indicate whether you want to Update Price, Cost, Detail Item Description and Preparation Notes or Update Detail Item Description and Preparation Notes Only. Click OK.
4.The Warning dialog will appear, informing you that this action will change the prices for all events in the selected effective date period. If you are sure you want to continue with the event update, click OK.