Editing Item Details page

The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.

When a customer requests a change to a menu or item already added to their event, you can use the Editing Item Details page to modify the information. This page can also be used to create a custom simple menu or item. For more information, see Create custom simple menus or Create custom items.

To edit a menu or item on an event

  1. Click Edit (Icon of a pencil) in the menus and items grid next to the menu or item to modify.

  2. Make the necessary changes to the menu or item details.

    Depending on your experience, either an asterisk or a red bar indicates a mandatory field. These fields need to be complete before you can save the record.

    Toolbar options details

    Event

    This is the name of the event where the menu or item is provided.
    BEO (Icon of a cloche) Use this button to:
    Change Log Entry (Change log icon of a cloche with a red exclamation mark) Use this button to create a Change Log Entry for this item.
    Save and Close (Save icon) Use this button to save your changes and close the page.
    Save (Save icon) Use this button to save your changes and keep the page open.
    Close (Red circle with whie X)

    Use this button to close the page without saving your changes.
    Help (Yellow circle with white question mark) Use this button to open this Help topic.

    Editing Item details
    Name Enter the name of the menu or item that displays on the event order and banquet check.
    Edit Translations (Icon of a globe)

    Use this button to open the Edit Translations window. The alternate language fields for the menu or item display.

    This button displays only if your property uses the alternate languages feature.
    Description Enter the details of the menu or item that displays on the event order. Use the buttons on the formatting toolbar to customize the appearance of the text.

    You can also click Link (Icon of two linked chains) to insert a hyperlink in the description.

    To avoid formatting issues, Amadeus recommends that you type the description rather than copying and pasting it from an outside source.
    The justification of the text in the Description field is controlled by the formatting specified in the BEO merge template.
    Allow Decimal Quantities

    Select the checkbox to indicate that partial quantities of the item can be sold. For example, you can sell 2.5 gallons of coffee.

    This field displays when the record type is item.
    Booked Qty This is the forecasted quantity of the menu or item needed for the event. The Quantity Calculation field controls how the Booked Quantity is calculated.

    • Per Person - The Booked Quantity is calculated using the following information:

      • Booked Quantity = (Agreed or Expected Attendance * Consumption %) / Service Factor

      • For example, if the forecasted attendance is 50 and a pizza serves 1, the Booked Quantity is set to 50. However, if the pizza serves 5, the Booked Quantity is set to 10.

      If this is a per person menu or item on a package event, the Booked Quantity is the sum of the non-package and package attendees. See Add menus and items to package events.

    • Per Event - The Booked Quantity always equals 1.

    • Not Calculated - The Booked Quantity is set to 0, and you must enter the quantity needed for the event.

      This field displays when the record type is item, simple menu, or detailed menu.
    Actual Qty This is the quantity of the menu or item sold at the event. This value is used to capture the menu or item revenue on the banquet check and in reports. The Quantity Calculation field controls how the Actual Quantity is calculated. If needed, you can manually update the Actual Quantity before printing the banquet check. See Enter actual quantities.

    • Per Person - The Actual Quantity is calculated using the following information:

      • Actual Quantity = (Most Current Attendance * Consumption %) / Service Factor

      • For example, if the guarantee is 60 and a pizza serves 1, the Actual Quantity is set to 60. However, if the pizza serves 4, the Actual Quantity is set to 15.

      • When you modify the Actual Quantity on a per person menu or item, the Quantity Calculation is set to Not Calculated, and the event's attendance is no longer used to calculate the Actual Quantity.

      • If this is a per person menu or item on a package event, the Actual Quantity is the sum of the non-package and package attendees. When you update the actuals for the event, enter the total number of items sold and the package and non-package actual quantity update. See Enter package actuals.

    • Per Event - The Actual Quantity always equals 1.

    • Not Calculated - The Actual Quantity reflects the Booked Quantity until you update it to indicate what sold at the event.

      This field displays when the record type is item, simple menu, or detailed menu.
    Quantity Calculation Select how the menu or item quantity needs to be calculated when added to the event:
    • Not Calculated - The quantity is not automatically calculated. Instead, you must enter the quantity needed for the event.

    • Per Person - The quantity is calculated using the following information:

      • Quantity = (Most Current Attendance * Consumption %) / Service Factor)
      • For example, if 100 people are expected at an event and a cup of soup serves 1, 100 cups of soup are needed for the event. If a cake serves 20, 5 cakes are needed.
    • Per Event - The service factor is used to calculate the quantity needed for the event. For example, if 100 people are expected at an event and an LCD projector has a service factor of 100, only one is needed.

    This field displays when the record type is item, simple menu, or detailed menu.
    Consumption % Enter the average percentage of event attendees that plan to consume the menu or item. The default value is 100%. This is used most often when the item is priced with menu.

    For example, a Coffee Break menu includes coffee and tea. You estimate 60% of attendees might drink coffee during the event. For the Coffee item, enter 60 for the estimated Consumption %.

    This field displays when the record type is item, simple menu, or detailed menu.
    Service Factor Enter the number of people the menu or item serves. The default is 1.

    For example, a glass of wine serves 1 while a bottle of wine serves 4.

