2.7 Creating a Function Sheet

In this section...

In this section we'll create the Function Sheet (Event Order) for the Optel Seminar.

To create the Function Sheet Form you should have clicked Create Function Sheet button.



The Function Sheet Form is used to record all details of the Function. When it is first opened it looks like this and will automatically include all information from the Quotation Form



Record details of Function....


Step 1.
Select Menu Package Requirements

If you have created a Function Sheet from a Quote, the Menu Package selected in the quote will automatically be transferred to the Function Sheet.

if not.......

Click Menu Tab (automatically defaults to this when first opened).

To open the Menu Package dialog single click Quoted Menu Package and select a package from the Menu Package Dialog.



To select the Package click on the packages required in the dialog box and single click OK.




To select the courses and menu items for the function single click Menu and select a function type from the dialog.



Select the course options for this function from the dialog.





Select the Menu items required for each course and enter the serve time in the adjacent field.





Step 2.
Select Beverage Package

If you have created a Function Sheet from a Quote, the Beverage Package selected in the quote will automatically be transferred to the Function Sheet.

if not.......

Click Beverage Tab

To open the Beverage Package dialog single click the Select Beverages button:



To select the Package click on the packages required in the dialog box and single click OK.

Note: Only one beverage package can be selected.




To select the beverages for the function single click Beverage and select the Beverage Categories from the dialog.



Select the Beverage Types for this function from the dialog.





Select the Beverage items required for each course and YOURFunction will calculate the estimated quantities of each beverage required based on the serving ratios in the Administration Database..



Step 3.
Select Extra Items and Room Setup required

If you have created a Function Sheet from a Quote, the Extra Items and Room Setup selected in the quote will automatically be transferred to the Function Sheet.

If not......

Click Extra Items & Room Setup Tab

To open the Extra Items dialog single click the Add Extra Item Category button:

To select the Extra Items required click on each item required in the dialog box and single click OK.





Once selected, click on the Quantity Required Tab to enter quantities and suppliers






Step 4.
Room Set up & Other Details

If you have created a Function Sheet from a Quote, the Room Setup details selected in the quote will automatically be transferred to the Function Sheet.

If not......

To open the Room Set up dialog single click the Room Setup button:



To select the Room Set up details click on each item required in the dialog box and single click OK.




The Other Details Tab also allows you to record Entrance Signage information and to delegate particular staff to service the function



Step 5.
Accommodation

If you have created a Function Sheet from a Quote, the Accommodation details selected in the quote will automatically be transferred to the Function Sheet.

If not......

To enter Accommodation requirements, single click in the Accommodation Required box and enter the number of guests to accommodate.



To select the Accommodation Type required, single click on the Room Types button.



Select the Accommodation type from the dialog



YOURFunction will request you enter the number of rooms required and allow you to enter any other relevant information in Reservation Details.




Step 6.
Diary Notes

Diary Notes are linked to your Lotus Notes To Do.

To add a diary Note single click Add Note.



Enter the Task or note and single click OK.



Enter person to delegate to (if necessary), due date, priority and single-click Create to do.



You will be notified when the To Do has been added to your Personal To Do list.





Step 7.
Billing Details


The majority of this information will is automatically updated, based on the information in the Function Sheet. Modify any information which is not correct or not entered.




Create the Function Sheet Letter...

Step 1.
Select template to use

Step 2.
Modify Text

Step 3.
Send Function Sheet to customer


Lesson Summary....

Notice several of the things we worked on in this lesson: