Training materials 2023 / 2024

Tutorial 6
Catering from A-Z

Performance level: Advanced
Total duration approx. 90 to 120 minutes
The exercise can be interrupted at various points for breaks.

Start Bp Event and register as

         User: Carolin

          Password: cf

to. Carolin Fleiß is responsible for the planning and invoicing of all events in the events office.

Training objectives:

1. Create an event with a template
2. Write an offer
3. Create a detailed process
4. Print a customer contract
5. Create a personalised menu card
6. Print internal forms for kitchen and service
7. Create an invoice at the end of the event

Objective 1  Create an event using a template

Once you have completed this task, you have called up and checked the customer's account. Created an event from a template with all relevant data.

Carolin has received the following information by e-mail:

Dear Mrs Fleiß,

On the occasion of our 50th company anniversary, we would like to organise a large celebration with customers and partners on our company premises. Optionally, we would like to reserve the 15th of October.

Initial estimates put the number of people at between 180 and 200.

Please send us a proposal for the choice of food, decoration, staff, supporting programme, etc. The event should start at 16:30 until approx. 02:00. We would like a champagne reception with finger food at the beginning. Several speeches and shows are planned until 18:30. The exact programme will follow.

As we have already organised some wonderful and successful events with you, we would be delighted to work with you again.

If you have any questions, please do not hesitate to contact me at any time on 0177-1234567 and I remain at your disposal.

Yours sincerely

Autoglas IBS GmbH
Dr. Wolfgang Mundt
Unter den Linden 54
40213 Düsseldorf

1. open the customer account

1. Click at the top left on  and go to the tab  Basis and click on the icon for accountes. The account search input window opens.
   Alternatively, start the account search with the keyboard shortcut F10.
2. Enter the initial letters, i.e. "Autog", at search terms .
3. Select the corresponding account by double-clicking on it.
4. The company account of Autoglas IBS GmbH opens.
5. Check that the data is up to date and change the details if necessary (mobile number still up to date?).
6.  Save your input by clicking on the icon in the top left-hand corner of the input window.

2. create an event with a template

1. To create an event directly from the account, click on  in the horizontal toolbar >  Event >  Mundt, Dr Wolfgang.
2. Select the template  Company celebration. The new event creation window with template opens.
3. Enter the data from the e-mail. Use the tab key to quickly and easily switch to the subsequent input fields.
   Note: Help texts are displayed when you hover the mouse over the respective field.
4. Organiser and Contact are already pre-assigned.
5. To enter the occasion of the event, enter 50th in the first field and select the option anniversary in the second field.
6. Confirm your entry with Apply.

7. Confirm the message of the inactive article with OK.
8. The input window for the event opens with the information already entered.
9. Add the missing information from Mr Mundt's email in the field First consultation on the right-hand side of the input window.
10. Save via  and close the event.

Sehen Sie sich auch unsere kurzen YouTube Tutorials zum Thema Veranstaltungsvorlagen an.

Objective 2  Create an offer

Once you have completed this task, you will have used the event search, customised items from the template and provided the customer with a detailed offer with selection options.

Carolin has received the following information by e-mail:

Dear Mrs Fleiß,

Please send us an offer with several buffet suggestions including a small selection of wines and all other costs incurred. We are also planning an aperitif and finger food for the reception.

Yours sincerely

Autoglas IBS GmbH
Dr. Wolfgang Mundt
Unter den Linden 54
40213 Düsseldorf

1. open the Autoglas IBS GmbH event

1. In the toolbar, go to the tab Basis and click on Events.
2.  Enter the event date in the date field of the search window and confirm your entry with  Search.
3. Select the event from the selection list by double-clicking on it. The input window for the event opens.
   Note: Alternatively, you can start the event search with F12 or display your  most recently opened data records with F3.

2. check the articles

The selected event template contains all the items that you offer as standard for company celebrations. You only need to add individual requests.

1. To check the articles for Dr Mundt's offer, click on the small arrow at  Offerin the left-hand navigation.
2. A list of all  processes from the template opens.
3. Check the individual processes for completeness.

3. make changes

1. To book items, open the corresponding process. Click in the search field on the left next to , enter the first few letters of the item and confirm your entry with Enter.
2. A selection list with the searched criteria opens.
3. Select the item by left-clicking on it.
   Note: If the search results in only one hit, the article will be inserted directly.
4. To remove unwanted items, select the relevant items by holding down the Ctrl key and clicking on  in the horizontal toolbar.
5. Make the following changes:
   a) Replace the  Prosecco with theFürst v.Metternich Extra dry 0.75 l in the process Reception .
   b) Right-click on  offers >  new offer to create a new process  decoration and book flower decoration for buffet and flower arrangements elongated.
6. To change the order of the items, move the selected item to the desired position by holding down the Alt key.
   Note: The article is always inserted one position below.
7. Save the event via .

4. print the offer

Once you have booked and checked all items, the quotation can be created and sent to the customer.

1. To create a new letter, click on  in the horizontal toolbar and select  Letter | Email >  Mr Dr Wolfgang Mundt >  Offer >  Offer/confirmation 1.
2. The input window for creating a new letter | email opens with the organiser's account data. The letter automatically copies all relevant data from the event and the text and formatting from the text template.
3. Check the offer for correctness and completeness and make any necessary changes.
   In this case, delete the process from the offer. Only at a later date, when you discuss the detailed time schedule with the customer, should this be displayed in the contract and also in the functions.
4. To print the offer as a PDF document, click on  in the horizontal toolbar and select .
   Alternatively, the offer including the cover letter can be sent by email. To do this, click on in the horizontal toolbar and select new cover letter. The offer is automatically attached as a PDF document. Please do not click on send for this exercise.
5. Save and close the offer.

Objective 3  Create a detailed process

On completion of this exercise, you will have created a detailed programme of the event with internal and external information, descriptions and responsibilities.

Carolin received the following information during a telephone call:

The management will give a speech of approx. 30 minutes at the beginning (with the aperitif).
Afterwards there will be a film/picture presentation about the past years, approx. 45 minutes.
The management will open the buffet at 7 pm.
At around 21:30, the buffet can be dismantled except for dessert.
The supporting programme can start at 21:30.

1. create the time schedule

The process enables the detailed scheduling of an event. Internal and external information is output on the relevant documents. All you need to do is tick a box.

1. Open the  process in the left navigation of the event.
2. The input window for the programme opens with suggestions from the event template.
3. Customise the times and information of the procedure with the dates of the phone call.
4. To add a new process point, click on  and enter the information.
5. Remove the tick in the first column to mark this schedule entry as "in-house".
   Note: Internal process points do not appear on quotations, contracts and invoices for the customer. They are displayed on the work instructions.
6. To delete a sequence point, select the line and click  on in the horizontal toolbar. To make multiple changes, hold down the Ctrl key and left-click.
7. Add the following points to the procedure:
   a) Internal: Final check of the location at 15:30 Responsible: Service
   b) External: Delivery of flowers at 2 p.m. Responsible: Service
8. To sort the sequence points chronologically by date and time, click on .
9.  Save your input by clicking on the icon in the top left-hand corner of the input window.

Read more about Planning an event

Objective 4  Create an order and print out the customer contract

When you have completed this exercise, you will have adjusted the event status, created an order transaction, rejected a transaction and adjusted the articles.

Carolin received the following information by telephone:

The event will definitely take place
210 persons
Wines as indicated
Floral decorations are organised by the customer themselves
Buffet American Barbecue
DJ Racoon

1. change the status of the event

1. Open the Autoglas IBS GmbH event again.
2. Change the event status in the horizontal toolbar from Option to Definitive.
   Note: The status date is automatically deleted. The resubmission is used for further reminders.
3. Enter the current number of people in the field Maximum number of people .
   Note: The maximum number of persons is the calculation basis for all items charged per person.
   Advantage: the number of persons only needs to be changed in this one place and is adopted for the corresponding articles.