    This field displays when the record type is item, simple menu, or detailed menu.
    Classification

    The Classification field displays differently depending on the type of item or menu you are working with:

    • Revenue Classification - This displays when working with items and controls the following:

      • The section of the event order and banquet check where the item displays

      • The default taxes, gratuity, and administrative charge that apply to the item

    • Section Classification - This displays when working with Text Items and Simple Menus and indicates the following:

      • The Text Item's section to display on the BEO

      • The Simple Menu's section to display on the banquet check and BEO

        The menu's revenue breakdown controls which taxes apply on the banquet check.

    • Banquet Check Classification - This displays when working with Detailed Menus and indicates the following:

      • The Detailed Menu's section to display on the banquet check, including its choice group selections and a la carte items

      • While the Classification field indicates where the menu displays on the banquet check, the menu's items control where the menu displays on the BEO. So, if the items are from multiple revenue classifications, that menu displays in all corresponding sections of the BEO.

        The menu's revenue breakdown, along with its items sold on consumption, control which taxes apply on the banquet check.
    Admin Charge

    Enter the percentage of the unit price allocated to administrative charges at the property. This value defaults from the item's revenue classification.

    This field displays when the record type is item.
    Gratuity

    Enter the percentage of the unit price allocated to gratuity charges at the property. This value defaults from the item's revenue classification.

    This field displays when the record type is item.
    Sort Order Enter the order the menu or item displays in the grid on the Manage Menus and Items page.
    Item Reference This is a link to the menu or item in Setup. Unless you are an administrator, this information is read-only.
    Service Start Date and Time

    Enter the date and time when the menu or item is to be served. This defaults to the event's start date and time.

    This field displays when the record type is item, simple menu, or detailed menu.
    Service End Date and Time

    Enter the date and time the menu or item is to stop being served. This defaults to the event's end date and time.

    This field displays when the record type is item, simple menu, or detailed menu.
    Item tags

    Select the labels applied to help identify and categorize the menu or item.

    This field displays when the record type is item, simple menu, or detailed menu.
    BEO Section

    Select the section of the event order for the item, text, or simple menu to display.

    This field applies to properties that do not use revenue classifications only.
    This field displays when the record type is item, simple menu, or text.
    Excl. Price and Incl. Price Enter the exclusive or inclusive price of the menu or item. If the item is priced with the menu, you do not need to enter the price.

    If the item is included in the package price, the event's revenue breakdown is used, rather than the unit price, to calculate the package revenue. See Add menus and items to package events.

    This field displays when the record type is item, simple menu, or detailed menu.
    Discount Enter the discount percentage applied to the base price of the menu or item.

    Admin and gratuity charges can apply to the discount price or the base price. See Apply admin and gratuity to discounts.

    This field displays when the record type is item, simple menu, or detailed menu.
    Apply Admin & Gratuity to Discount Price

    Select this checkbox to apply admin and gratuity charges to the discount price of the item. When this checkbox is cleared, admin and gratuity charges apply to the base price. See Apply admin and gratuity to discounts.

    This field displays in this location for items only. For simple and detailed menus, this information displays in the Revenue Breakdown section.
    Units Enter the measurement of how the item is sold, for example, by dozen or by gallon.

    This value can display on the BEO for informational purposes only. It does not affect the total revenue calculation.

    This field displays when the record type is item, simple menu, or detailed menu.
    Sold By Enter the method of how the item is sold, for example, per person or per hour.

    This value can display on the BEO for informational purposes only. It does not affect the total revenue calculation.

    This field displays when the record type is item, simple menu, or detailed menu.
    Event Order Display Preview

    Click this to see a preview of how the menu or item displays on the BEO. You can then modify the Name, Description, Unit Price, Units, and Sold By fields before the event order is generated.

    This field displays when the record type is item, simple menu, or detailed menu.
    Hide Quantity on BEO

    Select this checkbox to ensure the menu or item quantity does not display on the BEO.

    This field displays when the record type is item, simple menu, or detailed menu.
    Hide Price on BEO

    Select this checkbox to ensure the menu or item price does not display on the BEO.

    If a menu or item is on a package event and the Included in Package checkbox is selected, the menu or item price is automatically hidden on the BEO.

    This field displays when the record type is item, simple menu, or detailed menu.
    Do Not Print on BEO Select this checkbox is the ensure the menu or item does not display on the BEO.
    Do Not Print on Check Select this checkbox to ensure the menu or item does not display on the banquet check.

    Items tab

    The Items tab displays for detailed menus only. In this tab, you can see all choice group selections and items sold on consumption that are a part of the menu.

    Items tab details
    Price with Menu This indicates whether the item is included in the price of the menu. To change this setting, click the column and select or clear the checkbox.
    Booked Quantity

    This is the forecasted quantity of the item needed for the event. The Quantity Calculation field controls how the Booked Quantity is calculated.

    • Per Person - The Booked Quantity is calculated using the following information:

      • Booked Quantity = (Agreed or Expected Attendance * Consumption %) / Service Factor

      • For example, if the forecasted attendance is 50 and a pizza serves 1, the Booked Quantity is set to 50. However, if the pizza serves 5, the Booked Quantity is set to 10.

