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User Guide--Creating Custom Event Prints

1. Accessing the Print Designer L Click the Setup sidebar group on the left hand side of your Caterease sereen 2 Click the Print Designer button Result The Print Designer window displays 11 Unit 1 Creating o New Print y Tip You can drag drop ites into postions on the et This wil affect their postions on your Print menu Image L1 Adding an Event Print flav ucs Adding a New Print 1 Click the Add Print button 1ocated at the top left hand side of the Print Designer window Result A confirmation message displays 2 Click Yes to confirm your choice Result The Select Print Layout window displays 3 Click a layout on the left hand side of the window to select it 4 Click OK Result A new print is added and the Tite field is highlighted for you to type in a new print title 5 a title for your new print 6 Press Enter to save your changes Note This is the title that will appear in your Print drop down menu In other words his isthe title you will select to generate this print Print Layouts In Print Layouts except Invoice you can do the following Customize the header footer and top and bottom notes sections including logo title dynamic merge fields etc Unit 1 Creating o New Print Move or remove specific details within the confines of the print layout e move Sales Rep
2. Lar tens ree ay Pics Oy Chas Table SID3S 35 ao 25 875 Comments Venue Tyee Client will arrive an hour early to help set up decoration DECEPTI des Each table will have a flower arrangement Subtotal 343730 Paid 50000 Pay Method Credit Gad Card Number 0697 7 33132 Balance 55042 Card Type Epires Servche is 57180 cara Holder Tota Value 555042 Signature 200 00 cancellaicn fee wil be incurred For any cancellation within Zdaya of ev ert A 400 00 fee will be incurred for any additonal setup on the day of the event hava read the above contract and agree tn the terms and condtio as anyterms and conditions on any contract addendums which may sgn Client Date Date 2 1101147 Page Sewing Time 200 pm Sales Contract Start Time 200 pm aveurs ee CATERING EVENTS Customer has shelifish allergy Evert Date Telephone Fax Acoustics Associates 5282012 Mon 612 544 8901 6125442928 00257 Booking Contact Ste Cortact Guests 1651 Estero Biv Rochelle Grover Rochelle Grover ANY CHANGES TO GUARANTEED GUEST COUNT MUST MADE NO LATER THAN 72 HOURS BEFORE EVENT DATE CANCELLATION CHARGES MAY APPLY Food tems Beverage Lavor ens tone Pe Oy Te Pics ay Toni Chefs Table Buffet SDS DS 37275 SIS 033 SIS Comments Vee
3. Booking Contact Salutation Merges in the salutation of the booking contact of the event e g Tom Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Booking Contact Telephone Merges in the specific telephone number belonging to the booking contact of the event Note This will typically differ from the general phone number belonging to the customer 82 Appendix 8 Available Merge Fields Event Merge Fields Continued Field Description Booking Contact Fax Merges in the specific fax number belonging to the booking contact of the event See note under Booking Contact Salutation above Booking Contact Cellular Merges in the specific cellular phone number belonging to the booking con tact of the event See note under Booking Contact Salutation above Booking Contact Em Merges in the specific e mail address belonging to the booking contact of the event See note under Booking Contact Salutation above Booking Contact Address Merges in the booking contacts street address Booking Contact City SUProv Postal Merges in these three details in this order city state province ZIP code Site Contact Merges in the first name and last name of the site contact of the event Site Contact Title Merges in the title of the site contact
4. Room Sas Era Clientwillarrve an hour earlyto help set up decoration Banquet DEW pa 050 pm Totes Each table will have a flower arrangement Financial Information lation fee wil be incurred for any CRETE 009 thin I days avent A 8100 00 will bo 52132 Balance 5642 cand Serv Chg 16 y Total Vatue 550 42 Dat An Page Appendix Available Merge Fields Appendix B Account Merge Fields Field Description ClientOrganization Merges in the name of customer holding the currently selected event Address Merges in that customer s street address Address 2 Merges in additional address information such as Suite Building etc City SUProv Postal Merges in these three details in this order This field was designed to eliminate the need to select each field separately when they are commonly used in com bination in letters and such Telephone Merges in the customer s telephone number Fax Merges in the customer s fax number Reference Merges in the reference that is attached to the customer Note This is differ ent from the reference that is attached to the event this reference is entered in the account details and indicates how this customer originally heard of your company Sales Rep Merges in the name of the sales representative who is attached to this cus tomer See note under Refere
5. Training Guide Creating Custom Event Prints Creating Custom Event Prints Copyright 2013 Table of Contents Creating a New Print Adding a New Event Print Selecting Fields on the Print Customizing the Top Notes Section in Print Designer Suppressing the Header and or Top Notes Section Remember Thi Customizing Sub Event Details on a Print Showing Suppressing Off Premise Information on a Print Customizing Sub Event Information Formatting the Menu Item Details Grouping Menu Items on Print Using Item Hiding Showing Suppressing the Ingredients Section Showing Suppressing Event Notes or Sub Event Comme Remember Thi Customizing Financial Information Modifying Financial Information on Event Prints Showing Suppressing the Financial Breakdown Showing Suppressing Billing Information Showing Suppressing Tax Service Charge Percentages Showing Suppressing Miscellaneous Charges and Discounts Showing Suppressing Deposits Due Showing Suppressing Payment Information Remember Thi RoR ane Son Completing Your Custom Print Customizing the Bottom Notes Section Editing the Page Footer of a Selecting a Language Translation Identifying the Print Type for the Program Copying an Existing Print Creating a Custom Invoice Using the Miscellaneous Print Designer Remember Thi Le BSRRESREL Creating Custom Event Prints Unit 1 Creating
6. Bar Code You can include a bar code as part of any contract This item if checked allows you to print a bar code for any menu food ser vice item Type Shows whether each menu item is a Food Beverage Liquor Equipment Labor Room or Other item Note Tax and service charge rates for each Type may be different Time Shows an optional time you may have associated with each menu Unit Prints the unit of purchase for the menu e g By Case Box etc Prep Area Indicates the area or personnel responsible for preparing the menu item e g Kitchen Bar Cold Prep Category Prints the Category you have chosen to group each item into based on a quick pick list that is under your control e g AV Equipment Linen Beer Wine etc Account Code Prints a unique identifying number or code you might have made for each item This code is typically used in interfaces with third party software applications but can be used for in house tracking as well Hem ID Prints a unique identifying number or code similar to the Account Code above Price Prints the price your customer wil pay for each menu item Cost Prints cost to you for each menu item Note Obviously you would not want this detail to appear on customer prints Prints the quantity of each menu item ordered for the event Total Prints the total price for each item
7. Ifyou have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s address If you have not entered alternative details this field will merge in the address of the customer holding the event Billing City If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s city If you have not entered alternative details this field will merge in the city of the customer holding the event Billing SUProv Ifyou have entered alternative details in the Optional Billing Information tool Event Manager this field will merge in that biling clients state or province If you have not entered alternative details this field will merge in the state or province of the customer holding the event Billing Postal If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s postal zip code If you have not entered alternative details this field will merge in the postal ZIP code of the customer holding the event Booked Date Merges in the date on which this event was originally entered into Caterease this date is automatically assigned by the program but you may edit it Booked Date For matted Merges in the date the event is being held including day in the format Friday June 1
8. Nothing changes in Prins Designer but when you generate this prins headings for fields in he prin Chens Even Date Sales Rep il be Customizing Languages 1 Close your Print Designer if it is open Click the Administration ribbon tab and then choose Options gt Language Translations 3 Click in any language column and enter a translation for the corresponding default term in the Root column Note You can use the column labeled English to enter alternatives to the Root captions For example if you would prefer your prints use the term Company Name instead of the default Client Organization you can enter that alterna tive in the English column 4 Repeat the above steps as desired 43 Unit 4 Completing Your Custom Print Image 44 Customizing Language Transations Dao Deren Di Coton rtu Identifying the Print Type for the Program See Image 4 5 Tip Once youve identifed the Print Type of sach print you shouid go into Administration gt Global Settings and cok he Man tab to verity thatthe Automati cally Set Print Date option is checked ot Concept You may want Caterease to automatically keep track of the dates on which you gener ate your various event prints For example if you print a contract for a customer today you might want Caterease to record the current date so
