This handy tool allows you to manage all your menu items from a single location, ensuring that any changes you make to your menu catalog are automatically reflected across all your revenue centers. This document aims to provide you with clear, concise instructions, support, and guidance throughout the process.
Section | About |
How to set your event up to use Central Menu Management | |
How to build your base menus | |
How to Import Items | |
How to create categories and products | |
How to edit items in bulk via the export and import function | |
How to edit an individual item |
Enabling Centralized Menu Management
Before you start creating revenue centers, you must enable the Centralized Menu Management feature. Follow these steps to ensure a smooth setup:
Access Event Settings: Navigate to the Event Settings in your Billfold Dashboard.
Select Centralized Menu Management: Look for the “Centralized Menu Management” option and make sure it is selected. This step is essential to enable automatic updates across all revenue centers.
Note: Once a revenue center is created within the event, the Centralized Menu Management event setting becomes fixed. If changes are necessary, you will need to delete the existing revenue center and create a new one.
Creating Menus
Navigate to Catalog Section: In the Dashboard, go to the Catalog section.
Create a New Menu:
Go to Menus and click on New Menu.
Fill out the required details and click Create to save your new menu.
Details outline:
Name: This can be anything; we recommend making it as clear as possible to ensure it's easily located for updates and syncing to your Locations.
Sales Tax Rate: Input the sales tax rate that this menu will utilize or the base tax rate for your locality. Tax rates can be adjusted at the category and item levels, too.
Catalog based: Do not tick this box. If this menu will use a base catalog using our menu global catalog feature, tick this box and go here for further instructions on setting up your global catalog.
Description: This can be used to add details about the menu. For example: "To be used at Bar X, Bar Y and Bar Z"
Note: This is simply creating the foundation for your menu; items will come next.
Importing Items
Upload Items and Categories:
Click View next to the menu you want to update.
Select the Items tab, open the Actions menu, and choose Import.
Use the Download Template:
Select the Download Template option for a CSV template.
Prepare your CSV file and then upload it by selecting Import, then selecting your file and clicking Import.
How to Use the Template:
Category Type: 3 mandatory options: Drinks, Food, Other
Category: This creates a folder for your items (e.g., Vodka, Burgers, Milkshakes, etc)
Title: This will be the actual button on the POS, keep it short and simple
Price: Number Only, no $ sign
COGS: If you have COGS you'd like to track, input them here.
Sales Tax: Percentage out of 100, Number only, no % sign (this is your local sales tax, not the actual tax of the product when applied)
Color: If you'd like your menu to be color-coded on the POS (we recommend it), enter the color code.
SKU: Fill in the SKU for your items; if items are sold at various locations (e.g, Water, Michelob Ultra), please ensure the SKU matches across all menus.
Favorite Item: Enter Yes to be on the favorites screen for easy and quick access for selling
Item ID: Ignore
Base Item: Ignore
Custom attributes: Ignore
Item Position: Positions the item within its Category
Category Position: Organizes and orders your categories within the Drinks, Food or Other Category Types
Favorite Item Position: Organizes and orders your items on the favorites/speed screen
Modifier Groups: If your item has modifiers, such as on the rocks or add cheese, create the modifier group and add the modifier group code
Active: Ignore, unless mass updating items by exporting and re-importing, and you need to archive items that have been sold and cannot be deleted from the POS
Color | Code |
|
Turquoise | #16eeff |  |
Green | #006400 |  |
Dark Grey (black) | #525252 |  |
Burgundy | #8b0000 |  |
Red | #ff1e1e |  |
Lime | #8dc10a |  |
Pink | #ffc0cb |  |
Brown | #b1905d |  |
Orange | #ff9700 |  |
Purple | #bd10e0 |  |
Blue | #2938ff |  |
Yellow | #ffff00 |  |
Once uploaded, ensure you add the menu to your revenue centers when creating your event.
Adding Items and Categories Manually
This method isn’t as fast as uploading a template, but it’s useful if you need to add a single item or make a quick update.
Create a New Menu (if not editing an existing one):
Under Catalog, go to Menus and click New Menu.
Save the menu after entering the necessary details.
Details outline:
Name: This can be anything; we recommend making it as clear as possible to ensure it's easily located for updates and syncing to your Locations.
