Catering manager

You run outside catering: a client calls with a date and a number of guests, and you turn that into a quote, a confirmed booking with its deposit, a production plan, a team, the equipment and the transport, a good day — and, at the end, a final invoice and a profit you can read. JupitaPos follows each function through those steps on one page.

Who this manual is for

• System role: Catering Manager (catering_manager) — enquiries, quotes, deposits, production plans, staff, equipment, transport, function sheets, catering reports, customers, and purchase requisitions for what a function needs.
• In the pictures: Joan, catering manager of Jupita Restaurant Demo at Kampala — Kololo. Ritah is the events & private hire manager, Chef Okello the head chef and Moses the branch manager, who approves exceptions.
• Where you work: in the office at a laptop, on the phone with clients, and on site on the day. Sign in with your e-mail and password.

A day at work

Catering does not follow a fixed day; this is the life of one function.

1. Sign in and look at the board: new enquiries, quotes out, deposits due, the next seven days — Find a function on the catering board.
2. Answer enquiries that came from the website — Answer website enquiries — and log the ones that came by phone — Log a catering enquiry.
3. Write the quote and send it — Write and send a quote — and revise it when the client wants changes — Revise a quote.
4. When the client accepts, take the deposit — Take the deposit and confirm.
5. Plan production and ask for what must be bought — Plan production: ingredients and stock, Raise a purchase requisition.
6. Book the team, the equipment and the vehicles — Staff, equipment and transport.
7. Write the banquet event order and send it for approval — Write the banquet event order.
8. Print the production sheets for the kitchen and the team — Print the production sheets.
9. On the day, start the function, then mark it served and count the equipment back — Mark the function served.
10. Issue the final invoice and take the balance — Issue the final invoice.
11. Read what the function earned — Read a function’s profitability.

Guides you will use

Enquiries and quotes

• Find a function on the catering board.
• Log a catering enquiry.
• Answer website enquiries.
• Write and send a quote — a quote below the margin floor or with a large discount goes to a manager.
• Revise a quote the client wants changed.
• Mark an enquiry lost.
• Find a customer, add a customer, read their profile.

Confirming and getting paid

• Take the deposit and confirm — by mobile money or card; your role has no cash drawer, so cash is taken at a till.
• Confirm a function without a deposit — a manager decides.
• Issue the final invoice and take the balance.
• Cancel a booked function — an enquiry or quote you can cancel; a booked function needs a manager.

Planning

• Plan production: ingredients and stock.
• Issue the ingredients to production — the kitchen or the store issues; you plan.
• Raise a purchase requisition — for what the stores do not hold.
• Staff, equipment and transport.
• Print the production sheets.
• Find an item and its stock and read an item’s cost and margin.

The banquet event order

• Write the banquet event order.
• Change a BEO and send the new version.
• Approve a BEO version — what the approving manager does.
• Acknowledge a BEO for your department — how each department signs it.
• Print the function sheet.

Venues and events (when a catered function uses your own venue)

• Check the venue calendar and book a venue for a function.
• Move, extend or release a booking.
• Keep the guest list and seating and send RSVP links.
• Set up the event bar and run the day’s timeline.

After the function

• Mark the function served and count the equipment back.
• Read a function’s profitability and see a function’s profit.
• Read the catering reports — the pipeline, conversion and margins.
• Read the reports overview.

Set-up

• Set up packages, equipment and vehicles.
• Set up venues.
• Set the catering rules — you can read them; a manager changes them.

Signing in and your time

• Sign in, read notifications.
• Clock in and out, see your shifts, ask for leave.

Quick reference

Getting help

• The branch or general manager approves exceptions: a quote below the margin floor or above the discount limit, a function without a deposit, cancelling a booked function, the BEO, and the catering rules.
• The head chef plans and issues the food; the storekeeper issues stock; the procurement officer buys what you requisition.
• The events & private hire manager (Ritah) shares the venues and the guest lists with you.
• The administrator fixes logins and access.
• The Help Center: Help & Training › Role-Based Manuals in the menu, with a search box; the ? button, Help for this screen, opens the catering manual from a function’s page. See Find help: the Help Center.
• Troubleshooting you will need most: in Write and send a quote, Take the deposit, Plan production and Write the BEO.

Manuals you can also read

• None: the other role manuals are for jobs with permissions this role does not hold.

What you can do

These are the permissions of the Catering Manager role.