9. This is the general pay method of the specific event you re working in not the pay method of an individual payment Event Number Merges in the event number automatically assigned to this event by the pro gram Note You can establish a unique prefix for these numbers up to three Characters long through Setup gt Settings gt Global Settings Event Credit Card Number Merges the credit card number encrypted displaying the last four digits of the card Appendix 8 Available Merge Fields Event Merge Fields Continued Field Description Business Type Merges in the business type e g drop off ull service etc Operation Merges in the name of the particular entity that ls working the event Useful for establishments that have Number Merges in the purchase order number for the event if you have entered one the Miscellaneous tab in Event Manager Folio Number Merges in the folio number for the event if you have entered one on the Mis cellaneous tab in Event Manager Note This fied is not usually displayed on your screen by default but you can add it Billing Client If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s name if you have not this field will merge in the name of the customer holding the event Billing Address
10. dessert coffee tea or milk Soft Drinks per glass 25 Chocolate Cake 25 Clentwill arrive an hour early to help set up decoration le will have a flower arrangement Soley Cotering Contract aveurs CATERING EVENTS Client Organization Acoustics Assocates Event Date 5 28 2012 Mon ParlyName Company Lunch Events 00257 Address 1651 Estero Bhd Guests 25 Act Telephone 612 544 8001 Bocking Contat Rochelle Grover Fax 612 544 2928 site Contact Rochelle Grover Sues Rep John Smith Theme Social ANY CHANGES TO GUARANTEED GUEST COUNTMUST BE MADE NO LATER THAN 72 HOURS BEFORE EVENT DATE CANCELLATION CHARGES MAY APPLY Peiciptin Tye Sar Ed Sering Reon Setup Soe Lunch Buffet 0100 0100 0200 pm Sun Banquet Food Service Hens Foodservice Pie Ov Taal Chefs Table Buffet DS 25 527375 Soit Drinks s195 2 5875 Comments Client will arrive an hour early to help set up decoration Notes Each table will have a flower arrangement Subtotal 447 50 Paid 5500 00 Pay Method Credit Cord Cord Number 0687 Tax 531 32 Babnce 550 42 Card Type Expires Service Charge 57140 Card Holder Total Value 550 42 Signature ead the above contract and agree to the contract ad endum s which may sign ns and conditions as well as any terms and conditions on Client Dat Dat ENTER EN Page on Site Chef Required Sewing Time 200
11. 1 Concept As discussed in Unit 1 of this book the Top Notes section of your prints allows you to type any free flowing text format the text any way you want and even pepper the text with merge fields that will automatically pull information from a specific event when you generate the print The Bottom Notes section can also be customized While Bottom Notes can contain any text you want this section is most often used to outline your company s terms and conditions and provide signature lines mage Editing Bottom Notes 1 Click the Edit Bottom Notes button located on the lower left hand side of the Print Designer Result The Bottom Notes window displays Unit 4 Completing Your Custom Print 2 into the text box as desired optionally inserting merge fields as described on Page 1 9 of this booklet 3 Format text using the format toolbar located at the top of the notes window see Table 1 2 in Unit 1 for more information 4 Optional Add signature lines by typing a label for the line such as Customer Signature and then typing several underscore characters 7 Editing the Page Footer of a Print Seelmage42 Concept Caterease gives you the opportunity to insert a unique footer onto your event prints and to change the material at any time You might want to add more information to this footer such as your company s address phone number website etc This text can be
12. Date Long Merges in the date the event is being held including day in the format Tues day June 12 2012 Event Date Short Merges in the date the event is being held in the format June 12 2012 Event Date Merges in the date the event is being held in the format 6 12 2012 Event Weekday Merges in the full name of the day ofthe week that the event takes place in the format Sunday Monday etc Event Weekday Merges in the first three letters of the day of the week that the event takes Abbr place in the format Sun Mon etc Event Month Merges in the full month name that the event takes place in the format August September etc Event Month Abbr Merges in the first three letters of the month that the event takes place in the format Aug Sep etc Event Status Merges in the status of the event Planned Guests Merges in the planned guest count of the event Actual Guests Merges in the actual guest count of the event Guaranteed Guests Merges in the guaranteed guest count of the event Party Name This field is blank by default but can be set to merge in the party name of the event Booking Contact Merges in the first name and last name of the booking contact of the event Booking Contact Title Merges in the title of the booking contact of the event e g Owner General Manager etc
13. Note This is also a custom quick pick list and is used to identify the person or persons responsible for preparing the item When finished click OK Table 2 2 Food Service Items Fields Field Description Name Prints the name of each item in 10 point Times New Roman font Name Only w This item if checked prints the Name as described above and includes the quantity each in parentheses Description This item if checked prints the Description of each menu item as you have chosen to format it The first words of the descrip tion are usually the name of the iter formatted as desired bold font colored text et Note This is the standard preference for customer prints 26 Unit 2 Customizing Sub Event Details on o Print Table 2 2 Food Service Items Fields Description Notes This item if checked prints any detailed notes you might have associated with each menu item These notes can be used for front of house or back of house purposes Modifications This item if checked allows you to print any on the fly item changes you have noted in the event using the item s Modifica tions tab Picture This item if checked lets you attach a digital image to any of your menu items so you can show your customers your meal presentations These images can be displayed on the screen can also be included in your various event prints
14. Type a title for your new print Note This is the title that will appear in your Print drop down menu i e the ttle you will select to generate this print 6 Press Enter when finished to save your changes new print is added and your cursor is blinking in the Title field of the Customizing the Invoice Concept Most of the design features of the Invoice are the same as other prints discussed in this book However there are two unique options First you can decide whether you want the financial totals on the Invoice to be centered on the print or if you want separate Food Beverage Liquor Equipment Room Labor and Other charges to appear in boxes Second you can decide whether or not to include menu items without values meaning they either have no prices or no quantities 46 Unit 4 Completing Your Custom Print 1 Click either the Centered or Boxed radio button located towards the middle right hand side of the Invoice in your Print Designer screen Note It is common when using Boxed layout to click the Suppress Details check box along the right hand side of the print and suppress individual menu items whereas these details are not typically suppressed in a Centered layout 2 Optional Click the Include Items without Values checkbox on the right hand side of the Print Designer screen to have menu items with no values either no prices or no quantities appear on the Invoice Note When this checkbox is chec
15. a New Print Objectives Upon completing this unit you will be able to Access the Print Designer Add a new event print Choose a print layout Add a new Prospect Manager proposal and a new Guestrooms Manager contract Add a title and logo to your print Edit and format headers and top notes to include the use of merge fields in your prints Adding a New Event Print Concept How many different event prints you need Of course you need a contract for your customers but is one enough Perhaps you also need unique contract for off premise parties Or perhaps certain parties such as wedding receptions require their own spe cial terms and conditions and thus should rightfully have their own special contracts Additionally you must need an invoice for billing purposes true And what about your back of house needs What prints do you require to satisfy those In Caterease you have a Print Designer that allows you to create as many prints as you X ant tosescany pups you need The Designer lens a van like approach med the vou oe pins contact moie propos back a hows Ten ne you genes fon de program AGER there ar seven atractive templates to choose from cdi one dedicated invoice RU empl You can ghe thee prins brown custom tes can forma ben o eder sait your individual preferences The information hat appears on each print is entirely tinn at prises top left hand side ot 10 oor
16. charges and totals will be printed for each category as well as grand totals for the whole event Image 52 Financial Breakdown Section of a Print Pont Layout 6 Eu ier 1 On any print in your Print Designer verify that there is no check in the checkbox labeled Suppress Financial Breakdown located to the right of the Billing Infor mation section Note To identify a checkbox float your mouse pointer over it prior to clicking 2 Click the checkbox to add or remove a check mark Result If the box is checked the Financial Breakdown section will nat print if there is no check mark the Financial Section will appear on the prin Showing Suppressing Billing Information Seelmage33 Concept If you do not want any billing information at all to appear on your print if for exam ple you are creating back of house print for your kitchen or setup staff you can suppress this entire area 1 On any print in your Print Designer click the checkbox labeled Suppress Billing Information located to the right of the Billing Information section Note To identify a checkbox float your mouse pointer over it prior to clicking Result With the checkbox checked this area of the print will be suppressed 34 Unit 3 _Customizing Financial Information 3 Image 3 3 Bling Information Seton afa Pint 2 Click the checkboxes labeled Suppress Financial Breakdown Suppress Mis cellaneous Charges Discounts a