Sales Tax Rate: Input the sales tax rate that this menu will utilize or the base tax rate for your locality. Tax rates can be adjusted at the category and item levels, too.
Catalog based: If this menu will use a base catalog using our menu global catalog feature, tick this box and go here for further instructions on setting up your global catalog. If you plan to use individual menus rather than create a global item catalog, do not tick this box.
Description: This can be used to add details about the menu. For example: "To be used at Bar X, Bar Y and Bar Z"
Add Categories:
Click View next to the menu you want to update.
Click Categories, then the Actions menu to add a New Category, enter the details, and select Create Category.
Details Outline:
Title: The name of your category, this is essentially the folder for the products that go here (e.g., Burgers, Milkshake, Vodka, etc)
Tax Rate: This will pull in your menu tax rate, but if there's a different tax rate required, you can adjust that here. If you adjust a category's tax rate, it will apply that rate to products created within that category.
Category type: Select the type of category type this category belongs to (e.g., Food, Drink, Other)
Color: You can color-code a Category folder, similar to items.
Status: Select whether this should be visible on the POS (Active) or not (Archived)
Image: Add a folder image if you'd like to differentiate your categories easily
Repeat this process for as many categories as you require.
Add Individual Menu Items:
Next, select the Items tab.
Click Actions, then New Item to start adding your menu items.
Details Outline:
Name: The product's title/name to be displayed on the POS
Stock Keeping Unit: The SKU for the item. Reminder that items across different menus need to have the same SKU to ensure they report together on the item sales report.
Price: The cost of the item
COGS: The cost of goods, if desired to track.
Sales Tax Rate: If you select the category, it will fill in the tax rate for that category. If the tax differs from the category, then you can adjust that here at the item level.
Category: The category folder this item belongs in (e.g., Bacon Cheese Burger goes in the Burgers category)
Routing Category: Utilized for printing and prep stations, find out more here.
Color: Select a color code for the item.
Modifier Groups: If the item has modifiers, such as add cheese or on the rocks, you can add those pre-made modifiers here. Information on how to create modifier groups is here.
Available for Drink Ticket: If utilizing our QR drink ticket feature, you can enable whether a product is eligible for redemption by sliding this to yes.
Status: If an item needs to show on the POS select Active and if an item does not need to show on the POS slide to Archived.
Image: Add product images here by uploading them.
Favorites Screen:
If you want items to appear on the favorites screen, go to the Favorite Items tab.
Choose New Favorite Item, select the item, and save it.
Assign to Revenue Center (if not already assigned): Ensure you assign the completed menu to a revenue center upon creation.
By following these steps, you can efficiently manage your menu catalog across all revenue centers using the Centralized Menu.
Edit Items via Import
There may be moments where you have prices change or items may need to be archived because they're no longer on the menu. This outlines how to do a bulk edit via the export and import functionality.
Note: Items cannot be deleted once they've been sold, in those instances it is best to archive them. To do so on the export, enter FALSE in the Active column.
Export Items and Categories:
Click View next to the menu you want to update.
Select the Items tab, open the Actions menu, and choose Export.
Open and Edit the .CSV Export:
Update the items as required being careful to maintain the SKUs in order to ensure items still properly report together.
Re-Import the .CSV File:
Once the menu has been updated, go back to the menu in your dashboard and back to the Items section, select Actions, and select Import items.
*Note: If the SKU changes, the system will recognize that item as a different item and report on it separately.
These updates will reflect across all revenue center locations using the same menu.
Edit Items Individually
If you just need to edit one item versus doing a bulk update within your menus, follow the steps below.
Note: Items cannot be deleted once they've been sold, in those instances it is best to archive them.
Find the Menu:
Click View next to the menu you want to update.
Find the Item(s):
Next, select the Items tab.
Utilize the search functions to locate the item(s) needing updated.
Edit the Item:
Select Edit next to the Item you'd like to update.
Make the necessary changes, then select Update at the bottom of the screen.
Tips:
You can quickly access a menu by accessing it within your event by going to Revenue Centers and clicking the link under Menu column.
If you've sold out of an item or no longer carry an item that you used to sell then the system won't allow you to delete it but you can archive the product via the editing function outlined above.
Video: