Event Controls are used to track sales/consumption of beverages at Events. This feature supports Events where beverages are served at multiple bars (stations) in an Outlet.
Before any events, the Event Control Categories should be looked at to make sure that categories and subcategories are checked, as per Fig.1.
- Property > Setup > Categories > Event Control Categories
This determines which products may be used in Events, the checked ones, and which products cannot be used - the unmarked ones.
If Event Control Categories need to be created, please follow the instructions in this article - Purchasing & Inventory - Setting up Event Categories.
Fig.1 - Setting up the Event Control Categories
Note: marking subcategories is necessary as only having the category marked will not show any products when searching.
The next thing will be to make sure the products that are to be used in the event are set up appropriately. For a product to be used in an event, it will need to have retail attributes defined for the inventory unit (ie. Bottle, Each), as per Fig.2.
Fig.2 - Setting up a retail product
Adding a price to a product in the Each field will automatically check the Retail Product box and make this product available to be used in any Events, as well as be available to be sold via a POS system when the PLU is added.
Creating the Event
- After the products are setup, the Event can be created by going to Recipes > Events > Event Control > New > Event Control, as seen in Fig.3
Fig.3 - Event Control header
First, a Station or multiple Stations will need to be created in order to add specific products to the Event Control.
- To create a station, select the + (plus sign) button to access the Station Setup screen, as per Fig.4
- Type in the name of the station and either select Save & New to create another station, or Save & Close if all stations have been created
Fig.4 - Creating a station for an event control
- Then, for each Station, select either Add Product or Search to locate products that will be sold in each area
- Once a product is added, the fields associated with it will need to be filled out, as per Fig.5
Fig.5 - The product fields on an Event Control
Creating an Outlet Requisition
Fig.6 - Creating an Outlet Requisition from the Event Control
- Select Create Outlet Requisition to make an outlet requisition for the products in the Event Control
The quantities in the requisition will be the Beginning Inventory values for all stations in the Event Control (they can be changed, if desired). The Ordering Outlet is the outlet in the Event Control.
Any on hand for the product in the event’s outlet is ignored; the full Beginning Inventory quantity is always specified in the Outlet Requisition, as per Fig.7.
Fig.7 - Creating an outlet requisition from an event control
- Once all fields contain the correct information, select Create Requisition
An outlet requisition will automatically be created and released to the supplying outlet to process.
After the event has happened, the actuals, how many people will need to be entered into the appropriate fields, as per Fig.8.
If there are any adjustments to take into consideration, ie. bartender breaks a bottle or sells a bottle at a discount, the revenue must be adjusted.
- To do this, select Enter Adjustments, as per Fig.9
Fig.9 - Select Enter Adjustments to make any adjustments to the Event Control
- On the next screen that appears, select New Entry and fill in the highlighted fields, as per Fig.10
Fig.10 - New adjustments entry
As many adjustments as needed may be added to this area of the Event Control. These adjustments will appear on the Events Control Usage report.
- To add the information on the Event Control Sheet to Adaco, open the Event Control by selecting Recipes > Events > Event Control
- Search for the event and double-click the Event Control to open it
- Then select Enter Inventory/Sales, as per Fig.11
Fig.11 - Select Enter Inventory/Sales to add the final stock count and total sales
- This will open the Adjustments windows so that the data from the Event Control Sheet may be entered into the Event Control, as per Fig.12.
Fig.12 - Enter the sales and inventory from the Event Control Sheet
- Use the Return button to create an outlet requisition, shown in Fig.14, for Additions less the Ending Inventories, to the supplying outlet for each product
The Additions are added here because they need to be requisitioned “after the fact” (they were not part of the original requisition). The entire Ending Inventory is assumed to be physically returned to the supplying outlet.
The quantity field is auto-populated using the numbers input in the Additions and Ending Inventory fields. However, this can be modified. The Outlet Requisition for Production Planning window will only open the first time Return is used. Any time Return is used after, the Outlet Requisition is automatically created and released to the supplying Outlet for them to process.