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Written by Sylke Helbing

Category: Quick Guides

Published: 29 May 2016

Last Updated: 29 July 2019

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Select a view for your calendar and follow-ups

1. Open the calendar tab by left-clicking   Info Center in the upper left corner quick access pane.
2. In the horizontal toolbar, select the desired view (calendar, timeline, agenda etc).
3. Specify the number of days you want to see.

Filter calendar and follow-up data

1. Select your data sources for the Calender and the Follow-ups displayed in the lower part of the window independently of each other (Events, Appointments, Shifts etc.).
2. Set further  Filters in the respective data source or switch to other lists.
3. Filter for your own data only.
4. Save the current settings under Views >  Save as  User view, Group view or Standard view.
5. Create additional IC tabs for various views, important lists etc by going to  More ... >  .

Create a new task

1. Go to Home >  Tasks>  New.
2. Enter the subject and activate a  reminder.
3. Assign one or more responsible Users or user groups.
4. Start and end dates and times are optional. A task with both both start and end times shows in the calendar, a task without times or start time only shows in the list of follow-ups of the responsible users, provided tasks have been selected as data sources.
5. A task shows until the status is changed to completed in either the task pane itself or the reminder pane. Alternatively, right-click the entry in the calendar or follow-ups and select Don't remind again.
6. Expand user groups to ensure that each group member is notified of the task, and select Must complete individually if the task needs to be performed not just per group but per recipient.
7. Link the task to an Account*, Event or other record.

Create a new appointment*

1. Go to Home >  Appointments >  New.
2. Enter the subject and date and activate a  reminder.
3. The appointment shows in the calender of all Bp Event users invited to participate, provided appointments have been selected as data sources.
4. Right-click the appointment in the calendar toconfirm or  cancel your participation.
5. Link the appointment to an Event if applicable.

Invite participants to an appointment*

1. On the Participants tab under Users, enter the participants who have access to Bp Event. Notify these participants of the appointment by either confirming the prompt, or send an Internal Message (icon directly above the input window) to all users on the list.
2. In the same window under Participants, enter those participants whose contact details are stored under  Accounts (customers, suppliers). Notify these participants of the appointment by sending an  Email (icon directly above the input window) to all users on the list.
3. Under External Participants, enter all other attendees. Notify these participants of the appointment by going to the Mail tab and entering the email addresses manually in the recipient list.

* Modules: Appointments, CRM plus

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Written by Sylke Helbing

Category: Quick Guides

Published: 23 May 2017

Last Updated: 26 July 2019

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Bp Event offers a variety of options for facilitating internal communication, such as internal messages, reminders or tasks, as well as the possibility of passing records directly to team members.

Create an internal message to one user

Internal messages are available exclusively for communication with other team members who also have access to Bp Event.

1. Left-clicking the  Internal messages icon in the top left-hand corner ("Quick Links") opens the inbox, with an option for changing to the outbox tab for sent messages.
2. Create a new message by left-clicking the expand triangle   > New in the top function bar.
3. Fill in the Subject line.
4. In the left-hand input pane for Recipients, left-click New to open a list of users and user groups.
5. Select a user by double-clicking.
6. Messages with a High priority will be added to the  Reminder lists of all recipients, who will additionally be notified by a pop-up message.
7. Left-click Send in the horizontal toolbar to save and send the message.

Send an internal message to multiple users

Internal messages can be adressed to a random set of users, recipient lists or user groups. Messages can be sent either to the group as a whole or to each group member separately.

1. Open the list of Recipients by left-clicking New.
2. Press down the Ctrl key and left-click multiple individual users, then Apply.
3. Alternatively, select a user group by double-clicking it in the list. User groups are marked by a preceding "+" sign.
4. To select a Distribution list, click on the expand triangle . Create distribution lists under  Communications > Distribution lists.
5. If you would like every group member to receive the message independently of all others, opt to expand the user group. This means that every group member needs to open and delete the message individually.
   Example: All group members need to be aware that an event has been cancelled.
6. If it is sufficient for one group member to receive and act on the message, opt to Leave as group. The message is "new" only so long as no-one has opened it. It is marked as "read" as soon as one group member openes it and needs to be deleted only once per group.
   Example: Group members take turns answering internal messages.
7. Expand user groups or recipient lists after insertion by selecting the list and clicking on  Expand group.