      If this is a per person menu or item on a package event, the Booked Quantity is the sum of the non-package and package attendees. See Add menus and items to package events.

    • Per Event - The Booked Quantity always equals 1.

    • Not Calculated - The Booked Quantity is set to 0, and you must enter the quantity needed for the event.
    Actual Quantity

    This is the quantity of the item sold at the event. This value is used to capture the item revenue on the banquet check and in reports. The Quantity Calculation field controls how the Actual Quantity is calculated. If needed, you can manually update the Actual Quantity before printing the banquet check. See Enter actual quantities.

    • Per Person - The Actual Quantity is calculated using the following information:

      • Actual Quantity = (Most Current Attendance * Consumption %) / Service Factor

      • For example, if the guarantee is 60 and a pizza serves 1, the Actual Quantity is set to 60. However, if the pizza serves 4, the Actual Quantity is set to 15.

      • When you modify the Actual Quantity on a per person item, the Quantity Calculation is set to Not Calculated, and the event's attendance is no longer used to calculate the Actual Quantity.

    • Per Event - The Actual Quantity always equals 1.

    • Not Calculated - The Actual Quantity reflects the Booked Quantity until you update it to indicate what was sold at the event.

    The Actual Quantity reflects the Booked Quantity until the Guaranteed Quantity is entered. The Actual Quantity needs to be updated after the event to reflect what was sold. See Enter actual quantities.
    Excl. Price and Incl. Price Enter the exclusive or inclusive price of the item. If an item is included in the price of the menu, the price field is set to 0.00.
    Sold By

    Enter the method of how the item is sold, for example, per person or per hour.

    This value can display on the BEO for informational purposes only. It does not affect the total revenue calculation.
    Choice Group This is a link to the item's choice group, if applicable. If you need to change your choice group selections, click this link to open the Select Choice Group Items window. You can add or remove items, as needed, and then click Save. The Items tab displays your new selections. The item quantity is recalculated using the new item's Quantity Calculation.

    Toolbar options details
    Select Items (Select items icon)

    This opens the Menu and Item Search window.

    Click the arrow next to Select Items to use the Replace Items function.
    Create New (Green plus icon) This creates a custom item or custom text item for the menu.
    Reorder (Reorder icon) This changes the order of a menu item on the BEO. You can drag each item to its new position. When finished, click Reorder again to save your changes.
    Delete (Black 'X') This removes a selected item from the menu.

    Revenue Breakdown tab

    The Revenue Breakdown tab displays for simple and detailed menus only. When you add a menu to an event, you can see the revenue breakdown defined for that menu. The purpose of the breakdown is to allocate amounts of the total menu price to the appropriate revenue classifications and to apply the correct taxes.

    For example, a brunch menu for 30.00 includes food items and an alcoholic beverage. Because this menu has both food and beverage items, the total price can be allocated as follows: 20.00 to Food and 10.00 to Beverage.

    When a menu is included in the package price, the menu's revenue breakdown is not used to calculate the package actual revenue and taxes. Instead, the event's revenue breakdown is used. Any guests who attend an event outside of the package are considered non-package attendees. For those individuals, the menu's revenue breakdown is used to calculate the non-package actual revenue and taxes. See Add menus and items to package events.

    The following information displays for each revenue classification:

    Revenue Breakdown tab details
    Show All Revenue Classifications Click this to display all revenue classifications defined at your property, including child classifications.
    Excl. Price and Incl. Price Enter the part of the total menu price allocated to that revenue classification.
    Gratuity Enter the gratuity percentage to apply to that part of the menu price. This value defaults from the item's revenue classification.
    Admin Charge Enter the administrative charge percentage to apply to that part of the menu price. This value defaults from the item's revenue classification.
    Apply Admin & Gratuity to Discount Price When this checkbox is selected, admin and gratuity charges apply to the discount price of that revenue breakdown. When cleared, admin and gratuity charges apply to the base price. See Apply admin and gratuity to discounts.

    When you use the Items tab to add or modify items that are priced with menu, you need to update the menu's revenue breakdown. To ensure taxes are correct on the banquet check, the sum of the revenue breakdown allocations must equal the menu's unit price. See Resolve revenue breakdown discrepancies.

    Booking Package tab

    When at least one package is added to a booking, the Booking Packages tab displays. There, you can see all the packages on the booking and the Included in Package checkbox. When this checkbox is selected, the menu or item is included in the package price. The package attendance and the event's revenue breakdown are used to calculate the package actual revenue and taxes. When Included in Package is cleared, the menu or item displays separate from the package charges on the booking check. See Add menus and items to package events.

    If your administrator configures certain event classifications to include default menus and items, the Included in Package checkbox is automatically selected on the package event's menus and items.

  3. Do one of the following:

    • Click Save and Close to save your changes.

    • Click Close to discard your changes.

Learn more...

Overview: Menus and items

Process for detailing and merging BEOs

Review BEO items by section

Edit admin and gratuity on existing events

Video: Create a BEO

Create custom simple menus

Create custom items