Setting up AI applications

Activating AI support in Bp Event

Setting up the fonio.ai interface

The Bundestag and Bundesrat have decided to reduce VAT from 19% to 7% for foods.

Despite this last-minute decision by the government, you are well prepared with Bp Event. We provide you with tools and a recommended course of action for implementation in Bp Event. You can carry out the implementation as "real" Administrator (user). If you have any questions, please contact your account manager or Bp Event Support.
An update version has been available since Friday, 19 December 2025, in which the changeover to the new tax rates is possible directly.

Please note the following when editing events (e.g. rebooking items):

• After the changeover: Events that take place in 2025 must be adjusted manually with regard to VAT rates.
• Changeover in 2026: Events that take place in 2026 but are processed in 2025 must be adjusted manually with regard to VAT rates.

Recommendation: If you have a POS interface, it is advisable not to change over until the turn of the year so that the cash register receives the current tax rates and does not already receive the reduced tax rate during the last days of 2025.
If you have already created invoices from 1 January 2026 and sent them to your customers, you must pay attention to the VAT rate in the future if a credit note is required.

Important: Carry out the individual steps of our recommended action in sequence . Do not skip any steps and keep to the specified sequence. The steps must be carried out as the real Administrator . We expressly recommend that a user with administrative rights does not carry out the steps . Read the articles carefully before proceeding with the implementation.

1. Update to the latest version
2. Import the scenario from the object catalogue
   Note: We recommend importing all objects in these scenarios
3. Create a new item group package and assign the item groups concerned
4. Check the country settings and complete them
5. Start the job to convert the VAT rates
6. Maintain VAT suggestions
7. Check the necessary conversions for your database
   Interfaces, WebApps, WebShop etc.
8. Create a validation rule to check the correct VAT rates in events
9. Activate the monitoring job for creating new item groups and specify the recipient or recipient group.
10. Verify your revenue accounts
11. Optional price adjustment of your items
12. Update your menus

The jobs (automatisms) included in the scenario will change the VAT rates in all relevant instances.
Important: There is no automated adjustment of prices. Whether you pass on the VAT reduction to your customers is entirely your decision. If you would like to adjust your prices, price maintenance can be carried out as bulk operations on lists after all the previous steps have been completed. Then check any existing events and make the price changes in the event segments. Also verify changed prices in item components and event templates and adjusted if necessary. After the changeover, double-check VAT rates in the event segments and contact your account manager or the Bp Event Hotline if you have any questions.

• 1. Update to the latest version

  Update to a current version (minimum 12.2C13) in order to be able to import our tools for the changeover. Use the Automatic update or make an appointment with the Bp Event Hotline.

• 2. Import the scenario from the object catalogue

  After the update, you will be able to access the object catalogue and import many useful tools. For the VAT reduction, we provide a the "Changeover to reduced VAT" scenario. We strongly recommend importing all objects contained in this scenario.

  1. Go to the   Setup tab and click on   Scenarios  >  Object catalogues.
  2. A list of all available scenarios will open.
  3. Open the "Changeover to reduced VAT" catalogue by double-click, or left-click and select  Edit.
  4. The catalogue will open in   Display mode on the   Documentation tab.
  5. Go to the   Objects tab.
  6. To select all objects simultaneously (recommended procedure), click on  in the header of the first column (right-click) and select  Import in the context menu.
     Important: All objects must be selected in the first column.
  7. Click on  Import in the toolbar.
  8. Assign companies if applicable ^M
  9. Close the catalogue.

  You can find out the purpose of the individual objects in the scenario on the Documentation tab, or by clicking on  in the line of that object.
  Read more about Scenarios

• 3. Create a new item group package and assign all affected item groups

  The reduction in VAT does not affect your entire product range, it will only apply to food (sales items). Foods in item groups for Purchasing^M or Production^M are not included. Use a new item group package to determine which item groups in your company must be included for the VAT reduction.