17. desired using the toolbar at the top of the window format text to center or right justify ete See Table 1 2 below 4 Optional Insert images logos for example into the header as described below 5 Optional Insert merge fields to dynamically merge information from the event such as the event number revision date etc described below 6 Optional Click the hyperlink field at the bottom of the header window and enter a URL web address to attach to this area of the print Note When you e mail this print the recipient can click any part ofthis header and be sent to the designated web address Table 1 2 Font Formatting Button Description Font Face Drops down a list ofall of your com puter s fonts so you can change the highlighted ext Times New Roman m Font Size Lets you change the size of the font of gt the highlighted text Increase Font Size Lets you increase the size of the font size in one point increments 16 Unit 1 Creating o New Print Button Description Decrease Font Size Lets you decrease the font size in one point increments Bullets Places bullets before each of the high lighted lines of text Each new bullet begins with a hard retum or Enter Numbering Places numerals in front of text Bullet Wizard Lets you choose a different bulle E for you
18. entered and formatted in the Page Footer section of the Print Designer Image 4 2 Editing the Page Footer sen Te qi Pa ea 1 Click the Edit Footer button lower left hand side of the Print Designer Result The Footer window displays 2 into text box as desired optionally inserting merge fields as described on Page 1 9 of this booklet 3 Format text using the Format toolbar located at the top of the notes window See Table 1 2 in Unit 1 for more information Selecting a Language Translation Seelmage43 Concept You can translate your various Caterease event prints into any of several different lan guages with you controlling the terminology of each language You can even translate print into English which means that you can translate labels and other terms on the print to your own terminology For example if a Caterease print identifies a cli name as Client Organization and you would rather use the term Customer or Guest you can translate the label yourself 42 Unit 4 Completing Your Custom Print See Image 4 4 Image 43 Translating Event its Using Language Translation L Click the down arrow labeled Translate To at the boom right of the Print Die 2 Selecta foreign language for this print or choose English to apply aliemative tems and labels to the print see Customizing Languages below Result
19. in Layout 3 above Also shows sub event venuesitimes on the left and sub event comments on the right Layout 6 Separates menu items on the left and right sides of the print as in Layout 3 above Also shows sub event venuesitimes on the left sub event comments on the right bottom notes terms and conditions on the bottom left and financial details on the bottom right Invoice Layout 1 Designed in an invoice format rather than in a detailed con tract format Lets you show menu item details in a centered list or include a breakdown of general finances food totals beverage totals etc or both Also lets you decide whether or not to include items without values from the event 13 Unit 1 Creating o New Print Changing a Print Title 1 Right click on the print title you would like to change Result A pop up window displays 2 Choose Rename Print 3 a title for your new print into the highlighted field 4 Press Enter to save your changes Adding a New Prospect Manager Proposal with Prospect Manager Add In mage 1 2 Ado New Prospect Manager Proposal PEE frome ine 1 Click the Setup sidebar on the left hand side of the screen 2 Click Print Designer Result The Print Designer window opens 3 Click the Print Type button at the top of the window 4 Choose Prospect Manager Proposal Result The list of titles
20. inthe left hand pane of the window updates to show all current prints of this type El 5 Click the Add Print button located on the Home ribbon tab at the top of the Caterease screen Result A confirmation message displays 6 Click Yes to confirm your choice Result A new print ttle is added to the list in the left hand pane of the window with your cursor ready to type a name for the print 7 Type a name for your new print 3 Press the Enter key 9 Edit the body of the text including choosing which fields appear where and edit ing header footer and notes as described in subsequent sections of this guide 14 Unit 1 Creating o New Print Adding a New Guestrooms Manager Print With Guestrooms Man ager Add In Image 1 3 Adding a Guestrooms Manager Print 1 Click the Setup sidebar on the left hand side of the screen 2 Click Print Designer Result The Print Designer window opens 3 Click the Print Type bution at the top of the window 4 Choose Guestrooms Manager Print Result The list of titles in the left hand pane of the window updates to show all current prints of this type Le 5 Click the Add Print button Caterease screen Result A confirmation message displays 6 Click Yes to confirm your choice Result A new print ttle is added to the list in the left hand pane of the window with your cursor ready to type a name for the print 7 a name for y
21. later on you can find out exactly when that contract was sent However since Caterease lets you create all your own custom prints it has no way of knowing which one you consider your Contract which one is your Invoice which one is your BEO Banquet Event Order etc Therefore if you want Caterease to keep track of the dates on which you generate your prints you should identify those prints to the program Basically when you Select a Print Type of Contract or BEO or Invoice you are telling the pro gram Whenever I generate this print mark today s date as the date I sent the Con tract 44 Unit 4 Completing Your Custom Print Image 45 Selecting Print Type flav urs L Click the te of the print you want to identify on the left hand side of the Print 2 Click the down arrow next to Print Type at the bottom right hand side of your Print Designer Result drop down list of options appears Choose the appropriate print type Tor his print Contract Invoice BEO None i this print none of the above Copying an Existing Print Concept Imagine you spend a great deal of time creating your perfect custom contract showing just the information you need the customer to see Then you remember you need to create the same print for your customers who have off premise parties rather than par ties in your banquet rooms And
22. number website and driving instructions Of course if you do not do off premise events this information can and obviously should be suppressed from your prints Site Information can be easily suppressed by following the steps below 1 Click in the section heading labeled Site Location on the print and type a head ing as desired Note This section heading is not available in Layout 1 2 Verify whether or not the Suppress Site Location checkbox located to the right of the Site Location section of the print in Print Designer is checked Note When these checkboxes contain checks the corresponding sections of the print will be suppressed will not appear 3 Optional Verify whether or not the Suppress Directions checkbox directly below the Suppress Site Locations checkbox is checked 4 Click the down arrow to the right of the first field under the Site Location section of the print and either select a field to appear or select None 5 Repeat the steps above for other fields in the section Customizing Sub Event Information Concept In addition to off premise details other specific sub event information can be included on your event prints such as the Description of the sub event Breakfast Cocktail Reception Dinner Buffet times Setup Style Banquet Room etc These details are obviously important regardless of whether this print is for an off premise party or an on premise party 1 Click in
23. on the Food Service tab in Event rase Manager to affect an event financially there are a couple of exceptions to this rule Tormaabiearahn suchas the Room Charge and Delivery Charge fields If you have entered charges into the Express verson either of these fields they will affect the total charges of the event and will appear on ofthe program your print in a special area for miscellaneous charges Additionally if you use the Apply Discounts tool Event Manager to discount an event that information will appear in the same special print area This area as with most areas in your event prints can optionally be suppressed Image 3 5 Miscellaneous Charges and Discounts Fo aa 1 On any print in your Print Designer click the checkbox labeled Suppress Miscel laneous Charges Discounts located to the right of the Billing Information sec tion Note To identify a checkbox float your mouse pointer over it prior to clicking Result With the checkbox checked this area of the print will be suppressed Un check the box to have Miscellaneous Charges and Discounts appear on the print Showing Suppressing Deposits Due Seelmage 3 6 Concept In addition to general financial information about an event you may want the sched ule of future deposits due for a party to appear on your print This section will list all deposits that have not yet been paid i e those deposits that are due at some po
