| 1. | To change or add to any of the displayed fields, click the Edit Event button on the right side of the screen. The Event [Edit] window appears. Remember that your ability to edit events and locations depends on your user rights. Review Chapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups. |
| 2. | There are several tabs in the Event [Edit] window: General, Contract/Deposit, Event Taxes and User Fields. |
| a. | Event Name: You can change the name of the event, if you like. Note that later when you save, the Confirm window will ask if you want to update the location function descriptions. If you want to change the names of all the functions to this new name, click Yes. If you want to maintain unique function names, click No, and it will only change the main event name. |
| b. | Notes: Enter any notes you may wish to record. Later, you may use these notes to help you conduct a search of the database. |
| c. | Status: The status of the event will be displayed here. If you have a multi-function event with different statuses for different locations, the highest status will show. You cannot change the status from this window. To change the status, see the instructions in Location Update in Event Maintenance. |
| a. | Category and Subcategory: In the General Lookup Tables, you created event categories and subcategories in order to organize the different types of events you have at your facility. Make your selections from the drop-down lists. |
| b. | Attendance: This field specifies the attendance for the entire event. If you have a multi-function event, you may have set different attendance figures for each function, but this figure will represent the overall attendance. |
| 3. | Responsibilities: Here, you can indicate the people responsible for the event by selecting users from the database you created earlier in the setup process. If you need to enter additional users or change information about users, refer back to Chapter 1: Setting Up EventPro, Step 3: Users. |
| a. | Booked By: Use the drop-down list to select the user who booked this event. |
| b. | Assigned To: Use the drop-down list to assign this event to a user who will be the event coordinator, if applicable. |
| c. | Assigned By: You will not be able to change this field. It will automatically fill in with the user who makes the assignment. |
| d. | Sales Rep: If applicable, select the sales representative from the drop-down list. |
| e. | Roles: Back in System Settings, you had the option of defining 6 different roles, such as “Catering Manager” and “Tech Manager”, for example. If you created roles, you can now select users to fill these roles for your current event. |
| a. | Discount: When you created the booking, this field defaulted to the discount you chose when adding this customer to Companies/Contacts. You may have changed this discount in the New Booking wizard, and you can also change the discount here. |
| b. | Web Status: In System Settings, you chose a default web status for new bookings (if you have purchased the EPWeb module). You can use the drop-down list to change the web status for this event. |
| c. | GL Acct Code and GL Export: When you created the booking, these fields defaulted to options you chose when adding this customer to Companies/Contacts. You may have changed these fields in the New Booking wizard, and you can also change them here. |
| d. | Department: If applicable, choose a department code from the drop-down list. |
| e. | Cost Center: When you created the booking, this field defaulted to the cost center of the contact, company or enquiry, or you may have changed this field in the New Booking wizard. Review Chapter 2: Create a Booking, Create a New Booking: Event Information. You can change the code here. The master list of cost centers comes from your General Lookup Tables, and you may be able to add a cost center on the fly by typing it here, or you may be limited to the cost centers applicable to the contact or company. Review how you set the Cost Center for contacts and companies in Chapter 1: Setting Up EventPro, Step 6: Company/Contact, Entering a New Company or Entering a New Contact, and how you adjusted the system setting in Chapter 1: Setting Up EventPro, Step 1: System Settings, Contacts: Cost Center Options. |
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You may have entered some of this information while booking the event, but you can add and make changes to the information here when the contract is signed, the deposit paid, etc.
| a. | Contract #: If your facility assigns contract numbers, enter it here. |
| b. | Contract Date: Enter the date to be printed on the contract. |
| c. | Sent: Enter the date the contract was sent to the customer. |
| d. | (Contract) Required By: Enter the date on which the signed contract is due. |
| e. | (Contract) Returned On: Enter the date on which the signed contract was returned. |
| f. | P.O. #: Enter the purchase order number, if applicable. |
| a. | (Deposit) Amount: Enter the amount of deposit required, if any. |
| b. | Required By: Enter the date by which the deposit must be received from the customer |
| c. | Received On: When you receive the deposit and enter a payment, this field will automatically fill in with the correct date. |
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To review how Applicable Event Taxes, Registration Taxes and Booth Default Taxes are set, and how they interact with other taxes in the event, see Chapter 2: Create a Booking, Creating a New Booking: Event Information, Event Taxes above.
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If you created event user fields under Setup | User Fields | Event, they will now appear under this tab and you can fill them in as applicable. If you did not create any user fields, this tab will appear blank.
Refer to Chapter 14: User Fields for more assistance.
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| 3. | When you have finished making your changes in the Event [Edit] window, click Save in the bottom right corner. |
| 4. | Your new information will appear in the appropriate fields under the Event tab. |
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