Create a Catering Order

A catering order holds everything about one occasion: who is ordering, when and how the food is handed over, what's included and which terms apply.

Create the order:

1. Open Admin → Catering → Uppdrag (Orders)
2. Click Nytt uppdrag (New order)
3. Fill in the sections below
4. Click Skapa uppdrag (Create order). After that the button reads Spara ändringar (Save changes)

The order is only saved when you click. There is no autosave, because a sent quote applies to a specific version of the order.

Kund (Customer):

• Välj företag (Choose company) picks an invoice customer. Required if you want to invoice directly from the order. Without a company, the order is for a private person
• Kontaktperson (Contact person, required), Telefon (Phone) and E-post (Email). The quote and order confirmation go to the email address
• Er referens (Your reference) – the customer's reference or purchase number, shown on the invoice
• Koppla till gäst i registret (Link to guest in the register) links the contact to a guest in your guest register

Tillfälle (Occasion):

• Uppdragets namn (Order name), for example "Autumn conference", and Typ av tillfälle (Type of occasion)
• Datum (Date, required) and Serveras kl (Served at)
• Leveranssätt (Fulfilment): Avhämtning (Pickup), Leverans (Delivery) or Servering på plats (Served on site), with a pickup or delivery time
• Antal kuvert (Number of covers, required). Per-person lines follow this number
• Sista ändringsdag för antal kuvert (Last day to change covers) – suggested from your settings
• Address, postcode, city and Instruktioner till leveransen (Delivery instructions) for delivery and on-site service

Innehåll (Contents):

1. Search in Lägg till från menyn (Add from menu). Items marked "Säljs i catering" (Sold in catering) are listed first, with their unit and minimum quantity. See Sell Items in Catering
2. Or click Fri rad (Free line) for anything not on the menu, such as a delivery fee, tableware or staff
3. Change quantity and unit price in the table. A per person line has a locked quantity that follows the number of covers
4. Open a line for more options: Beskrivning (Description), Radtyp (Line type: food, drink, delivery fee, fee, service, equipment, staff, other), Egen rubrik (Custom heading), Varugrupp (Product group) and Kökets notering (Kitchen note)

The product group decides the revenue account in your accounts and the default VAT. If a line needs a different VAT category than its product group, choose Avvikande moms (Different VAT) and enter a reason. This needs the same permission as changing VAT in the POS.

Villkor och betalning (Terms and payment):

• Betalsätt (Payment method): Betalas i kassan (kort, Swish, kontant) (Paid in the POS – card, Swish, cash) or Faktura i efterhand (Invoice afterwards)
• Villkor (Terms) and Avbokningsvillkor (Cancellation terms) are filled in from your settings and can be changed per order
• Offerten gäller till och med (Quote valid until) – if left empty, the date is set when the quote is sent, based on your settings

Kök och önskemål (Kitchen and requests):

• Specialkost och allergier (Dietary needs and allergies) – shown at the top of the kitchen brief and on the ticket
• Kundens önskemål (Customer requests) – shown on the quote and confirmation
• Kökets interna notering (Kitchen's internal note) – visible to staff only, never to the customer

The right-hand column shows status, version, totals per VAT rate and every action: send quote, mark confirmed, kitchen brief, ticket, send to the POS, invoice, credit invoice, copy and cancel. Under Händelser (Events) you see what happened to the order and when.

Editing an order:

• You can edit the order while it is an inquiry, draft, quote sent or confirmed
• If you change a confirmed order it gets a new version, and the order shows Ändrad efter bekräftelsen (Changed after confirmation). Send an updated confirmation or a new quote. See Send a Quote and Get the Customer's Approval
• Once the order is in the POS, invoiced, completed, cancelled or declined it can no longer be edited

Kopiera uppdrag (Copy order) creates a new draft with the same contents – handy for recurring orders.