| Event picklist |
Select an event to detail or do one of the following:- Select All Events to view all active events on the booking. Only those events at the current property are shown. For cross-property bookings, use the Property picklist to see the events that were created at another property.
- Select All Events Including Inactive to view both active and inactive events on the booking. Inactive events have a status of Booking Cancelled, Event Cancelled, Lost, or Turned Down.
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| Property picklist |
Displays the booking's property by default. For cross-property bookings, you can select the property whose events you want to work with.
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| Toolbar buttons |
The following toolbar buttons allow you to add, create, remove, and rearrange menus and items. Select Items | Opens the Menu and Item Search window where you can find menus and items for the event.- To add a menu or item, click the button name. (You can also click the Menu and Item Search
 button on the right side of the window.) - To replace an existing menu or item, click the down arrow on the button and then click Replace Items.
- If your property is using the alternate languages feature, you can search for menus and items using one of the language you've been given access to. For example, searching on “saumon” will return the Roasted Salmon menu (saumon rôti).
|  Create New | If you need to create a custom menu or item for the event, click Create New and then select the type of menu or item. The Editing Item Details page opens where you can detail the menu/item. This button is not available when you've selected All Events or All Events Including Inactive in the Event picklist. |  Reorder | Lets you change the order of the menus and items in the grid. Click and drag to move a menu or item to a different position. When you're done, click Reorder again to switch out of edit mode. The order of the menus and items in the grid determines the order in which they will appear on the event order. This button is not available when you've selected All Events or All Events Including Inactive in the Event picklist. |  BEO | Lets you do the following: |  Change Log Entry | Lets you create a Change Log Entry on the event(s) you have selected. |  Delete | Removes each selected menu or item from the event. The revenue values for the booking event will adjust accordingly. When you remove a custom menu/item that was created specifically for the current event, it is deleted and cannot be selected again in the future. |  Save | Saves your changes. |  Close | Closes the Manage Menus and Items page. If you have unsaved changes, you are prompted to save before closing the window. |  Search/Filter | Displays search criteria fields that can help you find a particular menu or item on an event. This is especially helpful when you're viewing a large program of events.- Classification - Select the event classification of the events you want to view (for example, Breakfast, Dinner, or General Session).
- Function Room - Select the function room where the events you want to view are being held.
- BEO # Start/End - Enter the number range of the event orders you want to view. An event order must be merged before it is assigned a BEO number.
- Search Events Items - Enter the name of the menu or item you want to find and press EnterWe will search for names that match the text you enter. For example, if you enter breakfast (or bre*), both the Breakfast Buffet and the Continental Breakfast menus will be displayed.
- Clear Filters - Removes the filters you have applied.
- Close Filters - Hides the search criteria fields.
After entering your search criteria, click the Go button to display the matching events in the grid. |  Help | Opens the Help topic for the Manage Menus and Items page. |
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| Menus and items grid |
Displays the menus and items that have been added to the event. If you selected All Events in the Event picklist, the menus and items for all active events at the current property are displayed. With the exception of Item Type, you can edit all of the information directly in the grid by tabbing through the fields and entering your changes. You can also use the Up and Down arrow keys to move through the list of menus and items. | Name | The name of the menu or item as it will be displayed on the event order and banquet check. | | Item Type | Item, Simple Menu, Detailed Menu, or Text | | Quantity Calculation | Indicates how the menu/item quantity should be calculated when it's added to the event:- Not Calculated - The quantity is not automatically calculated using the event attendance (for example, menus and items sold on consumption where a per person price does not apply). The quantity needed for the event must be manually entered.
- Per Person - Quantity = (Most Current Attendance * Consumption %) / Service Factor).
For example, if 100 people are expected at an event and a cup of Chicken Noodle Soup serves 1, 100 cups of soup will be needed for the event. If a Carrot Cake for the same event serves 20, 5 of those cakes will be needed.
| | Booked Quantity | The forecasted quantity of the menu/item needed for the event. The Quantity Calculation field determines 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 forecast attendance is 50 and a Hawaiian Pizza serves 1, the Booked Quantity will be set 50. However, if the pizza serves 5, the Booked Quantity will be set to 10. Per Event Booked Quantity = 1 Not Calculated Booked Quantity is set to 0, and you must manually enter the quantity needed for the event. 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. | | Actual Quantity | The quantity of the menu/item sold at the event. This value is used to capture the menu/item revenue on the banquet check and in reports. The Quantity Calculation field determines how the Actual Quantity is initially calculated. If needed, your banquets team 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 Hawaiian Pizza serves 1, the Actual Quantity will be set 60. However, if the pizza serves 4, the Booked Quantity will be set to 15. When you modify the Actual Quantity on a per person menu or item, Quantity Calculation is set to Not Calculated, and the event's attendance is no longer used to calculate the Actual Quantity. Per Event Actual Quantity = 1 Not Calculated Actual Quantity reflects the Booked Quantity until you manually update it to indicate what was sold at the event. 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 updating the actuals for the event, you can simply enter the total number of menus/items sold, and we will automatically calculate the package actual quantity and the non-package actual quantity. See Enter package actuals. | | Unit Price | The price of the menu or item, not including taxes, gratuity, and administrative charges. If you need to modify the price of a menu, use the Editing Item Details page so you can update the menu's revenue breakdowns accordingly. If the item will always be priced with menu, it's not necessary to enter its price. If the menu or 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. | | Sold By | The method by which the menu/item is sold (for example, per person or per hour). This value can be displayed on the event order for information purposes only. It does not affect the total revenue calculation. | | Service Start Date and Time | The date and time the menu or item should start being served. Defaults to the booking event's start date and time. | | Service End Date and Time | The date and time the menu or item should stop being served. Defaults to the booking event's end date and time. | | Do Not Print on BEO | When selected, the menu/item will not appear on the event order. For example, if you are emailing an event order to a customer, you may want to exclude all text items that are instructions for your staff (such as, "Set up LCD projector in the front of the room"). | | Do Not Print on Check | When selected, the menu/item will not appear on the printed banquet check. For example, you may not want to show table linens on the banquet check because you do not charge for them. | | Hide Quantity on BEO | When selected, the menu/item quantity will not appear on the event order. For example, you may not want to show the expected quantity for setup items (such as napkins) or the expected menu quantity for a bar. | | Hide Price on BEO | When selected, the menu/item price will not appear on the event order. For example, when an item is priced with the menu or is part of a choice group, you'd want to hide its individual price on the BEO. If a menu or item is on a package event and the Included in Package check box is selected, the menu/item price is automatically hidden on the BEO. |
Other things you can do in the menus and items grid: - To view the description of a menu or item in a pop-up window, hover over any of its fields.
- To edit additional information about the menu or item, click the Edit
 icon to open the Editing Item Details page. - To remove a menu or item from the event order, select its check box and click Delete.
When you remove a custom menu/item that was created specifically for the current event, it is deleted and cannot be selected again in the future. - To customize your display of the grid, select which columns to show or hide. Click the drop-down arrow in a column header, point to Columns, and then select a check box to show that column. To hide a column, clear its check box.
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