  1. Go to the  Administration tab on the function bar and select  Settings >  Items. On the left-hand side of the window you will see the existing Item groups, on the right-hand side the existing Item group packages. Some item group packages for work instructions or text templates are already available by default.
     Note: With the Multi-Companies module^M you will find item group packages in the  General settings.
  2. Click on  Add and enter a name to create a completely new package.
     We recommend the name "VAT reduction 2026"
  3. The item groups affected by the VAT reduction are added by holding down the left mouse button (Drag-and-Drop) from the left field Item group to the right field of the new Item group package . Multi-select is possible by holding down the Ctrl key. Item groups that have been successfully added to the item group package are displayed in bold in the left-hand field.
     Note: Top-level groups that are only used for structuring are copied without their subgroups. Also copy the subgroups individually or by multi-select.
     Important: To remove item groups from the package, do not use the red minus  , this can irrevocably delete the entire package. Use Drag-and-Drop to drag incorrect item groups from the package back into the left column of the item groups.
  4. Item groups containing items with different VAT rates must not be added to the item group package.
     Example: Item groups including food and beverages
  5.  Save your input and close the settings.
• 4. Check and complete the country settings

  When the scenario is updated and imported, new fields will be added to the country settings.

  1. In the function bar, go to the   Administration tab and select   Countries, then open the settings for   Germany by double-click.
  2. Open the area Reduced VAT rate to enter the data for the VAT reduction.
  3. Add the new item group package by clicking on  Inventory (to the right of the item group package) >   Search.
  4. Select the newly created item group package "VAT reduction 2026" from the list by double-click.
  5. Enter the Start date of the VAT reduction, i.e. 1 January 2026.
  6. Enter a date in the distant future, e.g. 31 December 2099, as End date .
     Information: This field will make it easier to reset the tax reduction in the future if necessary.
  7. Enter the tax rate code (example: 1) you want to change in the field VAT rate old.
     Example: This will usually be tax rate 1.
     Note: Check any unusual setings for your company. If you use different tax rates (e.g. 3, 4 etc.), please contact your account manager before the changeover.
  8. Enter the new valid tax rate (example: 2) in the field "VAT rate new".
     Example: It will usually be tax rate 2.
     Note: Check any deviations for your company. If you use different tax rates (e.g. 3, 4), please contact your account manager before the changeover.
  9. Make a note of the Record number of the country (top right in the input window) for the next set-up step.
  10.  Save and close the settings .
• 5. Start a job to convert the VAT rates

  The scenario contains several jobs that automatically carry out conversions for you. You only need to start one job, which will trigger the other jobs in the correct order.
  Important: Be sure to select a start time outside of business hours. No records must be open for processing during the changeover.
  The functions of the individual jobs, added fields and lists are explained in detail in the scenario documentation.

  1. Go to the   Setup tab and click on   Scenarios  >  Object catalogues.
  2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select  Edit.
  3. The catalogue will open in  Display mode on the   Documentation tab.
  4. Switch from the   Documentation tab to the   Objects tab.
  5. Select the job "Transaction changeover VAT rate" and open it by clicking  Edit in the toolbar.
  6. The field Start time/condition must be pre-set with Time .
  7. In the Execute as field, select the (real) "Administrator" from the list.
  8. Enter  Date and  Time of execution.
     Important: The date and time of execution must be outside business hours. No records must be locked during job execution.
  9. In the text field  Parameter presets (right above the table), check whether the number at "Variable:Country=1" matches the previously noted record number for Germany and adjust the number if necessary.
  10. Click on  in the toolbar to  activate the job.
  11.  Save and close the settings.
      Note: Depending on the size of the database, the conversion may take some time due to the jobs. The next steps can only be carried out once all jobs have been successfully completed.

  On the following day (after the start time), check the job log to see whether the jobs have run without errors.

  1. Go to the   Setup tab and click on   Scenarios  >  Object catalogues.
  2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select  Edit.
  3. Switch from the   Documentation tab to the   Objects tab.
  4. Select the job "Transaction changeover VAT rate" and open it by clicking  Edit in the toolbar.
  5. Click on   in the job toolbar to check the successful execution of all jobs.
  6. Once all jobs have been successfully completed, users can log in again.
• 6. Maintain VAT suggestions

  Maintain suggestions for VAT rates per price group and item group on the   Accounting tab under   VAT rates.. Once the scenario has been fully imported, you will have access to a data maintenance list that facilitates this process.
  Note: It is necessary to maintain suggestions for VAT rates as several different tax rates can be assigned per price group. The VAT suggestion is applied when items are booked. The storage rule described in step 8 checks for this data.

