Food & Beverage Banquet Menu Setups

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Alberta Shepherd
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1 Banquet Menu Setups Webinar Topics Banquet Menus... 2 Getting Started... 2 Open-Priced Banquet Menus... 9 Plate and Tray Menus Member Event Menus... 16

Banquet Menus If you do not have Catering software, you may want to set up your banquet menus in Food & Beverage and transfer banquet sales automatically to Accounting.

2 Banquet Menus If you do not have Catering software, you may want to set up your banquet menus in Food & Beverage and transfer banquet sales automatically to Accounting. This allows you to track all of your daily dining room and banquet sales in one place and use the reports for total F&B sales. Banquet setups can vary greatly from club to club, depending on the amount of detail you need. There are three basic types of banquet menus: Open-priced Menus used when you are billing one party for a banquet and do not need to track individual item sales. Plate and Tray Menus used when you are billing one party for a banquet and need to track sales of individual banquet items. Member Event Menus used when you have multiple members attending a single function and would like to charge per plate with individual drinks. Getting Started Begin by evaluating your Departments and Profit Centers to make sure you have everything necessary for the transfer to Accounting. Refer to the Accounts Receivable Revenue Code listing to see how banquet sales are tracked. Setting up Banquet Departments 1. From the menu bar, select Menu Items and then select Departments The Modify Departments window appears. 2

NOTE: Do NOT add or modify a department without first discussing the ramifications with your accounting department. Food & Beverage departments have a direct impact on accounting.

3 NOTE: Do NOT add or modify a department without first discussing the ramifications with your accounting department. Food & Beverage departments have a direct impact on accounting. Any accounting approved department changes must be made before any sales are rung for the day. 2. Type your changes in the appropriate fields. To view Departments 11-20, click Next. 3. Notify your accounting department of all changes and additions to the Departments. 4. Click OK. Your changes are saved. Setting up Banquet Profit Centers 1. From the menu bar, select General and then select Profit Center Names. The Profit Center window appears. 3

NOTE: Do NOT add or modify a Profit Center without first discussing the ramifications with your accounting department. Food & Beverage profit centers have a direct impact on accounting.

4 NOTE: Do NOT add or modify a Profit Center without first discussing the ramifications with your accounting department. Food & Beverage profit centers have a direct impact on accounting. Any accounting approved department changes must be made before any sales are rung for the day. 2. To add a Profit Center, select the next open number and then click Modify. The Enter New Name dialog box appears. 3. Type the name of the new Profit Center. 4. Click OK. The Profit Center window reappears. 5. Notify your accounting department of all changes and additions to Profit Centers. 6. Click OK. Your changes are saved. 4

5 The next step in building Banquet Menus is to set up the necessary Dining Rooms and Table Layouts. Modifying a Dining Room Name 1. From the menu bar, select General and then select Dining Room Names. The Open dialog box appears. 2. Click OK. The Modify Dining Rooms window appears. 5

3. Check to see if all of the banquet dining rooms are listed. 4. To add a new dining room name to the list, click Add. The Modify Dining Room dialog box appears. 5.

6 3. Check to see if all of the banquet dining rooms are listed. 4. To add a new dining room name to the list, click Add. The Modify Dining Room dialog box appears. 5. In the Name field, type the dining room name. 6. From the Profit Center drop-down list, select another profit center, if necessary. NOTE: The Profit Center needs to be correct because it determines how the sales are recorded on reports. 7. In the Position field, type the correct position number. NOTE: Do not modify the Position field until you have consulted the current dining room name layout. If you do, you must go into Table Layouts to show the new dining room layout. 8. Select Happy Hour to activate the Happy Prices and Alternate pricing in this dining room when the On-the-Fly Happy Hour option is activated by a manager. 9. When your modifications are complete, click Save. 6

Use the arrow buttons to move through the dining room name list and select the banquet dining room.

7 Designing Table Layouts 1. From the menu bar, select General and then select Table Layouts. The Open dialog box appears. 2. Click OK. The Dining Room Layout window appears. 3. Use the arrow buttons to move through the dining room name list and select the banquet dining room. NOTE: To make changes to table locations in an existing table layout, click and drag each table to the new location on the screen. 7

