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Adding Resources to an Event
The Event Resources screen is "command central" for adding or changing resources allocated to an event. You may access the Event Resources screen from the main menu by selecting Business Management>Events. The Event Search screen appears. Find the event for which you would like to add or modify resources. Highlight the event in the search results grid and select the Resources button. You may also select the Edit button from the Event Search screen to display the Events screen for the highlighted event. From the Events screen, select the Resources button.
Multiple resources (function spaces, menus, decoration, audio visual equipment, etc.) can be attached to any event. The Event Resources screen shows a list of these resources and offers options to add and edit them.
Note: Resources are neither visible nor available in SFA.
At the top of the screen, the following view-only information is displayed.
Business Block. Business block with which the event is associated.
Business Block ID. Unique business block ID for this business block.
Dates. Start date and end date for the business block.
Currency (Catering/Base). When the base currency of the property differs from the catering currency (Configuration>Properties>Property Details>Convention/Meeting Rooms Tab), the two currencies will display here as radio button options (Catering currency on the left, Base currency on the right). Select either option to toggle the values between the base and catering currencies.
Distributed Exch Rate. This flag becomes enabled when the radio button for the base currency is selected. Based on if this flag is checked or not, the currency exchange from catering to base currency is made using the exchange rate that was valid when the Distributed flag was set on the block, or the current date's exchange rate.
The screen has two grid areas:
Event Grid. The grid at the top of the screen shows a list of all events belonging to the current business block. The cursor is placed onto the event for which the Event Resource screen has been accessed. When moving around in this grid from event to event, the lower grid will change accordingly and show the attached resources for the highlighted event. An X in the column headed P indicates that the event is a package event.
Resources Grid. The lower grid displays a list of the resources that are attached to the highlighted event (in the upper grid). Resources are divided into three categories. Function Space, Menus and Non F&B items. Colors indicate the category (yellow = function space, blue = menu, green = non-F&B). The numbers reflect the sequence assigned to the resource in item inventory setup; Configuration>Catering>Item Inventory Setup. By default, a function space, if assigned, will always be sequence number 1. Within each category items will, by default, be ordered in the sequence they are added to the event (e.g., 2.1, 2.2, 2.3, etc.). The 2nd order can be changed through the resource Edit option to order items or menus within their class.
The Event grid provides the following information:
Event. Name of the event. When an event is highlighted, the corresponding resources are displayed in the Resources grid.
Note: An event highlighted in blue indicates that the highlighted event is a sub event.
Date. Event start date.
Time. Event start time.
Status. Event status.
Type. Event type.
Att. Number of event attendees. If a Min Guaranteed number has been entered on the event, that number will be displayed. If an Actual Attendees number has been entered on the event, that number will be displayed.
Program. (Visible when the application function Event Programme is active.) Programme identifier if this event is part of an event programme.
Space. Function space.
Property. Available if the MHT2 Multi-Property add-on license is active. Property where the event takes place.
Event ID. Unique identification number assigned to the event.
P. (Visible when the application function Event Packages is active.) Package column. When this field is populated with an X, it indicates that this is a package event.
The Resources grid provides the following information.
X. Use this column to select one or more resources to delete. Clicking on the X in the column header will mark all eligible resources. If the column field is shaded in red, the selected resource cannot be deleted. For example, a Function Space or item that has already been posted.
O (Order). Defines the order of these items on screen and in documentation within their specific resource group. Different colors identify the different resource types (yellow = function space, blue = menu, green = non-F&B, gray = items from another property). The order cannot be changed on the grid, but can be set through the resource Edit option.
Note: The Update Event Item Order By utility allows you to synchronize the event order shown on the Event Resources screen when an item group sequence has been changed for a category of items on the Item Inventory Setup screen. For example, if the Floral Centerpiece item in the Decoration group was item 3.2, and you change the Decoration group sequence to 6, after running the utility the Floral Centerpiece would be item 6.2.
Resources. Resource name.
Note: An (M) before an F&B (blue) menu resource indicates that it is a multi-choice menu. This (M) indicator will disappear when the appropriate menu choices have been made and the menu is converted to a regular menu. See Adding a Menu to an Event for details.
Setup/Attr. For function spaces, this column shows the selected Set Up Style; for non-F&B items, attributes will be displayed if selected.
Qty/Hours. Required quantity or hours of the appropriate resource.
Qty/Inc. This field shows the attendees/quantity of an item INCLUDED in a package price.
