Table of Contents continued…
caterease catering & event management software TM 6 .x Training Guide EXPRESS STANDARD PROFESSIONAL Caterease Software Version 6.x Training Manual © Copyright 2003 Horizon Business Services, Inc. Table of Contents EVENT MANAGER................................................................................................................................................................. 4 EVENT MANAGER GENERAL TAB ............................................................................................................................................ 5 EVENT FINDER ......................................................................................................................................................................... 6 BOOKING A NEW ORDER FOR A NEW CUSTOMER .................................................................................................................. 7 ENTERING NEW ACCOUNT INFORMATION................................................................................................................................ 8 ADDING CONTACTS TO ACCOUNT ........................................................................................................................................... 9 ENTERING EVENT INFORMATION ........................................................................................................................................... 10 FILLING IN EVENT INFORMATION: ADDING CONTACTS ........................................................................................................ 11 EVENT DATE .......................................................................................................................................................................... 12 EVENT MANAGER – SUB-EVENT DISPLAY.................................................................................................................. 13 ADDING A SUB-EVENT .......................................................................................................................................................... 14 EVENT MANAGER – ROOMS TAB................................................................................................................................... 15 ADDING A NEW ROOM .......................................................................................................................................................... 16 SITE LOCATION AND DIRECTIONS .......................................................................................................................................... 17 TIME WIZARD ........................................................................................................................................................................ 18 SELECT FOOD/SERVICE MENUS ............................................................................................................................................. 19 ADD A NEW FOOD/SERVICE ITEM BUTTON ........................................................................................................................... 20 COPYING EVENTS COMMENTS FROM SCRATCH PAD ............................................................................................................. 21 DISPLAY EVENT TAX/SERVICE CHARGE RATES..................................................................................................................... 22 DISPLAY PAYMENTS .............................................................................................................................................................. 23 GENERATING A PRINT ........................................................................................................................................................... 24 COPYING AN EVENT .............................................................................................................................................................. 25 ADDING REMINDERS THROUGH EVENT MANAGER ................................................................................................................ 26 ADDING CONTACT HISTORY THROUGH EVENT MANAGER .................................................................................................... 27 ACCOUNT MANAGER ........................................................................................................................................................ 28 ACCOUNT MANAGER SCREEN................................................................................................................................................ 29 ADD A NEW ACCOUNT .......................................................................................................................................................... 30 DELETE CURRENT ACCOUNT ................................................................................................................................................. 31 SEARCHING FOR ACCOUNTS .................................................................................................................................................. 32 ADDING NEW CONTACTS ....................................................................................................................................................... 33 VIEW OR EDIT CONTACT DETAILS ......................................................................................................................................... 34 ADDING EVENTS FROM ACCOUNT MANAGER ....................................................................................................................... 35 VIEW OR EDIT EVENTS .......................................................................................................................................................... 36 Table of Contents continued… SETUP MENU......................................................................................................................................................................... 37 ADDING NEW MENUS ............................................................................................................................................................ 38 ADDING MENU ITEMS ............................................................................................................................................................ 39 ADDING BANQUET ROOMS AND AVAILABLE SETUP STYLES ................................................................................................. 40 ASSIGNING SETUP STYLES AND CAPACITIES ......................................................................................................................... 41 BANQUET ROOM BLOCKING .................................................................................................................................................. 42 ADDING ITEMS TO THE QUICK-PICK LISTS ............................................................................................................................ 43 USING THE SITE LOCATION DATABASE ................................................................................................................................. 44 USING MARKETING TOOLS .................................................................................................................................................... 45 USING THE PRINT DESIGNER ................................................................................................................................................. 46 SETTING TAX/SERVICE CHARGE DEFAULTS .......................................................................................................................... 47 NEW BOOKING DEFAULTS ..................................................................................................................................................... 48 SCRATCH PAD SETUP ............................................................................................................................................................. 49 SETTING UP SECURITY ........................................................................................................................................................... 50 MAIN SCREEN ...................................................................................................................................................................... 51 THE CATEREASE MAIN SCREEN ............................................................................................................................................. 52 EVENT CALENDAR ................................................................................................................................................................. 