8 4. From the Profit Center drop-down list, select a profit center for the table. NOTE: It is VERY IMPORTANT that the Profit Center is correct because it determines how the sales transfer to accounting. Each table is assigned a profit center so while it is unlikely, there could be more than one profit center in a dining room. Generally, each table profit center matches the dining room profit center. 5. From the Table Type list, select the size and style of the table. 6. Click Add. The table is added in the top left corner of the dining room layout. NOTE: The software assigns the lowest available open table number to the new table. 7. Continue to click Add until all your tables are added to the dining room layout. Adjust the Table Type selection as appropriate. 8. Click and drag the tables to their appropriate locations in the layout. NOTE: You can also use the X and Y coordinate fields to assign table location on the layout grid. The X controls the horizontal setting and the Y controls the vertical setting. 9. To change a table number, select the table and in the Num field, type the new table number. 10. Press Tab. The table number changes. NOTE: Table numbers cannot be duplicated in different dining rooms. If you type an existing table number in the Num field, the message Number already used! Replace it anyway? appears. Unless you are actually moving the table from one dining room to the other, click No and type another table number in the Num field. 8

9 11. To delete a table, select the table and click Remove. A dialog box appears. 12. Click Yes. NOTE: Do not delete tables from dining rooms currently in use so you don t delete a table assigned to a guest. 13. When all your additions or modifications are complete, click OK. Your changes are saved. Open-Priced Banquet Menus Setting up open-priced banquet menus is the quickest, easiest way to begin ringing banquet sales through Food & Beverage. This type of menu is used when you are billing one party for a banquet and do not need to track individual item sales. Items on this menu are general, such as Banquet Food or Banquet Liquor. At the end of the event, one ticket is rung at the point-of-sale with bulk sale totals for each item, as in this example: 9

10 Setting up Open-Priced Banquet Menus 1. Add the Banquet screen group (for the Point of Sale). 2. Add the Banquet category (for Reports). 3. From the menu bar, select Menu Items and then select Modify Menu Items. The Select Menu Item window appears. 4. In the Categories section, select the new banquet category from the list. 10

11 5. In the Options section, click Add Item. The Modify Menu Item window appears. 6. Complete the appropriate fields. NOTE: Select Prompt for Price to make the item open-priced. Do not select Print on Order, since items are rung after the banquet. Chain Links should return you to the Banquet screen with no modifiers. 7. After you have completed all of the necessary fields, click Save. The Select Menu Item window appears. 8. Continue adding the rest of your Banquet Menu items. 9. When all your additions or modifications are complete, click Close. Your changes are saved. 11

Plate and Tray Menus Plate and Tray Menus are similar to Open-priced Menus, but they allow you to track sales of individual banquet items instead of

12 Plate and Tray Menus Plate and Tray Menus are similar to Open-priced Menus, but they allow you to track sales of individual banquet items instead of ringing sales totals by item type. Under the Banquet Menu, jump buttons are set up for banquet sub-menus: Each sub-menu contains standard banquet menu items: 12

At the end of the event, one ticket is rung at the point-of-sale. Each item is rung using the Custom Qty button. Sales reports tally the total of each item sold over a given period.

13 At the end of the event, one ticket is rung at the point-of-sale. Each item is rung using the Custom Qty button. Sales reports tally the total of each item sold over a given period. Setting up Plate and Tray Menus 1. Add the Banquet screen group (for the Point of Sale). 2. Add the Banquet sub-menu screen groups, i.e. BQT ENTRÉE, BQT DESSERT. 3. Add the Banquet category (for Reports). 4. Add the Banquet sub-categories, i.e. BQT ENTRÉE, BQT DESSERT. 13

14 5. From the menu bar, select Menu Items and then select Modify Menu Items. The Select Menu Item window appears. 6. In the Categories section, select the new Banquet category from the list. 14

15 7. In the Options section, click Add Item. The Modify Menu Item window appears. 8. Complete the appropriate fields for the first jump button. NOTE: Remember, for a jump button, the only check box that should be selected is Ignore Item. 9. After you have completed all of the necessary fields, click Save. The Select Menu Item window appears. 10. Continue adding the rest of your jump buttons. NOTE: You can also set up open-priced items on the main Banquet Menu. 11. In the Categories section, select a Banquet sub-category from the list, i.e. BQT ENTREE 12. Add all of the menu items in the sub-category. 15

13. Continue with the next sub-category until all items are complete. 14. When all your additions or modifications are complete, click Close. Your changes are saved.

16 13. Continue with the next sub-category until all items are complete. 14. When all your additions or modifications are complete, click Close. Your changes are saved. Member Event Menus When you have multiple members attending a single function and would like to charge per plate with individual drinks, Member Event Menus should be set up. Build these menus as you would any other ala carte menu. Since plates are usually come with standard side dishes during a Member event, modifiers are rarely used. During the banquet, each table is opened under the appropriate member number. The Server can ring the banquet meal charge and any drinks ordered, which print at the bar. 16

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