Setup Inventory Items

Your Setup Inventory is any equipment that you have at your disposal, both on site, or that you rent from an outside vendor,  which can be used when setting up a Function room or Event space. Setup Inventory Items should be added to Banquet Event Orders to outline what items (equipment, furniture etc) need to be placed in a banquet room. For example Setup Inventory items may include "Head Table", "Drapery", "Pads and Pencils", or "Water Pitchers". You need to know what Setup Inventory Items you require for any particular setup styles that are used at your Property and how much inventory you have available to create those styles, to ensure you do not over-commit your Setup Inventory items. The Setup Inventory Items command allows you to generate the inventory of items to be attached to Banquet Event Orders.

The Setup Inventory Item command is part of the Sales and Catering Configuration Menu area. The Sales and Catering Configuration Menu commands allow you to utilize your Sales and Catering Module to its fullest potential and manage your functions or events in a concise, cohesive manner.

If your Property does not currently have our Sales and Catering Module and you are interested in adding it, please contact us at  Sales@SkywareSystems.com.

The Sales and Catering Configuration Menu area is part of the Property and System Configuration area of Skyware Systems. You may edit the configuration to suit your Property at any time if you have the appropriate access/authorization.

 

 


Select Managers Screen from the Quick Menu on the left side of the screen, then select Configuration > Sales and Catering =>.

Quick Menu with Manager's Screen option selected

Select Manager's Screen to be taken to the MANAGER'S COMMANDS screen.

Manager's Commands Menu

Select Configuration to be taken to the PROPERTY AND SYSTEM CONFIGURATION screen.

Manager's Commands Menu with Configuration option selected

Alternately, you may also be able to select Configuration directly from the Quick Menu, if the menu has been set up to include the Configuration option.

This will take you to The Property System Configuration Menu.

Property and System Configuraion Menu

The list of property configuration options are divided into four sections, which are Required Configuration, Optional Configuration, Locales/Dates and Sub-Systems.

Select Sales and Catering => from the Sub-Systems section.

Sub-Systems section of the Property System Configuration menu with Sales and Catering Configuration menu command selected

This will open the Sales and Catering Configuration Menu.

The Sales and Catering Configuration Menu has four sections: Sales, Catering, Menus and Inventory.

Sales and Catering Configuration Menu screen

Select Setup inventory Items from the Inventory section.

Inventory section of the Sales and Catering Configuration menu with Setup Inventory Items command selected

 

When opened, the Setup Inventory Items Maintenance screen display is split into two frames, with the left side of the screen listing any already configured Setup Inventory Items for the Property and the right side containing the fields you need to complete in order to add or edit a Setup Inventory Item for the Property. Any changes made on the right, once saved, will be updated in the listings to the left. Enter the different Setup Inventory Items for your Property.

Setup Inventory Items Maintenance screen example

The currently configured options are displayed by:

Order: List Order of the Setup Inventory Items. This will display your Setup Inventory Items in the order you desire in the interface. If there is no list order number, the Setup Inventory Items will be displayed alphabetically.

Code: The Setup Inventory Item Code, a short version of a name for the specific Setup Inventory Item. Codes can be up to 10 characters.

Description: The actual name of the Setup Inventory Item or how you wish to refer to it.

 

Your options include the following:

Generate a new entry:

Click the New Generate New Entry button button from the toolbar to add a new Setup Inventory Item.

Complete the fields described below.

OR:

Select an existing Setup Inventory Item from the list on the left, and click the Replicate Replicate Current Entry button button from the toolbar. Then change the field information as described below.

Edit the current selection:

Change the field information described below.

 

Setup Inventory Item Maintenance screen right side detail for editing

 

Code: This should be the short version of the Setup Inventory Item name, that will be used in the interface when selecting options. Codes should be easily recognizable by your staff. Codes may be up to 10 characters in length.

This field is required.

List Order: This determines in what order the Setup Inventory Item appears listed in the interface.

Enter a number into the List Order field.

This field is optional, however it we recommend that you list the Setup Inventory Item in the order you prefer. This makes it easier for staff to find the Setup Inventory Item they need in the interface.

Description: This is the description of the Setup Inventory Item. You should enter the full description of the Setup Inventory Item here.

This field is required.

Location: This is where you keep the Setup Inventory Item when it is not in use, if applicable.

Total Quantity: Enter the total number of the particular Setup Inventory Item that you have available here.

Track Quantity?: This box may be checked or unchecked. If checked, Skyware Systems will track the inventory you have available versus already assigned, to ensure you do not over-commit your Setup Inventory items.

Price: If there is a charge associated with using this Setup Inventory Item, enter the amount here. By default the price is entered as 0.00 (no charge).

Posting Type: Posting Types are used to post charges. This field is required IF you have entered a price for using this Setup Inventory Item, to allow the revenue to be attributed appropriately. This is a drop-down menu of available options, select one.

Not Active?: This box may be checked or unchecked. By default, it is unchecked. If a Setup Inventory Item is currently not active (for example seasonal options such as decorations) this box may be checked.

 

When you are finished adding or editing a Setup Inventory Item, click the save button (Save button) in the local tool bar.

 

Date Updated February 18, 2021