Link an internal message to an existing record

Some records such as events, accounts or appointments allow for the creation of messages linked directly to these records.

1. To create an internal message linked to an event or account, first open the record in question.
2. Left-click Internal Message in the horizontal toolbar. Depending on the kind of record you are working on, various linking options will be available.
3. The subject line of the new message is prefilled with the most important details. All links to events, accounts etc. are displayed in the toolbar and can be opened directly by left-clicking.

Write the body text and reference records

Go to the General tab for the body of your message.

1. Select a Template for your message by code or from a list (optional).
2. Insert links to existing records within the text of the message by marking and right-clicking a word or text passage and selecting Link. From the available tables, select the record you would like to reference.
3. Insert text snippets, images or timestamps in the same way.

Send attachments

Documents and files can be attached to internal messages.

1. In the internal message, go to the Attachments tab and click on   New.
2. A new entry window for document bundles will open.
3. Enter a Name for the new document bundle.
4. Click on >  Attach files to insert external documents from your hard disk.
5. Select >  Attach general document to insert files from the  General Documents folder.
6. Copy documents into other document bundles by clicking Copy > Copy to other bundle.
7. Click on Save > Save and close to close the document bundle, not the message itself.

Convert an internal message into an email

Internal messages can also be forwarded to external contacts, team members without access to Bp Event or self as emails.

1. In the internal message, go to the General tab and click on Mail. Opt to send the message as either email or email attachment.
   
2. User can also choose to have their own incoming messages forwarded to their email accounts on the Options tab > Settings.

Pass records

Open database records can be passed from one user to another along with a short remark.
Example: A phone call is passed on to a colleague along with the customer data.

1. In the open record, click on > Save and pass.
2. Select a user from the list of currently logged in users and Apply.
3. The recipient is notified of the transfer and can either accept or reject the record.
4. As soon as the record is opened by the recipient, the sender is notified.

Create tasks for team members

Tasks and reminders help keep everybody to schedule.
Example: The customer expects a call back from the service manager at 10am on Thursday.

1. Go to Home >  Tasks or open a new task from within an existing record by clicking >  New >  Task.
2. Enter a Subject, Date and Time (optional).
3. Click on New to select one or more recipients and Apply.
4. The author of the task is automatically included in the list of recipients but can be removed manually.
5. The task will be listed in the recipient's follow-ups in their Info Center, provided Tasks have been enabled as Data sources.
6. Also set a Reminder to insert the taskinto the recipient's list of Reminders in their Info Center Quick Picks. The list of reminders cannot be hidden and is a safe way to ensure the recipient is aware of the task.
7. Alternatively, click on Internal Message in the horizontal toolbar to notify recipients of a new task.
8. Click on Save > Save and close.

*Multi-users module

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Written by Sylke Helbing

Category: Quick Guides

Published: 29 May 2016

Last Updated: 26 July 2019

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Create a new event

1. Go to Home > Events > New.
2. If you have a template for similar events, select > New from template.
3. Enter a date, start time and guest count. If the date is not fixed yet, enter a reference date and then select    > Undated.
4. Select a status and status date (such as confirm-by date). Status and status date will determine how and when the event shows in the  Info Centre and Room reservations.
5. Link either an existing or a new account as Organizer or, if applicable, Orderer or Invoice Adress.
6. Enter an Event name (such as "50.Birthday").
7. At the bottom of the window, select Rooms >  New either via Room list or  Room reservations.
8. If you prefer, check room availability first by selecting Home > Events >  Room reservations, then doubleclick the room and date to create a new event.
9. In the left-hand navigation pane, create a new  Event schedule and link schedule items to individual bookings*.

Find linked records and data

1. In the left-hand navigation pane, go to  Info Centre.
2. Select the  Data sources you would like to see (such as Events, Appointments, Mails).
3. Set Filters within each data source or go to Related Lists and Reports.
4. Filter for your own records only.
5. Save your settings under Views >  Save > User view, Group view or Standard view.
6. Create New records linked to the event. Only the type of records selected as data source will be available.

