Event material and catering equipment
Integral plan
Keep a catalogue of equipment and let Recipok work out the material for each catering order per guest, per table or as a fixed quantity.
What it is for
For a catering job, a wedding or a coffee break, preparing the food isn't enough: you have to take tablecloths, crockery, glasses, flasks, tables… Event material lets you keep that equipment in its own catalogue and have Recipok work out how much is needed for each order based on the guests and tables.
That way nobody counts glasses by hand the night before, the loading list comes from the order itself and hired-out material is charged on the same order. It is used by bakeries and kitchens that do events and catering: the manager sets it up once and whoever prepares the order only checks it and ticks what has been loaded.
Before you start
- It's part of the Integral plan, for the administrator, manager and salesperson roles.
- It works inside sales orders: first the order, then its material.
1. The material catalogue
Go to Sales › Event material (the Event material catalog) and click New item. For each piece enter:
| Field | Example |
|---|---|
| Name and SKU | Water glass · MEN-COPA-01 |
| Category | Table linen, Tableware, Glassware, Furniture, Cold/hot equipment or Other |
| Unit | Unit or Set (for example, a set of cutlery) |
| Unit price | What you charge per piece; 0 if it's included |
| Description and Active | Untick Active to withdraw a piece without deleting it |
2. Templates: what material each event needs
In Sales › Material templates click New template. A template says which material is added automatically, and how much:
When it applies
Choose the Event type (Wedding, Communion / Christening, Corporate, Coffee break, Other or Generic (any event)) and, if you like, a Menu (optional): the template will apply to orders containing products from that menu.
Material rules
With Add rule you choose a piece from the catalogue, the rule type and the Quantity: Per guest (1 glass per guest), Per table (1 tablecloth per table) or Fixed quantity (2 flasks per event). The Margin % adds spare pieces.
If several templates apply to an order (the event type one, the menu one and the generic one), the quantities of the same piece are added together on a single line.
3. The material on the order
Open the sales order and expand the Event material section.
| Name | Quantity | Price/unit (€) | Total (€) | 3Loaded |
|---|---|---|---|---|
| Water glass Calculated from a template | 132 | 0.40 | 52.80 | ✓ |
| White tablecloth 3 m | 12 | 6.00 | 72.00 | |
| Coffee flask 5 l | 2 | 8.00 | 16.00 |
- 1Event type, Guests and Tables decide which templates apply and how many pieces are needed.
- 2Recalculate material applies the templates. Glasses: 120 × 1 + 10% = 132.
- 3Loaded: tick it as each item goes into the van.
- Correct any quantity by hand: Recipok will respect your figure in later recalculations.
- With Add material by hand you add a piece that isn't in any template.
- The cost of the material is added to the order total.
Tips
- Start with a Generic template with what you always take (napkins, flasks) and add templates per event type later.
- If a cocktail menu always needs the same equipment, tie the template to the menu: you won't have to remember the event type.
- Click Recalculate material again every time the customer changes the number of guests or tables.