24. perhaps you even need a unique print for your wed ding receptions with slightly different terms and conditions Well rather than having to re create the same print three times with slight modifications you copy a print Professional version only and then quickly make the necessary changes 45 Unit 4 Completing Your Custom Print 1 Click your right mouse button over any print title on the left hand side of your Print Designer screen Result A pop up menu appears 2 Choose Copy Print Result A confirmation message appears 3 Click Yes to confirm Result A new print an exact duplicate of the original is added with your cursor blinking in the title 4 Type a title for your new print and then press Enter 5 Edit the new print as desired Creating a Custom Invoice Concept The Invoice print in Caterease differs from other event prints in that it has one layout that you can manipulate using the techniques described in this booklet As a default the Invoice only shows menu items that have a value meaning they have both a price and quantity in the event although this is also under your control Adding an Invoice 1 Click the Add Print ton L3 loud at the top of the Print Designer window Result A confirmation message displays 2 Click Yes to confirm your choice Result The Select Print Layout window displays 3 Select Layout 1 under Invoices 4 Click OK Result new print 5
25. the credit card holder on file for the event Note This is entered in the Credit Card Information tool at the bottom of Event Manager Card Number Prints the last four digits of the credit card number on file for the Number event Note This is entered in the Credit Card Information tool at Hidden the bottom ofthe Event Manager Expires Prints the expiration date of the credit card number on file for the event Note This is entered in the Credit Card Information tool at the bottom of the Event Manager Approval Prints the approval number of the credit card number on file for the event Note This is entered in the Credit Card Information tool at the bottom of the Event Manager 33 Unit 3 _Customizing Financial Information Showing Suppressing the See Image 3 2 Note This option is not available on Table 3 1 Billing Information Fields Field Description Signature Offers a blank space for a signature of the credit card holder None This option leaves a particular area of the print blank Choose this option you do not want anything to appear on that area the print ancial Breakdown Concept Each of your event prints can optionally show a breakdown of a party s finances separating money based on the type of items ordered Categories in this breakdown include Food Beverage Liquor Equipment Labor Room and Other fees Subtotals taxes service
26. the section heading labeled Venue on the print and type a heading as desired Note This section heading not available in Layout 1 2 Verify the Suppress Banquet Rooms checkbox located to the right of the Venue section of the print is not checked Note When these checkboxes contain checks the corresponding sections of the print will be suppressed will not appear 3 Optional Verily the Suppress Setup Notes checkbox directly below the Sup press Banquet Rooms checkbox is not checked 4 Click the down arrow to the right of the first field under the Venue section of the print and either select a field to appear or select None see Table 2 1 for informa tion about these options 5 Repeat for other fields in the section 22 Unit 2 Customizing Sub vent Details on o Print Table 2 1 Sub Event Fields Field Description Description Prints the Description of each sub event for the party e g Din ner Buffet Breakfast Meeting etc Type Prints the Type of each sub event which is a custom quick pick list you may be using for tracking purposes Setup Person Prints the name of the person responsible for setting up each sub event Delivery Person Prints the name of the person responsible for delivering items to each sub event Room Prints the banquet room for each sub event in the party Setup Style Prints the style each banquet room will be set
27. these times None This option leaves a particular area of the print blank Choose this option if you not want anything to appear on that area of the print 23 Unit 9 Customizing Sub vent Details on a Print Formatting the Menu Item Details mage 22 Formatting Menu Hem Details VOS HK Irem flaveucs contrat p co dean 5 Concept One of the most significant ways you can customize an event print is by formatting its menu item details Consider this Every menu item in your program has not only name but likely also has more detailed description of the item For example breakfast item might have the name Harbor Buffet and also a description that explains the item in more detail Includes fluffy scrambled eggs French toast bacon and sausage hashbrown potatoes fresh fruit English muffins assorted pastries chilled fruit juice coffee tea or milk You may want to design some prints to include this detailed description of each event s menu items while other prints only show the In addition there are other menu item fields you may want to have appear on your var ious prints A customer s contract for example will typically include prices and totals for each menu item while a back of house or kitchen print might only include quan tities These choices are all entirely up to you and can be made and revised quite eas ily in yo
28. to another spot remove pricing information from the menu section etc Include or suppress details such as allergy information site location informa room and time information menu information ingredients not avail able in Layout 1 staffing sub event comments event notes financial totals payment details future deposit schedule and custom notes to act as terms and conditions Filter the menu section allowing you to create a print that only displays food for example or that separates appetizers from entrees etc Table 1 1 Print Layouts Layout Description Layout 1 Shows the details of each sub event of a party limes venue menu comments requests staffing in separate boxes in the middle of the print All other layouts group venuesitimes together all menu items together staffing together etc Also this layout does not allow inclusion of ingredients Layout 2 Shows general event information in two columns at the top of the print as opposed to in rows of boxes as in all other lay outs Layout 3 Separates menu items for all sub events into two sides of the print half on the left and half the right Filters can be estab lished to determine which items appear on which side of the print Layout 4 Does not display details on the left and right sides of the print separately Layout 5 Separates menu items on the left and right sides of the print as
29. 5 2012 Current Date Merges in the current date in the format 6 15 2012 Current Date Format ted Merges in the current date in the format June 15 2012 Current Time Merges in the current time in the format 03 25 pm Tax Exempt Merges in the words Tax Exempt if the event is tax exempt If the event is not tax exempt this field remains blank Tax Exempt Number Merges in the word Number followed by the events tax exempt number if one exists if no tax exempt number exists it remains blank Current Date amp Time Inserts the current date in the format 6 15 2012 followed by the time in the format 3 25 pm 88
30. 5 2012 Revised Date Merges in the date on which this event was last revised Caterease Although this date is automatically assigned by the program you may edit it Revised Date Time Merges in the date and timestamp on which this event was last revised by Caterease Members Merges in the members guest count of the event Note You may rename this field Non Members Merges in the non members guest count of the event Note You may rename this field 84 Appendix 8 Available Merge Fields Event Merge Fields Continued Field Description Loyalty Merges in the customer s loyalty number Note You may rename this field Event Notes Unfor matted Merges in any free form event notes that were added Allergy Notes Unfor matted Merges in any free form notes that were added to the Allergy Information section Sub Event Merge Fields Field Description Description Merges in the description of the event s sub event e g Dinner Buffet Meeting Breakfast etc Merges in the type of event e g Of Premise or Premise Time Start Merges in the start time of the events sub event Time End Merges in the end time of the events sub event Time Delivery Merges in the delivery time of the event s sub event Time Serving Merges in the serving time of the events sub event Note You may ren
31. Available Merge Fields Financial Merge Fields Field Description Subtotal Merges in the subtotal for the entire event Gratuity Merges in the gratuity that may be applied to the event Tax Merges in the total tax forthe event Service Charge Merges in the total service charge for the event Total Merges in the total of the event including tax and service charge Paid Merges in the total amount paid today for the event Balance Merges in the currently outstanding balance for the event Cost Merges in the total cost to you of the event and includes cumulative costs of menu items as well as staffing and any additional cost adjustments you might have made Profit Merges in the events profit Discount Merges in any discounts that were applied fo the event Event Value Merges in the total value of the event Next Deposit Merges in the amount of the next deposit scheduled for the event Note Deposits are scheduled using the Deposits Due tool in Event Manager Next Deposit Due Date Merges in the due date of the next deposit scheduled for the event see note above Cost Per Guest Merges in the cost per guest for the event This is automatically calculated by the program based on either the subtotal or total of the event depending your program s Global Settings Administration gt Setup gt Global Set tings Cost Per Guest from Subtotal Merges in the total
