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here - Banco Catering and Event Management Software

1. i si Place the mouse cursor over the ES eE a pas sub template line in the Template Lines grid click the right mouse button highlight Insert Before and then Directly Entered Line click the left mouse button You are going to add a title line Banco Getting Started Guide As you cm n far bit of fe information that Isl LRL can be entered er for dirty 21 12 entered lines m gere can ote mu including prices E m s ere E e sik Type Coffee Le ee io e ZIN E Fonus j Title field Then E click on the Pela EEE Ert 2 reee moray format button E 1 a WP Gite RP Set Style to venom NE Aly feats Alignment to un Center Then gamo Alix de ok Created B Creted on Last Maui By Last vealed on buton p Smm pur EN that Guest Multiplier is set to zero and close the form You should now have a Coffee Service line directly above the sub template line Place the mouse cursor over the sub template line and click the right mouse button This time highlight the Insert After entry then the Directly Entered Line selection and click the left mouse button When the blank properties form appears make sure that Guest Multiplier is set to zero and close the form You will now sce a blank line following the sub template line Now add a title line with the text Equipment belo
2. ieee replies do dau bar elus M ed us a AUT ue e NS a LU pede contains the total of the H e a vu ats Soe Carentan seule Seen net Boa Trae Use ie veal sn tar on the ight of the AE Lil dl gid to scl de oco Sem lit doum i you see the last line which is Price per person By the way if you have a wheel mouse you can use the wheel to scroll grids up and down place the mouse cursor anywhere in the white portion of the grid and move the wheel Click on the Unit Price cell of the price per person line Then type in the price 35777 that you want to charge In this case type in 18 75 To confirm changes to grid F cells you have to click on the line above or below the one containing the change or use the up or down arrow key Click on the blank line above price per person After a few seconds you should sce all of the totals filled in The amounts f displayed on your screen may differ Bom the one shown en tha loft since the calculations will be done based on the tax and gratuity rates defined at your site i I EEB You may have noticed that he 1675 you entered far the price per person is jum dtd i black Back prices in he gd nde dar dc amount wl be E lon The example we are working with just shows food Its important to keep in EI Roberts Browne Limited mind that the detail section can include anything you want food beverage
3. Place the mouse cursor over the order click the right mouse button and select Properties This will bring up a contract properties form containing the details of the contract Take a few minutes to look at the contract When you are done close the form You will be brought back to the booking properties form You can create new quotes and contracts for a booking using the EES appropriate grid on the Orders amp Quotes tab Just place the mouse cursor in a grid and click the right mouse button Select the Insert New p jS Siek ntis entry to create a mew quote or order You can also remove void Brin quotesorders using the Void selection 8 Pepates p Bises Close the booking properties form This will retur you to the room book form If a booking can be moved ie its Booking Type is not Not Emea fg M e Moveable sorry for the double negative you can simply drag the Pet M CY Rakes booking to its new room date and drop it When you move a booking to M cise a different room or day the booking times are not changed You can Sta WARRING also move a booking to a different time in the same room and day However given the imitations of most screen displays you are likely to end up with times that are not exactly what you want As a result we generally recommend that you use the booking properties form to adjust booking times Bookings can also be copied using drag drop Place the mouse cursor over the
4. cursor anywhere in the main part of the grid Poca and click the right mouse button to bring up ines rea the tool bar menu Click on InserUNew This peut will bring up a Deposit properties form Beatin Deposit Date should be set to the date that you received the deposit Amount should be set to the amount of the deposit Settlement Type should be set to the method of payment You can use the Site Defined LET LEE Tyres function found on the AEE e Configuration mem de alter 3 ES M the Settlement p Type list Type a dh in Deut Diis I f and press the tab key The Software will fill in the current date Now type in 200 in Amount Click on Settlement Type and click on Cash You must provide a Reference for the deposit If the payment is being made by credit card then you ll want to enter the card number and expiry date Otherwise you ll need to put something else in the field This field is required Type To confirm reservation in Reference Then click on the Close button The computer will work for a few seconds then you ll see the contract s Accounting tab The deposit you just entered will be showing in the Deposits grid If you make a mistake entering a deposit you can generally correct it immediately after you entered it However there are several conditions under which deposits cannot be altered When that is the case the deposit
5. Its up to you to decide on which method you feel most comfortable with The right mouse button is only used to pop up the tool bar menu All other button clicks should be done with the left bution Banco Getting Started Guide 9 The buttons on the tool bar change depending on your current context Right at the moment there are five buttons displayed all of which are enabled As we work through the software you will notice that fewer or more buttons can appear and that sometimes buttons will be disabled A note on using the tool buttons When you see a button with a downward arrowhead W to its right click on the arrowhead to activate the selection Clicking on the icon will not activate the choice The Help bution activates the software s on line manual at the page most appropriate for the function you are in The on line manual is an electronic copy of the printed ore The Toals bation Mi can be used to hide or show the little legend window that appears on the bottom right of the display The Properties button B allows you to examine an item in more detail Think of it as a zoom in function In a few minutes you ll use this button to examine the details of an event For now lets finish the description of the various buttons on the tool bar The Insert button El allows you to create a new event or client If you are working in a network environment and other people are also using Banco the Refresh button f will update
6. As you can see this form is almost identical the quote form There are however some additional 00050 E features Click ORE ER WM San oN es we Desi toes Deste acute Mec tina bt iab and iake a Dro botom of the TIEN E NIA fico A totais cotum Ned hee am two FO Her L D em additional fields Deposits and Balance As you add deposits to an order the total will be added to the Deposits field Balance is the difference Puree Wie Soar imme com tn p You may also sec two buttons 5 zi above te Counts Last Moritiee By pum the UCE 11 Sep 2000 21438 pm PUCE 31428 pm appearance of F F E i these buttons Banco Getting Started Guide E depends on the version of the software you are using and how it is configured at your site Guest List E will activate the guest list for he event A guest list contains a list of all guests expected at the event and their seating arrangements The Host Bar button 4 pops up a menu that allows you to define and maintain bar inventories for the event pin Now click on the Accounting tab In the Lnsz rest bottom left section of the tab you will see a y Deposits grid This grid is where you will hin record all deposits for the event Any number of deposits can be recorded Place the mouse Lira
7. Then click on the first entry in E hoere acne A ihis menu Current Quote List This will bring up a list of all sien VA open quotes Fm ETE An open oie quoe is oe that roe voided When RERO on Eee Der S Renner pw eme z quotes you ll ue exe com ow 7 an aT ue OHS You ll into contracts well do this near the end of the lesson or you ll have to void it Voiding a quote doesn t remove it from the system dt simply takes it off the current quote list and if the room book is enabled removes the n room booking pruna se For those of D LS you that have to manage room space you should note that when you create a quote and assign it to a managed room the software automatically places an unconfirmed booking on the space This will prevent anyone else from booking the space until you void the quote Banco Getting Started Guide 7 Locate the quote you have been working on in the quote list Its probably at the top of the list Place the mouse cursor anywhere on that line and click the right mouse button to bring up the tool bar menu Highlight the Properties entry and click your left mouse button After a little work you should see the quote displayed Click on the Accounting Tab The Purchase Order feld ET A OMe should be used ister cs ce Aime to pua oder 3 b
8. You can click on the field which will pop up a list from which you can make your selection You can press Ctrl DownArrow which will also pop up the list Or you can type in the first or first few letters of your js choice Press your H key now Type Of Number should change to Home Press Tab to move to the Phone Number field Type in 555 555 5555 You can enter the number in any way you like The m software does not demand a special format and doesn t alter what you is Roberts Browne Limited type We do recommend that you be consistent in entering numbers Generally we suggest that you enter the full number including an area code e g 800 561 5388 Phone numbers can be up to fifty characters long so something like 555 555 5555 ext 1234 is quite acceptable Click the Close button on the toolbar or press the F1 key This will close the form and save the phone number you just entered I you didn t want to save the entry you could have clicked on the Cancel button You should now be back in the Quote form with the new phone number showing in the grid Let s add another phone entry Place the mouse cursor over the phone grid right click and then left click on Insert New Tab to the Phone Number field Type in your office number and close the form Banco can be configured so that you may e mail quotes and contracts directly from within it so lets add an e mail address Place the mouse cursor over the phone
9. and bookings that the software can display for you qoem qe eomas A Click on the Contracts button of the Control Panel EE dross e and then on the first entry in the menu that pops up Eo The Pending Order Contract list contains all open E orowe contacts An open contract is sipiy defined as any ln Reems ian 3 contract that has not been voided or invoiced Initially eventos M the list will be displayed in date order from the latest B E Veded Dries Gee Je date back to the earliest As we ll sce in just a minute own fourrage arenes Y you can alter the display order That s why we call the a list a sorted grid Below the eo 8 2 2 6 f Ol grid you will see gm EE two fields The ines pudhntes itn a om at Rom ut Ca Company Neme left one has the ENGEL 20 ee ene caption Order No PORT Sean En Ew 3 CA Tamer List Click on TS ESR sun TT Per the field now SESS emp Uam ipe deer Resin This will pop up oe teen RE a list of ways in 6 pese Ts gerere Conus ub Gees Which the items Ps as inthe grd an be Kad sorted Scroll se rire Mu es is sacan cen 2 rca inte dd ay Voss iuc eren by Customer aout mom sage Ti 0 aiit ane Name and Date aras ice can and click on it sacr ccn 50 aa aE iss The items in the varus 40pm sue ea von aerias grid will be re vous Sibe Sam 1200pm Teu 110 acer 8 br Herne arranged and MOX i
10. can be setup in the room When you move the mouse cursor over this grid a Seating Style picker will pop up To add a valid Im style just drag it from the picker and drop it on the i etum i Banco Getting Started Guide grid You can then enter 6s the room capacity using that style with the grid s properties function i e right click on the line and select Properties For each seati style you can also speci sing the properties function a Template Setup Time and Tear Down Time If you specify a 3 XI template short name the software will Ge e automatically copy the template to any quote or contract that is placed in the mu Heuer oom using the seating style If you specify setup and or tear down times the E resin conse sence times are subtractedadded to the em starting ending times of any booking D sje a reae made in the room These times must be specified in minutes If you don t want to use seating capacities you should still add one to each room Otherwise the software will warn you that the room s capacity has been exceeded whenever you place an event in the room Move the mouse cursor over the Allowed Styles amp Capacities grid Once the picker has popped up drag the Custom entry from the picker and drop it in the capacities grid The grid on the bottom right of the room properties form is labeled When Booked These Rooms Are Also
11. Booked The entries in this grid are all of the rooms that cannot be booked when the room is booked Right now we ll leave this grid empty Close the ELE BSE form You ll be Bi SQ TAA M returned to the room list and you will see the room you just defined on the ES era l cen Tery m With de ls Tisi atin cha Fan over the room ise eae ore on grid click Ue Re TERRE i mouse bi E Insert New You will now create definition for the A portion of the room n Short si ail Name type your tar initials and a PO Jerome proce Fear Li Roberts Browne Limited e g bera In Name type Room A Make sure that Include in room book is checked and add the Custom seating style to the Allowed Styles amp Capacities grid Now place the mouse cursor over the When Booked These Rooms Are Also Booked grid we also call this the Also Books list The room picker window will pop up Locate the Great Ballroom entry that you just created drag it to the Also Books list and drop it Doing this tells the software that Room A cannot be booked if the Great Ballroom is booked and vice versa Close the properties form When you add a room to the Also Books list the software displays NE 2 waming message on a red background indicating that you may have to re build the room book This message is also displayed on the D TENTE R
12. Pene corrections If there are no errors nothing will happen J Clicking on the Font Format bution do gi this now or pressing Alt down arrow will FF drop down a panel that lets you set the font fp g and background characteristics for the field i So for example you can have the field mm in eld vil red tet et These i display in bola mmu euer may aho be usd on jour dj riti quoe cetur de But doi Fc mm ifr ees feel al g Spends ont particular int put cto do the printing Click in the Style field to bas L o f drop down the list of available font styles and JE canoer click on Bold Then click on Ok You must click the Ok or Cancel button on the panel to A close it Type Lunch to be served family style in the Title field It should appear in bold characters When entering text in a multi line edit like the Title field you do not need to press the Enter key at the end of each line The software will automatically wrap text to a new line when necessary You should only use Enter when you want to force text to a new line e g at the end of a paragraph While we don t need to worry about most of the other fields lets spend a few minutes looking at some of them Description can be used to add text that will only print on quotes contracts and work orders Since one can enter a great deal of text in Title Description is rarely used Sometimes one wants to
13. You can define different function types using the Site Defined Types function which can be found on the Configuration menu see lesson 10 E Roberts Browne Limited The Function Category field is also available for categorizing events lts usage is arbitrary and different for cach site E ZI n E Fixed es G hucmmc omoM Comments can Samoa Eu song Hecelres Janina be used to record ase a coet unne comments that tee ll Saee me Saat eters i Tare quotes contracts puse Ee sam In general it is a e ere 0525 sc good idea to Foi 5 Hum mue reserve this area for a particular Nie type of inar comment As an example you Foor sin might use the Eri field to record any allergies or other medical cautions for CE ase ae ithe IT event a Fe dhe hi below Fixed ce frescas cr Ban aes Comments is known as the Non Printing Comments field Use this area to record notes that you do not want printed anywhere On the right side of the Miscellaneous tab is an analysis of event profitability All of your sales categories are listed one to a row Total sales and costs for the category are shown followed by the product cost total cost divided by total sales and the percentage of the quote total represented by the category At the bottom of the grid are some overall