Qty/Exc. This field shows the attendees/quantity charged extra, EXCLUDED from the package price.
Unit Price. Price per unit of the resource. 'Incl' indicates the item is included in a package price.
Revenue. Total revenue. Generally quantity multiplied by unit price.
Code. Rate Code that is attached to the function spaces and non-F&B items.
D%. The D% column will only display the Menu Discount percentage. If no Menu Discount% is specified, then the D% column will remain empty. If at least one non-included menu item linked to that menu has a discount percentage, then the background color of the D% cell will be in yellow.
E. External column. An X in this column indicates items that must be ordered externally. The External (E) column is marked in the Resources Grid when an item is added that is configured as 'Critical' and the quantity requested exceeds the configured 'Quantity' or if the item is configured as External, regardless of the status of the event. The item's quantity will not be removed from inventory until the event is in a deduct from inventory status.
N. Notes column. An X in this column indicates notes are attached to the resource.
P. Posting column. This column is not displayed when the Act. Manual check box (on the Event screen Details tab) is selected. When the Act. Manual check box is not selected and an X appears in this column, the resource has been posted and may not be deleted. Events marked for Act. Manual do not have this restriction because their postings are not based on the resource.
If Actual/Billed revenue is cleared at the Event level (as when the Act. Manual check box is changed from unchecked to checked) then it is possible to delete Resources even after the Event has been posted.
F&B. Go to the Select Menu screen to allow the addition of a new menu to the event.
Item. Go to the Select Item screen to allow the addition of a new non-F&B item.
Reports. Manage, track and analyze Event Resource data. See Reports for more details. Selecting this option will also list all reports in the Resources report group. Once the Reports button is selected you are prompted to decide if you would like to select additional events. Click Yes to open the Select Additional Events screen.
This screen lists all events for the same date along with the Start Date, Time, Status, Event Name, Function Space, Program, Master (M) or Sub (SU), whether the event has a package attached to it (PK), Number of Attendees (Att.) and the Event ID. Place an X in the X column to select the event, then select the OK button to proceed to the Report Search screen.
BEO. When the application function Catering>Default BEO is configured, this option will print the default BEO. A Banquet Event Order is a comprehensive document that contains all vital information about the catering portion of a business block broken down into events and resources. See Reports for more details.
Discount. Use to apply a discount percentage to multiple resources. This button remains disabled until more than one resource on the Resource Grid is selected (X). Once this button is clicked, the Discount Percentage screen displays enabling you to apply the discount. Enter the percentage by which these items should be discounted (the value of which MUST be between 0.01 and 100.00 with a maximum of two decimal places), then select the OK button. That discount will then be applied to all marked Resources that meet the requirements for discount.
The requirements for applying a discount percentage to multiple resources are as follows:
Note: The Discount button will not be enabled if the resources that have been selected in the grid for discount are INCLUDED in the Catering Package. When selecting resources that are both INCLUDED and NON-INCLUDED, the Discount button will be enabled, but the discount itself will only be applied to those items and menus that are NOT INCLUDED in the catering package. For example, if an included menu with a non-included menu item is selected, the Discount button is enabled and the discount is only applied to the non-included menu item, because it is the only portion of that selection eligible for the discount.
Quick Insert. Do a quick insert of a new resource by configured article number.
Note: If the item you have selected for quick insert is marked Inactive, a message displays; 'The selected item is inactive and cannot be added to an event.' Select OK return to the screen or to enter another item.
Edit. Double click or select this button to call the appropriate edit screens for either menus or items. If the function space is highlighted then this button is deactivated. To make changes to the function space, please go to the Event Space Set Up screen.
Copy. Copy one or multiple resources to the same or other events. See Copy and Event Note for more details. To make changes to the function space, please go to the Event Space Set Up screen. All the marked resources will be copied.
Note: Inactive menu and menu items cannot be copied to the same or other events.
Move. Move a resource to another event.See Move an Event Note for more details. To make changes to the function space, please go to the Event Space Set Up screen. All the marked resources will be moved.
Delete. Delete a resource from the highlighted event. When this option used, a message prompts the user to confirm this choice: 'Do you want to delete the selected Resource(s)?' Choose Yes to proceed with removing the resource from the event. Choose No to uncheck the selected resource and return to the Event Resources screen. All the marked resources will be deleted.
Notes. Create, edit or delete resource notes for the highlighted resource.
See Also