Create a quotation

1. In the left-hand navigation pane, right-click Quotation and enter a name to create a new quotation.
2. Click on  New or use the matchcode field to select and add sales items (such as food and beverages, staff, rooms, equipment).
3. Add existing items to your quotation by clicking  New > Find items and entering the item name.
4. Add new items on-the-fly by clicking New > Item groups, selecting an item group and entering the item name.
5. To create a proper new item, select Create new and save the new item with all mandatory fields filled. To save the item for this one occassion only, select One-off item.
6. Right-click an existing quotation and create a New alternative quotation to copy the details of the original and add variations (buffet instead of set menu). The changes only apply to the alternative, not the original.
7. For improved readability, create multiple quotations* for separate positions such as staff, food, beverages or reception, dinner, coffee break.
8. In the horizontal toolbar, click Print and select a suitable template to print out your quotation.

Send a quotation by email

1. Go to  New > Mail >  New to select a suitable template and, in the toolbar, change the method of communication to Email.
2. If you would like to send the quotation itself as formatted attachment, go to the toolbar of the  Text tab. In the Event Sheet entry field, call up a list of available templates by pressing Space+Tab and select a suitable template.
3. If you are using an external email application, save the quotation by selecting Print > Text >  PDF  and send it as an email attachment.

Create a sales order

1. Convert your quotation into a sales order/contract by dragging individual quotations, alternatives or the entire Folder Quotation to Sales Order.
2. Add or change sales items, counts, rooms etc. at will. The original quotation will not be affected.
3. Create Guest lists* to assign tables* or sell individual tickets* for the event. 
4. Create custom Menu cards* from the selected items, adding individual texts as required.

* Modules Event schedule, Multi-Bookings, Appointments, Guestlists, Ticketing, Table Reservations

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Written by Sylke Helbing

Category: Quick Guides

Published: 24 May 2017

Last Updated: 26 July 2019

Hits: 244

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Create a new invoice

1. Drag your Sales orders folder with your left mouse button pressed down onto the Invoice folder or create a new invoice by right-clicking Invoice > New invoice.
2. If you hav emore than one sales order, choose between one invoice per booking or a collective invoice covering all sales orders.
3. Enter a custom name for the invoice or accept the default by clicking OK.

Change or add to invoice data

1. In the horizontal tolbar, click New to add new Items,  Subtotals or  Remarks.
2. In the column Count, enter the actual consumption or, in column Count 2, the hours for items charged at an hourly rate.
3. Edit prices directly in the Prices column.
4. Collapse the list to remove any items with a zero count or without price.

Create an advance invoice

1. Right-click Invoice  New advance invoice.
2. Add the item "Deposit" (create item without price or other details in item group "Others"), enter the amount of the deposit under Price and enter the Count  "1".
3. Generate the spreadsheet and print or email the document.
4. Enter any payments against the advance invoice before assigning the advance incoice to a final invoice.
5. Right-click n the final invoice and select Assign open advance invoice to assign both the invoice and any payments to the final invoice..

Create a credit note

1. Right-click the faulty invoice and select Create new credit note.
2. All items in the booking are copied with a minus sign in front of Count 1.
3. Click on Spreadsheet and save to generate a consecutive number.
4. From Invoive templates, select a "Credit note" template for printing.

Create a collective invoice

1. Right-click Invoice >  New invoice and enter a custom name or accept the default name.
2. Right-click again, select Convert to collective invoice and save the event by confirming the prompt. A new entry list will appear at the bottom of the window.
3. Click New in the toolbar of the new entry window to add partial invoices. The partial invoices must have the same invoice address, and belong to the same site and cost centre. Closed or rejected invoices are not eligible.
4. Partial invoices created after the collective invoice can be added by right-clicking and selecting Add to collective invoice.
5. Select Close collective invoice at the top left-hand corner of the input window.

Print the invoice spreadsheet

1. Go to Invoice > Spreadsheet and confirm the prompt by clicking Save to create a consecutive invoice number.
2. If there is only one standard invoice template, this will be applied automatically.
3. Select a different template or one of several standard templates from Standard or Invoice templates.

Send the invoice

1. Print your invoice by clicking on > Print in the horizontal toolbar of the invoice, or save externally in a >  PDF-Format. 
2. Send your invoice as an  >  Email attchment. An email addressed to the invoice address and containing all event and booking references will open automatically.
3. A Customer print, as opposed to a Proof copy, contains a valid invoice date which will impact the dunning run.

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