14. and catering at your site As a general purpose package it is designed to meet the needs of many different types of catering operations The net result of this is that you may find that parts of the tutorials do not have any application in your operation You can safely skip over those parts Banco Getting Started Guide Roberts Browne Limited Lesson 1 Starting The Software When the software is installed a sub menu is added to your Start Programs menu Depending on the edition of the program you have this menu will be titled Banco GP Edition Banco EL Edition or Banco Evaluation The installer will also add one or two shortcuts to your desktop Banco Live and Banco Play or Banco Evaluation The play database contains some sample data that we will use throughout these tutorials Anything you do in the play database will not affect your operation The live database is where data for your operation is stored If you have the evaluation edition installed then only the play database will be present on your system it is accessible through the Banco Evaluation shortcut To start the lesson open the Banco Play or Banco Evaluation program Depending on your system configuration one or more of the following will do this Double click the Banco Play or Banco Evaluation icon on your desktop Single click the Banco Play or Banco Evaluation icon on your desktop Right click the Banco Play or Banco Evaluation icon on your de
15. button 39 After a few seconds you will see the report When you are done close the preview form Close the print parameters form 4 Roberts Browne Limited Lesson 7 Working With Contracts Orders As you will see in a minute the contract properties function is almost identical to the quote properties function that you worked with in lessons 3 thru 5 However there are a number of additional features available in contracts In particular we are going to look at recording deposits for contracts If the Pending Order Contract list is not displayed click the contracts button on the Control Panel and select the first entry Now locate the contract that was created from the quote you prepared in lessons 3 5 If you are having trouble locating the contract Click on the Order List field and select by Customer Company Name Now click in the Search For Customer Company Name field and type in your last name Aller a second or so locate the right pointing hand on the left side of the grid It should be pointing to your contract Customer Con Res Bruce LV ii un ae Gt et ons 200pm nere Car Pinnas WD em Him Once you ve found the contract place the mouse cursor anywhere in the line click the right mouse button to bring up the tool bar menu highlight Properties and click the left mouse button After a few seconds of work your computer will display the Contract properties form for your order
16. button It s red and the little arrow beside it BA an G Sumy ats acoustic B a pe ir m Sn penche a f LEE menu will pop up with an entry for each field on the form that has a warning or error Highlight the Room entry and click the left mouse button When you do this notice that the edit cursor moves from the Function Date field to the Room field Clicking onc of the status entries will always move you directly to the selected field l I 6 Roberts Browne Limited Something else you may have noticed are the red and yellow messages that appeared in the status bar as you moved to fields with red prompts When you move into a field with a warning or error the message is displayed in the rightmost area of the status bar Banco requires that every quote and contract be assigned to a room even deliveries and pickups That s why the field prompt is on a red background Click anywhere in the Room sx field or press Cirl DownArrow The list that pops up n e Eater contains all the rooms defined in the play database Your live ann renmenm database will of course have entries for the rooms at your mtr emm site For now click on the Delivery entry or use the arrow s keys to highlight Delivery and press Enter You could instead type in the first few characters of the room s name O
17. fat that LC wien the sub templatc is modified all templates that use the sub template are automatically adjusted to reflect the changes Pees When you move the mouse cursor over the Template Lines grid the Catalog amp See Template picker pops up Just as in quote DS and contract properties you can add lines to the grid by dragging them from the picker and dropping them on the grid There is a slight difference when adding template items in this fashion Instead of copying all of the template lines the software adds a single sub template line E If you want to actually copy the lines of ee eee another template hold down the CH key while doing the drag drop Move the mouse cursor over the template lines grid and then move it up to the picker and click on the Templates tab Locate the Coffee Service template and drag it to the template line grid After you drop it on the grid your form should resemble the illustration on the left Place the mouse cursor over the line you just added right click highlight T Properties and click the left mouse gc BABE fatto You cant modify the dei of the RER displayed subtemplate The lines are e simply shown for your information cassis Bata cri EVE LI However yon can me the properties ee form to change the sutemplte tht mort 8 QI included Close the maps
18. form Much of the information stored for a booking is similar to what you saw stored for quotes and contracts here ae however ue fds that ar utique to roora bookings Ou the et EE in the middle of the form is a green checkmark box labeled Confirmed If you click on the green checkmark it will change to a red X and the booking will be Furdion Type il changed to an un confirmed status The software itself does not care if a booking is confirmed or un confirmed It always blocks space when a booking is placed in a managed room You must remove tentative bookings if the space is to be made available for another possible booking pas cuente ppoe everest In the lower right area of the form are fields for recording 10 e eom a the expected guest count and expected revenue per guest padi e ued Court Te When orders associated with the booking are invoiced the jiff o o Pean software will compute actual revenues and you can generate reports that compare the two figures Am 56 Roberts Browne Limited You ve been looking at the Summary tab of a booking s properties Click on the Orders amp Quotes tab now This tab contains two grids The upper one lists all quotes if any va Det wh AS inal the ooking The EN CNN 5 Mie ee ne a Emme Ce ay vii at fe slag You shri sees pene e qe a the lower grid
19. grid right click and then left click on Insert New Click on the Type Of Number field and find the E Mail entry in the alphabetical list that pops up Click on that entry Press the Tab key and type in your e mail address if you have one If you don t just type in me somewhere com Close the form Ba Now Customs The new EI ient 72 form should look Simmer accounts Aout necs wecstenus Discourts cevaste Roem coe urere cunt Le like the one on the lef ooo 3 peine ome gemens Take a look at es SS the Tool Bar In are Beane a particular find Lau the Void button di ws the uaa iocum black garbage sit E can just to the left poser lof the Close mm sent button Now that we have some dur phone numbers in z y the grid the a Hassett button is enabled ota Pr ferons To remove a 3 BRL phone number EI Ej Ez E Ed car ce number and then Ta clik on Void i I fom For something as simple as a phone number the line is removed immediately you will not be asked to confirm the removal Grids that list more complex things like pending contracts will first ask you if you want to remove the line In some grids the phone number grid being one of them you can make changes to the entries right on the grid Lets correct your home phone number Use the arrow keys or 77 mouse to move the cell highlight typically white text on a
20. have such a room click on the red X beside Override site gratuity rate This will change the X to a green checkmark You must then enter the gratuity normally charged on functions in the room in Room Gratuity Rate If you charge a single rental rate for a room regardless of event duration booking date or any other criteria you can enter the rental fee in Rental Price Whenever a function is booked into the room the software will insure that there is a contract associated with the booking and that the contract includes the rental fee If the booking is moved to another room the rental fee will be updated to reflect the one for the new room If you do not have a single rental fee leave Rental Price set to zero You will then have to add a detail line to each contract to charge the room rental Rental Cost can be used to record a theoretical cost for the room This amount will be added to contract costs if the Rental Price is being added Use Area to record the Iosue sra of the room Yon an ka express this value in any unit of measure that you want eg square feet or Square meters We do suggest that you use the same unit of measure for rannman all rooms The bottom half of the ors Te room properties form is Sessio sed for two grids The grid on the left contains a J list of seating styles that
21. is the time at which hors d oeuvres are to be served Meal is HZI 2 ET reserved for the time at which the meal if any sto start Bar should be used to record the time at which the bars if any are to start serving Speeches can be used to record the time at which speeches or same ober activity is t sat All of thes fields are optional and you tiay eleet tp mse them or not If you do place times in these fields they will be printed on the quotation You can develop you own quote and contract proc and may eleet to ignore n rebel aome or all ofthese mes o those printouts You can enter times in a number of different ways Usually you will enter the time followed by a for am or p for pm e g 1 302 7p 8 15a If you do not append a or p the software will presume an am time You can use a twenty four hour clock for entry In which case you do not use a or p For example 1 30pm is entered as 13 30 You can specify noon by simply je entering n and midnight by entering m A note about midnight you should use 11 59pm rather than 12 00am If you use the later the software may display the time as a blank Enter n noon in the In At field The next important group of fields is Counts These fields are use to record the various guest counts for the event At a minimum you should always provide a Total j count This should be set to the total number of guests expected at the event In most o op
22. items and groups bee Frame por from or items to a quote Banco Getting Started Guide Click on the Template tab of the picker Templates are collections of items and typically represent a particular type of package that you offer or an Outline for a type of event They are not restricted to this usage You can create templates to encapsulate any group of items that you often add to quotes or contracts Doing so allows you to add the items in a single drag drop operation Drag drop is Prince por RS a commonly ied mechanism a TRA E araea copying thingy in Windows Tt conis af placing the mouse cursor over an ent Then pressing md holding down the let mouse button while moving the mouse eursor tothe location to which the item s to be moved or copied drag Once af the location the left mouse bution is released drop During a drug when the House carta pastes over a pat of the display which will ot accept the item being dragged the ase curser will change to a slashed circle When dragging items and templates over the detail grid the mouse cursor will change to indicate where the item template will be inserted into the list A down pointing arrow indicates that the item will be inserted after the line that the cursor is over An upward pointing arrow indicates that the item will be inserted before the line A left pointing arrow indicates that the item is to be replace
23. not affect the pricing of existing quotes and contracts This also means that you can make changes to the line specifically for the quote For example if the corn is to be served un buttered you can simply add the text P pers nur IEEE EEEIS 19 butter to the line M Roberts Browne Limited Try that now Click on Com Either click again or press F2 to tell the software that you want to edit the field When you do the cell will be outlined with a green border he illustration above left Press the End butter Now click above or below the line to confirm STARCHES your change To cancel an edit press the Ese Escape key You determine the placement of each line in the grid by where you drop insert the item Should you need to move a line you can do so by placing the mouse cursor in the leftmost cell of the grid Then drag the line to its new location Try it now with the line that you just added place the mouse cursor over the leftmost cell of the comment line When the mouse is correctly positioned the cursor will change to show a bar under the arrow L Press and hold the left mouse button When you do this you will see a solid bar appear across the top of the line Move the mouse up As you do the solid bar will move indicating where the line will be placed when 8B it is dropped Move the mouse to the first line in the grid PERLES and release the m
24. of linen available You can then easily produce linen work orders and an accompanying item requirements summary for an upcomming week An alternative is to have a single catalog entry for each type of linen without specifying color or specifying white Color selection would then have to be added as a comment to quotes and orders If your events often use colored linen adding the color choices to the catalog would probably be the best approach If on the other hand you rarely work with colored linen then adding a comment line with a color choice to quotes and contracts when needed would probably be a better solution Banco Getting Started Guide n em suruaoccHe I dete me 1 Sam we guum packages and pcm ss pem de sold le E carte you do not a ff D necessarily need Dire two catalog J3 f zm entries Provided ion enne ogc mene that the items are indeed the ignis same you can z have a single pa fee pem entry with a unit Dee oa price When the ze ELI X item is added to ENS ro a package LO IN simply check the Eheim Include in price cose cutee p EM remos nci cage RA S the item secun C emma v010 charged M separately ipeum Place the ever the main part of the catalog grid Click the right mouse button to pop up the tool bar menu Click on Insert New This will bring up a blank catalog item properties form that we will use
25. quotes contracts or invoices Only the items title and description will be printed If the quantity and unit price are zero the setting of this field is usually irrelavent since the software will typically not print zero values This however is determined by the report layout used and sites can develop custom printouts that do print zeros for quantities and unit prices Part of the reason that we ve gone through all of these fields is that this form is used to display any detail item and the fields will have importance when you are looking at a line that was originally copied from the Catalog Also when you add entries to your catalog you have to provide this information Your item form should look pansy nas Eees mce like the one on El m the lef Make ob cus petal cost sure that it does Le U H s EI SM before you close m ge ee lr IS Se the form _ z fe x free Once you 1 genas close the form Lunch to be served family style podes EC you ll reum to the detail grid of the quot that you have been working on You Should see this new dine just above the Lunch Entr es line ELS It is important to understand that the lines you placed in the detail grid using the template and catalog are copies taken from the catalog Any changes made in the catalog or template subsequently will not affect the lines on this quote So if a price change is made in the catalog it will
26. the Properties entry This will display a sub menu Ig On tien Hei ebd d om r am Metre menta Banco Getting Started Guide u that gives us access to all of the data represented by the entry Now click on the Order 100024 menu selection Aer a few seconds you will sce the contract properties window with the details of he order displayed We are not gong to make any changes to this order but tis is the window that is used for such work I is alsa used to creato new contact We ll be coming beck tothe window in lesom 7 Take a few moules if ou want to explore When you are finished cose the window by clicking on the Close button MD In case you are interested the close ion isa door opening outwards with a red arrow pointing out You may have noticed when you were moving to different months at the beginning of this lesson that some of the days had names showing in red at the top of their cells As released the software has federal statutory holidays and some other import dates Mother s Day and the like You can modify these names and add your own Lets record your next birthday Move the calendar to the month of your next birthday The quickest way to do this is to click on the month name at the top of the calendar and select the month Remember the currently displayed month is August 1998 so you ll want to move ahead a couple of years Once you ve got the correct month displayed move the mouse cursor to your birthday Click the rig
27. the Reports button on the Control Panel The Select Report field contains a list of diferent ETERS PIE layouts that are available when printing quotes Click on EM the field to pop up a lit of layouts Locate the Quote Sample 0 Standard entry and le click n it The standard adware includes a number of different samples However most sites will develop their own layout s that Reto Deserition ince the wording and design they want on quotations Ele AL the bottom of the form you should sec five buttons Print Preview E Mail Modify and New Print will send the report toa printer Preview will display the report on you sereen and allow you to review it and then amd t to ihe printer If you have Banco configured to send o mail SERES then clicking on the E Mail button will take you though aude 1014 the process of sending the quote e fhe client via eral Modify lets you alter the layout Finally New lets you create anew poet layout For this lesson we ll just use Preview Click on Preview now The software will work for a bit and then A Ex you ll see the quotation on your screen It should look Print Preview E Mail vy New Something like the illustration on the right At the top of the preview window you ll see several controls On the Demonstration System far left is a Roberts Browne Limited 1 1370 Don Mils Rond Toronto Ontario MSB 3N7 Canada printer butto