53 ROOMS GRAPH....................................................................................................................................................................... 54 QUERY EVENTS...................................................................................................................................................................... 55 PERFORMING A BACKUP........................................................................................................................................................ 56 REFRESHING TABLES ............................................................................................................................................................. 57 EVENT MANAGER Click Event Manager button EVENT MANAGER General and Sub-Event Displays Detail Grid Tools Event Manager Tool Bar Event Manager General Tab Event Manager is the heart of the Caterease program. This is the place to go when you want to book a new order or when you want to edit or review an existing order. You can also generate numerous prints from Event Manager, including the Contract, Invoice or Banquet Event Order for a particular event. The Event Manager has two main displays. The General display allows you to view or edit any general event information, such as party name, theme, guest count, event date, etc. The Sub-Event display allows you to enter more specific event details such as event times, event venue, food and service items, staffing, etc. As with the other Managers in the program, the Event Manager makes use of the Main Caterease tool bars at the top of the screen. Buttons on these tool bars allow you to add or delete event orders, search for a particular event, navigate quickly from one event to another, and a host of other powerful features. You can even generate a print of the Manager screen you are viewing, or access the program’s on-board Help Menu for assistance. 5 Event Finder What is the Event Finder? The Event Finder is a powerful tool to locate events in your program. You can search by various criteria, search in a backward or forward direction from your current position and even display a list of all records that matched your search. Finding an event 1. Click the Search Records button, on the main tool bar at the top of your Caterease screen. 2. In the Find What? field, type the text you would like to search for. 3. Under Located In What Field? select the field in which this text would be found. 4. Click the Find Records button. 5. Once your record is located, click Close. Type what you want to search for Display all matches for your search Click here to find your records Choose your search criteria 6 Booking A New Order For A New Customer How does a new customer differ from an existing one? If you wish to add a new event for a new customer, that means you have never done any business with that customer before. That company's information has not yet been entered into Caterease. If, however, your new event is for an existing customer, that company's information is already in the program - you need only retrieve it. Once the details of a particular client have been entered into Caterease, you never have to type them a second time. Adding a new event 1. Access the Event Manager by clicking that button on the Caterease side bar. 2. Click the Add Record button, located at the top of your Caterease screen. 3. Click Yes to confirm your choice. Adding a new account 1. At the top of the Select Account window that opens up, click the Add New Account button. 2. Click Yes again to confirm your choice. Add A New Account To Your System Search For An Existing Account Select an Existing Account 7 Entering New Account Information How do I add a new account for a new order? The previous page of this training book addressed adding a new order and a new account in your Event Manager. The screen below continues that topic. Entering account information 1. Type a name, address, etc. for your new customer and hit your [Enter] key after each entry. 2. Click the other tabs (Misc., User, Notes, Directions, Picture) and fill out as desired. 3. Add contact people for your account by clicking the green “plus sign” and following the steps listed on the following page. Fill in information on all tabs Add Contacts to the File Click OK when finished 8 Adding Contacts To Account Shouldn’t I add contact people in Event Manager? Contact people, like accounts, can be added in Event Manager as well as in Account Manager. Here we address adding contact people as you enter a new event. Adding a contact person 1. Click the Add A New Contact button located at the lower right of the Select Account form. Note: this button is identical to the Add New Account button at the top of the form. Don't confuse them. 2. In the form that pops up, type the last name of the new contact person. 3. Hit your [Enter] key to move to the next field. 4. Continue to fill out contact information as desired, hitting your [Enter] key to move from field to field. 5. In quick-pick fields such as Title or Credit Card type, click the down arrow at the right of the field and pick an option from the corresponding list. 6. Click on the Notes tab and type any notes pertinent to this particular contact person. These notes do not print anywhere; they are merely here for your reference. You can format the text you enter into this Notes tab by clicking your right mouse button and choosing Font. 12. Click on the Picture tab, click your right mouse button and select Load if you want to include a digital image of this contact person. 21. When finished, click the green checkmark at the bottom right of the form to close the form and save your changes. Fill in all Tabs 9 Entering Event Information What is meant by “event information?” In the middle of your Event Manager form you will notice two tabs - "General" and "Miscellaneous". Each of these tabs has various fields, and that is the information discussed here. Keep in mind that you can rearrange the fields on either of these tabs, and you can also determine which fields appear or do not appear on those tabs. Entering information 1. Click in the first field on the General tab. 2. Edit each field using the following guidelines, hitting the [Enter] key to move from one field to the next: 3. For fields such as Party Name or guest number fields, simply click in the field and type. 4. For fields with associated quick-pick lists (Sales Rep, Theme, Reference, etc.), click the down arrow at the right of each field to view the list. Then just click a selection from the list. 5. For date fields, type a date or click the down arrow at the right of the field to get help from the calendar. 6. For financial fields (such as Cancellation Charge), simply type a dollar amount or click the down arrow at the right of the field to get help from the calculator. 7. To retrieve a contact person you have already entered into Caterease, click the retrieve button , located at the right of the Booking Contact or Site Contact field. 8. When you hit [Enter] from the last field of the General tab, you will automatically be moved to the Miscellaneous tab. Use Quick Pick Lists For General Information. Input Guests 10 Filling In Event Information: Adding Contacts I thought I already added the contact person? It’s very important to remember one thing as you use Caterease: you should never have to type the same thing more than once. In this case, you have already learned how to add a contact person to an account. As you book an event for this account, you can simply retrieve that contact information rather than typing it all again. Adding a contact to an event 1. Click the down arrow next to the Book Contact field. 2. If you have already entered a contact person for this Account you don't have to re-type that information. (If you are typing things more than once there is probably an easier way of doing it) 3. Click the Select Contact button to retrieve the contact person you already entered. 4. Select the contact person you want for the event. 5. If you want this person to also be the site contact for the event, click the checkbox next to Site & Booking Contacts. 6. Click the green check to insert contact person. 7. Repeat process for the site contact 8. If no Contact people exist for this account, fill in Book Contact Information (Name, Salutation, etc…) and click the blue arrow to add to your default contacts. Book Contact Down Arrow Select Contact Button Add To Database Button Select Contact List 11 Event Date What’s so special about entering a date? Caterease gives you many useful tools to assist you with data entry. In date fields such as the Event Date, you can take advantage of the program’s drop-down calendar to pick the exact date for your event. You can also use the advanced “Smart Date Editing” feature to have Caterease interpret dates for you. Entering a date 1. Click on the down arrow at the right of the date field. 