  1. To enter the VAT proposals with a data maintenance list, click on the expnad triangle next to  Info Centre and select  Reduced VAT rate >   Changeover > VAT suggestions in the quickpicks (top left of the window title).
  2. Select   Germany by left click and  Apply.
  3. Select one (or more price groups with the Ctrl key pressed) by left-click and  Apply.
  4. A data maintenance list with the selected price group(s) will open.
  5. This list contains all item groups that are included in the item group package "VAT reduction 2026".
  6. The list presets all tax rates per price group and item group with the new tax rate.
  7. Check the data and make changes if necessary.
  8. Click on   Save in the horizontal toolbar to import all VAT rate suggestions.
• 7. Check the necessary conversions for your database

  If you use menue cards, interfaces and WebApps, please speak to your account manager or interface expert to check if further action is needed.

  a) Update menu cards and re-export per job if necessary
  If you use menu cards, the tax rates are not maintained in the card, but adopted from the master items The menu cards must be updated in order to apply changes. The Bp Event Webshop is also populated from menu cards which must be updated. See 12 Update your menu cards.

  b) Interfaces (e.g. Keybits, cash registers): Identify need for action with interface partners
  POS and ERM systems as well as financial accounting depend on the correct exchange of data. To ensure that this works smoothly from 1 January 2026, get in touch with our Interface experts.
  Use a list to check whether you are using interfaces that require verification. Click on the expand triangle next to  Info Center in the quickpicks and select  Reduced VAT rate > Interface Candidates.

  c) Check event templates and initiate a new export by job if necessary.
  Booked items in event templates are used for the Intranet WebApp and Online Booking requests (Catering, Weddings and Conferences). The VAT rate reduction in the event template is performed by a job that was triggered in step 5 of the recommended actions. Data exports for the WebApps must be restarted manually.
  Example: "Populate web booking" job for the Online Booking Request.

• 8. Enter a storage rule (optional)

  A storage rule that monitors the use of the correct tax rate in events and generates a warning message in the event of deviations is included in the scenario. Make the following settings if no list has yet been stored in the field "Change authorisation rule".
  If a storage rule has already beenstored in this field, make an appointment with your account manager or the Bp Event Hotline for adjustments.

  1. Go to the   Configurations Tab in the function bar and select  Added fields.
  2. Open the table  Events.
  3. In nthe top left-hand corner, click on Change authorisation rule >  >  Rule and the select Events save rule.
     Note: If a list is already stored in this field, ask your account manager or the Bp Event Hotline to adjust the existing list.
  4.  Save your input and close the settings.
• 9. Activate the monitoring job for creating new item groups (optional)

  A job that generates a notification to a specific user or user group when new item groups are created is included in the scenario.

  1. Go to the   Configurations tab and click on   Scenarios  >  Object catalogues.
  2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select  Edit.
  3. The catalogue will open in  Display mode on the   Documentation tab.
  4. Switch from the   Documentation tab to the   Objects tab.
  5. Select the job Monitor new item group and open it by clicking Edit in the toolbar.
  6. The job type is preset to "Monitor data".
  7. Set the Start time/condition to "Series".
  8. Enter a date/time range in the field Series >  . Specify a daily execution, if necessary excluding weekends or public holidays.
     Note: The time of execution must be before midnight on the business day.
  9.  Save your input and close the settings.
  10. Set a user group to be informed about the creation of new item groups per task. In the function bar, go to the  Aministration tab and select  Settings>  Added fields.
  11. Click on In the Bp event change info >   >   Search to select a User group from the drop-down list.
  12.  Save and close your input.
• 10. Check your revenue accounts

  If you maintain revenue accounts in Bp Event, these must be checked and adjusted if necessary when the VAT is reduced.

  1. without FA interface
     Revenue accounts can be maintained per price group in the item. Check the revenue accounts for your items.
     Recommendation: Ask your account manager to generate a data maintenance list for you.
  2. with FA Interface
     If you use a financial accounting interface, in most cases there are different revenue accounts for each VAT rate. When converting the VAT, check that the correct revenue accounts are addressed.

