Catering

You can add catering resources to the location under the Catering Tab. If you want to add catering configurations to multiple locations, see Adding Resources to Multiple Locations below.

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1.	In the top selection grid of the Detail Tab, click to highlight the location to which you want to add setup items.

2.	Select the Catering tab in the bottom grid. Click the New button to the right of the bottom grid.

3.	The Catering [New] window appears. There are six tabs in the Catering [New] window: General, Comments, Setup Requirements, Taxes, Accounts and User Fields.

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1.	Choose the appropriate catering configuration group from the Group drop-down list.

Select a catering configuration from the Item Code drop-down list or begin typing the name of the configuration. In previous versions of EventPro, once you selected an Item Code, you could no longer select a different Group; you had to Cancel out of the window and begin again. Now, the Group drop-down list is accessible even after you select an Item Code, so that if you change your mind, you can select a different Group.

a.	If you cannot easily find the catering configuration by scrolling through the list, click the Find button next to the Sub-Group field.

b.	To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.

After you select a catering configuration, most of the other fields will be filled in with information that you defined when creating the configurations. You may have also pre-selected items so that they are selected by default when you use the configuration in the event. Review Chapter 1: Setting Up EventPro, Step 9: Resources, Catering Resource Items and Configurations: Creating Catering Configurations, Selecting Catering Items. You can accept the defaults, or make necessary changes. For example, you may have to change the times, quantity and pricing for each location. You may also want to customize the catering items available for certain events.

4.	To review the instructions for filling in any fields that are not described below, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Catering Resource Items and Configurations: Creating Catering Configurations.

5.	Enter a figure in the Order field to represent the catering configuration’s position in the list and on printed reports.

6.	Use the Finalized and Completed checkboxes to assign the catering configuration a “Finalized” or “Completed” status distinct from the status of the booked location.

a.	Once catering has been defined and approved by the customer, and catering sheets printed, the status should be set to “Finalized”.

b.	Once the catering has been provided, and the correct quantities and costs have been updated, the status should be set to “Completed”. This prevents users from making any further changes.

7.	Check the Use Location Times box if you want the catering configuration to be in use for the same time period as the location. If you want to manually set the start and end times, uncheck the Use Locations Times box and enter times in the Starting and Ending fields.

8.	Count: Guaranteed and Actual.

a.	If you want to manually set the number of plates required for the event, uncheck the Use Location Attendance box and enter numbers in the Guaranteed and Actual fields under Cost.

b.	Check the Use Location Attendance box to have the Guaranteed and Actual fields equal the actual attendance number.

c.	Remember that earlier, when you set up your System Settings, you chose whether or not you wanted catering costs to be calculated on the greater of guaranteed or actual numbers. Refer to Chapter 1: Setting Up EventPro, Step 1: System Settings, General.

9.	The Cost Type and Price Type will default to the selections you made when setting up the catering configuration earlier.

a.	Remember, you can choose to base the cost and price on Detail Only, Main Only (per-plate) or Both. If cost or price are calculated by Main Only or Both, the Cost and/or Price you entered when creating the configuration will default in. You can alter any of this information, as required.

b.	The Guaranteed and Actual attendance fields under Count/Cost are used to calculate catering charges on a per-plate basis. Guaranteed and Actual counts are not used when Detail Only has been selected for Price Type.

c.	If the PP (Per Person Cost) checkbox is selected, the Total Cost will be calculated by multiplying the Cost by the number of people. If the PP checkbox is unselected, the Cost will be used as a flat cost for the entire configuration.

10.	Enter a Discount, if applicable.

11.	The Price Totals will be calculated according to the Price Type you chose and you can record the quantities of items if you want:

1.	Select Main Only from the Price Type drop-down list.

2.	Enter a per-plate Price.

3.	The Net Price field will calculate on the greater of the Guaranteed or Actual figures (depending on the option you chose in Chapter 1: Setting Up EventPro, Step 1: System Settings, General).

If you want to record the catering items used or required in this booking, you can enter quantities in the bottom grid. In the bottom left grid of the Catering [New] window, select the relevant Category and click to highlight the relevant Item in the bottom right grid. Check the Sel box next to the relevant item. Enter a Count and Quantity/Person and the Quantity will calculate automatically by multiplying the two.

5.	Note that you will not be able to enter the Count manually if the Set Quantity to Main Catering Configuration Actual Count checkbox is selected. The count will update automatically as the Actual count is adjusted.