2. Select a month by holding your left mouse button down on the name of the calendar month and dragging either down or up. 3. Click a date to select it. Using Smart Date Editing With Smart Date Editing, you can enter such things as the following into any date field: ! “today” – returns the current date ! “Wednesday” – returns the date of the next coming Wednesday (or any other weekday) ! “eom” – returns the date at the end of the current month ! “eom+1” – returns the first date of the next month Drop Down Calendar Drop Down Calendar Button 12 EVENT MANAGER – SUB-EVENT DISPLAY View Sub-Event Details Sub-events are listed in this panel Sub-Event Tabs Sub-Event Display Every order has at least one sub-event, which contains the specifics (times, menu, function space) of that order. In other cases, a sub-event is just what it sounds like - a small part of a larger event. For example, you might have an all-day function that is made up of, say, three sub-events: a "breakfast", a "seminar" and a "dinner". Or, you may have a single function that takes place over multiple days, and each day could be an individual sub-event. Since you can change the term "Sub-Event" as it appears in Caterease to anything you want, you might also use this feature to create multiple proposals for an event. 13 Adding A Sub-Event How many sub-events can an order have? You can make as many sub-events as you want for each order. Perhaps an event takes place over several days, and each day might be a separate sub-event. Perhaps you want to make some menu adjustments, without losing your current menu choices. You can do this by treating sub-events as proposals, and opting only to include the one your customer chooses. Every event must have at least one sub-event, since this is the place where you enter such data as event times and location. Adding a sub-event 1. Click the Sub-Event button, next to the General button on the left side of the screen. 2. Click the Add A New Sub-Event button, located on the sub-event panel, which is either above or to the left of your Food/Service tab. 3. Click the down arrow to the right of the Description field and select a description for the sub-event. 4. Fill out remaining general information using the following guidelines: ! For fields with associated quick-pick lists (Name, Type), click in the field and then click the down arrow (at the right of each field) to view the list. Then just click a selection from the list. (If no quick pick list of sales reps appears, see Editing Quick-Pick Lists.) ! For guest fields (Planned, Actual, etc.) simply click in the field and type. 5. If you do not wish to include this sub-event on the contract for this event (for example, if it was created as an optional proposal) un-check the Include checkbox at the bottom left of the sub-event window. Click here to add a sub-event Fill Out General Information Choose Whether Or Not To Include This Sub-Event 14 Event Manager – Rooms Tab View/Edit Room Details Room Diagramming Event Manager Rooms Tab The Rooms Tab in Event Manager is where you go to create or edit function rooms for a particular event. An event can have any number of function rooms associated with it, and times can be specific to each room, if you wish, rather than to the whole event. The above example shows one function room associated to the current event. The Ocean Room is shown to be in use from 5:30 PM (its Setup Time) to 12:00 AM (its Available Time). You could add various other rooms to the order if you’d like, perhaps using other times. Also available for each room is a specific Theme (if, for example, one room is being used for Breakfast and another for Lunch), and any necessary Setup Notes. The powerful Scratch Pad Tool is also available for creating your Setup Notes, allowing you to simply copy and paste commonly used text rather than having to constantly retype it! 15 Adding A New Room What is meant by “on premise” versus “off premise”? You would consider an event "on-premise" if it were being held on your property - for example, in a banquet room. An event is "off-premise" if you are delivering food and supplies to another location. Entering room information for on-premise events allows Caterease to block that room space, and check for any conflicts. Entering site location information is helpful for those events that are off-premise. Both sets of information can be entered in the sub-event form. Adding banquet rooms 1. In the Event Manager, click the Sub-Event button, next to the General button on the left side of the screen. 2. Select a sub-event from the sub-event list across the middle of the screen. 3. Click the View/Edit Current Sub-Event button, located above the list of sub-events. 4. Click the Room tab. 5. Click in the Setup Style field. 6. Click the down arrow to the right of the Setup Style field and select a setup style from the corresponding quick-pick list. 7. Click in the Room field. 8. Click the down arrow located at the right of the Room field and select a room from the corresponding quick-pick list. Note: The number in parentheses next to each room name indicates the maximum capacity of guests in that room for the selected setup style. "NA" indicates that the selected setup style is not recognized for that room. 9. Click in the Room Charge field and enter an optional room charge, or simply accept the default. 10. Hit your [Enter] key. 11. Enter the amount of time needed to setup the room. 12. Hit [Enter] again. 13. Enter the amount of time needed to clean up the room. 14. Click in the Setup Notes text box and type any necessary setup notes, or retrieve existing notes from your Scratch Pad. You can format this text by clicking your right mouse button and selecting Font. Click down arrow at right of Setup Style field to select a setup style Click down arrow at right of Room field to select a room 16 Site Location and Directions Where do I enter site location information? If a function is held off-premise, that site location information is added at the sub-event level. Adding a site location 1. In the Event Manager, click the Sub-Event button, next to the General button on the left side of the screen. 2. Select a sub-event from the sub-event list across the middle of the screen. 3. Click the View/Edit Current Sub-Event button, located above the list of sub-events. 4. Click the Off Site tab at the bottom of the sub-event form. 5. Click in the Name field. 6. Type the name of the site and hit [Enter], or simply click the Select A Site Location to retrieve a location from your default database. 7. Type an address, city, state, postal code and other optional information, hitting [Enter] after each one to move from field to field. 8. Click in the Directions text box at the bottom of the Off Site tab. 9. Type in the white text box as desired. Format this text by clicking your right mouse button and selecting Font. Type In The Address Of The Event Site (Or You Can Set A Default) View Default Database Add to Database Button 17 Time Wizard What is a Time Wizard? The Time Wizard is a shortcut way to enter times for a sub-event using your mouse rather than the number keys on your keyboard. Using the Time Wizard 1. On the Sub-Event form, click the Time Wizard button. 2. Click one of the time setting bars, hold your left mouse button down and drag to the left or right. 3. Release mouse button when time is set as you want it. 4. Remove a time by clicking the time setting bar with your right mouse button. 5. Click OK when finished. 6. To remove one of the times, click on it with your right mouse button, or simply highlight the text on the General tab of Event Manager and hit your [Delete] key. Drag and Drop Time Bars Right-Click to Remove Time 18 Select Food/Service Menus Where do I add menu items? Menu items are added to a function at the sub-event level, on the Food/Service tab. Retrieving food/service items 1. Click the Display Food/Service Menus button, located to the right of the Food/Service tab on the SubEvent display. 2. Drop items from your menus into the sub-event using the following guidelines: ! double-clicking a single item in the menu window inserts that item and leaves the menu window open ! holding your left mouse button down and dragging over several items allows you to select more than one item at a time ! holding down the [Ctrl] key on your keyboard and clicking several items allows you to select non-contiguous items ! clicking OK inserts the currently selected items and closes the menu window ! clicking and holding your mouse button down on an item or the last item in a group allows you to drag those items from your menu onto your Food/Service tab ! clicking Select Items inserts the currently selected items and leaves the menu window open 3. Rearrange items on your Food/Service tab in any order you want by dragging and dropping them. First Select The Desired Menu Then Retrieve The Desired Items 19 Add A New Food/Service Item Button Where do I add menu items? Menu items are added to a function at the sub-event level, on the Food/Service tab. Adding food/service items 1. In the Event Manager, click the Sub-Event button, next to the General button on the left side of the screen. 