Add menus and items to package events
After you create the package events for a booking, you can add menus and items to each of those events. Before you detail the BEO, consider the following:
- Your administrator defines the default revenue breakdown for each package event. Similar to a menu, the event revenue breakdown indicates the amount of the per person event price that is allocated to each revenue classification. Because the per person price has already been calculated, the menus and items added to a package event do not matter. When the Included in Package checkbox is selected, the revenue breakdown and package attendance are used to calculate the package revenue and taxes. This calculation is different from non-package events where the item unit price or the menu revenue breakdown is used to calculate revenue. Unless you associate an event to a package, or you upsell the package, you do not need to modify the event's revenue breakdown.
- Your property can create package-specific event classifications and assign default menus and items to them. For example, if all packages include the same Breakfast Buffet menu, your administrator can add that menu to the Package Breakfast event classification. When you create the Package Breakfast on a booking, the Breakfast Buffet is automatically added, and the Included in Package checkbox is selected. You can change the default items, but you need to select Included in Package for each item that you add.
- Menus and items included in the package do not display on the booking check, however, they do display on the BEO.
Adding menus and items to a package event is similar to any other event. From the Manage Menus and Items page, select the events you want to detail. Then, search for the appropriate menus and items, and click Add Items to Event. At this point, you need to click Edit (
) next to each menu and item that you add. The Editing Item Details page displays. Use this page to include the menu or item in the package price and manage the quantities.
Included in package
When a package has been added to a booking, the Booking Package tab displays on the Editing Item Details page. Select the Included in Package checkbox for each menu or item you want to include in the package price. With this option selected, the event's revenue breakdown is used to calculate the package actual revenue and taxes. If you do not select this checkbox, the menu or item is separate from the package charges on the booking check.
When you work with a menu on the Editing Item Details page, the Revenue Breakdown tab displays the revenue allocations assigned to that menu, not the package event. To view the package event's revenue allocations, use the Booking Package Event page.
Booked and Actual Quantity (Qty)
Additional Booked and Actual Qty fields display for menus and items that are sold as part of a package. The following describes the differences between package and non-package booked and actual quantities.
Package Booked and Actual Qty
The Package Booked Qty and Package Actual Qty fields are determined by your package attendance and cannot be modified on the Editing Item Details page. To update package attendance, use the Booking Package Attendance page for same-day packages or the Room Block Details page for 24-hour packages. Your new attendance numbers are reflected in package quantity fields on the Editing Item Details page.
The package booked and actual quantities are calculated as follows:
-
Package Booked Qty = (Package Expected Attendance * Consumption %) / Service Factor
-
Package Actual Qty = (Package Current Attendance * Consumption %) / Service Factor
Those quantities, along with the package event's revenue breakdown, are used to calculate the package revenue and taxes.
Non-package Booked and Actual Qty
The Non-package Booked Qty is the amount of the menu or item needed based on the event's non-package forecast attendance. The Non-package Actual Qty is the amount of the menu or item that was consumed at the event by non-package attendees. This value is used for the menu or item revenue on the booking check and in reports. The actual quantity reflects the most current attendance until you update it after the event to reflect what was sold.
The Non-package booked and actual quantities are calculated as follows:
-
Non-package Booked Qty = (Non-package Expected Attendance * Consumption %) / Service Factor
-
Non-package Actual Qty = (Non-package Current Attendance * Consumption %) / Service Factor
If the expected attendance is not available, the agreed attendance is used instead.
After an event, enter the total Actual Qty on the Manage Menus and Items page. The Non-Package Actual Quantity is calculated for you on the Editing Item Details page.
Total Booked and Actual Qty
The total booked and actual quantities are calculated as follows:
- Total Booked Qty = Package Booked Qty + Non-Package Booked Qty
- Total Actual Qty = Package Actual Qty + Non-Package Actual Qty
The total quantities are used to calculate the booked and actual revenue on the event. The revenue is calculated as follows:
- Booked Revenue = (Package Booked Qty * Event Revenue Breakdown) + (Non-Package Booked Qty * Item Unit Price or Menu Revenue Breakdown)
- Actual Revenue = (Package Actual Qty * Event Revenue Breakdown) + (Non-Package Actual Qty * Item Unit Price or Menu Revenue Breakdown)
The event revenue then displays in the Forecasted and Actual Revenue, Package Revenue, and Blended Revenue sections on the Booking page.