Entering a New Company

The following steps will guide you through adding individual companies one at a time.

You can also import a batch of companies from a file, such as a CSV file, Microsoft Excel document or a database. See Importing Companies/Contacts below.

1.	Click the Company/Contact button at the top of the EventPro Screen to open the Company/Contact screen.

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2.	Click on either the Single Company View tab or the Company List View tab.

3.	Click the New button in the upper right corner of the screen. The Company [New] window appears.

4.	There are seven tabs in the Company [New] window: General, Classification, Billing Information, Taxes, Notes, Online Rights, and User Fields.

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1.	Company Name:

a.	Enter the Name of the company and enter a Code for the company, if required. You need to add a Code if you will be exporting invoices to an accounting system that requires codes for companies. Ensure that the code here matches the same company’s code in your accounting system.

If this company is a subsidiary of another company, select this company’s Parent Company from the list of companies you have already defined. Begin typing the name of the parent company or click the ellipsis next to the field to bring up the Find COMPANY window. To review how to search in a Find window, see Introduction: Common Functions, Finding a Record. Select the company from the list and click OK. Note that you need to enter the parent company in your database before entering subsidiaries.

Enter the relevant information in the Address, City, State/Pr., Country and Zip/P. Code fields. You can select the city from the drop-down list, or type in a new city name. The cities are stored in your General Lookup Tables: Cities. If you type a new city here, it will be added to the General Lookup Tables.

2.	Main Address and Alternate Address:

a.	You can enter both a main address and an alternate address for a company. To enter the main address, leave the Main Address radio button selected and enter the relevant information.

b.	To add an alternate address, select the radio button next to Alternate Address. If the main and alternate addresses are the same, select the Use Main Company Address checkbox. If the alternate address is different, unselect the checkbox and fill in the relevant address fields.

3.	Company Contact Information:

Enter the applicable numbers in the Phone fields. The phone types (Phone, Cellular, Fax, etc.) will default to those you selected when setting up Phone Types under the General Lookup Tables (see Step 4: General Lookup Tables, Phone Types, above), but you can manually change the order with the drop-down lists.

b.	Enter the applicable information in the Email, Alt. Email and Website fields.

The Alt. Email address can also be used later for creating mail merges sent by Fax. Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes. Enter the applicable fax/email information in this field if you want to later use it for sending fax campaigns.

d.	The Default field will later fill in with the name of the contact you mark as the default contact for this company. See Entering a New Contact below.

4.	Other Information:

a.	Select the Sales Rep from the drop-down list of users, if applicable.

b.	Enter a Tax I.D. # for the company.

The GL Acct. Code and GL Export fields are determined by the manner in which you intend to export accounting information. For some companies, you may want to use a GL Export instead of an Invoice Export. If this company requires a GL Export, select the checkbox and select a GL Accounting Code from the drop-down list.

5.	Cost Center: The Cost Center is just another way to organize revenue allocation. You would typically use the Cost Center field if the head office of this company also runs several branch locations, and you want to separate revenue according to each branch.

a.	How the Cost Center field appears here depends on the System Setting you chose under Contacts; review Step 1: System Settings, Contacts: Cost Center Options.

b.	If you did not check the "Use Company Cost Centers" option in System Settings, the cost center field will appear like this:

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i.	Click the arrow to access the drop-down list and choose a Cost Center. These options come from the master list in your General Lookup Tables.

ii.	You can also add a new cost center on the fly by typing it into the field; the new cost center you type in will be added back to the master list in the General Lookup Tables.

c.	If you checked the "Use Company Cost Centers" option in System Settings, the Cost Center field will appear like this:

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i.	The list of Cost Centers is the master list you entered in your General Lookup Tables.

ii.	Select the checkboxes next to the cost centers applicable for this company. Any contact for this company will now be limited to these selected cost centers.

iii.	From the Default Cost Center drop-down, select the default for this company.

Later, when you book events for this company, the cost center will first default to the cost center of the contact selected in the New Booking Wizard, or if there is no contact selected, then the company's default cost center. You will be able to change the cost center for the event, but if you checked the "Use Company Cost Centers" option in System Settings, the selection of cost centers will be limited to the applicable cost centers of the contact, or if there is no contact, the company.

Here, you can define the company type, categories and product categories for the company so that you can later run informative reports about your clients and business associates. You can also indicate whether the company should not be contacted by certain communication methods.