28. times linen audio visual equipment room setup instructions flowers music or anything else you can think of In addition to using templates and the catalog to add items to the detail list you can insert custom lines Lets add a line to note that the lunch will be served family style Place the mouse cursor over the Lunch Entr es line Click the right mouse button to bring up the tool bar menu Highlight Insert Before mere peame and click the ef J S owes baton dass Passing This wil bring te Fouratr EL TE zm up a detail item p Gr properties EL zi lee window which EL 1000 Et LM za gp we will use to new El re EZ l tine Gb qum El renes There is a lot eS mew sat information nem p that be mones anew associated with reuse nor _ uf Orders amp odes ud each detail line Zone renim Repeatedly pon press the Tab asser kep io move to al poene Guest Lena Multiplier field pers Fan ere C Since you are entering a comment we don t want any quantities for the line so change the field to zero Notice the Multiplier Rounding field just to the right of Guest Multiplier When you are working with fractional Guest Multipliers you can use Multiplier Rounding to control how the software handles fractional qauntities The field offers four options None Round Up Round Down Round Down Minimum 1 This
29. with events in the month Using the event calendar you can get to any quotation contract or room booking on file except those that have been voided You can also use the calendar to create new events Those of you who manage more than a few rooms should note that the Event Calendar is not the only tool available for examining bookings The software has a very nice Room Book that we will be looking at in lesson 9 Don t however skip this lesson it introduces a number of important concepts Click on the Control Panel s Calendar button Then click on the Event Calendar option This will activate the event calendar function Your May 2000 screen should S look something like the one on the right Across the top of the window is a tool bar If you place your mouse cursor im the calendar and click the mouse butt menu will pop up The entries on the menu EXE match the E or buttons on the tool bar This behavior is m pisse ane Sey aan common to all of te software s windows Place your mouse curior inthe entre of the window and cick the right mouse button now Compare the icons on the menu to those on the tool bar You should notice that they are the same You can use the buttons on the tool bar or the items on the pop up menu interchangeably You can also use the function keys on the top row of your keyboard the User Manual and on line help document these keys
30. your display to the most recent database contents Normally you won t need to use this function as the software automatically refreshes its display at appropriate times However if you ve left the event calendar displayed on your screen for several minutes while you did something else the display may be out of date The Close button Ml closes the event calendar form It s a good idea to get in the habit of using the software s Close button instead of he litle X in he top Tight comer of the form In the event calendar it doesn t make a difference However n some other fictions it does Windows defines the ation of the X button as an imperative to cose he window Our software complies wi his definition Asa result under certain conditione changes tha you ave made on a fom may be discarded witbout you being consed Directly E below the tool bar in the gust 1988 hender or dc Send ae fie contols at ja you mig i poe month On the far left side of P the header ae pem rum mem em n ons with a single boy isd d acies eliotn Bees ae Gham hints arrowhead 4 and one with a w w u double mnm arrowhead 4 These buttons are matched on the right side of the calendar pointing to the m Li LI right instead of left The single 10 Roberts Browne Limited arrowhead moves the calendar in month increments The double arrowhead moves in annual increment
31. August 11 booking in the Cherry room Hold down the Ctrl key and the left mouse button Move the mouse cursor across to Banco Getting Started Guide 5 August 12 in the Cherry room You should notice that the mouse cursor has a beneath the arrow Na this indicates that the booking is being copied as opposed to moved Release the left mouse button then the Ctrl key The software will work for a bit When it has finished you will see a new booking in the Cherry room on August 12 It is an exact duplicate of the one on the 11 including copies of any quotes and contracts that were attached to it Lets turn our attention to the Wait List grid The wait list is used to record requests for space that is not available You can drag bookings from the room book grid and drop them on the wait list You might want to do this when for example you have a tentative booking and wish to take a confirmed booking for the same space You can also drag entries from the wait list grid and drop them in the room book grid When you drag entries from the wait list you do not have to put them in the requested room or even on the request day The software lets you place the entry anywhere on the displayed room book grid provided that there isn t a conflict s8 Roberts Browne Limited Lesson 10 Site Defined Types In the previous lessons you have seen references to Site Defined Types These are values for several fields stored by the s
32. BANCO Catering amp Event Management Software Getting Started Guide 2000 Roberts Browne Limited All rights reserved worldwide Roberts Browne Limited 1 1370 Don Mills Road Toronto Ontario M3B 3N7 Canada www bancoems com Phone 800 561 5388 Fax 416 443 9260 Roberts Browne Limited Table Of Contents Introduction Lesson 1 Starting The Software Lesson 2 What s Happening Lesson 3 Developing A Quote Part 1 Lesson 4 Developing A Quote Part 2 Lesson 5 Developing A Quote Part 3 Lesson 6 Working With Sorted Grids Using The Order List Lesson 7 Working With Contracts Orders Lesson 8 Invoicing Lesson 9 The Room Book Lesson 10 Site Defined Types Lesson 11 Defining Event Room Space Lesson 12 Managing The Catalog Lesson 13 Creating amp Managing Templates Banco Getting Started Guide ET 53 55 Roberts Browne Limited Introduction This guide is comprised of a number of tutorials that are designed to familiarize you with Banco and show you how to use the software Before using this guide you must have the software installed on your computer The lessons are based on data contained in the play database that is installed and you will work with this database to complete each lesson Banco is a sophisticated software system that is designed to facilitate the management of events
33. Depending on the tax definition ia place at your site your display may not rukror a E the one on the right Either or both of PST Rate and GST rate may have differen Mesa prompts or may not even appear PST Rate can be used to set the tax 1 rate to be applied to the item If the item is Past non taxable then select Non taxable in this field Don t confuse an item s taxability Fouieiresaty with that of the client Should a client be non taxable you do not set all their items to non taxable There is a much simpler mechanism that we ll see in lesson 5 GST Rate is used to set the tax 2 rate for the item If an item has no price then the setting of S these fields is irrelavent ee Banco Getting Started Guide EI If an item is to have gratuity charged on it then Include in gratuity calculations should be checked Like taxes this setting is for the item not the quote The actual gratuity that will be calculated is based on the Gratuity Service Charge setting on the Details tab of the quote If an item has no unit price the setting of this field is irrelavent If an item is to be included in a package price then Add to price per person total should be checked If the field is not checked then the item s price will be added to the quote total Suppress price and quantity on contracts is often used in conjuction with Add to price per person total When the field is checked the item s quantity and price will not print on
34. E 5174 1528 DE 200 00 aT Select the Contract Sample 0 Standard entry and click on Preview When the preview form displays Scroll it down to the totals area You should see that the deposit you entered is printed along with the outstanding balance for the event report layouts can differ between releases and you may have a version that doesn t show this Close the print preview form Then the print parameters form Then close the contract properties form Finally close the Current Order list Roberts Browne Limited Lesson 8 Invoicing Don t skip this lesson Invoicing is an important function in Banco even if you will not be using the software s invoices to settle with clients One of the things that the function does is move contracts from the Pending Order list into the various historical lists maintained by the software This not only clears out old events from your pending list it also updates the sales history which is used by the Sales Reports function When possible we suggest that you do not actually invoice events until after they have taken place and their contracts have been updated to reflect any changes that occurred during the events The principal reason we make this suggestion is that once you have invoiced a contract you will not be able to alter it Should you need to alter an invoiced contract use the sales credit functions on the Accounting menu to create and issue a sales credit for th
35. Getting Started Guide E p Lene Li Place the mouse cursor lover the Great Ballroom entry click the right mouse button and select the Properties function When the Gres Ballroom properties fom is displayed take a look at the Also Books list it should contain five entries Room A Room B Room C Room AB and Room BC These rooms were automatically added to the list when you added the Great Ballroom to their Also Books lists Close the form Close the Room List form Roberts Browne Limited Lesson 12 Managing The Catalog The Catalog is simply a list of all the goods services and comments that you might want to place on a quote contract or event bar inventory As you ve learned in lesson 4 you don t need to have an item in the catalog to add it to a quote or contract However including your often ordered items in the catalog can greatly speed up the process of developing new quotes and orders IF your catalog is already set up you can skip this lesson However you may want to work through it since it will give you quamererce some useful insights I D cs EN into how the ME rene Fere andFacites Abot software can be an Fres OF Callan made to more easily assist you in the process of quote and alt Sie Dsined Tynes ces At Sates Tares t tates contract preparation al Lt Oi mesere loses fn Fechace Pic Mocaion Fanuies Click the Catalog on the Control Panel Highlight the Cata
36. a price change is required Roberts Browne Limited If you enter a non zero value in the Unit Cost field then the Cost Price column will display the product cost of the item i e Cost divided by Price times by 100 When you set or modify a price the Price Last Set cell will be updated to reflect the date on which you changed the price You can if you want specify a Default Quantity to be ordered whenever the item is added to a quote or contract This is useful for items like audiovisual equipment where normally one wants to order a single unit For a food item like the Eggs Benedict we are adding it makes more sense to use the Guest Multiplier field so that the order quantity is based on the number of guests attending the event If an item has a minimum order quantity that amount should be entered in Minimum Quantity The software will not prevent the ordering of a smaller quantity It will however display a warning whenever someone places an order for a lower amount In lesson 4 we covered the remaining fields on this tab To recap Item Type determines where the item appears in the catalog grid of the Catalog amp Template picker If you are using sectioned quote contract or invoice printouts Contract Category determines the section in which the item is printed Sales Category specifies where sales and costs for the item are to be attributed Work Order Category indicates which if any departmental work orders should include the
37. an output order and or limit the items that are to pv vmo s e E be included in nts the report z You can use oca the form to print contracts or nani casae work orders for a lira Stic number of imita events For np Zi example instead Fart Gio Saure Sevan Ln of printing a werk order for an event when you first create the event you can print work orders for all events to be held next week or for that matter any period The form can also be used to print event lists and anticipated sales reports amp m B B ft Pedes Ela Nody Nen Click in the Select Report field locate the Pending Order List entry in the list that pops up and click on it This report prints up to two lines for each event showing the date time room guest count and client name You can adjust the order in which events will appear on the report by changing the selection in Report Order Click on that field to see a list of possible sort orders it is the same as the list that pops up when you clicked on Order List in the Pending Order list function Make sure that the field is set to by Date amp Time Tum your attention now to the Limits section in the lower right portion of the form This is a list of all the fields in a contract that you can use to limit the events that are to appear on the report being printed To place a limit
38. and then click on August 11 The grid will be updated to display all of the bookings on or around August 11 1998 something like the one at the top of the next page Each of the colored blocks in the grid represents a booking Crosshatched blocks are tentative un confirmed bookings Solid blocks represent confirmed bookings Red blocks are used to show bookings that cannot be moved Other colors are used for different types of bookings Place the mouse cursor anywhere over the main arca of the booking grid You should see a Legend window pop up that explains the booking colors used at your site E Roberts Browne Limited Light gray blocks are used to display s Shadow Bookings These a bookings placed by the system on space that cannot be booked because of a booking in another room Typically this occurs because a pat of a bigger room is booked In the sample that you le amp me An Rap ee Tuas Tenun CCEE OE de ce a E aS Pontou Toe Gawd should have on ga nop ae VA ones Bord B your screen the lpy 3005 ane 3m sec tard ne mmm Ballroom can Tesi m be divided into ri sn emt and a west half When cither the cast or west portion is booked the software automatically places a matching shadow booking in the Ballroom because it can t be booked at the same time While it isn t shown on your display should the Ballroom be booked matc
39. ange a grid layout the software will record your changes and each time you view the grid it will use the settings that you have established Click anywhere in the current order list Move your mouse cursor into the gray header area of the grid where the titles are Move the mouse cursor horizontally until it is over the vertical dividing line between the Function Date and Client In At columns The mouse cursor should change to a sizing bar Drag the divider left or right to decrease or increase the width of the Function Date column Try it now You can change the order of columns by dragging a column to a new position and dropping it Place your mouse cursor at the top of the Order Number column somewhere in the gray header area When the cursors correctly positioned it will change from your normal pointer to the move cursor NI Now drag the Order Number Column othe right sie of the gid and dro t Isa goodies 1 place e columns tat Youare most intrested in on the let side of the aid and those tat you don t care about onthe ight out sie Clicking on the top left cell of the grid will reset the column sizes and positions to their factory default Do this now In all grids the software controls the height of cach row and adjusts it to best display the text You can temporarily adjust line heights by sizing each row much like you do column widths Place the mouse cursor in the gray column at the far left of the grid on the horizonta
40. attach a note to staff concerning an item Use the Work Order Note field for this The field will print on work orders but not on quotes contracts or invoices E Roberts Browne Limited If an item has a cost associated with it that cost should be entered in Unit Cost f K The software tracks this cost and can display a cost analysis for quotes and contracts Wa eh lesson 5 Item Type indicates the section of the Catalog in which the item logically belongs z For custom items the setting s pretty much irrelavent However the field appears on fE thie form since the form in used to display the propertien of every detail ine sod Catalog lines will have this field set vs One of the quote and contract layout options is to print detail lines in different areas sections For example the menu on the left with bar staff and other items on the right The section in which a line is to be printed is determined for quotes contracts and invoices by the setting of Contract Category Sales Categegory determines where sales and costs for an item are attributed If you will be using any of the sales analysis reports it is important that this field be set correctly Also percentage discounts are applied based on item sales categories If you will be using this type of discount then you must set the field appropriately Work orders are in house versions of contracts If you are currently managing your events manually you probab
