Catering orders with an advance
Take an order for an event with its menu, guests, venue and date, priced from the outlet for the customer type. Invoice an advance on confirmation and the rest after the event, less the advance.
PLANSScale only
The problem it solves
- Event orders sit in a diary, and the kitchen hears about a 200-plate dinner the day before.
- The advance is taken in cash and forgotten when the final bill is made.
- Prices for a corporate event are typed by hand and differ from the canteen's.
How it works
- Go to Food Service > Selling > Orders > Catering Orders and press New: the event, the customer, the customer type and the outlet.
- Fill in when it is, the session, the venue and the number of guests, and add the items with quantities.
- Press Price from the Outlet to fill in prices and taxes for the customer type.
- Fill in Advance Asked and press Confirm. An invoice is made for the advance.
- After the event press Delivered, then Invoice. The final invoice is the total less the advance.
Everything it does
The order
- Event, customer, customer type (Corporate Account to start with), outlet, date and time, session, venue, guests, notes
- Menu lines: item, quantity, unit price and taxes
- States: Quotation, Confirmed, Delivered, Invoiced, Cancelled
- A confirmed order needs at least one menu line
Money
- The advance invoice is made on Confirm, held as an advance until the event
- The final invoice has the menu lines and a line taking off the advance
- Both are customer invoices in the Entity's food tax invoice journal, paid like any other invoice
- The advance line carries no tax; GST is on the final invoice lines
- Cancel, from Quotation or Confirmed, reverses the advance invoice
Kitchen
- A confirmed order counts in the outlet's forecast for its meal, in a Catering Orders column
- With recipes, the production plan includes what the event needs
Who uses it
Catering or outlet managerTakes the order, prices it and confirms it.
AccountsFollows the advance and final invoices.
Kitchen Manager / ChefSees the event in the forecast and the production plan.
Where you use it
- Web: Food Service > Selling > Orders > Catering Orders
- Not built: a catering request form for customers on the portal; orders are entered by staff
What you control
Settings
- Customer Type on a new order: Corporate Account
- Advance Asked: none to start with
Questions
Can we take 30 % up front for a wedding order?
Yes. Type the amount in Advance Asked and press Confirm. The advance invoice is made at once.Does the final bill take off the advance?
Yes. The invoice lists the menu and a line taking off the advance already invoiced.Does the kitchen know about the event?
Yes. A confirmed order counts in the outlet's forecast for that meal, and in production plans with recipes.What if the event is cancelled?
Cancel the order. The advance invoice is reversed.Related features
SELLINGAccount customers with a monthly invoiceLet a department, a company or a person eat on account up to a food credit limit and pay later. Purchases on account are invoiced once a month on one GST invoice, with a line per item sold.KITCHEN PRODUCTIONRecipes, forecasts and production plansWrite each dish as a recipe with its yield, preparation loss and cost. Each meal gets a forecast of how many will eat and what to cook. The kitchen's day becomes a production plan with the raw materials it needs. Any shortfall goes to the store in one click.COUNTERTax invoice on a paid orderWhen a customer needs a GST invoice for a counter sale, the cashier or accounts opens the paid order and clicks Tax Invoice. A posted customer invoice is made with the taxes of each line, and the counter payment is registered on it.SET-UPTax rules for foodSay which taxes apply by outlet, customer type and food category, and with Growth by order type such as dine-in or parcel. The most specific rule wins, a rule without taxes makes the sale exempt, and every bill shows its taxes.KITCHEN PRODUCTIONCentral kitchen dispatch to outletsOne kitchen cooks for several outlets: each dispatch records what left, in which vehicle and at what temperature, and the outlet records what arrived. When the outlet belongs to another Entity of your group, the received food is billed between the two at cost plus your markup.
See it with your own menu.
Tell us how many outlets you run and how people pay today. We will show you a day in your mess or canteen on SmartMy Feast.