32. Sub Event button to view the Sub Event display Right click the item on the Food Service tab that you want to hide Result A pop up menu appears 4 Select Special Editing gt Hide Unhide Items in Print Result The item becomes italicized to indicate that it will be hidden on any prints that allow item hiding see Setting Up a Print to Hide lems above im gt FEPTREPPEC HE Showing Suppressing the Ingredients Section Concept If you are creating a back of house print you may want to include the ingredients for each menu item ordered for the event Ingredients are set up in the Menu Manager and in the Professional version can be edited on the fly from within an event Of course you decide whether or not these details appear on each of your custom event prints 29 Unit 9 Customizing Sub vent Details on a Print Image 25 Ingredients Seton a Pri Wi 3 Jas Ter nt neut 15 eem Macs er Mando 15 Exh They esd Sddor GrandWeserN GrandWester 475 Pounds Potato cipe E E cosan eh Eh id 9802 Grand Weser M Grand Vestern 2 73 Pounds 45 5080 G n WeiemNGnndWesem 275 Pounds Baca stipe 20 Sddor Grand weserN GrandWestem 3 Pounds otto cps Sysco E Grant LA Macs er Monde 15 Exh l Click in the section heading labeled Ingredie
33. agraph containing the cursor by 5 inches 12 Unit 1 Creating o New Print Description Subscript Refers to a character that is printed on a lower level than other characters in a line of type appears smaller and below the baseline Superscript Refers to a character that is printed a higher level than other characters in a line of type appears larger and above the baseline Adding an Image Logo to the Header A logo is the identifying element for the brand of a company and is designed to create immediate recognition Adding your company logo to a print could not easier Amage 1 5 Adding an to the Header ETE EI mI E lavas T lav ucs 1 Click on the pane within the header where you would like your image logo to appear 2 Click the Insert button located at the top of the header window 3 Click the Image button 4 Browse to the image you want to insert 5 Double click the image to insert it into the pane Note Images can be justified left center right just like text 18 Unit 1 Creating o New Print Inserting Merge Fields Into the Header Image 14 Fields Explorer Window Concept Merge fields are dynamic fields that automatically merge specific information from a particular customer or event For example you could type the words Last Revised On followed by a mer
34. ame this field Time Bar Merges in the bar time of the event s sub event Note You may rename this field Time Arrival Merges in the arrival time of the events sub event Note You may rename this field Time Departure Merges in the departure time of the events sub event Note You may rename this field Time NA These two fields represent two extra time fields that you can make up your self They will each merge in the respective time information from the event s sub event Time Staff In Merges in the arrival time of the staff servers bartenders buss staff host Time Setup Merges in the arrival time for setup Time Tear Down Merges in the departure time of the events tear down Date Merges in the date the sub event is being held in the format 6 15 2012 Merges in the name of the room of the event s sub event Setup Style Merges in the setup style of the events sub event Site Name Merges in the name of the oft premise site location of the events sub event Appendix 8 Available Merge Fields Sub Event Merge Fields Field Description Site Address Merges in the address of the off premise site location of the event s sub event Site City Merges in the city of the off premise site location of the events sub event Site SUProv Merges in the state or province of the off premise site location of the events sub event Site Postal Me
35. cost per guest Cancel Charge Merges in the cancellation charge for the event as entered into the Miscella neous tab in Event Manager Cancel Date Merges in the date on which this event was cancelled this date is automati cally assigned by the program but can be changed by you Room Charge Merges in the amount entered in the Room Charge field on the Rooms tab of the Sub Event window Delivery Charge Merges in the amount entered in the Delivery Charge field on the Delivery tab of the Sub Event window Food Subtotal Merges in the subtotal of food items Beverage Subtotal Merges in the subtotal of beverages excluding liquor Liquor Subtotal Merges in the subtotal of liquor Equipment Subtotal Merges in the subtotal of the equipment e g podium projector microphone 87 Appendix 8 Available Merge Fields Financial Merge Fields Continued Field Description Labor Subtotal Merges in the subtotal of the labor charge Room Subtotal Merger in the subtotal of the room charge Other Subtotal Merges in miscellaneous charges associated with the event Taxes First Merges in the first tax schedule Taxes Second Merges in the second tax schedule Taxes Third Merges in the third tax schedule Special Merge Fields Field Description Current Date Long Merges in the current date including day in the format Friday June 1
36. date the check was written the payment type is Check Pmt Category Prints the payment category e g Scheduled Payment None Choose this option if you do not want anything to appear in one of these fields on the print In this unit you have learned a few very important concepts about modifying the financial section of an event print Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book ou can select which financial information appears on your various prints Page 3 1 You can show a financial breakdown on your prints based on menu item type Page 34 You can suppress the billing information altogether so that it does not appear on a print Page 3 4 You can show the specific percentages of your tax and service charge on your prints Page 3 5 ou can show discounts and miscellaneous charges on your prints Page 3 6 You can show payments made or future deposits due on your prints Page 3 6 38 Creating Custom Event Prints Unit 4 Completing Your Custom Print Objectives Upon completing this unit you will be able to Enter terms and conditions and signature lines in your Bottom Notes section Customize the footer of your print Select a language translation for your print Identify the print type for the program Access the Miscellaneous Print Designer Customizing the Bottom Notes Section See Image 4
37. e dynamic Top Notes section of your prints to include any text want or even to redesign the print to better suit your preferences Page 1 11 You can suppress certain sections if desired by clicking the corresponding Sup press checkbox Page 1 11 Creating Custom Event Prints Unit 2 Customizing Sub Event Details on a Print Objectives Upon completing this unit you will be able to Include or remove off premise information including directions on an event print Customize sub event information on prints including times setup style room ete Choose the appropriate format for your menu items on your various event prints Include or exclude appropriate menu item fields on your prints Effectively hide certain menu items on selected event prints Showing Suppressing Off Premise Information on a Print Image 2 1 Including OU Promise Information flav u 21 Unit 9 Customizing Sub vent Details on a Print See Image 2 1 V Tip Chances are wil want to include other sub times ee on your of premise print as See Customizing Sub Event Infomation below for detail Concept If you do off premise events meaning you cater to locations outside of your facility you can include information about those locations on your various event prints This information can be as general as the name of the location or as specific as the address phone
38. es window opens Type into the text box as desired optionally inserting merge fields as described on Page 1 9 above 3 Format the text using the format toolbar located at the top of the notes window see Table 1 2 for more information Suppressing the Header and or Top Notes Section Note Reter othe next chapter for more infomation about suppressing or hiding additional Concept Choose to suppress various sections of the print by clicking the corresponding check box associated with a particular section To suppress the Header or Top Notes click the corresponding checkbox as shown below Image Le Suppressing the Header and Top Notes Sections 2 flav urs MT mem 022 mE Remember This In this unit you have learned a few very important concepts about creating a custom event print Here are some things you might want to jot down in the Table of Things 1 Want to Remember on the last page of this book You can add as many event prints as you want to your Caterease program giving each one any ttle you want Page 1 2 You can customize the ttle that appears at the top of your various prints includ ing inserting merge fields and formatting the fom Page 1 4 You can add your custom logo to your various event prints Page 1 8 Unit 1 Creating o New Print The fields that appear throughout your event prints are entirely under your con trol Page 1 10 You can use th
39. g Resul print With the checkbox checked this area of the print will be suppressed Un check the box to have the Comments or Event Notes section appear on the en Unit 9 Customizing Sub vent Details on a Print Image 27 Suppress Comments or Suppres Event Notes E Remember This In this unit you have learned a few very important concepts about modilying an event print Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book You can include off premise information such as site location details on your various event prints Page 2 1 You can customize what sub event information banquet room times Description ele appears on your prints Page 2 2 Formatting menu items specifically choosing between menu item Name and Description is an effective way to customize your prints Page 2 4 You can hide items on your prints as way to pass notes to your kitchen or other back of house staff Page 2 8 You can choose to include or suppress ingredients event comments or sub event notes on your various prints Page 2 9 212 Creating Custom Event Prints Unit 3 Customizing Financial Information Upon completing this unit you will be able to Modify financial details on a print Show the financial breakdown on a print by menu item type Food Beverage Equipment etc Suppress all financial