41. ber fei and if you are rj ising facilities a FE T short prefix to 3 Fier re ate identify the T facility Room pe short names can be up to fifteen ace characters long The first aff definition that RSR es Bed Thee iene Are Bot you will create m Will be for the haar entire room Type in your initials followed by a dash followed by ABC eg h abe Press the tab Key to move el 2 the edit cursor to FEES CAT fron i res er Roberts Browne Limited Name should be set to the text that you want printed on quotes and contracts to identify the room space to the client Type in Great Ballroom Press the tab key to move to the Features field In the room book function when a user places the mouse cursor over a room short name a panel pops up containing the contents of the Name and Features fields You should enter a description of any special features that a room might have built in fixtures special wiring ctc Make sure that there is a green checkmark beside Include in room book This instructs the room book to manage the room space we are defining If you remove a checkmark from a room the room book will stop managing the space Normally the same gratuity is charged in all rooms The software does allow you however to have rooms that do not normally charge the standard gratuity This is a rare situation but if you
42. blue background to the home phone number Press 9 Notice that the number st that was there has been replaced by 9 To cancel this change press the Esc escape key If you simply Banco Getting Started Guide D start typing in a cell that allows edits the contents will be replaced by what you type just like any other field If all you want to do is change a character or two press the F2 key or click the left mouse button When you do this notice that the cell s border changes to a green rectangle You can now change the contents of the cell as you would any other entry field on a form Type in your correct home phone number To save your changes click above or below the home phone line The green outline will disappear and the software will save the entry There is a lot more client data that we could record Going through it all would take too much time for this lesson For the time being click on the Close button M This will retum you to the Quote form Notice that the information you just entered has been added to the quote Now that there is a client mame in the CEE Sunny aa act rss acc puro tu D Customer field ee p z Pere fee pus R e aN the magnifying beds lese des icon are Clicking on it Ens vibe oor en will display the client properties form for the selected customer You can try it now if you like W
43. couple of things to note about the popup panel Fit it does not provide a complete Esc description of the event just some summary information Second in the example we are using there are three distinct items summarized the client an order contract and a room gi San booking The software maintains a master list of all clients with which you have done business Client information is normally collected as you enter quotes contracts and room bookings but you can also add people to the master list without booking an event An order often termed a contract by the software represents the delivery of goods and services for an event Each entry in the event calendar can have one or more orders associated with it You might for example have multiple orders ifthe client has booked a seminar with a luncheon in a different room Room bookings represent the reservation of room space Each entry in the event calendar can have multiple room bookings associated with it A calendar entry doesn t have to have an associates booking if for example the entry represents a pick up or delivery Move the mouse cursor to different entries alle on the calendar Notice that the summary Rum ee ee onct information changes to reflect the entry x T mma pointed to EE Place the mouse cursor over the entry on August 12 Click the right mouse button to bring up the tool menu and highlight
44. creating new room definitions If you will be using managed rooms then this lesson is a must If your version of the software does not have the room book module or if the module is turned off then you may want to simply glance through this lesson Much of the material concentrates on creating room definitions for managed rooms Click the Configuration vsrerce Highlight the Rooms and Facilities menu entry There are two choices on this sub yl Festus Let menu Room List and Alt Sic Deined Types About Facilities Buildings List If UM sa Tast its gu have sn operation that ED me ed o in J Flog This sl give yon the option of being able to print evan summaries and other reports for each building You will sil be able to print consolidated reports that include all facilities To add a facility select the Facilities Buildings List function and add the name to the bottom of the list of facilities Once you start using a facility do not remove it from the list or change its position in the lis This function operates in the same fashion as the entries list in the Site Defined Types function see lesson 10 If you will be using the room book to manage event room space then you must create correct room definitions to describe the managed space Otherwise the room book will not be able to properly handle bookings and may be unable to prevent double bookings You will need to add a room definition for each room t
45. ctions that let you work with particular aspects of your database Click on the Contracts button now This will display a list of functions that all work with some aspect of your contracts Current Order Contract List for example gives you access to all of your open contracts When you click on the About button a window will pop up that details the specifics of the Banco software installed on your computer When you click on the Notes button the Stick On Notes list will be displayed more on that in lesson 7 When you click on the Close Exit button the software will close down It is important that you remember to click on Close Exit before you shut down your computer You can leave Banco running for as long as you want However if it is Tunning and you are going to close down or restart your computer you should first close down Banco Once Banco is running you will not be able to start a second copy If you try to open another copy nothing will happen Try it now right click on the Banco Play Banco Evaluation icon on your desktop and click on Open The remaining lessons assume that you know how to start the software and will presume that Banco is running when you start the lesson Roberts Browne Limited Lesson 2 What s Happening There are several different ways of finding event information One of the most useful is the event calendar It presents you with a monthly calendar that lists all clients
46. d by the one being dragged Place the mouse cursor anywhere in the Standard Lunch linc Press and hold down the left mouse button Now move the mouse till it is somewhere in the detail grid Where doesn t really matter in this instance since the grid is empty Release the left mouse button The mouse cursor will change to an hourglass and after a few seconds depending on the speed of your computer the inserted lines will appear in the detail grid as Roberts Browne Limited Your screen should look something like the one on the left Notice the use of pe Ds Sies nr ote Seve peas the guest multiplier for the CR m rolls and coffee Its one in rer shee ter both cases which caused Eur the software to calculate an order quantity of 25 Click on the Total count field right side of the form and change the count from 25 to 30 Then click on the Appetizers line in the grid After a little work by the computer you ll see that the two quantities have cach been changed to 30 eau m wwe I ae 8 LL 1 nene entre a a You may have noticed that the Unit Prices for the rolls and coffee are shown in gray This indicates that the lines are part of the package price and so the items will not be billed separately Since we are using the standard method of calculating package prices the total has not changed Remember using this method we have to add an item line with the package price If yo
47. d contract Summary tab Booking Type is a list of the different kinds of bookings that you wish to track Do not alter the first three entries The first entry is reserved for exclusive use by the software The third entry also has a special meaning to the software The Room Book module uses Booking Type if you will not be using the room book you can ignore this type Catalog Item Types defines the various types of catalog entries that you may have It is used to organize the Catalog amp Template picker list Catalog Item Work Order Categories defines the different work order groups that you may be using If you are going to use departmental work orders see lesson 4 then you will need to modify this list to meet your requirements If you intend to print comprehensive work orders you can ignore this type Customer Categories defines the different categories of customers that you have The Customer Category field on the client properties Summary tab uses the values in this list Customer Contact Response and Customer Contact types are used when recording client contacts see the manual for further information Customer Source Types is a list of the different ways in which clients were attracted to your facilities Each client has a Customer Source field on their client properties Summary tab that will be set to one of the values in this list o Roberts Browne Limited Function Categories and Function Event Types are used to categor
48. d is used to record both company and individuals names If you don t provide a client Number the system will assign one You don t ever have to remember this number since you ll always be able to use the client s name to locate their information To enter a company name one simply types it in the Company Name field Peoples names are also placed in the Company Name field however a special format is required While it is not an absolute requirement you should enter an individual s surname first followed by a backslash followed by their given names and followed optionally by another backslash and a title e g Roberts Bruce Mr If you follow this format the software will be able to present you with a correctly alphabetized list of clients when needed By the way when a client s name is printed on a quote contract invoice etc their name is properly formatted e g Roberts Bruce Mr will get printed as Mr Bruce Roberts Type in your surname a space a backslash another space and then your first name It isn t an error to have multiple clients with the same Company Name There are a number of reasons for this some of which will be explained in this guide The most obvious reason being that you might have two clients with the same name For the time being the important thing is for you to remember that the software will allow you to create as many clients as you want all with the same name the
49. detail grid are running totals for the quote Please note s Bids N that you may not see some of the fields shown in this tutorial and or some of the fields P 200 may have different labels Sub Total is the total of all detail lines to be charged EDE Discounts is the total of any percentage discounts applied to the quote SrvChg is the 00 service charge gratuity to be charged PST is the amount of tax 1 to be charged EIS typically your state provincial sales tax GST is the amount of tax 2 to be charged 3000 Total is the total that will be charged per TUO dris important to note that Banco has a great deal of flexibility in determining how sm Id charges are calculated Each detail line can be included or excluded from gratuity 3900 Calculations Further every line can have one of five tax rates for each tax authority PERSE B ax 1 and 2 For example in our jusition the PST rt o alcool is curently m 1 10 while on other goods its 8 Finally its possible to specify that items in some Sog stes categories shouid be discounted ff You cannot edit the values in any of the total fields The only way of affecting the l totals is to adjust the guest count line counts line prices or the package pricing fields Not to be confused with he Net PP field that is just to the right of the Service Chare Gratuity section 26 Roberts Browne Limited Lets turn our attention to the detail grid bottom left of the tab When entering qu
50. drop it below the audio visual line Click on the quantity cell of the line you just added Type should now resemble the one below CREER Summer D Accor three Rent in 1 Click on the line above it The form Congratulations You have just created a contract that uses the template Lo eee pep pue m far otc n eaman apm 0 Roberts Browne Limited If you want click on the Print 7 Er button Select the Contract se Sample 0 layout M cet and print or me ay mem mem contract t probably looks poem similar to the one shown on the right RR noa This is the end of the lesson Close all the forms noo HF Banco Getting Started Guide s
51. e Clerk Dv 8 Kena Mitine Rom Tvl Soc Tt 70426 nr tam on 254 200 bt hth Caen aes m 5 Beon 51 t 1244062 until the Issue Invoices button bottom left is clicked Banco Getting Started Guide E The first entry in the list should be for order 100018 on August 9 1998 Click to the left of the entry a green checkmark should appear beside the entry Click on the Issue Invoices button A window will pop up asking you if you wish to invoice the select entries Click the Ok button The software will work for a bit and then present a print parameters short form The invoice process is fairly involved For each event invoiced the software re computes the event totals moves the event to the historical contract file creates a sales history entry for the event creates an entry in the invoice register updates the affected client s year to date sales updates the client s last invoice and A R balance fields adds an entry in the accounts receivable batch if A R is tumed on creates an entry in the export file if an external A R interface is installed and finally removes the event from the pending order file Pop up the Select Report list and pick the Invoice Sample 0 Standard entry Then click on the Preview button Once you have reviewed the invoice and sent it to the printer if you want close the preview form If you look at the Select Report list you will note that there is an Invoice Registe
52. e event Then copy the historical contract make your changes and re invoice the event To activate the invoicing function click on the Accounting button ofthe Control Panel and select Invoice Orders The software will work fora while How long depends onthe speed of your equipment and o your contract volume Eventually Tist of contacts that can be invoiced will appear This ist wil events up to 10 days in the futura fae Invoice Orders CER ee Clicking in the white space to the left of an Baas event selects it ler BIONG on 19 Aug 1880 Cer Joi Carlyn Andersen Ms Anderson ou Tavsla Bock 05 Total M S71 20 for invoicing A der BOORIS or Aug 1980 Con ch Cora Arsen Somobedy Room Osk Backing 31 etai 87120 ara daiak will appear an et Arye Carrey tit erp Alen a eg rir PDT an Aug 908 ta 8 Sera oon Cay Souk 6 Toa beside entries that are selected Clicking on a XX Bod Ten BES checkmark will ye 12955 te ror nat len Re Vo De deselect the m entry and ihe uir er ga cient Ra ett an om oon Dee ening 65 T To Uy checkmark will ES disappear The Invoice Date rir BONS o5 Ap 908 M M d Siam Mop Br 938 Tte 17 ra Ht an ug 880 Ce rhe Curb C Mrs Mtge Aer Roar Ok Boling 0 Ta field cont ins the pr MR eve i S hice date that will be printed on each invoice This date can be a vem changed before Eee meute A Tuesday Septernper 1212000 are not invoiced HN en D
53. e quite useful and BN Jis you lo of time when you need to create a new event that is ery similar to ane tht you already have o file h Cev ToNew Ox B Cery Ta New Dune Banco Getting Started Guide a 7o o 5 to the Current Quote List Note that the quote you have GH Sime tro convenes de sinn We are just about done with this lesson Before you close the I current quote list take a Look at the tool bar You should note that it is enabled and has a pop up arrowhead to the right of the icon Click on the arrowhead You ll El ER conven To ner see the same menu you saw in the quote properties form ws E B Confestim Close the current quote list E Cop s New Quale If you open the Event Calendar and go to the month of your next birthday you ll see that the event you created in the last three lessons is still there Instead of your name being displayed in fuchsia it is black This indicates that the event is a contract as opposed to a quote If you d like to confirm this do so now n Roberts Browne Limited Lesson 6 Working With Sorted Grids Using The Order List Like quotes you can get to contract information using the Event Calendar or Client Properties There is also a Pending Order List function that can be quite useful This lesson is going to use that function to teach you about sorted grids which is what we call the various lists of quotes contracts clients
