Beverages

You can add alcoholic beverage resources to the location under the Beverages Tab. If you want to add beverage configurations to multiple locations, see Adding Resources to Multiple Locations below.

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1.	In the top selection grid of the Detail Tab, click to highlight the location to which you want to add beverage items.

2.	Click the Beverages tab in the bottom grid. Click the New button to the right of the bottom grid.

3.	The Beverages [New] window appears. There are seven tabs in the Beverages [New] window: General, Comments, Setup Requirements, Customer Requirements, Taxes, Accounts and User Fields.

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1.	Choose the appropriate beverage configuration group from the Group drop-down list.

2.	Select a beverage configuration from the Item Code drop-down list or begin typing the name of the configuration.

a.	If you cannot easily find the beverage configuration by scrolling through the list, click the Find button next to the Sub-Group field.

b.	To review how to search in a Find window, see Introduction: Common Functions, Finding a Record

After you select a beverage configuration, most of the other fields will then be filled in with information that you defined when creating the configuration. You may have also pre-selected items so that they are selected by default when you use the configuration in the event. Review Chapter 1: Setting Up EventPro, Step 9: Resources, Beverage Resource Items and Configurations: Creating Beverage Configurations, Selecting Beverage Items. You can accept the defaults, or make necessary changes. For example, you may have to change times, quantity and charges for each event. To review the instructions for filling in any fields that are not described below, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Beverage Configuration.

4.	In the Order field, enter a figure to represent the beverage configuration’s position in the list and on printed reports.

5.	Check the Use Location Times box if you want the beverage configuration to be in use for the same time period as the location. If you want to manually set the times, uncheck the Use Locations Times box and enter times in the Starting and Ending fields.

6.	The Guaranteed and Actual fields are used to calculate beverage charges on a per-person basis.

a.	To manually set these fields, uncheck the Use Location Attendance box and enter numbers in the Guaranteed and Actual fields under Count/Cost.

b.	Check the Use Location Attendance box to have the fields equal the actual attendance number.

c.	Remember that earlier, when you set up your System Settings, you chose whether or not you wanted catering/beverage costs to be calculated on the greater of guaranteed or actual numbers. Refer to Chapter 1: Setting Up EventPro, Step 1: System Settings, General.

7.	If you set the Cost Type, Charge Type and Price Type when initially creating the selected beverage configurations, your choices will default into the fields. However, you can customize the cost, price and charges for this particular event location if you want.

8.	Choose a Cost Type if it is different from the default that appears in the field. If you choose Main Only or Both, enter a Cost in the field below. If you choose N/A, the Cost field will be disabled.

9.	If the PP (Per Person Cost) checkbox is selected, the Total Cost will be calculated by multiplying the Cost by the number of people. If the PP checkbox is unselected, the Cost will be used as a flat cost for the entire configuration.

10.	Select a Charge Type from the drop-down list, if it differs from the default selection.

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You may then want to fill out some other fields, depending on the charge type you selected: Host Bar (per drink), Host Bar (per person), Host Bar (Flat Charge), Cash Bar (per drink) or Cash Bar (Flat Charge). See the descriptions below. After you have adjusted the charge types, quantities and pricing as required, you can enter a flat-rate Discount under Pricing. The Net Price, Total Taxes and Total Tax In will calculate automatically.

Remember that you may be limited to selecting only a certain number of items per category if you set a Max # of Items when setting up Categories in your Beverage Configurations.

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As the name suggests, this is a per-drink charge invoiced to the host of the event.

1.	From the Price Type drop-down list, choose whether you want the drink price to be the Category price, Detail price or N/A. If you select N/A, the Totals will be 0 (zero).

a.	If you select Category for the Price Type, the Category price you see listed in the bottom left grid will be used for all drinks in that category, even if the individual prices are different.

b.	If you select Detail for the Price Type, the price of each beverage will be the item price listed in the bottom right grid. You can change the Category or Item price by clicking on the appropriate Price field and entering a new figure.

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To calculate beverage totals, select the relevant category in the bottom left grid and select the relevant item in the bottom right grid of the Beverage [New] window. Check the Sel box next to the beverage item and click on the Quantity field to type in a quantity for each item. As you select and add quantities for each item in each category, the totals will calculate automatically.