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1.	Company Type:

a.	Under Company Type, use the checkboxes to indicate the type of company.

b.	If you check the Client checkbox, you may select a discount from the drop-down list, if applicable. You defined these discounts in the General Lookup Tables (see Step 4: General Lookup Tables, Company Discount).

c.	If you check the Hotel checkbox, select a Grade from the drop-down list. You previously defined these grades under the General Lookup Tables (see Step 4: General Lookup Tables, Hotel Grades).

d.	Check the Supplier and/or Agent checkboxes if these classifications apply to the company.

Check the Warning checkbox if you want to attach a warning to this company, and you can add notes under the Notes tab to explain why the warning is attached. Later, when you book an event involving this company, you will receive a notice that there is a warning attached to the company. You can check the company’s notes to determine why there is a warning.

f.	Check the Inactive box if this company is no longer active, but you do not want to delete it. You will still be able to view the related records for this company, but you can choose to not see it on selection lists.

2.	Categories:

a.	Use the checkboxes to classify this company.

b.	You created these categories earlier under Step 4: General Lookup Tables.

3.	Product Categories:

a.	Use the check boxes to indicate the products with which this company is associated.

b.	You created these categories earlier under Step 4: General Lookup Tables, Product Category.

c.	While you can categorize the products of any company, it will typically be most useful for exhibitor companies added to events.

4.	Do Not Contact By:

If you do not want to be able to contact this company by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this company. You set up these communication methods earlier in Step 4: General Lookup Tables, Communication Methods. Remember to check the Do Not Contact By settings for the company's contacts, as well, if you do not want anyone in the company to receive communications by certain methods.

This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.

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1.	If you want the billing information to be the same as the main information for the company, check the Use Main Company Information checkbox.

If you want to change the information for the purposes of billing this company's charges to another company, uncheck the Use Main Company Information checkbox and select a different company below by clicking the ellipsis next to the Company Name field. To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.

3.	If you want to be able to put multiple events for this company on one invoice, select the Consolidate Billing checkbox.

a.	You can create these consolidated invoices in the Finance \| Accounting area through Batching Invoicing. A company flagged for Consolidated Billing will get one invoice containing charges for all events in the selected period. See Chapter 4: Finance, Invoice in Accounting \| Finance: Batch Invoicing.

b.	You can still choose to bill per individual event for consolidated billing companies, simply by billing the event through the Event Maintenance screen. Review Chapter 4: Finance, Invoices. The consolidated billing only takes effect when batch invoicing in the Finance \| Accounting area.

c.	For information about assigning Payments to Consolidated Invoices, see Chapter 4: Finance, Payments in Accounting \| Finance: Enter a Payment in Accounting \| Finance.

1.	Check the boxes under Applicable Taxes to indicate which taxes apply to this company. You defined these Taxes earlier in the setup process (Step 5: Taxes, Define and Adjust Taxes, above).

When you book an event for a company, EventPro will use that company’s applicable taxes as the Applicable Event Taxes, although you can change them if you wish. The Applicable Event Taxes will then be applied to all locations, resource items and configurations used in the event to the extent possible, depending on that location, item or configuration’s applicable taxes.

You will later set Applicable Taxes for each location, resource item and configuration. These are only the taxes that could potentially apply to the location, item or configuration. These selected taxes will not necessarily apply to the locations, items and configuration every time you use them. When you add a location or item to an event, the Applicable Event Taxes will determine which of the applicable taxes will take effect for the item in the event.

For example, say that Company X’s applicable taxes are Tax 1 and Tax 2. When you book an event for Company X, the Applicable Event Taxes will also be Tax 1 and Tax 2 (and you choose to leave them as such). Item Y’s applicable taxes are Tax 1 and Tax 3. When you add Item Y to the event, only Tax 1 will actually take effect for that item in that particular event. If the Item Y were added to an event with Applicable Event Taxes of Tax 1 and Tax 2, both taxes would take effect for the item.

There are two fields in which you can add additional notes or information about this company: the General notes or Delivery notes area.

This section is applicable if you have purchased the EPWeb Module. The EPWeb Module is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.

Here, you can give a company access to your website to create, view and/or edit events, depending on what kind of access rights you assign to them. You may also want to create a profile for your own company so that you can later access all of EventPro's functions online. For more information, see:

•	Chapter 17: EPWeb Module for the previous version of EPWeb, or

•	Chapter 20: New EPWeb Module Version 4 for the new version of EPWeb.

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1.	Online Login Information:

a.	Enter a User Name and Password for the company. You need to enter something in these two fields in order to activate the fields below.

b.	Anonymous: This option is related to the ability to allow anonymous access to the New Enquiry page of EPWeb 4.

i.	In EPWeb 4, you have the option to allow users who are not logged in (i.e. "anonymous" users) to enter New Enquiries through your EPWeb page. You select this option in your EPWeb 4 Configuration; see Chapter 20: New EPWeb Module Version 4, Configuring EPWeb Version 4: General Settings, New Enquiry.

ii.	If you allow anonymous access to New Enquiries on EPWeb 4, you must create an Anonymous company or contact that will act as generic "dummy" company/contact for any anonymous/non-logged-in users entering new enquiries through EPWeb.

iii.