54. ecked except for templates that you don t want used on quotes and contracts You can categorize your templates using the Template Type field Templates are listed in the picker based on the Template Type If you have a large number of templates you should make use of this field to simplify finding a particular template in the picker Make sure that Template Type is set to Meetings While you are developing a template the software will display the price of items you add If you are using multiple price lists set Display Prices For to the price list whose prices you want displayed The Line Count field simply indicates the number of lines in your template Lene E em D aa por rm There are three different types of lines that can be puerum placed in a template directly entered catalog and sub Bw template A directly entered line is one that you type in ERE directly and is unique to the template A catalog line is an entry drawn from the catalog A sub template line represents the position at which another template will be included in the displayed template 6 Roberts Browne Limited Directly entered lines are used for recording comments serving times locations and unique charged lines such as a price per person Sub template lines are used to include the entire contents of another template Using sub templates has a umber of advantages Principally one only has to enter the lines once Just as important is the
55. eel most comfortable with E LL You should be back on the Event Calendar with your birthday showing It should look something like the example on the right a Place your mouse cursor over the day name Notice that a little panel pops up that displays the day name the full date and any notes that have been entered em Gy te va dote venting you red It s time for a break In the next lesson you are going to learn how to create a quotation Your starting point will be in the Event Calendar with your next birthday displayed right where you are just now But please take a short break from the computer if only for a few minutes Studies have shown that frequent short breaks help to reduce eyestrain and other conditions caused by long computer sessions Banco Getting Started Guide B Roberts Browne Limited Lesson 3 Developing A Quote Part 1 This lesson works through the process of creating a quotation for a client If you will not need to issue quotes you should still work through this lesson What you learn is directly applicable to the process of creating contracts In addition a number of general concepts are introduced and explained m To start activate the Event Calendar and move the calendar to your next birthday Place the mouse cursor over your birthday Glick the right mouse button and highlight the Inser New entry This will bring up a sub menu of items that you can create Highlight New Quote and cl
56. er mum ES n be provided by the i umo dedu d serta T a client will Ped Wed M when y are Im itally entering Ce WERDE quam The NE field is there because the T eiat may have pr amp sending aici ondes pot D you ar ox RM weary may wi m med the hese once tha quote has been Grass confined oN un TE If you are an in house caterer you can use Client Billing Account to record the account number to which the event should be charged This number is printed on Banco invoices and can appear on invoice reports If the event is to be exempt from tax 1 or tax 2 then the exemption number should be entered in the appropriate tax exemption fields shown as PST Exempt tax 1 and GST Exempt tax 2 on the illustration If you do not have or need to record an exemption number you can type any text in the field If a tax exempt field is not blank then that tax will not be charged The right half of the Accounting tab is devoted to discounts which we will not deal with in this guide Working with discounts is discussed in the User Manual Click on the Miscellaneous tab At the top left of this tab is the Function Type field Drop its list down find Luncheon and click on it The field is used to categorize types of events Correctly setting the field will allow you to produce event and sales summaries based on the kind of event
57. eraicin Room The Details E tab is where you enter the goods AO L LEEN nm ls Jamo natation services and ES comments for an pet dns AE Muret event Most of a o ca ccm ES ma sem oues Marr ut quie B p fente Ps D io en merit e Dait area of the tab T This grid cm me unterce ELJ conte any number of lines each of which Pee Cn can be a charge TED litem a non atm charge item or mp comments There are a tom number of tools puse available for xw adding items to this list wen get to them is a few minutes But eaea prc r rar pe first lets look at Banco Getting Started Gui some of the other fields on the tab You ll notice that the time fields on the Summary tab are duplicated an the top left of this tab In the bottom right arca of the tab you ll also see that the count fields are duplicated This duplication is simply to make things easier for you You may enter times and counts on either tab The Service Charge Gratuity section top middle can be used to override your site s standard gratuity charge for the quote To do this click on the red X It will tum to a green checkmark You can then enter a new gratuity rate in the Gratuity Rate field When entering a rate type in the percent to be charged without adding the 95 symbol To go back to charging the standa
58. erations this number will change over time and you may alter the field whenever EI Roberts Browne Limited necessary Guaranty should be set to the minimum guaranteed guest count If you do not establish minimum guest counts leave the field set to zero The value of this field cannot be Total Head Table is for recording the number of guests if any that will be seated at a head table Children should be used to record the number of children expected at the event The Other count field can be used to record some other count that is of use to you Ge etter MO re down arrowhead at the left of these fields will when clicked a f s I a drop down a calculator that you can use to compute a value This d calculator is available in many numeric fields and can be quite useful L TE when setting prices or when you need to determine a percentage of Bask E JE E og some number Enter 25 in the Total count field If you are using the calculator click on 2 and 5 Then click on equal To cancel the calculator display press ESC escape or click outside of the calculator The calculator uses for division and for multiplici Now that the basic information for a quote has been recorded click on the Summary betas Acsotng Mscalareas Details tab Pressing the F7 key will switch you to the next tab which in this case is the same as clicking on Details 22022 201 Joest
59. f creating a template Mechanically the process is quite similar to the way in which detail lines are added to a quote or contract But when creating templates one must always bear in mind the fact that a template is used on many different quotes and orders So for example one does not usually enter order quantities In deciding on the templates that you need to create for your working system a good place to start are the hand outs that you give prospective clients Typically this material includes outlines of the various types of events that you handle and often detail different packages Part of your initial analysis should identify common elements in the function outlines For example many dinner packages include a sweet table If you have several packages that need the same sweet table you should create a template for it You can then include this sub template in all of the package templates that need it BMeintererce Most of our E Catalog tem List Liceo M examples have Pans rene Pri concentrated on i Prce La otode 1 Cabaton IS sites thi iud fh Se sive T en Ne T Se Tanet Grutor E hi Package Pice locaton Forulss fey that are usually iacoded i an even Iz thie lemon Vo we going fa eet a tempt fra meetings At the ed of to lason wel cae contract wig tha template Click on the Control Panel s Configuration button Highlight Catalog and select the Template List entry This will d
60. food B for breakfast L for lunch D for dinner or a four digit number You can adopt this approach if it meets your needs or you can use your own naming scheme If you are going to use your own remember that you will initially be adding several hundred entries to the catalog and over time will probably add more entries So your scheme has to allow for additions Notice that the entries in the sample database leave space between the used numbers to allow for additions If you are starting with a new installation you will find that the catalog in the live database is very similar to the sample database You should remove entries that are not applicable to your needs Renove catalog erty f FEDSIUT To remove an entry place the mouse cursor over the line click the right mouse button to bring up the tool bar menu and select Void The software will ask you to confirm the deletion You can use a single catalog entry to represent an entire meal However we suggest that you break things down into constituent parts as we have done in the sample database This allows the software to produce more meaningful item requirements and other reports On the other hand you probably include coffee and tea in most meals Rather than having two separate entries one for coffee one for tea you should create a ingle entry to cover the after meal beverage The structure and contents of you catalog depends a great deal on the mat
61. hat can be booked In addition you will need to add a definition for each part of a room that can be separately booked As an example consider the diagram on the right It shows a big room with two moveable dividers To properly define this space you need to have six room definitions One for the entire room and one for each room that is available when one or both of the dividers are deployed The diagram has labeled the room parts A B and C To correctly define the space a room definition is needed for ABC A B C AB and BC Banco Getting Started Guide E If the Rooms and Facilities y sub menu is not displayed click nets rm on the Control Panel s Configuration button and highlight the Rooms and Facilities entry Click on the H Room List entry of the sub menu This will bring up a form e eer arn s that contains a sorted grid of all f the rooms defined in the sample database We are going to define z the rooms required handle the eee s Place the mouse cursor anywhere in the grid and click the right mouse button to bring up the tool bar menu Click on ferea Fla the Insert New choice This will present you with a blank room properties form Every room must have a unique Short Name This name is used by the software to identify each room that it can work with Typically You can use a Ele BS fr TEEN mom num
62. hen you close the eae m 77 client fom Ap T J you ll come back to the quote xli fd e s You can add phone numbers to the phone number grid on the Quote These numbers do not get recorded in the client properties form They are specific to the quote If you want to add or alter a client s phone numbers you should make the change on the client s properties form The same is true of the Contact name salutation salesperson and other client fields This behavior becomes important when you are working with a client that is a company Often your primary contact may not be the person booking the function and you will want to type in the appropriate name and phone numbers on the quote There is a mechanism available in the software to keep multiple client records for the same company but that goes beyond the scope of this lesson Vene I All of the red prompts have disappeared from the quote form At this point you can save the quote even though its not finished Up until now if you had closed the form a new quote would not have been created and your entries would have been discarded Actually the software would ask you about this before doing it We ve been at this lesson for a while so lets take a break Close the Quote properties form 20 Roberts Browne Limited Remember click on the Close button fl on the Too Bar or press the F11 key or right click over a f
63. hing shadow bookings will be placed in both the east and west portions Place your mouse cursor over a blue EME Lam Ted or crsshtched block and tt fora sees RAN second You will see a booking summary ereny panel pop up The panel contains a Esee Regulai Booking E Esme EQfQNG 421 Sudo gut 090 CONFIRMED summary of the booking that the mouse wet CLIENT En 20 on cursor is pointing to it should look similar oak CLIENT HIONA Ares Communit Cu to the one on the left Parlor CONTACT Mrs Margaret All br EXPECTED GUESTS a0 Ps SALESPERSON Gretta Tavos Banco Getting Started Guide ss To see further details for a Ses mi see your meer gon gp Daomar penting Type over the booking Fete Eva EINEN EC in the Cherry Egg meu fosa rs room on August f i 1 Click the sia fume right mouse free Eee Pen 7 button to bring up the tool bar menu highlight and lef click on GE al Pe Expected es Ont Een Properties Ths 3 S ala the p mei ner mem booking Properties 8 the illustration E b c a onthe ht You can move a booking by adjusting the Date and or Booking Times You can also move a booking using drag drop in the Room Book grid and that is usually an easier way to move a booking to a different day Changing times however is more easily accomplished using the displayed properties
64. ht mouse button Highlight Properties and click on Day Name The Day Name properties window E will pop up as shown on the right Take 2 few seconds to examine the window ESS The tool bar is different There are three E buttons that you haven t seen before and 7 7271 Monday April 23 2001 some of the buttons that were on the ete Event Calendar tool bar are not on this one Each entry field has text called a N prompt or label above it that describes the field s contents The prompt for the Day Name field is showing on a green background First the new buttons If you ve worked with software before you are probably aware that it often has to be told when to make a permanent record of something This is often called saving Your word processor for example has a File Save command that you need to use when you want a document stored on disk Banco doesn t have to be told when to save things it assumes that this is what you want to do and does it at appropriate times There ar however situations in which you may want to tel the software to immediately save changes that you ve Save button B8 lets you do this The Cancel button BB can be used to erase any changes that have been made since the lst save Remember that most saves are done automatically by the software so clicking on the Cancel button will not necessarily restore things to the way they were when you last clicked on Save The
65. ick the left mouse button It will take a few seconds eventually blank Quote properties form will be displayed see below wa day ERU Che CE Wev Special Even en only need o create quotas when yo are not uro dat you D be geting the business IF is usta question of the details you would normally start with a contact adr The detalla of creating quotes and contacts are alios identies Once you ve completed tis Jessa and the nest two youl be able fo cree both quotas nd If you are using the Room Book the software will make an unconfirmed reservation when you create a quote This reservation will remain in place until the quote is voided or assigned to another room If you wish to create FT multiple quotes p f avamc oamoNe for the same Somers putas Accu ecc Abra space at the osa I i same time but E22 MIRA ooo for different T cients you will law i um a room that ist managed by the Room Book The software can record a large amount of information pertaining to an ea pem event As you will note when Bi oer af the Quote form m appears there are ay five tabs used to af m m mm ac display all that data This lesson is not going to i I Banco Getting Started Gui deal with cach and every field available to you That would make for a very long session Instead we will concentra
66. ield and click on Close The quote you ve been working on has been saved You should sce your event calendar with an entry for Fidar the pod m w eS showing on your birthday It should look rm m something like the display on the right Close de event calendar In the next lesson we will continue with a ud n 2 i 2 the quote you ve Just created Banco Getting Started Guide n n Roberts Browne Limited Lesson 4 Developing A Quote Part 2 This lesson continues the work of creating a quotation begun in Lesson 3 It may seem that there is an awful lot involved in creating a quote Remember that you are just learning and that we are taking the time to explain a good deal about how the software operates Once you are familiar with the system you ll find that quotes can be prepared quite rapidly Li mr To star activate the Event Calendar Move to your next ous birthday Right click on your S Toss e name Highlight Properties and left LETTTEND S06 click on the quote you created in DEL ee the last lesson ren LES Clent 10019 Mr Duce Robers Most of the last lesson was H a devoted to creating a new client record and providing the minimum information necessary for a quotation There is of course much more information that can be recorded Some of the fields available on the quote form may not apply to you
