Feedback on: EventPro User Manual - Location UpdateCH2_Location_UpdateChapter 2: Create a Booking > Creating a New Booking > Location Update /Dear EventPro Documentation Department,
Location Update
With the Location Update button, you can change Dates, Times, Location, Status, Attendance, Cost/Price, Setup Types, Function Names, Addresses and Account Codes for the individual locations within the event.
1.
Select the relevant location(s) in the upper selection grid of the New Booking window under either the Location(s) tab or the Day(s) tab.
a.
You can select multiple locations by holding down the Ctrl key and clicking on each location.
b.
To select all locations, press Ctrl A or click the Detail Options button and choose Select All.
2.
Click the Location Update button located to the right of the upper selection grid in the New Booking window.
3.
The Location Update window appears.
4.
There are eight Location Update Option buttons: Dates, Times, Location, Status, Attendance, Cost/Price, SetupType and Other (Function Name, Address, and Account Codes). Click on the option you wish to change:
You can either select a new specific date or choose to move the event a certain number of days, weeks, months or years.
1.
To choose a new specific date, select the dot next to To a Starting Date of and select a date from the drop-down calendar.
2.
To move the event, select the dot next to By a Number of Days equal to, enter a number and use the drop-down list to indicate whether that number represents days, weeks, months or years. For example, to make an event occur two weeks earlier, you would enter −2 weeks; to make an event occur 1 month later, you would enter 1 month.
3.
Click the Apply or Apply & Close button. Click Yes in the Confirm box if you want to update location prices based on the changes you made.
4.
To complete your change, click Yes in the next Confirm box, which asks if you want to continue with moving the selected location(s).
Enter the desired times in the Event Starts, Setup Hours, Event Ends and Teardown Hours fields. EventPro will calculate the times for which the location is booked.
2.
Click the Apply or Apply & Close button. Click Yes in the Confirm box if you want to update location prices based on the changes you made.
3.
To complete your change, click Yes in the next Confirm box, which asks if you want to continue with moving the selected location(s).
If you set the status to Cancelled, the Confirm dialog box will warn you that cancelling locations will delete all detail information for the location(s). Click Yes to continue with the status change. If there are accommodation reservations assigned to the event, in the Accommodation Reservations dialog box, choose whether you want to Unassign Reservations from Event or Delete Reservations and click OK. If you choose to unassign the reservations, the Confirm dialog asks again if you want to remove the reservation from the booking.
3.
Click the Apply or Apply & Close button.
4.
To complete your change, click Yes in the Confirm box, which asks if you want to continue with changing the status of the selected location(s).
Check the box in front of the Change Estimated and/or Change Actual fields, as applicable, and enter a figure for the attendance at the location(s) you selected.
2.
Click the Apply or Apply & Close button.
3.
To complete your change, click Yes in the Confirm box, which asks if you want to continue with changing the attendance of the selected location(s).
If you want EventPro to automatically find the right rate, check the Set to Correct Rate Code box.
2.
If you want to manually enter your own charge, uncheck the Set to Correct Rate Code box. From the Rate Code drop-down list, select a rate code (which you would have set up earlier) or select <CUSTOM> to create a custom charge.
3.
If you select <CUSTOM>, check the boxes in front of Change Price and/or Change Cost to indicate whether you want to change the price and/or cost.
4.
Select a Charge Type from the drop-down list. The fields below will differ depending on what Charge Type you selected.
5.
To review how to fill out the various fields for Charge Types, refer back to Chapter 1: Setting Up EventPro, Step 8: Locations, Location Rates.
6.
Click the Apply or Apply & Close button.
7.
To complete your change, click Yes in the Confirm box, which asks if you want to continue with changing the cost/price of the selected location(s).
Select an option from the Setup Type drop-down list.
2.
If there is an asterisk in the All column of a setup type, it is “valid” in all the locations you selected to edit. In other words, you have assigned the setup type to the locations, and presumably have determined the maximum capacity for each location in that setup type (review Chapter 1: Setting Up EventPro, Step 8: Locations). EventPro can use this information to perform capacity checks.
3.
If you are changing the setup type for multiple locations, the setup type may not be valid for some locations. To assign it anyway, check the Assign Setup Type Even if Not Valid for Location. Note that EventPro will not be able to perform capacity checks if the setup type is not valid for a location.
4.
If you want to update the setup and teardown times based on the defaults for the newly selected setup type, check the Update Setup/Teardown Times checkbox.
5.
Click the Apply or Apply & Close button.
6.
To complete your change, click Yes in the Confirm box, which asks if you want to continue with changing the setup type of the selected location(s).
Function: Enter the Function Name that you want to apply to the selection locations.
2.
Address: If the selected locations are associated with a particular Address, select a Use Address option from the drop-down list. To review an explanation of these options, go to Creating Location Groups and Locations: Locations, Address. If you choose Manual, type in the address information.
3.
Account Codes: Choose the applicable Income Account, Expense Account and Department for the locations.
4.
Click the Apply or Apply & Close button
5.
To complete your change, click Yes in the Confirm box, which asks if you want to continue with changing the setup type of the selected location(s).
4.
When you have finished making changes in the Location Update window, and have clicked Apply for all changes, click the Close button in the bottom right corner of the window.
5.
You will return to the New Booking window. The changes you made will appear in the event details listed in the upper selection grid of the New Booking window.
