You can add setup items such as tables, chairs, risers and technical equipment under the Setup tab.
1.In the top selection grid of the Detail Tab, click to highlight the location to which you want to add setup items.
2.Select the Setup tab in the bottom grid. Click the New button to the right of the bottom grid.
3.The Setup [New] window appears. There are six tabs in the Setup [New] window: General, Comments, Customer Requirements, Taxes, Accounts and User Fields.
2.Item Code: Select the desired item from the drop-down list or begin typing the name of the item to open the drop-down list. The drop-down list will display the item code, description, number in stock and price.
a.If you cannot easily find the item by scrolling through the list, click the Find button next to the Sub-Group field.
b.To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.
c.Select the item from the list and click OK.
3.After you select a setup item, most of the other fields will fill in with information that was defined during setup. You can accept the defaults or make changes. For example, you will probably have to change information such as times and quantity of an item for each location.
a.Supplier: In particular, pay attention to the Supplier for a resource if you plan to provide access to the Supplier Page in EP WebSuite. See 19: EP WebSuite > EP WebSuite Supplier Page for more information.
a.By default, sub-groups are sorted alphabetically and items are sorted chronologically (by time) within sub-groups on reports. However, if you specify numbers for the item Sort Orders, that will override the chronological order and the items will be printed in the numbered Sort Order. Having a numbered Sort Order also allows you to sort items on a selection grid in that order.
b.The number that defaults in the Sort Order field here depends on the Auto-increment Resource Item Sort Orders option in your General System Settings. If you have the auto-increment option turned on, the next number in the sequence will default into this field. If you have the auto-increment option turned off, 0 (zero) will default in this field.
c.Regardless of what number defaults in this field, you can always enter a number manually.
5.Time Required/Use Location Times: Check the Use Location Times box if you want the item to be in use for the same time period as the location.
6.If you want to manually set the times, uncheck the Use Locations Times box and enter times in the Time Required fields. EventPro will use the Time Required fields to perform conflict checks on items if you entered a quantity in stock for the item in your inventory.
7.Quantity/Use Location Attendance: Enter a number in the Quantity field, or check the Use Location Attendance box to have the quantity equal the actual attendance number. Note that you do not need to be in the Setup [New] or [Edit] window to set the quantity of a setup item. You can also edit the quantity of a setup item directly on the selection grid. Click in the Quantity field under the Setup tab and enter the applicable number.
8.If the Billable checkbox is checked, EventPro will automatically recalculate the Totals and/or Margin as you change the Quantity, Cost, Price, Discount and/or Taxes. If the Billable box is not checked, the Totals will be 0 (zero) and the item will not appear in invoices.
9.If you need any additional instructions for filling in the fields that are not described above, refer back to 1: Setting Up EventPro, Step 9: Resources, Setup Resource Items.
The comments field will default to the text you entered when adding the item to your inventory, but you can alter it here. Information entered here can be printed below the item on the setup and confirmation sheets.
Click the Wordprocessor button to switch to the word processor, in which you can format text, add merge fields and create professional documents.
This tab can be filled in with notes regarding the customer's requirements for this item here, but it can also be used from EP WebSuite. The person accessing the event from EP WebSuite can fill in customer requirements for the item online, and those notes will be pulled into this tab in EventPro. See 19: EP WebSuite, Create a New Booking in EP WebSuite: Event Resources.
The taxes will default to the Applicable Event Taxes that are applicable to the item, but you can select others if you wish.
To review how applicable taxes work in conjunction with Applicable Event Taxes, review 1: Setting Up Event Pro, Step 6: Company/Contact, Entering a New Company: Taxes.
The Accounts will default to those you selected when adding the item to your inventory, but you can use the drop-down arrows to select different codes.
If you custom-defined any user fields under Setup | User Fields | Event Detail | Event Setup, they will appear here.
Enter information as required.
4.When you have entered all the information you need for this setup item for this event, click Save.
5.EventPro will perform a conflict check. If there is a conflict, the Item Resource Conflict window appears. To deal with resource item conflicts, see Resource Conflicts below.
6.If there are no conflict, the setup item(s) will be added in the Setup Tab for the location highlighted in the top selection grid.
7.If you want to add setup items to multiple locations, see Adding Resources to Multiple Locations below.