67. isplay a list of all of the templates ue imr sur defined in the sample database The Template List is a sorted grid You can edit any cell in the grid Place the mouse cursor in the Template List grid click the right mouse button to bring up the tool bar pop up menu and select Inser New When you create a new template you Banco Getting Started Guide E ve it a unique Short Name This name is used by the software to distinguish the template from all other templates Type your initials followed by seminar in the Short Name field Press the tab key to move to the Title field cmm IDEE Both a templates Short ORA rAMA Ne Name and its Title are Saeaf ral displayed in the Catalog amp pem Template picker You should enter a Gilo cht p mE briefly informs a user 2 of the templates contents service in Title re pm Hel iy m ne sent You can record a longer description of the template in Description The field should be used to describe how the template differs fom other similar templates It only appears lon reports and when you call up a templates properties i pes f pum If Show In Picker is checked then the template will appear on the template tab of the Catalog amp Template picker If the field is not checked then the template will not appear in the picker Typically you will leave this field ch
68. item The checked items in the Print On field indicate the report types that should include the item If an entry is not checked the item will not appear on reports of that type A non zero Guest Multiplier instructs the software to adjust the order quantity based on the total number of guests expected at attending an event A value of one corresponds to one per guest A value of 0 125 indicates one per 8 guests When using fractional Guest Multipliers the Multiplier Rounding field tells the software how to handle fractional order quantities PST Rate and GST Rate labels may be different at your site specify the tax rate to be used for Tax 1 and Tax 2 respectively If a quote or contract is tax exempt taxes will not be calculated regardless of the settings of these fields When Use formula for sales distribution is checked the Unit Price is taken as a tax and gratuity included package price Sales are distributed based on the formula selected in the quote contract Per Person Lines Calculation Method field If Include in gratuity calculation is checked the item s sales will be included when calculating gratuities for a quote contract invoice If a quote or contract has a gratuity rate of zero percent then gratuities will not be calculated regardless of the setting of this field When Add to price per person total charge separately checked the unit price is added to the package total and is not If Suppress quantity amp price on co
69. ize events Both quotes and contracts have a Function Category and Function Type field on their Miscellaneous tabs to hold values of these types Group Status Types Group Types and Guest Room Types are used by the Group module and you should consult the manual for further details Ingredient Types are used in the Recipe module to categorize recipe ingredients See the help or user manual for more detail Language Preference lists the available values for the Language Preference field found on the client properties Summary tab Phone Number Type defines all of the types of phone numbers that you can record Quote and Order Status Codes defines the valid entries for the Status field found on the Summary tab of both quotes and contracts The entries in this list should be set to values that describe the various states for contracts and quotes as they work through your operation Recipe Categories and Recipe Types are used by the Recipe module to categorize recipes Consult the help or user manual for further details Room Types can be used to categorize the different types of rooms in your operation Sales Categories must be set to the various accounts that you use to track sales The first three entries of this list are reserved for use by the system They will be used to track taxes and gratuities regardless of any text you enter for them The sample database defines a large number of sales categories An advantage of this is that the
70. l line that separates two rows The cursor will change to sizing bar Drag the row divider up or down to alter the row height These settings are only temporary and the software will reset row heights when it feels it necessary Unlike the quote detail grid lesson 4 you cannot change the order of rows in a sorted grid using drag drop The setting in the Order List field determines the order in which rows are shown Lets turn our attention now to printing reports based on data in the list Please note that while we are going to be working specifically with contracts orders the principals discussed here can be applied generally to any function that displays a sorted grid 4 Roberts Browne Limited ick the down arrowhead to the right of the print button on the tool bar or click your right mouse tos vide te euor somewhen jr the gil The sre that ppp as three selecta We are terested in the first of these Lists Contracts Work Orders Click M js Weel Reaierere LES on Shit selection lin Requirements report ea detail items ordered ina period mas De Up aopa Uds A full print parameters form will be displayed The left Tan 3E5200 san 1p Fere half of the form is the same as the print parameters short form you worked with in the last lesson The right half of the form Selection Criteria appears because we are working with more than one object and we sp my want to set
71. last setting will round fractional quantities down unless the calculated quantity is less than I in which case it will set the quantity to one If we were entering a charged item the price would be entered in the Unit Price field The checkbox to the right of Unit Price Use formula for sales distribution is only used when working with formula based package pricing When it is checked the software presumes that the Unit Price is a tax and gratuity included package price and distributes the amount based on the formula specified in the quote s Calculation Method field If you are working with formula based package pricing you can use this feature when you need more than one package price on a quote a childrens price for example The Title field is where you will typically place the text that you want printed on quotes contracts and invoices Tab to that field now When the edit cursor enters the field you should notice that the Spell button becomes active on the tool bar and that the Font Format button P to the right of the field also becomes active Banco Getting Started Guide E A simple g me spell checker is rige included in the s software and Smpwow warant Fwd 8 clicking on the BEM err Sapsan nepen FERE Spell button will les activate it 1f ap m moon mae Lu there cem spelling errors in m he feld a m window will ee O a Cored popup so that RE you can make Ereren
72. lled Close Clicking this button will close the preview display and return you to the print parameters form Click on the Printer button far lefi This will bring up a Pintar Windows printer dialog In Neme SGAHPLaceuet an this dialog you can select the gs rer printer to be used the parts of the document to be printed D S and the number of copies to eae Rangs mS be printed You can also use Al Wade f 2 the dialog to send the Curent Page dama tle a one es several file formats Ente coge runes and page eres Separated corn For stamp 11512 Make sur that the selected printer is the one you Fire Aes ren m want to use and click on the T PimtoFie E Ok button This will print one ME copy of the quote Once HES nine printing has finished you ll wee f be retumed to the preview E form Close the form click on the Close button at the top CR ees of the form to retum to the print parameters form Close that form as well You shouldbe back atthe quote form Click on the down arrowhead jst to the right of he Tools button Fo B1 on the tool bar This will pop up menu with three selections on it p E The first Convert Quote to Order is the one that we ll use in just a second Ss Bic B5 GC PR The oher selections allow you to copy the quote to create either another S CR eot new quote or a new contract Both of these functions ar
73. log amp Templates entry and select the Catalog entry on the sub menu that pops up The catalog function presents entries in a sorted grid You should notice a third field below the grid labeled Show Price For If you are using multiple price lists use the field to view the different prices The catalog grid will let you modify any of its cells This is ALCOHOL quie useful aes BEER esi Be when you want mana Lua Bue sa ee fto change a Bn i Toup of items mise Counoision akanai I De iip Bum Heus VS p hen editing pent grid cells if you ulia eit Ue change the value otis pen band let Jue lin a cel on F ei Ua which the grid is in perian brard ea Le sorted the ssa iy software will Rum dak ssa Us E ar d im abe premium brand pm Po esc For Chao State the altered line to sil pas sars z its new position Banco Getting Started Guide E in the sorted list Every entry in the catalog must be given a unique Short Name that the system uses to distinguish it from other items The sample database uses a simple coding scheme with six character names for items The first character identifies the major group to which the item belongs A for alcohol F for food ete The second letter if any identifies a sub group For alcohol B for beer W for wine L for liquor etc This may be followed by a third letter and a three digit number in
74. ly make copies of each contract to distribute to staff While you can continue to do this in Banco it may make more sense to print work orders Typically work orders do not include pricing information although they can if you want and do not include information that is only relavent to the client contract wording and the like One of the features of the software is its ability to print work orders tailored to the needs of each department So for example you can print kitchen work orders that only list food and other items relavent to the kitchen If you are using departmental work orders the Work Order category is used to indicate on which work orders the item is to be printed Pinton E M Evert Bors You can control the types of documents on which an item will be printed using the Print On field In the case of the comment we are adding it need not rone be printed on the client invoice or on Production Reports Production Reports ones 6 tunes by the way are summaries of all of the items ordered in a period To stop an Proton Regota item from printing on a type of report click on the green checkmark beside the report type Click on the green checkmark beside Invoices and on the one beside Production Reports The checkmarks will disappear and the report types Wem o ittm pom If an item has both a cost and price then Cost Price will show the item s pst product cost the cost divided by the price
75. n eee M S8 50 Pme 816 447 3770 Fas 816 442 9260 wre cere ce Clicking it wil send the report to uen a printer The Chen Me Bee Roberte ce QM sso next three Dis Bae mn oud es 59 55855 aco ON MIC Fie o NAR buttons allow you to change ihe size of the report display Date Mel Apel ati nat pa The leftmost Perses ou By wiii Salesperson Brace Babee shrink the page Get Expected 30 so that it fits entirely within ws em mm m the display ares mem The middle Para button of the Roberts Browne Limited three will size the page so that its width is entirely within the display area The rightmost of the three buttons will display the page as close to actual size as possible Because of the differences in screen sizes and display resolutions its not possible to be more specific To the right of the three sizing buttons you ll sce a field that displays the actual of the displayed page to actual size When using the middle button setting you may sec a line displayed smaller than the text around it The software is trying to show you the actual text that will print on that line To the right of the sizing butions is a group of controls that resemble VCR buttons around a field that displays the page number being displayed These buttons move you working left to right to the first page in the report the previous page the next page and the last page In about the middle of the tool bar is a button labe
76. n entry that is at the end of a list click on the entry Press F2 and then the Delete key Then click above or below the line to confirm the change The entry will be removed If you wish to stop using an entry that is not at the end of the list click on it Then type in lt not used gt and click above or below the line to confirm the change The entry will remain in the list However it will not appear in pop up lists Typically the first entry in every list should never be changed It is usually reserved for use by the software The Sales Categories type reserves the first three entries The first of these is used for Tax 1 the second for Service Charge Gratuity and the third for Tax 2 If you will not be using Tax 2 you can change its entry to not used The first three entries of the Booking Types list are also reserved and should not be altered Account Status Types is a list of the possible values for the clients Account Status field The information is also displayed in the usually green account status panel that is displayed in the middle of the quote and contract Summary tab Account Type refers to the terms that you offer clients It is set in the Account Type field found on the Accounting tab of the client s properties It too is displayed in the account status panel on quotes and contracts Bar Types is a list of all of the different kinds of bars that you offer Fields that use these values are found on the quote an
77. nce you ve done this the pop up list will disappear and you should notice that the Room field s prompt is now on a green background You can move through a form by pressing the Tab key to go from field to field Shift Tab moves backwards Whether you use the keyboard or mouse exclusively or some combination thereof is up to you Pick the method that you feel most comformatble with Place the mouse cursor over the Customer field and click the right mouse button Highlight the Insert New entry and click the left mouse button We are going to add a new client to the mas seconds you ll ET E Summary neon acts ans Meteo ete ccs noom Beina aano coma elf see the Client properties form En Ta eplace the Quote properties form EM of As you can see there are a fuir number of tabs with data We are not going to look at pum tc tn pres esee tabem lesson But CT notice the left and right arrows Dori marbor on the right side ida ient en cormerts jesowm ef of all the tabs s They indicate s 1 that there are more tabs which are mot i Em j Ee shown You can click on them to scroll the tabs to the left or right For now we are simply interested in the fields on the Summary tab Banco Getting Started Guide v To create a new customer record you only have to provide a name The Company Name fiel
78. ng a quote or contract depending on how the room book is configured at your site You can also have multiple quotes and or orders associated with a single room booking This last feature is often used to attach separate orders for each major service delivered to a room i e morning and afternoon coffee services A ro booking dass we oa sole roo y a cit om a given dy A ci ue ofa m coon spn mare a 23 ors ed 9 mis Irn c il busing ors on rore a one yo uve fo plas user Boing fe rom om enh day Im cent wb ang mae m one oes en dou ill ave ta Place a booking fr each room a hey wil be ui IE gg are booking an event at pane several rooms and or days you should consider using the Group anode to nollet the bookings and thy soci quita sud cont A poop ki yon icol epi fo the et ro end iie Single consiaed invoice Cont th help oruser nana fr fuer infrmation ETES Click on the Room Book button on the Control Panel This PARUM wit popup a mena of functions that work with the room oe book Click on the fist entry Room Book to activate the seen room book form Rn E __ Xem M Beck Booksa fime 3 Bech ice Seo amans M tneitererce M Ed E Feen cok Regeer gpcontaurston iu Md 7 M you have standard room combinations you can define those combinations as a single room in Banco and use one booking to book all of the space This module is only available in some versions of the software Banco Getting Started Guide E The room book form ha
79. ntracts is checked then the item s order quantity unit price and extended price are not printed on quotes contracts or invoices Regardless of the report layout used Enter 1 8 in Unit Cost Set Item Type to Entr e Set Contract Category to Menu Set Sales Category to Food Set Work Order Category to Menu Set Guest Multiplier to 1 Set Multiplier Rounding to None Of the four check boxes make sure that only Include in gratuity calculations is checked Banco Getting Started Guide 3 Your form should resemble the one on the right Once it docs close ihe form You should now have the catalog grid displayed with your Eggs Benedict entry at the op Notice that the entry has been added in its correct position based on the Order List field setting ul Enos Benedict Um Phe m Tes ogg cna vr a dice ae za 7 ham ands sed Engish Fear Topped th mestre lands suce T al E sfera ZI v Evert Bars d xs Eam M ss fre gem fentes Temm meu rer CRE OR secte Roberts Browne Limited Lesson 13 Creating amp Managing Templates In lesson 4 you used a template to start the process of recording details for a quote As you saw in a single drag drop operation you were able to add the outline of a simple lunch Of course templates can include much more information and may be much more detailed This lesson is going to work through the process o