2. Select a sub-event from the sub-event list across the middle of the screen. 3. Click the Add A New Food/Service Item button, located on the right side of the Food/Service tab. 4. Type a name for the menu item and hit your [Enter] key. 5. Type a price for the item, or click the down arrow at the right of the Price field to get assistance from the calculator. 6. Hit your [Enter] key and type the appropriate quantity for the menu item. See Linking Menu Item Quantities To Guest Count for information on how to link the number of items ordered to the number of guests attending the event. 7. Hit [Enter] again and fill in other fields as desired. 8. With your new menu item still highlighted, click the down arrow next to Type (bottom right of Food/Service tab) and choose an appropriate Type for the new item. 9. Rearrange items on your Food/Service tab in any order you want by dragging and dropping them. Click The “Green Plus” To Add Items That Are Not In Your Existing Menus Notice That New Item Defaults To The Settings Of The Item You Were On 20 Copying Events Comments From Scratch Pad What are event comments? The Comments tab in Event Manager is a place for you to enter the general special requests of your customers. These comments will print on your Contract and BEO, but can be suppressed if you want. Copying from Scratch Pad 1. Click the Comments tab at the bottom of the screen. 2. Click the Scratch Pad button, usually located at the right of the Comments tab. 3. Highlight the text you want to copy and hit the insert button. 4. Format the text by highlighting it on the Comments tab and using the Format Tool Bar. Highlight Desired Text Click on Insert Button To Insert Highlighted Text 21 Display Event Tax/Service Charge Rates Editing tax/service charge rates 1. In Event Manager, click the View/Edit Tax/Service Charge Rates button, located at the lower right of the form. 2. Click in any field and edit as desired. 3. Hit your [Enter] key to move from field to field. Applying tax on service charge 1. Click in the checkbox labeled Tax, above the far right column. 2. Click in any rate field below and edit as desired. 3. Hit your [Enter] key to move from field to field. Making the order tax exempt 1. Click in the checkbox labeled Exempt, at the lower left of the form. 2. Click in the Exempt # field and enter an optional tax exempt ID number. Adding additional adjustments 1. Click in one of the fields at the lower right of the form. 2. Enter a dollar amount to be added to the subtotal, tax or service charge of the order. Retrieving an optional tax schedule 1. Click the Select Optional Tax Schedule button. 2. Select a schedule from the list. 3. Click the green checkmark button. Set Tax Rates For All Categories Of Food/Service Make An Order Tax Exempt With One Mouse Click 22 Display Payments Adding a payment 1. Click the View/Edit Payments On Event button, located at the bottom of the Event Manager. 2. Click the Add Payment button at the top of the Event Payments form. 3. Enter an Amount for the payment. 4. Enter additional information (Comment, credit card information) as desired. 5. Click the green checkmark button to close the payment details form. 6. Click the X at the top right to close the Event Payments form. Viewing or editing payment details 1. Select any payment listed on the Event Payments form. 2. Click the View/Edit Payment Details button. Click “Green Plus” To Add A New Payment Highlight Payment & Click on View Payment Button 23 Generating A Print Printing a print 1. In Event Manager, click the Print menu at the top of the screen. 2. Select Contracts/Invoices, Prints or Event Subprints. 3. Click the desired print. 4. On the print preview screen that appears, click the Print button. Select Any Desired Print From The Print Menu 24 Copying An Event What does Copy Event actually do? When you copy an event, it takes all details of that event (with the exception, of course, of payment information) and copies them to another date or dates. If a customer wants to repeat an event - or even make the event weekly, monthly, etc. - it can be accomplished in just a couple of mouse clicks. Copying an event to specific dates 1. In Event Manager, select the Tools menu and then choose Copy Event. 2. Enter a date into the first field on the Specific Dates tab, or click the down arrow to get assistance from the drop-down calendar. 3. Enter more dates as desired. 4. At the bottom left of the Copy Event form, click one or both checkboxes if you wish to include food/service items or staffing in your copy. 5. Click OK. Copying an event for regular intervals 1. Click the Optional Parameters tab. 2. Click the down arrow next to the Sequence field. 3. Choose a sequence for the copy. 4. Select a Beginning Date or day on which the copy should begin. 5. Enter the number of copies needed. 6. At the bottom left of the Copy Event form, click one or both checkboxes if you wish to include food/service items or staffing in your copy. 7. Click OK. Enter Up To Ten New Dates For New Event Orders You can fill in specific dates or click on Optional Parameters 25 Adding Reminders Through Event Manager What is a reminder? If you own the Caterease Contact Manager, you can create reminders to yourself that will pop up on your screen and remind you to do things. These reminders can be created in several places throughout the program, and can be set so that they only prompt one particular Caterease user or all users. Adding a reminder 1. Click the New Reminder button, located at the bottom right of the manager screen. 2. Select a date on which the reminder should appear. You can change months on the calendar by clicking the right or left arrows next to the name of the month, or holding your left mouse button down on the name of the month and dragging up or down. 3. Hit [Enter]. 4. Enter an optional reminder time. This time will be displayed with the reminder, but will not control what time the reminder appears (in other words, a reminder might say you need to do something at "12:00 PM", but it will appear when you first enter Caterease that day.) 5. Hit [Enter]. 6. Click the down arrow to the right of the User field to select the user who should respond to this reminder. Select "All Users" if you wish the reminder to be seen by everybody. 7. Click the down arrow to the right of Category and select an optional category for tracking the reminder. (Examples might include "Urgent", "Follow-Up", etc.) 8. Click the down arrow to the right of Contact and change if desired, or just accept the default. 9. Click in the Remind Me Of What? text box and type the reminder action (i.e., what you will be reminded to do). 10. When finished, click the green check mark. Enter The Date You Wish To See Reminder Enter what you need to be reminded to do 26 Add New Reminder Adding Contact History Through Event Manager What’s a contact history note? A Contact History Note is a written (or in this case, typed) record of some action you did or conversation you had related to a certain client. For example, if a customer calls to change the menu for their order, you may want to make a record of that call for future reference. Or if you make a few cold calls to try to build some business, you might note that as well. These history notes exist for your reference, can be referenced either on screen or in reports, and can be tracked either by category ("Menu Change", "Cold Call", etc.) or by customer name. Adding a history note 1. Click the New Contact Item button, located at the bottom right of the manager screen. 2. Type as desired in the What Happened? text box. 3. Click in the Date, Time, User or Category field and edit as desired. 