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Changing worksheet templates

Users with the appropriate permissions can easily make changes or additions to the worksheets.
Important: If you open a template, you will only see a reference for a letter template in the text field. Do not make any changes to the reference or the preset parameters!

Complex settings are required for the worksheets. Changes to lists are overwritten with every update, with the exception of exit lists. If you have any questions, please contact your account manager or the Bp Event hotline.

  • Open the worksheet template

    Current Bp Event versions contain standard templates for worksteehts (functions) in a data sheet format.

    1. Go to the Vorlagen  Templates tab in the function bar and select vorlage brief  Text templates > Search. Enter the Name of the worksheet or select the Type Data sheet.
    2. Confirm by clicking suche  Search.
    3. Double-click the template to open.
    4. To show or hide data in this template, go to the details  Details tab.
    5. Tick the Activate details option.
    6. Enter a unique and descriptive Print name for the worksheet.
    7. Decide which details to show on the worksheet.
      > cf. the following articles
  • Select event details
    1. Use the Filter for item group package to determine which item group package to filter for.
      Note: Items with other than the selected item group package will NOT be listed on the worksheet.
    2. Select a Header layout Page 1
      a) Standard
      b) Delivery note
    3. Tick the In-house days option to include days booked for internal segments in the worksheet.
    4. Tick the Currency option to add the currency code to any prices.
    5. Select a Header layout other pages if applicable.
      a) Standard
      b) Delivery note
      c) Other pages
    6. Select aFooter layout Page 1
      a) Standard
      b) Delivery note
    7. Select a Footer layout other pages (Standard or delivery note) if applicable.
    8. Tick the Footer layout other pages on last page only if applicable.
    9. Select a Segment typa if you want to show the event day for that type of segment only.
      Note: Event days with other than the selected event segment types will NOT be listed on the worksheet.
    10. Show any number of additional event details:
    • Responsible
    • Organiser
    • On-site contact
    • Guest of honour
    • Channel
    • Order address
    • Invoice address
    • Delivery address
    • Delivery info
    • Initial request
    • Agreement
    • In-house info
  • Select details for event rooms
    1. Tick Enable rooms to list event rooms and their details in the worksheet.
    2. Tick In-house rooms to include rooms booked for internal purposes.
    3. Select a Layout for the room details from the picklist.
      Example: Uhrzeit_Pers_Raum_BestuAbspr for time, number of people, room, seating style and initial agreement.
  • Select details of the event schedule
    1. To display the event schedule and important details in the work instructions, click on Activate schedule.
    2. Decide whether internal process points should be displayed in the work instruction.
    3. Activate the field Sequence textto display the text in the work instruction.
    4. Select a Layout for the schedule details from the picklist.
      Example: Uhrzeit_Pers_Besch_Bem for time, number of persons, description and comment.
  • Selectt event segment details
    1. Set the filter to the article group package, e.g. BP_Kitchen
      Note: Only articles that are stored in the corresponding article group package are displayed on the work instruction.
    2. Select Filter operation typeto determine the operation for the function print.
      a) nothing selected -> takes transaction type offer if no order exists
      b) Order, quotation -> takes transaction type quotation if no order exists
      c) Offer -> only takes transaction type offer
      d) Purchase order -> only takes transaction type purchase order
      e) Invoice -> only takes transaction type invoice
      f) Query -> Message indicating which transaction type is to be printed
    3. Show any number of additional event segment details:
    • In-house segments
    • Calculations
    • Different address
    • Delivery address if different from organiser
    • Agreement
    • In-house info
    • Service notes
    • Kitchen notes
    • Audio/Visual notes
    • Decoration notes
    • Signage text
    • Cloakroom notes
  • Select event room details
    1. To make changes to the display of process rooms, activate the tick Alternative room settings.
    2. Select a layout for process rooms from the selection list.
      Beispiel: Uhrzeit_Pers_RaumAbspr_Bestu für Uhrzeit, Personenzahl, Raum und Absprache und Bestuhlung.
  • Select booked item details
    1. To display process items and their details in the work instruction, tick Activate item.
    2. Tick Transaction item totalto show the total of the issued items in the work instruction.
    3. Tick Separator textsto insert the process name as a separator text for each process.
    4. Tick Subtotalsto display a subtotal for each operation in the work instruction.
    5. Use the Filter for item group package to determine which item group package to filter for.
    6. Wählen Sie aus der Auswahlliste ein Layout für Vorgangsartikel.
      Beispiel:  Anz_Art_GebInhEinh_EP_GP_MwSt für Anzahl, Artikel, Gebinde Inhalt Einheit, Einzelpreis, Gesamtpreis und Mehrwertsteuersatz.
    7. Bestimmen Sie die Ausweisung der Mehrwertsteuer unter Brutto/Netto Darstellung. Wählen Sie aus der Auswahlliste
      a) as in the transaction adopts the preallocation from the transaction without additional info gross or net
      b) Gross Gross VAT statement with additional gross information
      c) Net Net VAT statement with the additional information Net
    8. In the Description selection list, determine which article text should be displayed in the function
      a) Invoice text (previous standard + supplementary text)
      b) Quote text
      c) Menu text

    Tick the following boxes to display further information on the individual transaction items:

    • Supplementary text (as additional information to the invoice text)
    • Booked item remarks
    • In-house item description
    • Service notes
    • Kitchen notes
    • Allergens
    • Additives
    • Allergen and additives (code)
  • Select reservation details
    1. To make changes to the display of reservations, click on Activate reservation item.
    2. Select a layout for reservations from the selection list.
      Example Time_Name_Adults_Children_Table_Bem for time of reservation, guest name, total number, adults, children, table and comment.
  • Insert text templates

    Individual event text templates can be inserted anywhere in the worksheet by clicking Insert > Text template.

    • Text template 1 is inserted before the event details.
    • Text template 2 is inserted between the event details and the schedule.
    • Text template 3 is inserted between the schedule text and event segments.
    • Text template 4 is inserted between event segments and the reservation list.
    • Text template 5 is inserted between the reservation list and the table plans.
    • Text template 6 is inserted as the last text.

    Note: The position at which text template 1, text template 2 etc. are inserted is also shown in the corresponding tooltip.