Workflow for detailing and merging BEOs

1. Open the booking, navigate to the Booking Events section, and click the Items link next to any menu or item. This opens the Manage Menus and Items page.
2. The Event picklist displays the event you're working with. You can use this picklist to do the following:
   • Switch to a different event on the booking.
   • View All Events on the booking at the selected property. You can then select the check box next to each event you want to detail.

   If you are viewing all events on a cross-property booking, use the Property picklist to filter the list.

3. Click Select Items to open the Menu and Item Search window. This is where you'll search for and add menus and items to the BEO. If you selected multiple events in step 2, the menus/items you select will be added to each of those events.
4. On the Manage Menus and Items page, click the Edit button next to each menu or item to review and modify its details, as needed.
5. To preview how the menus and items will appear on the printed BEO, click the Review Items by BEO Section link next to the event name. This will allow you to quickly confirm that all of the necessary menus and items have been added to each section before you merge the BEO.
6. When you're finished working on the Manage Menus and Items page, click Save and then click Close.
7. To indicate that the BEO is done and ready for distribution, select the Done check box on the Booking Event page. This signals reports to use the actual revenue on the BEO rather than the event's forecasted values.
8. On the Booking Event page, navigate to the Customer Information section and click the Booking link. This will bring you to the booking where you can merge the BEO.
9. On the Booking page, click Merge to merge the BEO. You can either generate and view the BEO, or you can generate and email the BEO to your customer. (If you want to email the BEO, you must generate it in PDF format.)

   Depending on your property's configuration, you may be required to output to PDF format.

10. Do one of the following:
    • If you generated the BEO but did not email it (you clicked Generate on the Create Merge Document page), the Word or PDF document will open. After reviewing the document, click your browser's Back button to return to the Create Merge Document page, and then click the Back button again to return to the Booking page.
    • If you generated and emailed the BEO (you selected PDF as the document type and clicked Generate and Email on the Create Merge Document page), the Send Email page opens. Complete the email fields as needed. The email is then sent with the BEO as an attachment, and you are automatically brought back to the Booking page.
11. The BEO you just created is displayed in the Booking Documents section of the Booking page. The document name consists of the booking post as, the system-generated BEO number, and the document type (BEO). To view the BEO itself, click the document link to open the Booking Document page. Under Notes & Attachments, click the file you want to open (the most recent version is displayed first), and then click View File.

    You'll also notice that the Booking Documents section displays a corresponding banquet check. This entry is a "placeholder" for the banquet check you will create once the event is over, and it ensures the banquet check will have the same number as the BEO. You'll be able to access that banquet check the same way you do the BEO.

12. After the BEO has been distributed, select the Distributed check box next to the BEO in the Booking Documents section. Then log any future changes to the BEO in the Change Log section of the Booking Event page. This ensures the change is captured in the Change Log report.
13. If you emailed the BEO, an activity is logged in the Activity History section of the Booking page. You can click the activity to view its details.
14. After you've merged all the BEOs for a booking, you can compile them into a single document to send to your customer by clicking the Batch Merge button on the Booking page.

If you're using R12 or higher, the workflow for merging BEOs has been simplified to save you time. Instead of having to merge the individual BEOs prior to batch merging, you can simply assign events to BEO numbers and run your batch directly from the Manage Events page. The individual BEO documents will be automatically created as part of the batch merge process.

1. Follow steps 1 - 6 in the standard workflow.
2. On the Booking page, click the Manage Events button.
3. Click and drag the BEO and Done columns so they are near the beginning of the events grid. Using the Done column, you can quickly scan the events and identify those that have been completely detailed. If some are completed but haven't been marked Done yet, you can bulk update them using the Edit Multiple Events window. Once you assign an event to a BEO, the BEO column will display that number.
4. Assign events to a BEO by clicking the BEO button and selecting an Assign option. For example, on Day 1 of the program, you might select the Meeting, AM Break, and PM Break and assign them all to a single BEO since they're in the same function room. You might then select the Lunch and Dinner and assign those events to separate BEO numbers since they'll be in different rooms.
5. When you're finished assigning each event to a BEO number, you can preview the BEO by clicking the link in the BEO column. This opens the Preview & Merge window where you can see all the events, menus, and items on the BEO. When you're finished, click Close .

   If you want to merge just the BEO displayed in the Preview & Merge window, you can do so by clicking the Go To Merge button. This opens the Create Merge Document page where you can generate and email the BEO.

6. Click the BEO button again and select Batch Merge.
7. Use the options on the Create Batch Merge Document page to generate the batch.
8. To view the batch merge document, click the document link at the top of the page, click the Document Path link, and then click View File. Each BEO begins on a new page within the batch merge document.