  The revenue accounts can be input in several places, check all possible places in your database. Revenue accounts should only be maintained in the item under exceptional circumstances. Check whether the revenue accounts in items can be deleted and the revenue accounts can be maintained at a higher level (example: item group)
  Recommended action see step Adjust item prices (optional)
  Read more on Revenue accounts

• 11. Adjust item prices (optional)

  Would you like to pass on the VAT reduction to your customers and lower your item prices? Or would you like to generally adjust your prices from 1 January 2026? Do you work with a financial accounting interface and need to check the revenue accounts? Then we recommend you maintain prices by bulk operations on lists.
  Note: Existing events, item components or event templates must not be updated automatically. Price changes must then be updated individually by the user in all relevant places.

  1. Open a selection of items by executing a search.
  2. In the toolbar of the search result, select  Bulk operations >   Edit items in list.
  3. Enter the price group you want.
  4. Enter the Prices valid from date for the new price.
     Example: 01/01/2026
  5. Select the Basis of the price calculation (e.g. old price) and enter the price adjustment as a percentage or as a value.
     Note: For a price reduction, place a minus (-) in front of your entry
  6. Enter the rounding points.
  7. To show revenue accounts in the price maintenance list, tick Show FA data.
     Note: This option is only available if you have an FA interface.
  8. Check the entries and click on Calculate.
  9. Changes can be made manually in the columns highlighted in white using the item list at the bottom of the input window. Check the entries for correctness and make changes if necessary.
     - Check new price
     - Check revenue account
  10. Click on  Save to import all changes to the items.
• 12. Update your menu cards (optional)

  If you use menu cards such as food menus, seasonal menus, etc., which are affected by the VAT reduction and any associated price changes, these must be updated individually.
  If you use the Bp Event Webshop or menu cards for interfaces, e.g. to POS systems, the data export must be triggered again. If you have any questions, please contact your account manager or the Bp Event Hotline.
  Recommended action: Copy affected menu cards
  a) Set the Valid until date to "31/12/2025" for the old menu card
  b) Set the Valid from date to "01/01/2026" for the new menu card

  1. Go to the tab  Home tab in the function bar and select   Menu cards >   Search.
  2. Select a menu card that is affected by changes and click on   Copy in the toolbar.
     A copy of the menu card will open.
  3. Adjust the Name of the new menu.
  4. In the new menu, set the Valid from date to "01/01/2026" and the Valid until date to the distant future e.g. "31/12/2099".
  5.  Save and close save the new menu.
  6. Open the "old" menu by double-click.
  7. Set the Valid until date to 31/1272025.
  8.  Save and close the old menu.

Please check the current System Requirements before setting an automatic update!

• Automatic update for standalone installations

  Standalone applications can be updated at any time (as of version 11).

  1. Carry out a data backup.
  2. Go to the  Help tab in the function bar and select  Help >  Software update.
  3. Click on Update now to download the update automatically. This may take a few minutes.
  4. When the update has been loaded, a confirmation message will appear. Click on Restartto open the current version.
• Automatic updates for multi-user installations

  As of version Bp Event 11, software updates can be carried out automatically using a job if the technical requirements are met. The time should be set outside normal business hours to avoid interruptions.

  Caution: Updates with the start time "Immediately" lead to immediate logout of all users and should only be carried out when no user is working with the database.

  1. Check whether the current System requirements are met.
  2. Set the required Antivirus exceptions.
  3. Check whether the last data backup was successfully performed no more than two days ago. If not, carry out a data backup.
  4. Go to the  Help tab in the function bar and select  Help >  Software update.
  5. If a more recent version of the application is available, click on Update now.
  6. The input window for creating a new job will open.
  7. Enter a unique Name and a Title for the job.
  8. Select the job Type "Software update" from the picklist.
  9. Select "Time" as Start time/condition and enter the start date and time.
     Caution: Select a time that is outside business hours and after the data backup. The logged-in users are automatically logged out of the system after a notification and a short response time.
     Note: If the update job is performed after the data backup by default, tick the box "Do not perform an additional data backup, this has already been performed elsewhere".
  10.  Activate the job in the top left-hand corner of the input window.
  11.  Save your input by clicking on the icon in the top left-hand corner of the input window.

  Note: If users in your system can log on to the client using a terminal server, the client must be started manually on the terminal server by the administrator after the update. The client must be started before the first user can log on or before all users are authorised.