40. ge field that pulls an event s revision date Then when you generate that print from any event the merge field will automatically insert the spe cific revision date of that particular party It s a great way to make your various prints look custom created each time you generate them 1 In Print Designer click the Edit Header button top righi Result The Header window opens Click into the text block 3 any text you want to precede your merge field into the desired pane Note For example you may want to identify the merge field for the person read ing the print e g Revised Date Party Name ete 4 Click the Fields button located at the top right of the text window The Fields Explorer window opens 5 Click the plus sign to the left of the group of merge fields you want to access Result The selected group expands showing all related merge fields Notez As an option click the Full Expand button UE located ar the top ofthe Fields Explorer window o expand categories of merge fields at once See Appendix B for a comprehensive list of available merge fields 6 Select the field you want to insert and ether double click it or drag and drop it into the text window Result Double clicking a merge field inserts it where the cursor currently resides dragging and dropping a field allows you to place it anywhere 19 Unit 1 Creating o New Print 7 Continue thi
41. her items appearing on the right hand side of the print You can use this to design prints that only show certain items such as Appetizers Desserts or even menu items prepared in a certain area 1 Click the Food Service Filter button V located to the right ofthe Menu selec and choose which specific items should appear on this print using the options outlined below 25 Unit 9 Customizing Sub vent Details on a Print Filter tions Elude ere Without Quantities Tye FoodiBeveogetiquor equals selected Prep Area S Exclude Items Without Quantities This checkbox at the top of the window causes this print to ignore any menu items in an event that do not have quantities associated with them Choose optionally to only include items with a certain Type or Types Liquor etc or only items that do nor have a certain Type or Types using the Not Equals comparison Category Choose optionally to only include items with certain Category Categories or only items that do nor have a certain Category or Categories Note This custom quick pick list can be used separate Appetizers from Entrees or Desserts or separate Beer and Wine from Liquor ete Prep Area Choose optionally to only include items with a certain Prep Area or Prep Areas or only items that do nor have a certain Prep Area or Prep Areas
42. ie the price of the item mul tiplied by the quantity None Leaves a particular column on the print blank Choose this option anywhere you do not want a specific detail to appear 27 Unit 9 Customizing Sub vent Details on a Print Grouping Menu Items on Prints Concept Perhaps you want all menu items of a certain type or category prep area elc to be grouped together on one or more of your event prints For example maybe you d like to have all food items beverage items liquor items etc separated into groups Or maybe you d like to break items down into groups of wine beer dinner items break items etc Or perhaps you want to design back of house print that groups all of your items based on the area in which they are prepared You can accomplish these things by following the steps below 1 Under the Food Service Items area of the Print Designer click the down arrow next to Group By Note This option is only available on Print Layouts 1 2 and 4 2 Select how you would like menu items grouped on the print by Time Category Prep Area or no grouping Note Menu item Type is a hard coded list consisting of the options Food Beverage Liquor Equipment Labor Room and Other The other two options Category and Prep Area are custom quick pick lists you can create through the Setup gt Quickpicks menu in the program U
43. information Show tax and service charge percentages on a print Suppress miscellaneous event charges and discounts Show or suppress payment and deposits due information Modifying Financial Information on Event Prints Image 3 1 Customizing ling Information lav ucs pe gx Unit 3 Customizing Financial Information Concept You will probably want to show financial information on some of your customized event prints although the choice is yours but what specific information do you want to see Just like other areas of the print you can choose which financial details appear your various prints or whether that information appears at all 1 2 Open the print you want to modify in Print Designer Click the down arrow to the right of any field in the Billing Information section bottom of the print See Table 3 1 below Note In all layouts except Layout 6 the boxes on the right hand side of this sec tion let you include information about a credit card on file for an event Optional Click one or more of the following checkboxes to the right of the Bill ing Information section to suppress certain financial details on the print or choose None to leave that field on the print blank ration Suppresses the entire Billing Information section of the print shown to the left ofthis checkbox so it will not appear Suppress Financial Breakdown Suppresses a section that shows finance
44. int in the future 36 Unit 3 _Customizing Financial Information Image 36 Showing Suppressing Deposits Due Deposit schedule joue Amount Comment 3 2012 570658 1 On any print in your Print Designer click the checkbox labeled Suppress Deposit Due Schedule located to the right of the Billing Information section Note To identify a checkbox float your mouse pointer over it prior to clicking Result With the checkbox checked his area of the print will be suppressed 2 Un check the box to have the Deposit Due section appear on the print Showing Suppressing Payment Information See Image 3 7 Concept Like the Deposits Due section mentioned above you may want to include information your print about payments you have already received Payments differ from depos its in one important way Payments represent money you have received whereas deposits are money that will be due at some point in the future Image 37 Payments Made Seton oa Print E mes test Siesoo Cestcmd 1 Click in the section heading labeled Payments Made on the print and type heading as desired 2 Verify the Suppress Payments checkbox located to the right of the Payments Made section of the print is not checked Note When these checkboxes contain checks the corresponding sections of the print will be suppressed will not appear 3 Click the down arrow to the righ
45. ked these items will appear on the print when the box is not checked these items will not appear 3 Optional Click the Display Extended Tax Breakdown checkbox on the left hand side of the Print Designer screen to show a breakdown of each of your three custom tax rates separately Using the Miscellaneous Prints Designer Concept The Miscellaneous Prints Designer allows you to redesign the tops of various prints including the Billing Statement in Account Manager and all sub prints in Event Man Customizing Miscellaneous Prints See Image 4 6 1 Click the Miscellaneous Print Designer button from the Setup sidebar of your Caterease screen Result The Miscellaneous Print Designer window displays 2 Click the plus sign before any category to expand the list of prints in that category Select a print 4 Modify the print using the Miscellaneous Print Designer tools for suppressing sec tions rearranging fields inserting merge fields formatting text etc as described in previous sections of this manual 42 Unit 4 Completing Your Custom Print Image 6 Miscellaneous Print Designer ux crm me ling Statement Remember This In this unit you have learned a few very important concepts about customizing an event print Here are some things you might want to jot down in the Table of Things 1 Want to Remember on the last page of this book You can use the Bottom Notes section of your prints to incl
46. le Buffet includes Italan baked chicken sage dressing whipped potatoes and gravy vegetable du jour tossed salad polo salad cole Sen rl and fulfer dessert coffee tea or mile Soft Drinks per glass 25 4825 Chocolate Cake sos 25 sus COMMENTS CClentwill arrive an hour early to help set up decoration Subtotal 55625 Paid 3500 00 Pay Method redi Cord Card Number 70097 ax 41 74 Baance 5233 39 Card Type Semice Charge 9540 Cara Holder Bore otal Value 57 335 signature A 200 00 cancellation fee wil be incurred for any cancellation within Ldays of event 3100 00 fes wil for any acditonel setup or tne day of the event have reed the above contract and agree ta the terms and ms as wellas any ems and conditions on any contract addendums which may sign Date Date 10 36 49 AW Page OTT on Site Chef Required Sales Contract ayburs ewe CATERING EVENTS Sewing Time 200 pm Start Time 200 pm Customer has shelifish allergy Evert Date Telephone Acoustics Associates 3282012 Mon 612 544 8901 6125442928 Address Booking Contact Ste Contact Guests 1651 Estero Bivd Rochelle Grover Rochelle Grover aA ANY CHANGES TO GUARANTEED GUEST COUNT MUST BE MADE NO LATER THAN 72 HOURS BEFORE EVENT DATE CANCELLATION CHARGES MAY APPLY Food fens Beverage
47. nce above Sales Rep Telephone Merges in the sales rep s telephone number Sales Rep Cellular Merges in the sales rep s cellular number Sales Rep Email Merges in the sales rep s e mail address Category Merges in the category that is attached to this customer See note under Ref erence above Description Merges in this customer s description e g Association Member VIP Repeat Client etc This is a quick pick list that is under your control used for tracking your customers Email Merges in the customer s e mail address Note This is the address attached to the customer itself not to a particular contact person Cellular Merges in the cell phone number that is on file for this customer Account Merges in the account number automatically assigned to this customer by the program Note You can establish a unique prefix for these numbers up to three characters long through Setup gt Settings gt Global Settings Account ID Merges in this customer s Account ID This is field you can customize Appendix 8 Available Merge Fields Account Merge Fields Field Description Group Merges in the group of this customer This is a quick pick list you can custom ize and is used to group related customers together Loyalty Merges in the customer s loyalty number This is a field you can customize Event Merge Fields Field Description Event