2. create the order

1. To create an order process, copy all data from the process type Offers. To do this, copy the content from offers to ordersusing drag and drop (hold down the left mouse button and drag).
2. Confirm the message with Copy.
3. Confirm the message of the inactive article with OK.
4. All transactions and the items booked in them are displayed in the transaction type  Orders .
   Note: An item from the event template has been set to not active. This is highlighted in yellow in the process.  Delete this item from the process.

3. customise the desired items

1. To remove unwanted items, select the relevant items by holding down the Ctrl key and clicking on  in the horizontal toolbar.
2. Make the above changes.

4. check the number of items

1. Select quantity 0 if the item is to be listed in the offer/contract with the unit price, but may not yet be included in the cost calculation. This is important in advance for items for which the consumption is not yet known. In this task, enter the number 0 in the column "For" for drinks, wines and aperitifs.
2. Select quantity 1 or any number if the item is to be sold by unit in the offer / contract. In our event, enter the number 1 for DJ Racoon.
3. For the calculation according to the maximum number of people, the "No." column must be empty. Remove the number 0 from the "American Barbecue" buffet.

5. reject the "Decoration" operation

The customer has decided to organise the decoration himself.

1. To reject the process, click on the process Decoration in the left navigation of the event.
2. Change the status of the process from in progress to rejected and confirm the message accordingly.

6. print the contract

Once you have booked and checked all items, the contract can be created and sent to the customer.

1.      To create a new letter, click on in the horizontal toolbar and select Letter | Email > Mr Dr Wolfgang Mundt > Offer > Offer/confirmation 1.
2. The input window for creating a new letter | email opens with the organiser's account data. The letter automatically copies all relevant data from the event and the text and formatting from the text template.
3. To print the contract as a PDF document, click on  in the horizontal toolbar and select .
   Alternatively, the contract including the cover letter can be sent by e-mail. To do this, click on in the horizontal toolbar and select new cover letter. The contract is automatically attached as a PDF document.
4. Save and close the letter.

7. create a resubmission

To be reminded of a final agreement, create a reminder 4 days before the event.

1. Open  Basisin the left-hand navigation of the event.
2. To create a resubmission, enter a date at resubmission in the centre of the input window. For this event, enter 05.MM.YYYY.
3. Under Reason for resubmission, click on  , hold down the Ctrl key and select the options
   a) Request text for menu cards.
   b) Query the number of persons.
   Alternatively, text can also be entered manually in the field.

8. change the status of the event

Dr Mundt has sent the signed contract to Carolin.

1. Change the status of the event from Definitive to Contract.
2. Save and close the event.

9. change to 11.MM.YYYY

Assuming that today is 11.10.YYYY, change the day in the Info Centre.

1. Open the Info Centre with F8.
2. Enter the date 11.10.YYYY in the date field at the top left.
3. The Info Centre shows the date entered.
4. You will be reminded of the event and the missing information in the lower section under Resubmissions.
5. Open the event from the resubmission by double-clicking on it.
6. After you have received all the information from Dr Mundt, delete the resubmission in the basis of the event via .

Objective 5  Create a customised menu card

Once you have completed this exercise, you will have created a customised menu card with a picture and printed it within a few minutes.

Carolin receives the following information when she calls:

Menu card text: 50th anniversary, that must be celebrated!
Logo for the menu card can be found in the customer account in Bp Event

1. enter the individual texts

1. To create the menu card for Autoglas IBS, click on the small arrow in front of the process  Orderin the left-hand navigation of the event.
2. Click on the small arrow  at  Speisen.
3. Click on  Menu cards.
   Note: You can only create a menu card in the Order process.
4. Fill in the field For whom with "Autoglas IBS" and fill in the field Accompanying text with "50th anniversary, this must be celebrated!"
5. Select "Drinks" from the selection list for Menu card drinks process .

2. store a picture

1. Open the account of Autoglas IBS GmbH.
2. Go to  Detailsin the left-hand navigation of the account.
3. To copy the logo to the clipboard, select the logo and press the key combination Ctrl c.
4. Go back to the event menu card.
5. To insert the image into the menu card, select the small photo frame at the top right of the input window.
6. Then switch to the large photo frame and click on .
7. Select  from the clipboard. The logo is inserted.

3. print the card

1. Open the menu card view by double-clicking on Menu cards.
2. The menu card is created automatically.
3. Print the map via  in the lower toolbar.
4.  Save and close the event.

Objective 6  Create internal work instructions for kitchen and service

When you have completed this exercise, you will have printed out work instructions for all departments and provided them with information.

All the information must now be passed on to the departments concerned. To do this, Carolin prints work instructions for the kitchen and service, with the department-specific information.

1. Open the Autoglas IBS event.
2.      Click on in the horizontal toolbar > Event sheets print > PDF output and select from the selection list Standard office, Standard service and Standard kitchen by holding down the Ctrl key and Apply the selection.
3. Confirm the message with OK.
4. The work instructions are created and printed with all relevant data.
5.  Save and close the event.

Read more about Hosting an event

Objective 7  Create the invoice after the event has ended

Once you have completed this exercise, you will have created a new account and entered it as the billing account, specified the items with the actual consumption and created the invoice.

Carolin receives the following information by e-mail:

The invoice account is different from the organiser's account:
Autoglas IBS GmbH
Zweigniederlassung Köln
Prof. Dr. Albert Kohlmann
Poststraße 48
50667 Köln
Telefon: 0221 223344-55
E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

1. enter the billing account

By default, the organiser is automatically adopted as the invoice recipient. Only if there is an invoice account that differs from the organiser is this also stored in the event base.

1. Open  Basis of the event.
2. To enter the billing account, enter the first few letters of the company name in the field  Invoice to and confirm with the Enter key. A selection list of already stored accountes opens.
   Note: The account and contact person have not yet been created in the system.
3. Create a new account with the above information via   in the horizontal toolbar.
4. Assign the category Company account and Regular guest.
5. Save via  and close the account.
6. Select the newly created account in the account list and confirm with  Apply.
7. The billing account is automatically adopted.
   Note: Only one account is stored in the billing account if this is different from the organiser's account.

2. create the process for the invoice

1. To create an invoice transaction, select the transaction  Orders and copy the contents via drag and drop from  Orders to  Invoices.
2. Confirm the message with Total invoice.
3. Accept the suggested name "Invoice" with OK.
4. Select Separator texts and Subtotals for a better overview.
   Note: The names of the individual transactions are thus inserted as separator texts. Subtotals are created for each transaction to make the invoice clearer.
5. The actual quantity (consumption) per item must be entered in the invoice. Select Leave number undefined for transactions whose items are not charged per person. This number must be adjusted manually in the process.
6. The invoice entry window opens with all items from the order process.

3. enter the actual consumption figures

Carolin receives the following information from the event management:

Beverage consumption Autoglas IBS on 15.MM.YYYY
31 bottles of sparkling wine
11 bottles of white wine
9 bottles of red wine
3 bottles of Pinot Blanc
214 bottles of mineral water 0.75 litres
8 bottles of 1 litre cola
0 bottles of Fanta 1 litre
2 bottles of orange juice 1 litre
17 litres of beer
4 bottles of apple juice

1. Enter the consumption in the No. column.
2. Enter a plausible number of staff and their working hours.
3.  To remove all items with a count of 0, click on  Compress. All items without a count, including comment lines, are removed. Confirm the message with Compress article.

4. print the invoice

1. Click on the small arrow at  Invoice and select  Spreadsheet.
2.  Save the event
3. Confirm the assignment of a consecutive invoice number with OK.
4. Print the invoice via  >  PDF in the lower toolbar and confirm the message with Export and lock.

5. finalise the event

1. Go to  Basis of the event and change the status of the event to Completed.
2. Save and close the event.

  Read more about Closing an event or watch short training videos on YouTube.com.

Objective of Tutorial 6 achieved:

• An event created
• An offer created
• Create a detailed process
• Created an order and printed out the customer contract
• Create a personalised menu card
• Internal forms created for kitchen and service
• Invoice issued after completion of the event

Congratulations!