3.	Alternatively, you can click the Spread Sheet button in the bottom right grid of the Beverages [New] window to see a spreadsheet of all beverage items.

a.	In the spreadsheet, you can easily click on each field to select the beverage items and set their quantities, prices, etc.

b.	To sort the items on the spreadsheet, click on the heading by which you want to sort the list, e.g. Item Code, Price, etc. To further review how to sort, see Introduction: Common Functions, Sorting Lists.

c.	Click Close to save your changes and return to the Beverage [New] window.

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This is a per-person charge invoiced to the host of the event.

1.	If you select this charge type, you do not have to choose a Price Type.

Enter a number for the initial per-person, per-hour Charge for the first hour(s) of the event. If applicable, enter the number of hours during which this initial charge will apply the For First (Hrs.) field. In the Charge After field, enter the per-person charge that will apply after the first hour(s).

3.	For example, you have an 8-hour event with 20 guests. The charge is set at $5 per person for the first 4 hours and $10 per person for the remainder. The charge for the first 4 hours will be $400 and the charge for the last 4 hours will be $800, for a total of $1,200 for the event.

You can still track the quantity of beverages used by checking the Sel box in front of the relevant items and adding a quantity for each item in the bottom right grid of the Beverage [New] window or in the Spreadsheet (as described in Host Bar (per drink) above), but this will not change the price totals.

This is a flat rate for the entire beverage configuration, invoiced to the host.

1.	The total Charge for the beverage configuration will default in, but you can adjust the charge as necessary.

2.	You can still track the quantity of beverages used by checking the Sel box next to the relevant items and adding a quantity for each item in the bottom right grid of the Beverage [New] window or in the Spreadsheet, but this will not change the price totals.

This is also a per-drink charge, but this type of charge cannot be invoiced, as the host does not pay for the beverages. The individuals at the event will pay the facility directly for their own drinks.

1.	From the Price Type drop-down list, choose whether you want the drink price to be the Category price, Detail price, or N/A.

a.	If you select N/A, the Totals will be 0 (zero).

b.	If you select Category for the Price Type, the Category price you see listed in the bottom left grid will be used for all drinks in that category, even if the individual prices are different.

c.	If you select Detail for the Price Type, the price of each beverage will be the item price listed in the bottom right grid. You can change the Category or Item price by clicking on the appropriate Price field and entering a new figure.

To calculate beverage totals, select the relevant category in the bottom left grid and select the relevant item in the bottom right grid of the Beverage [New] window. Check the Sel box next to the beverage item and click on the Quantity field to add a quantity for each item. As you select and add quantities for each item in each category, the totals will calculate automatically.

You can also click the Spreadsheet button in the bottom right grid of the Beverages [New] window to see a spreadsheet of all beverage items. In the spreadsheet, you can easily click on each field to select the beverage items and set their quantities, prices, etc. Click Close to save your changes and return to the Beverage [New] window.

Like the Cash Bar (Per Drink) option, this type of charge is not invoiced to the host, as the individuals at the event will pay for their drinks at the facility's bar. However, instead of having the total charge calculated from the selected beverage items, you will simply enter a flat amount into the Charge field (for example, the total amount made from the cash bar).

1.	The Price Type Default will be set to N/A and disabled.

2.	Enter the total amount in the Charge field.

3.	You can still track the quantity of beverages used by checking the Sel box in front of the relevant items and adding a quantity for each item in the bottom right grid of the Beverage [New] window or in the Spreadsheet, but this will not change the price totals.

To add, edit, view or delete Categories in the Beverage Configuration for this Event Location, click the New, Edit, View or Delete button in the bottom left corner of the Beverages [New] window.

Review Chapter 1: Setting Up EventPro, Step 9: Resources, Beverage Resource Items and Configurations: Creating Beverage Configurations. In particular, refer to Adding Categories.

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Depending on how you have set up your catering configurations, you may need to select beverage items and enter the Quantity required.

1.	Under Category, click on the category containing the items you want to select.

2.	Under Item, on the right side, check the Sel boxes next to the items you want to add.

Remember that you may be limited to selecting only a certain number of items per category if you set a Max # of Items when setting up Categories in your Beverage Configurations.

