BEO details
Now you're ready to add items to the BEO.
Each event on the BEO is shown in its own tab. If you have more than one event on the BEO, when you're finished detailing the first event, click the tab for the next event and carry on.
Use the Search and Add Items field to select items for the event. Each item is automatically added to the appropriate section of the BEO.
To move an item, click 
to the left of the item name, and then drag it to where you want it to display on the BEO.
To add a new or custom item
If you're doing a special order or the item you need isn't in the system, you can create it here. In the Search and Add Items field, enter the name of the item and click Create New Item.
Select the BEO Section where the item should appear. Then enter the item's Description exactly as you want it shown on the BEO. Your BEO template will take care of the formatting. (The Name field is just what shows while you're searching and on the BEO Details page—it does not display on the BEO. So you might want to type the name again first, hit ENTER, and then provide a description.)
Enter the Price and Sold Per (we like to say "per person" or "per event") and click Create. If this is something that your property sells regularly, click Yes when prompted to save to the property. If this is a one-time custom order that will not be part of your menu, click No.
If this item is sold per person, you're all set. But if it's sold per event, you have one more step to complete. Click Additional Options 
next to the item and select Edit. Select Per Event for the Quantity Calculation, and then click Save.
To add items to a package BEO
Your administrator should have added default items to each event that's included in the package. Those items are automatically added to the BEO as soon as you create it—so scroll down and see what's already there before you add anything.
If you need to add or customize an item that's included in the package price, add the item, open it, and in the Included in Package section, select the package it applies to.
Important - only items that are calculated per person will function correctly with the package pricing and display correctly on the BEO. So what do you do when you just want one LCD projector or one flip-chart? Open the item, under Quantity Options select Not Calculated for the Quantity Calculation, and enter 9999 as the Service Factor. This will add only one item to the BEO and allows the item to comply with the per person requirement on the package.
Package items will not display a price on the BEO. Instead, you'll see "included in package".
If your customer has ordered additional items that will be paid for outside of the package price, search for those items and add them as usual. The price of non-package items will display on the BEO and calculate without impacting the package price.
Wash, rinse, repeat for any other events on the BEO.
BEOs and Banquet Checks
Your final step is to merge the BEO and email it to your customer. Make sure your pop-up blockers are disabled or you won't be able to see the merged BEO.
Print one BEO
If you just want to create this one BEO, click Print and select PDF to download and email the BEO to your customer. To make a few tweaks to the document before sending it, select DOC, edit in Word as needed, and then save to your local or shared drive.
Batch print all BEOs for a booking
If you have multiple BEOs on this booking and you want to combine them into one file, click Batch BEOs on the left sidebar. The inline Training & Help will guide you through the process.
Print a banquet check
If your property is using the banquet check, click Print and select Banquet Check. Assuming your property's taxes, administrative charges, and gratuity have been entered correctly, the banquet check will automatically calculate totals based on each item's revenue breakdown.
Print a BEO or banquet check for package events
If this is a package booking, do not use any of the banquet checks—they are not formatted to hide the package breakdowns from the customer. Instead, you'll create a Package BEO with Totals or a Booking Check. To provide each day on a separate document, use the Package BEO with Totals. If you want to present the customer with one document that includes revenue totals for every event, guestroom, and package for the entire booking, use a Booking Check. To make a booking check, return to the main Booking page, click More..., select Print Booking, and then select Booking Check.
Good to know
- If an item is sold per person, the Actual Quantity will reflect the most current attendance that has been entered for the event or package. If the item is sold per event (for example, an LCD Projector), the Actual Quantity will be 1 (because who needs 25 LCD projectors?).
- To update actual quantities for a package booking, just update the package attendance and you're all set.
- If you sell items on consumption (like a hosted bar), select Not Calculated as their Quantity Calculation. After the event is over, open the BEO and enter actuals for those items.
- When you're done detailing the BEO, select the Done check box. This signals reports to use the actual revenue on the BEO rather than the forecast revenue from the event's average checks.
- Want to learn even more? Check out the Events grid topic.