4. When finished, click the green check mark. Enter history note under What Happened? Add Contact History Note 27 ACCOUNT MANAGER Account Manager Button ACCOUNT MANAGER Account Mgr Tabs Grid Toggle to Browse Mode Account Manager Tabs View/Edit Selected Item Account Manager Screen The Account Manager shows you all information pertinent to any account in your database. From this Manager, you can see a list of all Contact names, Events, Reminders and History notes associated with a particular account. You can easily edit any of this information by selecting an item and clicking the View/Edit button on the lower right tool bar. Open an event order to make changes, edit the text of a history note, even respond to a reminder quickly and easily! As with other managers in Caterease, the Account Manager makes use of the main tool bars across the top of your screen. These are the buttons you would use to add a new account, delete the current account, navigate from account to account, etc. 29 Add A New Account Haven’t I already learned to add an account? We have already discussed in this manual adding an account as you book a new event. But if what if you want to enter account information for no other reason than to have it on file for the future? This is where Account Manager comes in. Adding an account 1. Access the Account Manager by clicking the corresponding button on the side bar. 2. Click the Add New Record button, located in the main tool bar at the top of your Caterease screen. 3. Click Yes to confirm your choice. 4. Type the name of your new account and hit your [Enter] key to move to the next field. 5. Continue to fill out the fields as desired, hitting [Enter] after each one to move to the next field. 6. On the Miscellaneous tab, click the down arrow to the right of each field to make a choice from the corresponding quick-pick list. These fields are used for tracking your customers, and are entirely optional. Also available on this tab is the option to make a client tax exempt by clicking the corresponding checkbox. 7. Click the User Defined tab and fill in these fields as desired (if applicable 8. Click in the Account Notes tab in the top right window of Account Manager and type any notes as desired. These notes are optional, of course, and do not print anywhere - they are for your reference only. Format this text using the Format Tool Bar at the bottom of your Caterease display. 9. Click the Directions tab and type as desired if you wish to include directions to this account's facility. These directions are optional as well. Format this text using the Format Tool Bar at the bottom of your Caterease display. 10. Click the Picture tab if you wish to include a digital image to associate this account. Once the tab is displayed, click your right mouse button and select Load. Enter account information Add contact people 30 Delete Current Account How do I get rid of an old account? As this page shows, you cannot delete any accounts that have associated records such as room contracts, events, reminders, etc. These records must be deleted first before the account can be removed from your database. Deleting an account 1. Check the Events tab, Reminders tab, Contact History tab and Guest Rooms tab of Account Manager to confirm that there are no events booked for the current account. Caterease will not allow you to delete an account that has events assigned to it. 2. Click the Delete Record button (above), located on the toolbar at the top of the screen. 3. Confirm your choice. The account will be permanently removed. Caterease Will Prompt You To Confirm Your Choice You Must First Delete Any Events, Reminders Or History Notes Associated With An Account 31 Searching For Accounts What is the Account Finder? Like the Event Finder discussed earlier, the Account Finder is a powerful Caterease search tool. You can search for accounts by various criteria, search in a backward or forward direction from your current position and even display a list of all records that matched your search. Finding an event 1. Click the Search Records button, on the main tool bar at the top of your Caterease screen. 2. In the Find What? field, type the text you would like to search for. 3. Under Located In What Field? select the field in which this text would be found. 4. Click the Find Records button. 5. Once your record is located, click Close. Very Flexible Search Rules Options Don’t Forget To Choose The Right Field To Search In 32 Adding New Contacts I thought we already covered this, too? Contact people, like accounts, can be added in Event Manager as well as in Account Manager. Here we address adding contact people in Account Manager. Adding contacts in Account Manager 1. Click the Contacts tab in the bottom window of Account Manager (if it is not already selected). 2. Click the Add A New Contact button, located on the right of the Contacts tab. Note: this button is identical to the Add New Record button at the top of the Caterease screen, which is used to add new accounts. Don't confuse them. 3. In the form that pops up, type the last name of the new contact person. 4. Hit your [Enter] key to move to the next field. 5. Continue to fill out contact information as desired, hitting your [Enter] key to move from field to field. 6. In quick-pick fields such as Title or Credit Card type, click the down arrow at the right of the field and pick an option from the corresponding list. 7. Click on the Notes tab and type any notes pertinent to this particular contact person. These notes do not print anywhere; they are merely here for your reference. You can format the text you enter into this Notes tab by clicking your right mouse button and selecting Font. Fill out information and hit [Enter] When finished, click OK 33 View or Edit Contact Details How do I change existing contact information? You can edit any contact information you have entered into Caterease quickly and easily, following the steps below. Editing contact details Click the Contacts tab in the bottom window of Account Manager (if it is not already selected). Select one of the contact people listed on that tab to edit. Click the Show Contact Details button, located on the lower right of your Account Manager form. Click any tab on the Contact form and edit information as desired, as described on the previous page. When finished, click the green checkmark button to save your changes. Click Show Contact Details button Enter or edit information 34 Adding Events From Account Manager I thought I had to add events through Event Manager? As you may already know, adding events to Caterease needs to be done in Event Manager. Yet, here we are - discussing the option of adding events from Account Manager. Caterease is designed intentionally to give you the ability to zigzag all over the place - to go where you want to go in the program whenever you want to go there. Therefore, if you ever find yourself looking at account information in Account Manager, and have the thought that you need to add an event for that customer, one mouse click will take you right into Event Manager and place you on a brand new event with all of that customer's information. Adding an event 1. Click the Events tab in the bottom window of Account Manager (if it is not already selected). 2. Click the Add New Event button, located on the lower right of the Account Manager screen. Note: this button is identical to the Add New Record button at the top of the Caterease screen, which is used to add new accounts. Don't confuse them. 3. Click Yes to verify your choice. You will be taken into Event Manager and placed on a brand new event for that customer. Enter event information as described in the previous chapter. Click on green plus to Add New Event 35 View Or Edit Events Don’t I have to be in Event Manager to do this? As with adding events from Account Manager, we are looking here at the flexibility of Caterease. If you want to retrieve an event in Caterease, you of course have to end up in Event Manager. However, here again the program allows you to zigzag from one location to another. In this case, you are in Account Manager and you decide you want to take a closer look at a particular event a customer has held (or is holding) with you. One mouse click will not only open Event Manager for you, but will place you on the exact event you want to examine. Adding an event 1. Click the Events tab in the bottom window of Account Manager (if it is not already selected). 2. Select one of the events listed on that tab. 3. Click the Show Event Details button, located on the lower right of the Account Manager screen. 4. Click Yes to verify your choice. You will be taken into Event Manager and placed on the even which you selected. Click on “View/Edit” Button to Retrieve Highlighted Event 36 SETUP MENU Adding New Menus What is the Menu Manager? The Caterease Menu Manager allows you to add a limitless number of menus and submenus to your program. You can name these anything you want, and rearrange them at any time into whatever order works best for you. Remember, these are food and service menus - meaning you should include any items you might be charging the customer for, including possibly Equipment items or Room Fees. Adding a menu 1. Access the Menu Manager by clicking the Menu Manager button on the Setup side bar on the left side of your screen. 