80. oftware including phone number type sales categories function types ete In this lesson we ll go through the relatively easy process of changing the values available for these types Click the Configuration button Allon the Control Panel This will bring up a menu of functions that affect the overall setup of your softwaredtocate the Site Defined Types entry on the menu and click oni This will bring up a function that lets you change all of the site defined types in the software All types supported by all configurations of the software are in the list on the left side of the form Depending on your version and specific configuration some of these types may not be applicable to you The Site Defined Types form is 7 IIIX MEEI split vertically in half On the ien B e Side is am alphabetical Uist of all types The right side of the form B B BHMNS a pertes roe tego particular type Click on Phone Bs Types Number Types The right side will Pees Tyres be filed in wih all of he phone S rem Spes defined im the sample torres neo Ha F ditabis Custcmer Contact Response Type ener You should see a blue right Jouer Sonce yes inar es arrow QP just to the left of the Ames caries Office entry This indicates that _ funetorverent pes Office is the default value A Om Ste Tapes default is the value that will be Sint Gor pes ised by the software when adding pared pee a new entry You can always select flame P
81. oom List grid Since we are adding new rooms and are only working AREA with those additions you can safely ignore the message Te Bid Room Beek Function nh cw fely ignore the s found on tne Maintenance menu Otherwise y If you might already have bookings or shadew bookings or added a new room to the Also Books list of an existing room or added an existing room to the Also Books list of a new room then after completing your changes you would have to use the Re Build Room Book function found on the Control Panel s Maintenance menu Failure to complete this function could result in an invalid re working with existing room definitions ones that room book and might lead to double bookings Now insert a new definition for Room B Use your initials b for the Short Name and Room B for the Name Make sure that you add only the Great Ballroom to the Also Books list Do the same thing for Room C Room AB and Room BC When creating the definition for AB in addition to the Great Ballroom add Room A and Room B to the Also Books list When creating the definition for BC add m Room B and Room C to its Also Books list as well if asthe Great Ballroom EX E You should now have z six entries in your room 7 list looking something see perme y like the illustration on the sight em ta 7 7 En 7 v 7 7 rd z 7 Banco
82. otes and contracts this is where you will probably spend most of your time First make sure that the mouse cursor is not over the grid move it so that is is over the Counts Total field for now The first column in the grid is labeled Guest Multiplier This value can be used to have the software calculate the quantity of an item based on the Total guest count For example if the party is seating 8 per table then setting Guest Multiplier to 0 125 will cause the software to automatically calculate the number of tables required for the event When the guest count changes the item s quantity will also change Its possible to control how the software deals with fractional quantities and we ll deal with that later in this lesson The second column shows the Quantity ordered If Guest Multiplier is zero blank then you can edit the Quantity At the bottom of the grid is a horizontal scroll bar There are many more columns in the grid than can fit on a typical display Use the scroll bar to bring those columns into view When there are more items in the list than can be displayed a vertical scroll bar will appear on the right side of the grid Use it to scroll lines into view Move dhe Bus Rods eie detail grid When you do this a window popup Wen yor move the moe cor ey fon te Byer te picker E Catalog amp Template Picke The picker allows you to iai very quickly add a
83. ouse button The computer will work for a few seconds and then the line will appear above the Appetizers line Now move the line back to its original position ie 300 Shi Cocktail A final note on working in the detail grid If you wish to remove a line you can use the Void tool button or you can press the Del Delete key The software will not ask you to confirm the deletion it will simply remove the line This is the end of the lesson Click on the Close button to close the form Then close the Event Calendar form Banco Getting Started Guide E 36 Roberts Browne Limited Lesson 5 Developing A Quote Part 3 We are just about done with the quote In this lesson we ll look at another way to get to quotes Then we ll finish up with the quote and print a copy of it Finally we ll convert the quote to a contract To this point you have used the Event Calendar to get to the quote properties This is not the only way When we were adding the new client for the quote you may have noticed that part of the client information includes a list of all current quotes associated with the client We Fy Gertie M could go through the client list to get to the quote Instead we ll Hautes sc the Current Quote List function On the Control Panel you Sremeet Sf should see a button labelled Quotes its usually the fourth one from the top Click on it to bring up a menu of functions that Eo Pec work specifically with quotes
84. r business model Just ignore them You should have your quote F zm m displayed on the amp 8 8 a0 SRO 10 OM oe screen looking something like funcion nete Gute Nunter sietus the one on the Fe Manday Apniza 2n01 susie perom sight a D Cl Salesperson Ha ictus 5 ui middle E of Prev occum usd i mer soula piste ume qnem be used to record the name of the mar peson in your pe organization obete iener who deis wih pee de client on mmm E matters Le cape aa ote Net i 3 re Janus pertaining io the quote When a fina zj entering a name Fees mm m EE in the feld use E f the backsash Jeans xs format for names alii E cb o described in the previous lesson Place the mouse EST pue rsen uc raus Banco Getting Started Guide n cursor over this field and click the left mouse button Type in your name surname first Then followed by your given name E G Roberts Bruce Every function can have a name While the Function Name field is optional we generally recommend that you record a name for the function If you have signboards type in the name that is to appear on the boards Make sure that the edit cursor is in the Function Name field and type in a name c g B Roberts Birthday Celebration Delivery Instructions is where yo
85. r report layout The layout will print a report that lists all of the orders you invoiced Each order will be summarized on one line showing the sales taxes and gratuities The total of all of the orders you selected will be shown at the end of the report Select this layout and click on Preview After you have reviewed the report and if you want printed it close the preview form Close the report parameters form Finally close the invoicing form EMI you need to re print an invoice use the Re print SEH invoices function that is found on the Accounting De Invoce Groupe Rhone fy menu oF the Control Panel s ie Ses Ded f rs About M Al E ANA Batch UrPededimd rnae M 2 Roberts Browne Limited Lesson 9 The Room Book Ifyou will not be using the Room Book module to manage room space you can safely skip this lesson The Room Book is a function that presents your event room space usage on a graph Rooms are listed down the left side of the graph and days are shown across Colored bars indicate events booked into the various rooms This function is quite useful when you need to determine room availability over a number of days up to 31 Before we get into a discussion of the various features of this function it is important that you understand how the software manages room space Banco actually tracks room usage independently from quotes and contracts orders You can book a room without actually creati
86. rd gratuity rate simply click on the green checkmark This will change it back to a red X Qd Just to the right of the Service Charge Gratuity section are two fields labelled Net PP and Total PP The PP stands for price per person Net means before taxes and gratuities s You cannot edit these particular fields The software updates them whenever the quote FF totals change Net PP is set to the sub total of all items divided by the Total guest count Total PP is set to the quote total divided by the Total guest count er person Lines caultion Nobo Ponet cospe sub f wo To the right of these fields is a group of three fields that govern how package prices are handled Without getting into details the software has D three ways of dealing with package pricing The Standard method is to add up the prices of all lings marked as being part of the price per person and display D the total in PP Nee Cost PP will show the total cost of the lines The package price is not actually charged Instead you must manually add a line with the actual price that you wish to charge The A La Carte Package method is similar but the software will add PP Net as a charge The third calculation method allows you to enter a tax and gratuity included package price and have the software calculate the sales distribution based on a formula The particular formula used is specified in Calculation Method RE Down the right side of the
87. right click on the field name the list is alphabetical and select SevEdit Limits Once you set a limit the field will appear at the top of the list prefixed by a dash You can remove a limit by right clicking on it and selecting remove limits When you print preview or e mail a report with limits the software will only include items orders in this case that meet all of the criteria established by your limits A common mistake when first working with limits is to specify a number of criteria that effectively excludes all items If you get a blank printout check your limits Banco Getting Started Guide as The software keeps truck of any limits that you set They will remain in effect until you clear them To clear a limit place the mouse cursor over it click the right mouse button and select Remove Limits Ptr aan cin yp scroll through B Scroll through RE Guer arteei Guest Count the list of fields EE atten A until you find the figg A Seon in ote Function Date entry Place the mouse cursor over it Fra on ile the starting and ending date In the From field set the iB 29559 lostteman fie ee 31 1998 Click Ok You should now see the Function Date field at the top of the Limits list showing the dates that you selected Notice also that the Report Limits box in the lower left side of the form shows the limits as well For Function Date MEE Click on the Preview
88. rightmost button is the form s Status indicator 8 On the Day Name form it will Roberts Browne Limited always be green indicating that everything is ok On other forms it can become yellow warning or red error When you are working through the fields on a form the prompt of the field that you are currently working on will change to a green background Press the Tab key to move from field to field Do that a few times right now Notice that the green prompt changes each time you press Tab You can also press Shift Tab to move backwards Try that out now Of course you can also use the mouse to move to a field Place the mouse cursor in the Day Name ficld now and click the left mouse button Type in something to remind you that this is your birthday e g Bruce s Birthday The text you type in Day Name will be displayed on the event calendar You can also record remarks in Notes The Notes field is most often used when there are several things happening on the same day For example if your birthday falls on December 25 leave Day Name set to Christmas and enter your text in Notes Before continuing make sure that there is some text in Notes Close the Day Name properties form You can do this by clicking on the Close button up on the tool bar Or you ean with the mouse cursor over one of the fields on the form click the right mouse button and then click on the Close menu entry The methods are identical in effect so use the one you f
89. rrent date in the Function Date field Click on the Room field and select the Great Ballroom entry that you created in lesson 11 Press the tab key twice to move to the Customer field Select a client Click on the Salesperson field and type in your name Click on the Function Name field and type To test my template Click on the In At field and type on the Total count field and type 600 30a Press the tab key and type 1130a in the Out At field Click Click on the Details tab The software will work for a few seconds and then you will see the tab Move the mouse cursor over the detail lines grid When the picker pops up click on its Templates tab Find the entry for your template and copy it to the detail lines grid Place the mouse cursor anywhere on the line for the template Press and hold the left mouse button Move the mouse into the order s detail lines grid Release the left mouse button Banco Getting Started Gui The software will start copying the template When it has completed the copy your form should resemble the one on the right Use the vertical scrollbar on the right side of the detail lines grid to scroll the details down until the audio visual line is showing Click on the line Then move the mouse up to the picker and click on the Catalog tab Place the mouse cursor over the Wireless clip on microphone amp belt pack entry Drag the entry down into the detail line grid and
90. s Try each of these buttons now and observe the results In the center of the header is a drop down list that you can use to quickly move to any month Click anywhere in the area that contains the month name When the list drops down find the August 1998 entry and click on it This will move the calendar to August of 1998 a month in which there is data on file Your display should change to resemble the one shown above The number shown on the left of each entry represents the number of guests expected That is followed by the client s name Ifyou have a large monitor using a high display resolution you may see more of each client s name Notice that the entries are color coded A black entry indicates that a contract is on file A purple entry indicates a quote A green entry indicates that only room space has been reserved If you are mot using the room book module or have the EL Edition installed then ignore all references to room bookings On a busy day the list of entries may be too large to fit in a day s display area In that case little up and down brown arrows not shown may appear in the bottom right corner of the day s cell You can click on these arrows to scroll through the list of events for that day Place the mouse cursor anywhere on the only entry for August 12 You should see a panel pop up that provides a summary of the entry you just pointed to similar to the one 27 ameme shown on the right There are a
91. s two grids The upper one labeled Room Book is used to show room utilization The lower grid is used to record eg Aate Feces Maray epee 11 2009 Tuesday Seteme 12 requests for room space it s the wait list The Room Book grid lists row showing fom one to thirty one days across At the eue top of cach day ome qms ma is a ie dba EE Gad et RU CE contains the date represented by a FeoBontha Ties Cod Seup Tea Donn ire BN Sto eck ni B Pere eras ssec tod the column The a Ei format of this title changes depending on the width of the column i e the number of days displayed on the grid Placing the mouse cursor over a title and letting it sit for a brief period will pop up a small panel that displays the full date Placing the mouse cursor over a room name and letting it sit for a brief period will pop up a panel with the room s full name and any special features lesson 11 of that room Below the Room Book grid is a series of fields that allow you to control the information in the grid Display Days can be used to set the number of days displayed on the grid Click on the field and select 7 to change the display to show an entire week Active Date is used to select a date that you want displayed Click on the arrowhead on the right side of the field to pop up a calendar Use the calendar to locate August 1998
92. s 4800 che Tine esed Crested Dn fzemam _ Close the note properties form You should now see a note reminder on the tool bar If you pop up the the menu for the note illustration at lefi Click on the CHE Notes button on the Control Panel This will Morvan Testaa ding up gid CC ice Saree that displays all 180 102 ie RU ORIG Done Earl Wee Wha Tce Dale of the stick on 3555236 Tae WITTE TOTO DUNS nenae Ades notes in the g 1950226 NE a Be Rd Br Deport Don 586 database You cm we the Properties baton fo view each particular note If you are going W be ing stick on notes it s a good idea io get into e Habit of using the Notes button each day to check on notes that should fy be looked after Li that day they fe Teetar fissano will be displayed in red Close the Stick On Notes form You will be returned to the contract properties form Click on the Save button 8 on the contract properties tol bar This wil insure that the screen contents are saved to the database Now click on the Print button 9 When the print parameters form appears pop Ap the Select Report lst You ll notice that it contains several entries that were not on the one yon zaw when printing quotes a pertiular yon should aee several wore order sample Iayonts D prm Senice Charge Gratuiry Presiial Sales Tax Goode amp Services Tax s5250 p E