6.	If you do not need to record exact quantities of each item, but still want to see which items were used, you can just check the Sel box next to the relevant items.

1.	Select Detail Only from the Price Type drop-down list.

2.	You will not be able to enter a per-plate Price.

In the bottom left grid of the Catering [New] window, select the relevant Category. Check the Sel box next to the desired item. Enter a Count and Quantity/Person and the Quantity will calculate automatically by multiplying the two. You can also change the price by clicking in the Price field and entering a new figure.

4.	Note that you will not be able to enter the Count manually if the Set Quantity to Main Catering Configuration Actual Count checkbox is selected. The count will update automatically as the Actual count is adjusted.

5.	As you select and add quantities for each catering item in each category, the Detail Item Price field will recalculate accordingly.

1.	Select Both from the Price Type drop-down list.

2.	Enter a per-plate Price. The totals will initially calculate on the per-plate price for the guaranteed/actual numbers.

Then, in the bottom grid of the Catering [New] window, select the relevant Category and Item you want to price individually. Check the Sel box next to the desired item. Enter a Count and Quantity/Person and the Quantity will calculate automatically by multiplying the two. You can also change the price by clicking in the Price field and entering a new figure.

4.	Note that you will not be able to enter the Count manually if the Set Quantity to Main Catering Configuration Actual Count checkbox is selected. The count will update automatically as the Actual count is adjusted.

5.	As you select and add quantities for each catering item in each category, the total for these individually priced items will be calculated in the Detail Item Price field and added to the Main Item Price (per-plate total) to come up with a Net Price.

If you want to add, edit, view or delete Categories, click the New, Edit, View or Delete button in the bottom left corner of the window, under the Category grid.

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To review the instructions for customizing catering configurations or filling in any other fields that are not described above, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Catering Resource Items and Configurations: Creating Catering Configurations. In particular, review how to Add Categories.

Depending on how you have set up your catering configurations, you may need to select items and enter the count required.

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1.	Under Category, click on the category containing the items you want to select.

2.	Under Item, on the right side, check the Sel boxes next to the items you want to add.

3.	Enter a Count for each selected item. The Count may default to 1 if you selected the "Catering/Beverage: Default Item Count to One When Selecting Item" option in your System Settings; check your General System Settings.

4.	The Qty/Person will already be set, but you can change it by clicking in the field and entering a new number.

5.	The Quantity will calculate from the Qty/Person and Count.

If you want to edit, view or delete Catering Items, click the Edit, View or Delete button in the bottom left corner of the window, under the Item grid.

To add an individual item, click New. To add multiple items at once, click Multi-Add. To add items from another catering configuration, click Config Copy.

To review how to add or edit catering items or customize your catering configurations, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Catering Configuration. In particular, review how to Add Catering Items, Multi-Add Catering Items and Copy Catering Items from Other Configurations.

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To view all of the catering items in a chart, click the Spread Sheet button below the Item selection grid. The Catering Item Detail window appears. Make any changes you need in the spreadsheet. To sort the items on the spreadsheet, click on the heading by which you want to sort the list, e.g. Item Code, Price, etc. To further review how to sort, see Introduction: Common Functions, Sorting Lists. When you are done with the spreadsheet, click the Close button, and you will return to the Catering Configuration.

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The comments field will default to the text you entered when setting up this configuration, but you can alter it here. Information entered here can be printed on catering/beverage sheets.

Click the Wordprocessor button to switch to the word processor.

The Setup Requirements field will default to the text you entered when setting up this configuration, but you can alter it here.

This information can be printed on catering/beverage sheets.

The taxes will default to the Applicable Event Taxes that are applicable to the configuration, but you can select others if you wish.

To review how applicable taxes work in conjunction with Applicable Event Taxes, review Chapter 1: Setting Up Event Pro, Step 6: Company/Contact, Entering a New Company: Taxes.

The Accounts will default to those you selected when setting up this configuration, but you can use the drop-down arrows to select different codes if necessary.

If you custom-defined any user fields under Setup | User Fields | Event Detail | Event Catering, they will appear here.

You can enter information as required.

4.	When you have entered all the information you need for this catering configuration for this event location, click Save. The configuration(s) will be added in the Catering Tab for the location highlighted in the top grid.

Help url: http://www.yourdomain.com/help/index.html?ch3_catering_1.htm

Catering						CH3_Catering_1 Dear EventPro Documentation Department,
Catering