2. To the right of the Menu Titles panel (along the left side of the Menu Manager), click the Add A New Menu button. A new menu will be added to the bottom of your list. 3. Type a name for your new menu and hit your [Enter] key. 4. Drag your new menu to any position on the list by clicking and holding your left mouse button on your new menu title and then dragging and dropping it (drop by letting go of your left mouse button). You can make the menu a submenu of another menu if you hold your [Shift] key down as you drag it. 5. As an option, you can click the Display Details button and type a long title, add a digital picture and enter a description for the menu. Click the “Green Plus” to Add New Menu Drag and Drop Menus In Any Position on List 38 Adding Menu Items Where do I click to add a new menu item? The Menu Manager makes use of the main tool bars located at the top of your screen. As with adding anything in Caterease, you add menu items by clicking the green “plus sign” – located in this main tool bar. Adding items 1. Access the Menu Manager by clicking the Menu Manager button on the Setup side bar on the left side of your screen. 2. In the left panel of the Menu Manager, click the title of the menu you want to add an item to. If accessing a sub-menu, click the plus sign to the left of the menu title. 3. Click the Add Record button, located in the main tool bar at the top of the screen, to add a blank line to the bottom of this menu. This button is identical to the Add New Menu button near the left panel of your form. Do not confuse them. 4. Type a Name for the new menu item. For more information on creating long descriptions of menu items, see Menu Item Description. 5. Hit your [Enter] key. 6. Type a Price for the new item, or click the down arrow at the right of this field to get assistance from the calculator. 7. Hit your [Enter] key twice, until you get to the Type column. 8. Click the down arrow and choose a Type for the menu item. Your options include Food, Beverage, Liquor, Equipment, Labor, Room or Other. 9. Hold your left mouse button down over the name of your new menu item. 10. Drag to any new position on the menu and release (let go of the mouse button). Click Green “Plus Sign” to Add New Item 39 Adding Banquet Rooms and Available Setup Styles What information will Caterease need about our banquet rooms? There are a couple of things to think about when you're adding banquet rooms to Caterease. First of all, you need to add the basic information - a name for the room, perhaps a category it might fit into for tracking purposes, a default diagram (if you are using that facet of the program) and a digital photo. Secondly, you need to tell Caterease which setup styles apply to this banquet room, what the maximum capacities are and what other rooms might be breakouts of this particular room. Adding banquet rooms 1. Access the Banquet Rooms Setup form by selecting File – Setup – Banquet Rooms – Banquet Room Setup at the top left of the screen. 2. Click the Add New Room button on the right of the form. 3. Type a name for your new room. 4. Hit your [Enter] key. Your cursor will move to the Category field. 5. Click the down arrow in the Category field and select an option from the quick pick list. The Category of a room can be used to track that banquet room. Examples might include "Ballroom", "Meeting Space", etc. 6. Hit [Enter]. 7. If you are using a diagramming module with Caterease, establish a default diagram for this room. 8. Repeat steps 2-7 as necessary to add more rooms. Adding setup styles to the available setup styles list 1. At the top right of the Banquet Rooms Setup form, click the Available Setup Styles button. 2. At the top right of the View/Edit Setup Styles form, click the Add New Setup Style button. 3. Type a name for the new setup style. 4. Add a digital picture of your new setup style by clicking in the Picture field, clicking your right mouse button and selecting Load. 5. Click in the text window at the bottom of the View/Edit Setup Styles form, and type any notes that pertain to your new setup style. 6. Repeat steps 3 through 6 as necessary to add further setup styles. Click Available Setup Styles to Add Setup Styles Click Green “Plus Sign” to Add New Room 40 Assigning Setup Styles And Capacities What is the Relations tab for? The Relations tab of the Banquet Rooms Setup display is where you establish the unique traits of each function room - its possible setup styles, its capacities and any breakout rooms it contains. Selecting setup styles and capacities 1. Access the Banquet Rooms Setup form by selecting File – Setup – Banquet Rooms – Banquet Room Setup at the top left of the screen. 2. Click the Relations tab at the bottom of the display. 3. On the left side of your Banquet Rooms Relations tab, select the desired banquet room. 4. At the right of the display, click the Select Setup Style button. 5. Highlight any setup style(s) that apply to the selected room. 6. Click the Select Styles button to add the selected setup styles to your banquet room. 7. Click in the Capacities field beside each setup style on the Banquet Rooms Relations tab and type a maximum capacity for the selected room. If you desire, you can click the down arrow at the right of the Capacity column and use the available calculator to determine a maximum capacity. Establishing Breakout Rooms 1. On the left side of your Banquet Rooms Relations tab, select the desired banquet room. 2. At the lower right of the display, click the Select New Breakout Room(s) button. 3. Highlight any banquet room(s) that are breakouts of the selected room. For example, if you have a Ballroom ABC, then its breakout rooms might be Ballroom A, Ballroom B, Ballroom C, Ballroom A-B and Ballroom B-C (all possible rooms that can be formed by "breaking" the large ballroom apart). 4. Click the Select Banquet Rooms button to add the selected breakout rooms to your selected room. Setup Styles/Capacities/Breakouts Reflect Currently Selected Room Click the Select Styles Button to Retrieve Setup Styles “Breakout Rooms” Are Smaller Parts Of The Currently Selected Room 41 Banquet Room Blocking What is the purpose of Banquet Room Blocking? Banquet room blocking allows you to block a function room without the need of booking an entire order. Adding a room blocking 1. From the Main Screen go to the File Menu and choose Setup. Select Banquet Rooms and then Banquet Room Blocking. 2. Click the green “plus sign” button to add a new blocking. Choose either Day Of The Week to apply room blocking on that day every week, or Specific Date for one-time only blockings. 3. Enter the Time Range you would like to block the room. 4. Click the down arrow to select the room you would like blocked. Choose All Rooms to block the entire facility. 5. Type in the reason for blocking in the Comments field. 6. Click the green checkmark button when finished. 7. Repeat process for additional room blockings. Select Blocking Type Enter Time Range Type Reason For Blocking Use Down Arrow To Select Room To Block 42 Adding Items To The Quick-Pick Lists What is a quick-pick list? Throughout your Caterease program there are several drop-down or "quick-pick" lists to assist you in data entry. These lists exist to save you the tedium of double entry and to keep your data consistent. For example, rather than having to type the event theme "Wedding Reception" multiple times (and risk accidental misspellings), you can simply pick it from your event theme quick-pick list. These lists are completely under your control, and can be edited by you at any time. Selecting a quick-pick list 1. Access the Setup Quick-pick Lists form by clicking the Quick-Picks button on the Setup side bar on the left side of your screen. 2. Next to the field at the top of the Setup Quick-pick Lists form, click the down arrow to see a list of categories for your quick-pick lists. 3. Click the plus sign to the left of any quick-pick category to see the corresponding lists. 4. Click the desired quick-pick list to select it. Adding a quick-pick list 1. Click the Add New Item button, located at the top right of the Setup Quick-Pick Lists form. 2. Type a name for your new quick-pick item. 3. When finished, click Close. Deleting a quick-pick item 1. Select an item on the quick-pick list. 2. Click the Delete Current Record button, located at the top right of the Setup Quick-Pick Lists form. Editing existing quick-pick items 1. Click any quick-pick item to select it. 2. Type as desired. 