Embedded Files
Enquiries
if you receive a phone call, or someone is at the front counter, and they would like to make an enquiry about a catering or a forthcoming event, please see if the appropriate person is available to talk. If the appropriate person is not available please let the customer know that we are going to take their details and to expect a phone call from the appropriate person before the end of the day or 1st thing tomorrow morning. The details of the customer under the emailed to info@pepperscafe.com.au with the subject line "catering enquiry". Please make sure you include the customers 1st name, phone number (preferably mobile), email address, and some sort of detail about the event. In the ideal world the email would look something as follows
EXAMPLE EMAIL
subject: CATERING ENQUIRY
hi Andrew,
John Smith came in to see today about catering I have let him know that you will call him before 11 o'clock tomorrow, that maybe this afternoon or maybe tomorrow morning, he wanted to know if we cater a wedding for his daughter on 27 October 2062 at the crossing Park. his mobility 0412 123 456 in his email is is smith@smith.com.au.
Calendar
the calendar is the critical control point all information. Please make sure that any communication is recorded in the body of the calendar. This is the go to location that everyone can access, so therefore it is vital to make sure that the information is up-to-date and correct, as we don't always have access to a computer or other online services to seek the information. It is not a requirement that everything be placed onto this body message but it is a requirement that everything is referenced the body of the calendar.
When entering an event into the calendar please make sure the following formatting is used to ensure consistency, which helps with reading information quickly.
TBC - COMPANY - QU1234 - PAX - MENU - SERVICE TYPE
TBC - this stands for to be confirmed, a calendar entry with a status of TBC would mean that a client has make contact with us we have spoken to them we have secured their date and time as requested and we are awaiting confirmation of acceptance
COMPANY - is the name of the organisation or for a private event the name of the organiser
QU - this field as we record the quote number that we have sent to the customer, most times a quote is sent to the customer before we accept that they want us to do the work. If a quote has not been completed please make sure the QU is placed in the subject
PAX - this is the number of people attending the event it may be a single number example 10, which would mean 10 adults or it may be to numbers such as 10pax or 5a5cPAX
MENU - this is a short description of the menu that has been chosen example buffet, alternative crop, morning tea, afternoon tea,
SERVICE TYPE - this is just a shorthand version of what sort of services required example full service, 6 hours of fulls service DNR (drop and run), SNP (stay and play)
Quotes
CUSTOMER - Insert customer name; if this is a new customer please create new customer in xero and include as much information as possible based on what xero is asking you to do
DATE - the date field would be the date you're making the quote, you should not have to adjust this
EXPIRY - this is how long the quote is valid for, quotes from pepperscafe about 7 days, the easiest way to enter this into new quote is to press +7 in this field and press enter
QUOTE NUMBER - this field is generated by the computer please do not adjust it
REFERENCE - please use the following formatting - Date of the Catering (first date if it is a multiple date event) - purchase order number is provided by the client - the full calendar description
in the 1st description field of the quote please make sure that all detail the client is recorded here such as contact name phone numbers email address a delivery address
enter the quote details into the system
if there are different session times and dates please use 10 hashes ########## 0000h - DATE ########## so it is easy for the client to see the breakup of days in sessions
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