48. nd Suppress Deposit Due Schedule Un check the boxes to have billing information appear on the print 5 pee at rs to d ee ce jeo dec mara PET rm a Showing Suppressing Tax Service Charge Percentages See Image 3 4 Concept If you re showing billing information on a print you are likely including totals for the tax and service charge of an event Perhaps in addition to these totals you want to specify what the tax and service charge percentages are Images lawing TanService Charge Percentages m poe SSD Blume Va orffo r 06200 On any print in your Print Designer click the checkbox labeled Show Tax and Service Charge Percents located to the right of the Billing Information section 35 Unit 3 Customizing Financial Information Note To identify a checkbox float your mouse pointer over it prior to clicking Result With the checkbox checked these percentages will show on the print 2 Un check the box if you do not wish to display percentages on the print Note The percentage is displayed only if the same tax rate applies to all seven types of tax rates food beverage liquor equipment labor room other Showing Suppressing Miscellaneous Charges and Discounts Seelmage35 Concept Note is options While most of the time an item needs to appear
49. nts as desired Note This section heading is not available in Layout 1 2 Click the checkbox labeled Suppress Ingredients located along the right hand side of the print Note To identify a checkbox float your mouse pointer over it prior to clicking Result With the checkbox checked this area of the print will be suppressed 3 Un check the box to have the Ingredients section appear on the print on the print and type a heading Showing Suppressing Event Notes or Sub Event Comments Seelmage26 Concept Depending on the print you are creating you may want it to include the general notes comments you enter in your Event Manager Both of these areas can contain free flowing text formatted any way you want The Y key difference between these two blocks of text is that the Event Notes Image 2 6 Tp Thesesec below belong to the entire party while each specific sub event of the party can have tons wn aea its own specific Comments suppressed he Comment or Notes sector ofan even pros 210 Unit 9 Customizing Sub Event Details on a Print Image 2 6 Event Notes Text Block Ome ra E 1 any print in your Print Designer click the checkbox labeled Suppress Com Sem 318524 E ments or the one labeled Suppress Event Notes located along the right hand side of the print Note To identify checkbox float your mouse pointer over it prior to clickin
50. of the event e g Owner General Manager etc Site Contact Saluta tion Merges in the salutation of the site contact of the event e g Tom Mr Smith Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the Site Contact Tele phone Merges in the specific telephone number belonging to the site contact of the event Note This will likely be different from the general phone number belonging to the customer Site Contact Fax Merges in the specific fax number belonging to the site contact of the event See note under Site Contact Salutation above Site Contact Email Merges in the specific e mail address belonging to the site contact of the event See note under Site Contact Salutation above Sales Representative Merges in the sales representative of the event Event Category Merges in the category of the event which is a quick pick list that can be cus tomized to track your events Note This field can be renamed to be anything you want Event Theme Merges in the theme of the event e g wedding birthday retirement etc Event Reference Merges in the reference for the event Note This field can be renamed to any thing you want Event Pay Method Merges in the pay method of the event as entered on the Miscellaneous tab Event Manager Note
51. our new print S Press the Enter key 9 Edit the body of the text including choosing which fields appear where and edit ing header footer and notes as described in subsequent sections ofthis guide located on the Home ribbon tab at the top of the Customizing the Header in Print Designer Concept Caterease gives you the unique opportunity to insert a unique header such as a title or custom logo into any of your event prints and to change the material at any time 15 Unit 1 Creating o New Print Tip You can copy an entre header or even individual sec fone to al your other Print Designer Prints by clicking the own arrow to the right of the Edit Header buton on Print Designer screen and select ing the specifi part Entire Header Len Center or Right you want to mage 1 4 Customizing the Header flav urs Editing the Header of a Print 1 In Print Designer click the Edit Header button top right hand side of the screen Result The Header window opens Note There are three separate panes within the header window Each pane can be edited by following the steps below Optional Stretch or shrink any pane by holding your left mouse button down on the inside frame and dragging left or right Note You can also set all three panes to equal widths by clicking the Tools button inated ate sop ofthe ind and choosing Set ua Wis E Click on any pane and type as
52. pm 200 pm Chef s Copy av urs mum CATERING EVENTS Customer has shelifish allergy Evert Date Telephone Fax Acoustics Associates 5282012 Mon 612 544 8901 6125442928 Adiress Booking Contact Ste Cortact Guests 1651 Estero Biv Rochelle Grover Rochelle Grover 20 a Times Tesan Sat ET ETES Room Lunch But DEO pm 02 00 pm 0pm Banquet Sun tems Brera tens By Fodena ay Chers Table Buffer 23 Soft Danks 3 Chocolate Cake 25 Comments Client will arrive an hour early to help set up decoration Taies Each table will have a flower arrangement 2 10 8 Page Sales Cotering Contract aveurs CATERING EVENTS Gent Organisation Event Date Frelephene Fee Event Acoustics Associates 5 28 2012 Mor 612 544 8901 612 544 2928 00257 Address Dockng Contact Site Contac Guests 1661 Estero Blvd Rochelle Grover Rochelle Grover 25 Act PRICING BASED ON MINIMUM GUARANTEED GUEST COUNT OF 22 ESTIMATED COST PER GUEST 23 19 ANY CHANGES TO GUARANTEED GUEST COUNTMUST BE MADE NO LATER THAN 72 HOURS BEFORE EVENT DATE CANCELLATION CHARGES MAY APPLY BANQUET ROOMS Sap mr xum m E ETEA Banguet 0100 pm 0130 pm C200pm 0400 pm Sun Banquet FOOD SERVICE Te Dos 2 Chef s Tab
53. ption Subtotal Prints the subtotal of the event before tax and service charge has boen added Tax Prints the total tax of the event and optionally prints the specific ax percentage see Showing Tax Service Charge Percentage Service Charge Prints the total service charge of the event and as an option prints the specific service charge percentage see Showing Tax Service Charge Percentage Total Value Prints the total amount the customer pays including lax and ser vice charge Paid Prints the total amount paid for the event and includes all pay ments received Balance Prints the remaining balance of the event Total Cost Prints the events total cost to your company as opposed to the total value the customer pays Per Guest Prints the price guest for the customer divides either the subtotal or total by ether the Planned Guaranteed or Actual quest count depending on your Global Settings Next Deposit Prints the amount of the next deposit that is due for the event Due Date Prints the date on which the next deposit is due Pay Method Prints the method of payment for the event This detail is entered the Miscellaneous tab of the Event Manager s General di play Card Type Prints the credit card type on for the event Note This is entered in the Credit Card Information tool at the bottom of the Event Manager Card Holder Prints the name of
54. r list or a number or a custom bullet Bold Bolds or un bolds the highlighted text Bold B is enabled if this button is highlighted and or has border around it Talic Halcizes the highlighted text or removes italics Italics is enabled if this button is highlighted and has a border around it Underline Underlines the highlighted text or removes an underline Underline is enabled if this button is highlighted and has a border around it Clear Formatting Removes any or all of the above three formatting features bolding taiciz ing and underlining Font Color Lets you change the calor of the high lighted text Left Align Aligns the paragraph containing the highlighted text up to the next hard return or Enter Left Align is enabled if this button is high lighted and has a border around it Center Align Aligns the paragraph containing the highlighted text up to the next hard return or Enter Center Align is enabled if this button is highlighted and has a border around it Right Align Aligns the paragraph containing the highlighted text up to the next hard return or Enter Right Align is enabled this button is highlighted and has a border around it Increase Indent Increases the indentation of the paragraph containing the cursor by 5 inches Decrease Indent Decreases the indentation of the par
55. rges in the postal ZIP code of the off premise site location of the event s sub event Site Telephone Merges in the site telephone number Site Directions Merges in any free form site direction notes associated with the event s sub Unformatted event Site Website Merges in the website address of the off premise site location of the events sub event Room Charge Merges in the room charge of the event s sub event Delivery Charge Merges in the delivery charge of the event s sub event Delivery Person Merges in the name of the delivery person Delivery Notes Unformatted Merges in any free form notes associated with the events sub event Comments Unfor matted Merges in any free form comments associated with the event s sub event Planned Guests Merges in the planned guest count of the event s sub event Actual Guests Merges in the actual guest count of the event s sub event Guaranteed Guests Merges in the guaranteed count of the event s sub event Sub Event Number Merges in the sub event number automatically assigned to this sub event by the program Note You can establish a unique prefix for these numbers up to three characters long through Administration gt Settings gt Global Set tings Note that al subvvent fields only merge in details of an event s suvevnt m event has maple subesens thee feld will not reflect that 86 Appendix 8