3. When finished, click Close. Select Desired Quick-Pick List Use Tool Buttons to Add or Delete Items 43 Using The Site Location Database What is a Site Location Database? If you do any off premise functions, the Site Location Database can save you lots of time in needless repetitive typing. You can enter a location into this database - its description, address, directions, etc. - and from that point on you will merely have to retrieve this information rather than typing it all over again from order to order. Accessing The Site Location Database 1. Select the File menu (top left of the Caterease screen). 2. Select Site Location Database from the Setup submenu. Adding A New Site Location 1. Click the Add New Record button (green plus sign), located on the main tool bar at the top of the Caterease screen. 2. Type a name for the new location and hit your [Enter] key. 3. Type an Address, City, State, Zip and Website for the location if desired, hitting [Enter] after each one. 4. Click the down arrow at the right side of the Category field and select a category for your location. This field is optional, of course, and can be used for tracking your site locations. 5. Add a digital picture of your location if desired. 6. Click in the Description text box at the bottom of the display and type as desired to add a more detailed description of the location. This text can be formatted using the Format Tool Bar at the bottom of your Caterease display. 7. Click the Directions tab and type specific directions to the location. This text can also be formatted using the Format Tool Bar at the bottom of your Caterease screen. Locations Are Listed On Left Side Of Screen Tools To View/Edit Data In A Grid Tabs To Add Description, Directions or a Digital Image 44 Using Marketing Tools What do I need the Marketing Tools Package for? The Caterease Marketing Tools package gives you the ability to create any number of dynamic merge letters, envelopes and labels. In case you don't know what a merge letter is, it is basically this: Dear (So-and-So), You have (a certain party) in (a certain room) at (a certain time) on (a certain date). All of the information in parentheses would dynamically merge in data from specific orders. Therefore, one letter that you type one time will look completely unique for each separate order. Very cool stuff. Adding Merge Letters 1. Click the Marketing Tools button on the Setup side bar along the left side of your screen. 2. Click the Add Record button (green plus sign), located on your main Caterease tool bar at the top of the screen. 3. Type a name for your new letter and hit your [Enter] key. 4. Click in the main text block of the Marketing Tools form and type the body of your letter as desired. Insert fields anywhere in your letter using the following steps: ! Place your cursor where you would like the merge field inserted. ! Click the Insert Fields button, located at the top right of the Marketing Tools form. ! Click the plus sign to the left of the group of merge fields you wish to access. ! Select the field you want to insert, and either double-click it or drag it and drop it into your letter. 5. Format your letter's text using the Format Tool Bar at the bottom of your Caterease screen. Letters Are Listed On The Left Side Of Screen Click Insert Fields Button To Add Merge Fields Buttons Show Headers, Footers, Envelopes 45 Using The Print Designer What is the Print Designer? Caterease gives you the remarkable flexibility to modify or completely recreate your prints. You can rearrange data on a print, insert company logos or even add text in any font, color or size. Any changes made to new or existing prints is done through the Caterease Print Designer. Accessing the Print Designer 1. Select the File menu (top left of the Caterease screen). 2. Select Print Designer from the Setup submenu. 3. Choose Contracts, Invoices or Miscellaneous Prints. Modifying Prints 1. Click the green plus sign in the upper left corner of the Print Designer to add a new print. 2. Select a layout for your print and hit the green checkmark button. 3. Type a new title for your print and hit [Enter]. 4. In the print designer, use any of the following options: ! Click the down arrow to at the right of any field on the print to select a different field of information to appear on your print. ! Click the check box to the right of an entire group of fields to suppress that group. ! Click the button with three dots on it next to a top or bottom notes section to modify those notes with free-flowing text, including optional merge fields. Add, Delete Or Even Copy A Print Down Arrows Let You Change Fields Notes Can Be Modified With Rich Text Formatting And Merge Fields Check Boxes Suppress Entire Sections 46 Setting Tax/Service Charge Defaults What are default tax/service charge rates? Your default tax and service charge rates are the rates that will automatically apply to each new order you book in Caterease. While you can certainly change tax and service charge rates at any time within a particular order, you obviously don't want to be doing that every single time you book a new event. So it's important to make sure your default tax and service charge rates are set correctly. Establishing tax & service charge rates 1. Access the Default Tax & Service Charge Rates form by selecting it from the File – Setup menu. 2. Enter a new tax rate for your Food items by typing numbers as desired, or by clicking the up or down arrows next to the tax rate to increase or decrease the rate one percentage point, respectively. 3. Hit your [Enter] key to move to the next field. 4. Repeat as desired for all three optional tax rates and your service charge rates. 5. If you wish to apply a tax to your service charge rates, click the checkbox beside the word "Taxed" at the right of the form. Then click in the first rate field in that column and enter the appropriate tax on that service charge by typing numbers as desired, or by clicking the up or down arrows next to the rate to increase or decrease the rate one percentage point, respectively. 6. To make all new orders in your program default to tax exempt, click the checkbox next to the words "Tax Exempt" at the bottom left of the form. 7. When finished, click the OK button at the bottom right of the form to close the form and save your changes. Change Names Of Tax Columns Make A New Tax Schedule Set Tax Exempt Status As A Default Setting Notes: Check To Tax Service Charge 47 New Booking Defaults What are new booking defaults? New Booking Defaults are all about preventing you from typing the same thing more than once. For example, if most of your accounts are within your city limits, you can make that city the default for every new client you book. That way, most of the time you will not have to type a city when you add a new account to your program. New Booking Defaults exist for several areas of your program - accounts, events, employees or guest rooms. Entering Default Information 1. Access the New Booking Defaults form by selecting it from the File – Setup menu. 2. At the top of the New Booking Defaults form, select the tab that has the information you want to enter or change. 3. Click in a field and type as desired or click in a quick-pick field, click the down arrow at the right of a field and select a default from the list. 4. Hit your [Enter] key to move to the next field. 5. Repeat steps two through four as necessary to enter more default information. 6. When finished, click the green checkmark at the bottom right of the form to close the form and save your changes. Type The City Or State In Which You Do Most Of Your Business Select The Desired Tab To Change Related Default Settings 48 Scratch Pad Setup What is a Scratch Pad? The concept behind your Scratch Pad is that you should be able to insert commonly used text throughout the program with one mouse click rather than typing the same stuff over and over. To that end, you can create a Scratch Pad with all of your normal comments, special requests, setup notes, etc., and even separate them into various categories to make locating the right notes easier. Setting Up The Scratch Pad 1. Access the Scratch Pad Setup form by selecting it from the File – Setup menu. 2. Click the Add Record button, located directly beside the list of categories in the panel on the left. 3. Type a name for your new category. Categories are used to break your Scratch Pad up and make locating certain notes easier. Examples might include "Setup Notes", "Equipment", "Special Requests", etc. 4. Hit your [Enter] key. 5. Click in the large white text block on the right of the Scratch Pad Setup form and type notes for this category as desired. 