Effective Dates for Resources

•This is the date upon which the currently visible availability and pricing of your resources and configurations come into effect.

•If the availability or pricing of your resources or configurations will change on a certain future date, you can create a new effective date.

•To see the availability and pricing for other effective dates, use the arrows or drop-down list to select another date.

•The effective dates apply for all Resources: items (setup, staffing, catering, beverage, and miscellaneous), catering configurations, beverage configurations and package configurations.

•Note that the effective dates for Resources are not linked to the effective dates for Locations.

When you create a new effective date, you are not creating a duplicate list of your resource items.  You still only have one of each item in your database.  When you create an effective date, you are creating a new set of prices that will apply to your resource items upon a selected future date.

Therefore, if you delete an effective date, you are not deleting the items from your database.  You are only deleting that set of prices.  The resource items still exist in your inventory.  However, if you delete an actual item from the resource inventory, that item is completely removed from EventPro.

Note that if an item has been used, you will not be able to delete it; you can only mark it as unavailable by unchecking the Available checkbox.   Items can be available for one effective date while unavailable for another.

1.Click the New button next to the Effective Date drop-down list. The Resource Effective Date window appears.

2.Enter a new effective date or select a date from the calendar.

3.Enter a Description of the effective date.

4.Select a previous effective date from which you want to Copy Items.  This does not actually copy the resource items; it copies the prices that applied to the items during the effective time.  You will want to copy the prices from a previous date to use as a starting point.  If you do not copy prices from a previous date, you will have to start a price structure from scratch.  You will find it much easier to copy a set of prices from a previous date and make changes as required.

5.Click Save or Cancel.

1.Select the Effective Date you want to change from the Effective Date drop-down list.

2.Click the Edit button next to the Effective Date drop-down list.

3.You can change the date and the description of the Effective Date.  You cannot change the Copy Items From date.

4.Click Save or Cancel.

1.Select the Effective Date you want to delete from the Effective Date drop-down list. Remember, deleting an Effective Date is not the same as deleting an item.  By deleting an effective date, you are deleting a set of prices that applied for a certain period of time.

2.Click the Delete button next to the Effective Date drop-down list.

3.In the Confirm dialog, EventPro asks you to confirm the command. Click OK if you are sure, or otherwise click Cancel.

If you edit the name of an item in Resource Setup, the name change will be updated in any events using that resource

However if you change the cost/price of items in Resource Setup, those changes will not be reflected in items already assigned to events unless you update them.

•Updating Setup, Staffing and Miscellaneous Items in Events:

oAt the top of the Resource Items Setup screen, you will see that there are two buttons: Update Events and Update Config. Only the Update Events button is enabled when you are working with the Setup, Staffing or Miscellaneous tab below.

oIf you change the cost/price of a setup, staffing or miscellaneous item in resource setup, the new cost/price of the item will only appear the next time you assign the item to an event.  If the item has already been assigned to events, the item cost/price within those events will stay the same, unless you update the events with the Update Events button.

oTo update events with edited setup, staffing or miscellaneous items, see Updating Events in an Effective Date below.

•Updating Catering and Beverages in Events:

oUpdating the cost/price of catering and beverages items may require two steps:

▪First, you may need to update configurations with edited catering or beverage items using the Update Config button in the Resource Item Setup screen. However, in some cases, the item's cost/price may automatically update in the configuration.  If you have selected the Use Resource Item Cost and/or Use Resource Item Price checkboxes for the item when adding the item to a  configuration, the item’s cost/price in the configuration will be automatically updated to match the new cost/price in the resource setup screen.

▪Then, you need to update events with the updated configurations using the Update Events button in the Catering Configuration screen and Beverage Configuration screen.

oTo learn how to update events with new costs/prices for catering and beverages, see Catering Configurations: Effective Dates for Catering Configurations and Beverage Configurations: Effective Dates for Beverage Configurations.