Process for detailing and merging BEOs

You can assign events to BEO numbers and run your batch directly from the Manage Events page. The individual BEO documents are automatically created as part of the batch merge process.

1. Open the booking, navigate to the Booking Events section, and click Items next to any menu or item. The Manage Menus and Items page displays.
2. The Event list displays the event you are working with. You can use this list 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 checkbox next to each event you want to detail.

   When you view events on a cross-property booking, you can use the Property list to filter the results.

3. Click Select Items to open the Menu and Item Search window. Use this window to search for and add menus and items to the BEO. If you selected multiple events, the menus and items you select are added to each of those events.
4. On the Manage Menus and Items page, click Edit () next to each menu or item to review and modify its details as needed.
5. After you add menus and items to an event, you can preview the BEO. You can then confirm all the menus and items are in the correct sections before you distribute the BEO to your customer and team. See Review Items by BEO Section.
6. When you are done, click Save and then click Close.
7. Navigate back to the Manage Events window.
8. Ensure all detailed events are marked Done in the Done column. If some are completed but not marked Done yet, you can bulk update them with the Edit Multiple Events window.
9. Select the appropriate events, click BEO (), and select an option to assign events to a BEO. For example, you might select multiple events and assign them all to a single BEO if they are in the same function room. You might also select other events and assign those events to separate BEO numbers if they are in different rooms. After you assign an event to a BEO, the BEO column displays that number.
10. When you are finished assigning each event to a BEO number, you can preview the BEO by clicking the link in the BEO column. The Preview & Merge window displays, and you can see all the events, menus, and items on the BEO. When you are finished, click Close ().

    If you want to merge the BEO displayed in the Preview & Merge window only, you can do so by clicking Go To Merge () . The Create Merge Document page displays, and you can generate and email the BEO.

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

1. Open the booking, navigate to the Booking Events section, and click Items next to any menu or item. The Manage Menus and Items page displays.
2. The Event list displays the event you are working with. You can use this list 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 checkbox next to each event you want to detail.

   When you view events on a cross-property booking, you can use the Property list to filter the results.

3. Click Select Items to open the Menu and Item Search window. Use this window to search for and add menus and items to the BEO. If you selected multiple events, the menus and items you select are added to each of those events.
4. On the Manage Menus and Items page, click Edit () next to each menu or item to review and modify its details as needed.
5. After you add menus and items to an event, you can preview the BEO. You can then confirm all the menus and items are in the correct sections before you distribute the BEO to your customer and team. See Review Items by BEO Section.
6. When you are done, click Save and then click Close.
7. To indicate that the BEO is done and ready for distribution, select the Done checkbox on the Booking Event page. With this checkbox selected, reports then 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 Booking.
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 need to generate it in PDF format.

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

10. Do one of the following:
    • If you generated the BEO but did not email it, the Word or PDF document displays. After you review the document, click your browser's Back button to return to the Create Merge Document page. Then click the Back button again to return to the Booking page.
    • If you generated and emailed the BEO, the Send Email page displays. Complete the email fields as needed. The email is then sent with the BEO as an attachment, and you automatically return to the Booking page.
11. The BEOs you create display 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. To view the BEO, click the document link to open the Booking Document page. Under Notes & Attachments, click the file and then click View File.

    The Booking Documents section displays a corresponding banquet check. This entry is a placeholder for the banquet check that you create after the event is over. This placeholder ensures the banquet check has the same number as the BEO. You can access that banquet check the same way you do the BEO.

12. After the BEO is distributed, select the Distributed checkbox 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 process ensures the change is captured in the Change Log report.
13. If you emailed the BEO, an activity is logged in the activity section of the Booking page. You can click the activity to view the details.
14. After you merge all the BEOs for a booking, click the Batch Merge button on the Booking page. This process compiles the BEOs into a single document to send to your customer.