3.	Enter a Quantity for each selected item. The Quantity may default to 1 if you selected the "Catering/Beverage: Default Item Count to One When Selecting Item" option in your System Settings; check your General System Settings.

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You can record more information about the number of beverages sold and used in the event by editing the beverage item.

1.	To edit an item, click the Edit button in the bottom right corner, below the Item grid.

2.	The Beverage Item [Edit] window appears.

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3.	Under Sold, the Item Price will default in. You can leave the price or change it, and enter the number of beverages sold in the # Sold field.

4.	Below, you can enter information for the Usage of the beverage.

5.	Opening is the number of beverages you opened or began with.

6.	Additional indicates the number of beverages added to the opening number of beverages.

7.	Ending indicates the number of beverages left unused at the end of the event.

The number of Beverages Used equals Opening + Additional - Ending. You may not need to record numbers in all of these fields. If you only want to keep track of alcohol used, simply enter the number in the Used field. However, you may find the other fields useful if there is a discrepancy in the amount charged to the client and the actual amount used, i.e. if you charge a client for a certain rounded-up amount of alcohol, while there are still some amounts remaining in the inventory, which could be used at a different event.

For example, say that you sell wine to event clients per 12-bottle case. An event client requests that you begin with 6 bottles of wine on the table, so your Opening figure would be 6. Over the course of the event, the client asks for 5 more bottles, so the Additional number is 5. Since the event guests only consumed 1 out of 12 bottles, the Ending number would be 1. Therefore, the Used number of bottles equals 11. You may still charge the client for the case of wine, but there is one bottle of wine left over in your inventory.

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You could also use the Usage fields to record how many bottles of hard liquor you use for an event. For example, you may estimate that you require two 750ml bottles of liquor for an event, each containing approximately 17 servings (Opening = 34). At the end of the event, there are still 4 servings remaining (Ending = 4) so that the total number of liquor servings Used = 30. You may still charge the client for both bottles, as they were both opened, but you can record precisely how much alcohol was used.

11.	After you finish working in the Beverage Item [Edit] window, click Save.

If you want to add additional beverages to the configuration, choose a category and click the New, Multi-Add or Config Copy button.

1.	To add an individual beverage item, click New.

2.	To add multiple items at once, click Multi-Add.

3.	To add items from another beverage configuration, click Config Copy.

4.	Click the Spreadsheet button to see a spreadsheet of all beverage items.

To review the instructions for altering beverage configurations or filling in any other fields that are not described above, refer back to Chapter 1: Setting Up EventPro, Step 9: Resources, Beverage Resource Items and Configurations: Creating Beverage Configurations. In particular review how to Add Beverage Items, Multi-Add Beverage Items, and Copy Beverage Items from Other Configurations.

The comments field will default to the text you entered when setting up this configuration, but you can alter it here. Information entered here can be printed on catering/beverage sheets.

Click the Wordprocessor button to switch to the word processor.

The Setup Requirements field will default to the text you entered when setting up this configuration, but you can alter it here.

This tab can be filled in with notes regarding the customer's requirements for this configuration here, but it can also be used from EPWeb. The person accessing the event from EPWeb can fill in customer requirements for the configuration online, and those notes will be pulled into this tab in EventPro. See Chapter 20: New EPWeb Version 4, Create a New Booking in EPWeb: Event Resources.

The taxes will default to the Applicable Event Taxes that are applicable to the configuration, but you can select others if you wish.

To review how applicable taxes work in conjunction with Applicable Event Taxes, review Chapter 1: Setting Up Event Pro, Step 6: Company/Contact, Entering a New Company: Taxes.

The Accounts will default to those you selected when setting up this configuration, but you can use the drop-down arrows to select different codes if necessary.

If you custom-defined any user fields under Setup | User Fields | Event Detail | Event Beverages, they will appear here.

You can enter information as required.

4.	When you have filled out all the information you need for this beverage confirmation, click Save.

5.	The configuration(s) will be added in the Beverages Tab for the location(s) highlighted in the top grid.

6.	The next tab following Beverages is the Packages tab. Ideally, if you wanted to add a package to this booking, you would have added it first and then worked your way through the other tabs to customize the package as necessary. See Packages above.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch3_beverages_1.htm