When you create this anonymous company or contact, you need to select this Anonymous checkbox. However, note that you can only select this Anonymous checkbox for one company or contact in your entire company/contact database, so you have to choose whether you want anonymous enquiry-makers to be entered as companies or contacts, and create the "Anonymous" company or contact accordingly. In other words, if you want anonymous enquiry-makers to be entered as companies, create an "Anonymous" company here, and select the Anonymous checkbox for the company; if you want anonymous enquiry-makers to be entered as contacts, go to Entering a New Contact below, create an "Anonymous" contact, and select the Anonymous checkbox for the contact.

Prompt for Contact Details: Select this checkbox if you want the Contact Information page to appear during the New Enquiry wizard in EPWeb. This will force the user to leave contact details when creating a new enquiry through EPWeb. You may want to use this option if you allow anonymous access to New Enquiries (on the "Anonymous" company or contact you create for that purpose - see above), as users making the enquiries will not be logged into EPWeb, and you will, therefore, not have any contact information for them. You can also select the "Prompt for Contact Details" checkbox for any other companies that will be logging into EPWeb to make enquiries, and for which you want to get contact information during the New Enquiry wizard.

2.	Online Rights:

Checking this Administrator Access checkbox gives the company full access to all functions of EventPro. You would almost never do this for an external company. Typically, you would only use this checkbox after creating a company profile for your own company or for yourself. You can give yourself online access to the full function of EventPro through your website. When you create a company profile for an external company, you want to limit its access much more.

b.	If you want to allow the company to Create Events through your website, check this box.

c.	From the View Events and View Event Details drop-down lists, choose whether you want this company to view None, All or only the Company's Own.

d.	From the Edit Events drop-down lists, chose whether you want this company to be able to edit None, All or only the Company's Own.

3.	Location Tab:

a.	Check the Full Access checkbox if you want the company to have access to all locations. Otherwise, if you want to provide only limited access to locations for this company, check the appropriate boxes.

b.	For example, if this company is able to create events from the website, you may want to limit the locations in which the company can book its event. Check only the boxes next to the rooms you want this company to see.

4.	Setup Tab:

a.	Check the Full Access checkbox if you want the company to have access to all setup items.

b.	Otherwise, if you want to provide only limited access to setup items for this company, check the appropriate boxes.

You may find that it will create confusion or inconvenience to allow an external company full access to all of your setup items. Therefore, you can offer only a few options to companies booking through your website, and they must speak to you directly if they are interested in more complex setup options.

5.	Staffing Tab:

a.	Check the Full Access checkbox if you want the company to have access to all staffing items.

b.	Otherwise, if you want to provide only limited access to staffing items for this company, check the appropriate boxes.

6.	Catering Tab:

a.	Check the Full Access checkbox if you want the company to have access to all catering configurations.

b.	Otherwise, if you want to provide only limited access to catering for this company, check the appropriate boxes.

Again, you may find that it will create confusion or inconvenience to allow a company full access to all of your catering configurations. Therefore, you can offer only a few basic options to companies booking through your website, and they must speak to you directly if they are interested in more complex options.

7.	Beverage Tab:

a.	Check the Full Access checkbox if you want the company to have access to all beverage configurations.

b.	Otherwise, if you want to provide only limited access to beverages for this company, check the appropriate boxes.

NOTE: Even if you give a company online rights to access a resource item, remember that whether a resource item appears in EPWeb depends on whether you selected the "Show on Web" option for that item. Review how you set up resource items in Chapter 1: Setting Up EventPro, Step 9: Resources. Take note of the "Show on Web" option when creating Sub-Groups, Items, Configuration Groups and Configurations.

1.	If you have defined any user fields, they will appear under this tab and can be filled in as required.

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2.	See Chapter 14: User Fields for information on how to create user fields.

5.	When you have entered all the information you need for this company, click Save.

6.	If this is a new company, a Confirm box will ask if you want to enter a Contact.

a.	Click Yes if you want to enter a contact now. Follow the instructions below under Entering a New Contact.

b.	If you do not want to enter a contact now, click No.

7.	As you continue to use EventPro in your day-to-day activities, you will return to add more companies as required.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch1_step6_entering_new_company.htm

Entering a New Company						CH1_Step6_Entering_New_Company Dear EventPro Documentation Department,
Entering a New Company