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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 Templates  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
  • Set 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
  • Set event room details
    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.
  • Set event schedule details
    1. To show the event schedule and important details in the worksheets, click on Activate schedule.
    2. Decide whether internal schedule items should be included in the worksheet.
    3. Activate the Schedule text to include it in the worksheet.
    4. Select a Layout for the schedule details from the picklist.
      Example: Uhrzeit_Pers_Besch_Bem for time, number of guests, description and remarks.
  • Set event segment details
    1. Filter for an Item group package, p.ex. BP_Kitchen
      Note: Only items that are assigned a corresponding item group package are listed on the worksheets.
    2. Select Filter segment type to select one type for printing worksheets
      a) nothing selected -> takes segment type quote if no order exists
      b) Order, quote -> takes segment type quote if no order exists
      c) Quote -> only takes segment type quote
      d) Order -> only takes segment type order
      e) Invoice -> only takes segment type invoice
      f) Query -> Message indicating which segment type is to be printed
    3. Show any number of added fields for event segments:
    • In-house segments
    • Calculation segments
    • 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
  • Set segment room details
    1. To make changes to event rooms, activate the Alternative room settings.
    2. Select a layout for event rooms from the picklist.
      Example: Uhrzeit_Pers_Raum_RaumAbspr_Bestu for time, number of people, room, initial agreement and seating style.
  • Set booked item details
    1. To show booked items and their added fields in the work sheet, tick Activate items.
    2. Tick Booked items total to show the total of the listed items in the work sheet.
    3. Tick Separator texts to insert the segment name as a separator text for each segment.
    4. Tick Subtotals to show a subtotal for each segment in the work sheet.
    5. Use the Filter for item group package to determine which item group package to filter for.
    6. Select a layout for booked items from the picklist.
      Example:  Anz_Art_GebInhEinh_EP_GP_MwSt for quantity, item, container content unit, unit price, total price and VAT rate.
    7. Select the gross/net setting and VAT from the picklist.
      a) as in the segment adopts the data from the segment without additional info gross or net
      b) Gross VAT with additional info gross
      c) Net VAT with the additional info Net
    8. In the description picklist, determine which item text to show in the worksheet.
      a) Invoice text (previous standard + supplementary text)
      b) Quote text
      c) Menu text

    Tick the following boxes to show further information on the individual booked items:

    • Supplementary text (as additional information to the invoice text)
    • Booked item remarks
    • In-house item description
    • Service notes
    • Kitchen notes
    • Allergens that must be declared
    • Additives that must be declared in foodstuffs
    • Allergens and additives (code)
  • Set reservation details
    1. To make changes to reservations, click on Activate booked items.
    2. Select a layout for reservations from the picklist.
      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 added fields.
    • 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.