56. s of the event broken down into totals based on menu item type Food Bever age Liquor etc Note This section is not displayed on the Print Preview screen in Print Designer Show Tax and Service Charge Percentages With this box checked the spe cific tax service charge and gratuity rates will appear next to the appropriate label Tax ete on the print along with the total amount Suppress Miscellaneous Charges Discounts Suppresses any money entered into Room Charge or Delivery Charge fields of an event from appearing as well as any discounts that might be applied to an event Note If this box is not checked these totals will appear in a special box on the print not shown on the Print Preview screen in Print Designer Suppress Deposit Due Schedule Suppresses the list of future deposits due for an event Note If not checked the due date and amount of each deposit along with any associated comment will be listed not shown on the Preview screen in Print Designer Optional Click the checkbox to the right of the Payments Made section at the bottom of Print Designer to suppress this information from appearing on the print Note You can change the heading of this section as well as click the down arrow next to each field to determine which specific details appear 32 Unit 3 Customizing Financial Information Table 3 1 Billing Information Fields Field Descri
57. s process until you have entered all of your desired merge fields S Close the window and then click the Save icon on the subsequent screen Selecting Fields on the Print Concept The various fields that appear on your event print are under your control it is totally up to you whether the print layout you ve chosen shows fields in boxes at the top of the print or whether the fields appear in columns Throughout the entire print various fields can be removed or added to suit your company s preferences E flav urs 1 Click the down arrow at the right of a particular field all fields located throughout the print within the Print Designer window Result A drop down list of options displays 2 Select different field from the drop down list of options Note Different sections of the various prints offer different field options For example each layout has a specific section where sub event fields time fields room or site location preference etc are available 110 Unit 1 Creating o New Print Customizing the Top Notes Section in Print Designer Customizing the Top Notes section of your various prints affords you the powerful opportunity to type any custom text into your event prints format that text any way you want and pepper that text with various dynamic merge fields 1 Click the Edit Top Notes button upper left hand side of the screen Result The Top Not
58. sing Item Hiding Concept Menu item hiding is basically a technique for you to pass notes to your kitchen other back of house staff For example imagine a customer requests no garlic on a particular menu item In addition to removing garlic from that item s Description or Ingredients List you may want to make an obvious note that the chef is sure to see However that type of note would probably look tacky on a customer s contract So you can create the note as you want perhaps big bold letters that say NO GARLIC and then hide it on one print and include it on the other Setting Up a Print to Hide Items 1 On any print in your Print Designer click the checkbox labeled Allow Food Ser vice Item Hiding located midway down the print on the right Result Any menu item designated as hidden in an event will not appear on this print Note To see the label of a checkbox float your mouse pointer over it without clicking 2 Un check the box to have hidden items appear on the print 28 Unit 9 Customizing Sub Event Details on a Print See Image 2 4 y Tip You can estab lsh manu tems to be hidden asa d faut For eram you can create a menu caled Modifiers and pop ulate with such instructions as No Onions Extra Gravy etc sach of is automaticaly when you puit into Establishing an Item as Hidden in an Event Open an event in Event Manager Click the
59. t of the first field under the Payments Made sec tion of the print and select a field to appear or select None see Table 3 2 for infor mation about these options 4 Repeat for other fields in the section Table 3 2 Payments Fields Field Description Payment Prints the payment amount for the event Pmt Date Prints the date of each payment made for the event Pmt Method Prints the of each payment Pmt Card Prints the credit card type if applicable used for each payment 37 Unit 3 Customizing Financial Information Remember This Table 3 2 Payments Fields Field Description Pmt Card Number Prints the last four digits of the credit card if applicable used for Hidden each payment Pmt Card Holder Prints the name of the credit card holder if applicable for each payment Pmt Expires Prints the expiration date of the credit card Pmt Approval Prints the authorization details from the credit card company if applicable Pmt Rev Code Prints an optional revenue code you may have entered for each payment often used for in house tracking Pmt Acct Code Prints an optional account code you may have entered for each payment often used for in house tracking or for interfaces with third party accounting packages Pmt Check Prints the check number ifthe payment type is Check Pmt Check Date Prints the
60. ude any text you want including your company s terms and conditions and signature lines Page 4 1 You can edit the page footer of your prints to show your company address infor mation phone number etc Page 4 2 You can translate a print into a different language including translating it to fit your unique company terminology Page 4 2 When Caterease keeps track of the dates you generate your prints you need to tell the program which print is which Page 4 4 You can add custom Invoices to the program as well Page 4 6 You can modify a variety of custom prints using the Miscellaneous Print Designer Page 47 48 Appendix A Print Layout Samples Appendix A Contract Print Layout Samples Shown Layout 1 Layout 2 Layout 3 Layout 4 Layout 5 Layout 6 av urs CATERING EVENTS Kitchen Detail Customer has shelifish allergy Evert Date Telephone Fax Acoustics Associates 3282012 612 544 8901 612 5442928 00257 Address Booking Contact Ste Cortect Guests 1651 Estero Blvd Rochelle Grover Rochelle Grover 25 Aey Description Sat Room Setup Sie Tusch Buet Ob pn ipm 02 00 pm Sus Banquet FocdiServke ems FoediServies teme ay e 25 Chefs Table Buffet Includes italan mostacaoli baked chicken sage dressing whipped potatoes and gravy vegetable du jour tossed salad potato salad cole slaw rolls end butter
61. up in e g Class room Theater etc Room Category Prints the category of each banquet room This is a quick pick list that is under your control and might include such categories as Ballroom Meeting Room etc Room Charge Prints the charge for each banquet room Delivery Prints the delivery charge for each sub event Charge Date Prints the date of each sub event Remember the date of a sub event might be different from the general Event Date Guest Count Prints the guest count for each specific sub event which might be different from the guest count of the overall event Note This field will default to the Actual guest count if one exists It Actual guest count exists it will default to the Planned guest count There is an optional setting in your program s Global Set tings which will cause it to default to the Guaranteed guest count if that number is higher than the Actual number Adults Children Prints Adults Children guest totals for each sub event which may be different than those from the overall event Note You rename these fields Common examples include bers Non Members or Vegetarian Non Vegetarian Sub Event Prints the unique identifying number for each sub event Note These numbers are automatically assigned by the program Time Fields Prints a particular time from each sub event e g Start End Serving Bar etc Note You can rename many of
62. ur Print Designer 24 Unit 9 Customizing Sub vent Details on a Print Customizing the Menu Selection 1 In the Print Designer locate the Menu section towards the middle of the print Note In Layouts 1 2 and 4 this section is titled Food Service items by default In Layouts 3 5 and 6 it is called Food amp Beverage on the left and Equipment and Miscellaneous on the right Click the down arrow next to Format in the Food Service Items section on the Print Designer screen Result A drop down list of options appears 3 Choose to include the name and description of menu items on the print just the name or just the description a picture of the item or any modifications made to the item see Table 2 2 for important information about these options Note You may also elect to display the quantity of each menu item next to the item 4 Click the down arrow to the right of the next field in the Food Service Items sec tion 5 Choose to include any of the optional information from the drop down list or choose None if you do not want to have anything appear in this column on the print see Table 2 2 for more details 6 Repeat Steps 3 and 4 for the rest of the fields in the Food Service Items section Food Service Filter Concept This option is only available in Layouts 3 5 and 6 and is generally used to have items with a Type of Food or Beverage appear on the left hand side of the print with ot

User Guide--Creating Custom Event Prints

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