6. Format your scratch pad text using the Format Tool Bar located at the bottom of the screen. Add Any Number of Categories to Organize Your Scratch Pad Click In Window And Type In Any Commonly Used Text 49 Setting Up Security What exactly does “enabling security” mean? Before you add users and passwords, you must first enable your overall system security. First, a single mouse click will enable password protection in your program. Without protection enabled, you could add all the users and security levels your little heart desired but they would be ignored by the program. Next you should assign a main system (or administrative) password. You can then prevent users from accessing certain information or performing certain tasks unless they are privy to this main password. Enabling Security 1. Click the Security button on the Setup side bar. 2. Click the checkbox next to Enable System Security at the top left of the screen. 3. Click the button to the right of the Main Password field. 4. Click Yes at the prompt to confirm your choice. 5. Carefully type a password to serve as your main system (administrative) password (minimum of four characters). 6. Hit your [Tab] key and retype the password to verify. 7. Click the green check mark button. Adding A User 1. Click the Add New User button (green plus sign), located at the top right of the Set Security screen. 2. Type a name for the new user, or click the down arrow at the right of the Name field and choose a user from the quick-pick list. 3. Click the Assign Password button at the right of the User Password field to assign a password for the new user. 4. Click Yes to confirm your choice. 5. Type a password with a minimum of four characters. 6. Hit your [Tab] key and type the password again to verify. 7. Click the green checkmark. 8. Fill out the General, Advanced and Notes tabs for your new user. 9. When finished, click OK. Enable Your Overall System Security Click To Add Or Delete Users Use These Tabs to Establish Individual Access Rights 50 MAIN SCREEN MAIN SCREEN The Caterease Main Screen Home Base. Every great software has one. A place that allows you to jump off in any direction, and still maintain a solid anchor. This is the Caterease Main Screen: single-click access to some of the programs hottest features, and, always, a place to come home to. On the left side of the Main Screen, you see a side bar of buttons to lead you into each of our program’s Managers. Below this are other side bar options, which will take you directly into some of the most powerful and commonly-used features. From the Main Screen, numerous reports and prints can be generated, graphs can be created, and queries can be performed. The Main Screen is more than just an attractive place to bounce off from; it is the first indication of the power and flexibility of the program. 52 Event Calendar What is the Event Calendar? The Event Calendar is a month-at-a-glance display of events booked in your program. You can control how many months your calendar displays, plus a number of other aspects of the calendar layout. You can see details of events within the calendar itself, view a corresponding banquet rooms graph or even retrieve an event into Event Manager for viewing or editing. Accessing the calendar 1. Click the Tools side bar. 2. Click the Event Calendar button. Changing the months 1. Click and hold your left mouse button down on the name of the month. 2. Drag your mouse up for previous months or down for future months. 3. Highlight the desired month and release. Selecting an event into Event Manager 1. Click on any date on the calendar. 2. Click your right mouse button. 3. Select Events On ... the specific date. 4. Select the event you with to view or edit. 5. Click Yes to confirm your choice. Viewing a day's banquet rooms graph 1. Click on any date on the calendar. 2. Click your right mouse button. 3. Select Banquet Rooms Graph. Date Number of Events Grid of Event Details 53 Rooms Graph What is a Banquet Rooms Graph? On-premise users (those of you with banquet rooms on the premises) might want a quick view of what rooms are being used at what time. The Banquet Rooms Graph provides a quick, day-at-a-glance bar graph depicting rooms booked, color-coded to instantly reveal event status. The graph also allows you to move these events to any other room or time by simply dragging the corresponding bars - all event data is automatically updated. Accessing the graph 1. Click the Tools side bar. 2. Click the Banquet Rooms Graph button. Changing the graph date 1. Click in the date field at the top left of the form. 2. Enter a new date, or click the down arrow to get assistance from the drop-down calendar. Moving the bars to other rooms or times 1. Click the Settings button. 2. Select Bar Moving. 3. Click on any event bar and hold down your left mouse button. 4. Drag in any direction and release. Making bars longer or shorter 1. Click the Settings button. 2. Select Bar Sizing. 3. Click on any event bar. 4. Move your cursor to the edge of the bar till it becomes a double arrow. Back One Week Graph Date Ahead One Date Broken Bars – Rooms Booked By Default Solid Bars – Rooms Booked For Events 54 Query Events What is an event query? The Query Events tool allows you to search through your entire database and find only those events you want to see. You can set any number of criteria to search by, and even save queries for future use. Once a query has been performed, you can print various reports based on the results, as well as event prints for any and all events on your results screen. Creating a query 1. Click on the line <Click Here To Add Condition>, or click the Add Query Item button. A condition will be added stating "Event Date is yesterday." 2. Click on the words Event Date in the condition and choose any condition from the drop-down list. This will be the first criteria you search by. 3. Click the comparison word next to your criteria and choose any option. Comparisons might say "Is", "Contains", "Doesn't Contain", "Is Empty", "Is Between", etc. 4. Click the final word in the condition and choose a value for the condition to be compared to. These lists are dynamic. If you are searching by Event Theme, then this list will be your quick-pick list of themes. If you are searching by date, this list will be days or ranges of days. If you are searching by financial fields, you will be given a window to type a specific value. 5. Add as many query conditions as desired following the steps above. Executing the query 1. Create or edit a query as described above. 2. Click the Perform Query button. Perform Query Button Add Query Item Button Query Results Detail Grid 55 Performing A Backup How often should I backup data? A backup of your program's data should be done every single workday. These backups may never be needed - think of them as an insurance policy against data loss or corruption. If something happens to your computer's hard drive or if you suffer data corruption, a backup can be quickly restored. The procedure described here backs up your data onto your Caterease server's hard drive. You may want to use a disk, a writable CD or a tape to store data remotely in case of hard drive failure. Running a backup 1. Select File - System Utilities - Backup & Restore Data, or click the Backup Data button on the System side bar. 2. Click Backup at the top left of the form, if it is not already selected. 3. Click OK. Emailing a backup 1. Select File - System Utilities - Backup & Restore Data, or click the Backup Data button on the System side bar. 2. Select a backup from your list of recent backups. 3. Select Tools - Email Backup. 4. Enter the email address in the Send To field. 5. Enter the body of the email in the Message window. The name, address and phone number of your company will be automatically added to the bottom of your message. 6. Click Send. Backup Button Tools Button List of Previously Run Backups 56 Refreshing Tables What is a database refresh? Simply put, the database refresh refreshes your data. The data in your Caterease program exists in a series of tables, and the database refresh cleans those tables and searches them for any signs of corruption. The Standard Refresh does a quick reindexing of all of your tables, while the Thorough Refresh examines tables line by line. Minor corruption will likely be fixed by this utility; major corruption may cause a prompt to appear asking you to contact Caterease Software Support. Performing a refresh 1. Select File - System Utilities - Database Refresh, or click the Database Refresh button on the System side bar. 2. Select either a Standard or a Thorough refresh. 3. Click OK. Select Type Of Refresh To Run 57 caterease catering & event management software TM A PRODUCT OF Horizon Business Services, Inc Naples, Florida 34102 T: 800.863.1616 F: 239.261.0067 www.caterease.com Get free access to PDF Ebook Elitefts Beginner Training Manual for free from PDF Ebook Center Get free access to PDF Ebook Dow X3 Beginner Training Tutorial.
0 Comments
Leave a Reply. |
AuthorWrite something about yourself. No need to be fancy, just an overview. Archives
October 2016
Categories |