93. sktop and then left click Open on the menu that pops up Click on the Start button highlight Programs then depending on your version highlight Banco GP Edition Banco EL Edition or Banco Evaluation This will pop up a sub menu Click on Banco Play Database or Banco Evaluation if you have the evaluation version installed When first started the software can take some time to open up Initially your system may appear to be doing nothing A little patience may be required Eventually you will see a splash screen that displays a copyright notice After a few seconds the copyright notice will disappear and the software will display its status bar and its control panel The status bar always displays the current date the name of the software s licensed owner and your username The rightmost section of the bar is used to display status messages The control panel gives you access to the software s various functions viele Depending on 77585558 Banco Getting Started Guide Er Q ciems contacts Howes Soon Pon domne acenuntng HA the software edition installed on your computer and on how that software is configured your control panel may be slightly different than the one shown in this guide Each of the entries in the control panel is a button When you click on any of the buttons with the exception of the bottom three a menu will pop up The menus contain sub menus and fun
94. software can then produce fairly detailed sales analysis If you do not need such detail it is a good idea to remove the entries in your live database and add only those entries that you will use to report sales Seating Styles defines all of the valid room setup styles at your location When you define a room in the software you can provide a list of valid Seating Styles and associated room capacities Settlement Types define the tender types that you accept The values in the list are used when recording deposits and payments Site Defined Customer Types is a list that has no designated use The client properties Miscellaneous tab contains a field that can be set to one of the values in the list Special Event Types is a list of values that can be used to categorize special events added to the event calendar Template Types is a list of the different types of templates that you can create It is used to organize the template list in the Catalog amp Template picker Void Reasons is a list of reasons that can be selected to indicate why a quote or contract is being voided When voiding these items the user will have to pick an entry on the list They are also given space to type in a fuller explanation Banco Getting Started Guide o E Roberts Browne Limited Lesson 11 Defining Event Room Space Every quote and contract must be assigned to a room even if it is off premise This lesson takes you through the process of
95. system will give cach of them a different client number It is therefore up to you to insure that you do not end up with unnecessary duplicates Once you ve typed in your name press the Tab key The next field is Primary Contact For an individual you will always leave the field blank When you enter a company you should enter the name of your contact in this field When you do so use the backslash format described above Press the Tab key again to move to the Address field Type in your address Enter it exactly as you would like it to print on envelopes press the Enter key at the end of each line The address that should be entered here is the clients billing address Delivery addresses will be covered in the next lesson Press the Tab key to move to the Phone Numbers grid The software lets you record as many phone numbers as you want for each client You can also use the grid to record e mail addresses To add a phone number press the Insert key or click on the tool bar s Insert New button or right click in the grid and select Insert New Do one of these now This will bring up the Phone Number properties window A Banco phone number consists of a type the number and IE optionally a note about the number Type Of Number is a pop up list Se E f phone number types The software as a numberof diferent pes LE AE amd you can add to this list we ll deal with how in lesson 10 Selecting a type can be done in a number of different ways
96. te on the ones that are essential to create a valid quote and on fields that most sites will make use of The first thing that you ve probably noticed is all the red and yellow on the form A red prompt above a field indicates that there is an error When you are creating new items such as the quote we are working on fields in which you must enter a value will be displayed with red prompts Fields with yellow prompts indicate warnings The software uses yellow when it wants to make you aware of something These are not errors and nothing is necessarily wrong with the field However the contents of the field may not be correct but the software has no way of knowning this Take a look at the Total field in the Counts column bottom right of the 4 form its prompt is in yellow Place the mouse cursor over the field or its prompt After a second or two you ll notice a message pop up below the mouse cursor that gives you the warning message The software is warning you that no guest count has been recorded for the quote Banco does not insist on a guest count so this is not an error Move the mouse to some of the other red and yellow fields and take a look at the messages that pop up You dave probably also made note of the fact that there aw batons on Sons net th the tool bar onn fen L mu mos of which are disabled We ll introduce feries these buttons as we go through the lesson Of note however is the Status
97. to add a new entry The properties form looks remarkably like the quote contract item detail properties forms Enter FEB100 in Short Name Food Entr e Breakfast Tab to the Title field and type Eggs Benedict The External Id field is used to link with external recipe and inventory systems Press the tab key to move to the Description field Add a description something like A poached farm fresh egg sitting on a slice of our special double smoked ham and a toasted English muffin Topped with an exquisite Hollandaise sauce Tab to the Prices grid The software supports multiple prices for each catalog entry Before you can use the feature you have to define the different prices lists using the Price Lists Methods Of Calculation function on the Catalog amp Templates sub menu of the Configuration menu With the exception of the Standard price each price can be directly entered or calculated by the software Calculated prices can be percentages of other prices a percentage of the item s cost or a premium added to another price See the help or user manual for more details on this feature Type 7 95 in the Standard Unit Price cell and press the Tab key If you are using multiple price lists and the software calculates the prices in a particular price list you can override the calculated price and manually specify a price by checking the Override cell If you do this you must remember to adjust the price whenever
98. totals The information in this grid is maintained by the software and is always current Use the information when you are developing quotes to insure that they are meeting your profitability requirements Click on the Additional Client tab This tab can be used to associate a second client with the event There are a number of uses for the field When booking a wedding for example the groom can be added to your client list and then made the additional client Another use is in clubs where an outside party is booking the function In this case the field can be used to specify the member sponsor for the event To clear an additional client press the Del Delete key when the cursor is in the field We ve covered all of the data for a quote and in the process have created a simple event In a typical eration the next step is to print the quotation for the client Before doing this click on the Save button BB Iis not usually necessary but it does force the software to make sure that the quote displayed on the screen will be the one printed Printed quotes always work with the information stored in the database Banco Getting Started Guide There are a number of different ways to print quotes Perhaps the simplest is to click on the print button do that now This will bring up a print parameters short form which we will use to print the client s quotation You can also print quotes from the Current Quote List or using
99. ts I a different value when adding mee dou de Cote mew phone number but correctly Recio Catsaries setting the default can often save Fecm res I this step Sales Calespries Seating sies change the default simply Setirert res x te ase he deu PU GE Sered Gwiner wes e gt gt Indicates Default Value the entry that you want to be the new default Try that now Locate the Home entry and click on the cell just to the left of it The blue arrow will move to point to Home Now change the default back to Office If most of your clients are individuals you ll probably want to change the default in your live database to Home To make this setting you ll have to shut down the sample database and start the live one Then simply follow the procedure outlined above There is also a separate Configuration Program which is used to set lower level items Banco Getting Started Guide s There are some rules that you must follow when altering your site defined types The most important of these is that the entries for each type are position dependant What that means is that once you start making use of an entry you should not change its position in the list When you first start using the software you can make any changes you want prior to entering catalog items quotes or contracts After that you should add all new entries to the end of the li If you wish to stop using a
100. u can record a delivery ship to address or notes about where service is to be set up For example you could type in set up coffee service in lobby just outside of room The field can hold extensive notes but we recommend that you limit yourself to just a few lines that indicate the location As you will see in a few minutes detailed setup notes are best entered on the next tab Details The software has eight fields devoted to recording times associated with an event You can also use the detail section on the Details tab to record more times Since we elected to create a delivery no times are required although you ve probably noted that the software has a warning on the In At field The warning message suggests that you probably want to at least specify that time 1s Ati the time at which the client s guests wil stet to arrive o i is mmm the funcion start time Out At is the time by which the clients guess ill EE pem Wave Start is the me at which set up should commence M will away be the sume as or before n A End s te ime by which car down wil have been completed will divas beth same as or fter Out AL When sting Start or End the Setup and Tear Down fields are st by the software to the y BBC b numberof minutes of seuplardown time allowed E you specify an Out AL time tat comes before he In A tns the software presumes hat the Ef vent continues pat midnight Otat Meal speeches Setup Tesar Donn H d Oeuvre
101. u move the mouse cursor out of the detail grid you will notice that the PP Net field top right contains 3 00 the total price of the two items laa fee Pres tram ant Click on the Catalog tab of the picker The Banco catalog consists of all of the items that you usually use on quotes and contracts You are not Teu restricted to using only those items Later on in this lesson you will learn how to add custom items APPETICERS EXIT Click on the Appetizers line at the top of the detail VesrTAnLeS grid When you do notice STARCHES that the picker repositions its display so that the LLL Appetizers are showing Drag the Shrimp Cocktail entry down and drop it underneath the Appetizers heading Lema ienn jur fsa tame Banco Getting Started Guide 2 Click on the Lunch Entr es line in the quote s detail section Then use the vertical scroll bar on the right of the picker list to scroll down until you see Beef Tortillas Drag that entry down and drop it below the lunch entr e heading Click on the Vegetables heading Drag the Corn entry in the picker list down and drop it below the heading Click on the Starches heading Scroll the picker list down until you see the Wild Rice entry Drag the entry down and drop it below the heading You screen should now EI look something like the one on the right
102. ure of your business and on your reporting requirements While the contents of your catalog affects the case of quote and contract preparation there are also reporting ramifications Para 70 Roberts Browne Limited Typically someone in a department will take all the contracts for a period and will produce from them a list of all of the items that must GEMS 25 wef oon rm be delivered The software has ali pm number of ltem E gl Requirements se meat reports that IS mm m present dis DE s ss P information A res Webel Ren ak weekly summary im ve va version is shown Dm x a S on the previous nt a Aa Dee n page The illustration on 2 the right is a id 5 detailed version of the same l eme Sort a 7 5 In both cases om E you should note E that the reports E break down the FETE orders by catalog item The illustrations show items from a number of different categories You can limit the items to appear on these reports So for example you can print a requirements summary for food items and another for audio visual equipment and a third that just shows linen Since the software bases these reports primarily on catalog items you will want to structure your catalog in a way that make these reports most useful to you With linen for example you may want to add a catalog entry for each type and color
103. w the blank line Right click over the blank line Highlight Insert After Highlight Directly Entered Line Enter Equipment in the Title field Set the Title field s font Style to bold and Alignment to Center click on P Set Guest Multiplier to zero Close the form Make sure ED that Catalog tab of the picker is showing On the right side of the tab is a field labeled Jump To liem Type Click on the field and select the Audio Visual entry When you do this the template grid repositions itself to show the first entry for A V equipment Roberts Browne Limited Drag this first M line he on with the blue Background to m the bottom of the I ri Template Lines gestu grid and drop it S 3 8 P a This will place a m catalog entry a line at the end of are Miis say me B your template Vu ci eras Regi Ces ace properties form should now ud Er resemble the one ess shown on the e Close de template fom This will return a gym to the pes Dane Late Ltd template dis fe femme ete You will sec your template on the list Close the template list lis time now to try out the template Click on the Control Panel s Contracts button and select the Current Ser Contes ser When th poing crest ile or the ner New tol tt amp Type a dash and press the tab key This will place the cu
104. will be displayed on a yellow background in the grid TIE SIs You can attach notes to quotes contracts clients and a number of other objects When you call up an item that has notes attached a reminder is displayed on the tool bar You can also use the Notes button on the Control Panel to view all notes in the system 48 Roberts Browne Limited We are going to use this feature to create a deposit schedule for the event SES RER Clic on the arovhead 2t the right of the Stick On Notes button ED on the tool A SS selection to bring up a note pse Crier GEE properties form E properties f Click on the arrowhead on the right side of the Tickle Date field and then click on a day sometime next week If you use the Control Panel s Notes function on the date you Selected the note you are about to create will be displayed on a red background to remind you of the due date You can use Tickle Time to include a reminder time Do this when for example you arrange to call a client at a particular time The software does not actually wam you when the time approaches Click in the Subject field and type 2 Deposit Due 500 When you need to record more extensive text place it in the Notes field Sama E pem Eu EX New Nate Banco Getting Started Guide bar This will pop up a menu with one selection New Note Click on that xj eo E e Tele Date fissop 200 Sue Fra Deposit Da
105. zauga an 500 pm Oak 400 anywtere Canmurriy Sub esie will now be in is bee a client name SRE IE Banco Getting Started Guide E The prompt of the field to the right of Order List will change to Search For Customer Company Name You can now use this field to find any contract based on the client s name Whenever you change the sort order of the list the search field changes so that you can search for an entry based on the order in which the list is sorted Click in the search field and type in your last name A second or so after you stop typing the software will locate the entry that is the closest match to what you typed Look on the left side of the grid and locate the pointing hand icon BP It should be pointing to the contract that you created in the lat lesson When using the search field you don t have to type in an entire name If you type a few characters and wait for a second the software will move to the closest match and fill in the name in the search field If this is not the name you are looking for you can type a few more characters and wait The software will then look a little further Repeat this action until you ve found what you are looking for When searching for ames upper and lower case characters are treated the same i e you don t have to properly capitalize a You can manipulate the grid to use different column widths and to display the columns in a different order When you ch

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