EventPro User Manual

Creating an Enquiry

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Creating an Enquiry

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Creating an Enquiry

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1.Click the Enquiries button at the top of the EventPro screen.  This will open the Enquiries screen.

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2.In the Enquiries screen, there are two tabs: Single Enquiry and Enquiry List.  The screen will open to the tab you selected in Chapter 1: Setting Up EventPro, Step 1: System Settings, General.  You can add enquiries from either tab.
3.Click the New button in the upper right pane.
4.The Enquiry [New] window will appear.  There are two tabs in this window: General and User Fields.
hmtoggle_arrow1General

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1.Enquiry Number: This field will be automatically filled in.
2.Received On: This field will be automatically filled in.
3.Company:  Click the ellipsis to bring up the Find COMPANY/ CONTACT window.  
a.To review how to search in a Find window, see Introduction: Common Functions, Finding a Record.  Click to highlight the company in the selection grid and click OK.
b.To add a new company, click the New button in the bottom left corner of the Find COMPANY/ CONTACT window.  The Company [New] window appears.  To review how to enter a new company, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact.
4.Contact: The Default Contact for the Company will appear in this field.  If you want to find or add a new Contact for this company, click the ellipsis next to the Contact field.
a.The Find CONTACT window will appear.  Search for the contact, click to highlight the contact you want and click OK.
b.To create a new contact, click on the New button in the bottom left corner of the Find CONTACT window.  The Company Contact [New] window appears.  To review how to enter a new contact, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact.
5.Category and Sub-Category: Choose the appropriate options from the drop-down list.  You created these Event Categories earlier in the setup process. Review the information in Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables, Event Categories.
6.Source: From the drop-down list, choose the source of this enquiry.  You created this list of Sources earlier in the setup process.  Review the information in Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables, Enquiry Source.
7.Status:  From the drop-down list, choose the status of this enquiry.  Note that if you mark this enquiry as “Lost”, it will not appear in the Booking Wizard to be selected for conversion into an event.  You created enquiry statuses earlier in the setup process.  Review the information in Chapter 1: Setting Up EventPro, Step 2: Status Codes.
8.Assigned to: You can assign this enquiry to a User in the system by selecting the User Code from the drop-down list.
9.Booking #: Typically, you will leave this field blank for a new enquiry.  If you create an actual booking out of the enquiry, the corresponding booking number will automatically fill in.  You can also assign an enquiry to an existing event.
10.Event Name: Enter a name for the potential event.
11.Event Start Date/Event End Date and Start/End Times: Select the estimated dates for the event from the drop-down calendars, and type in the estimated times in the fields to the right, if applicable.  Note that if you later turn this enquiry into an event, the estimated dates will not determine the date of the event.  The event will actually be created on the days you choose from the Booking Calendar.  The estimated start and end times will be carried over if you select this enquiry for a booking, but you can change the times when actually booking the event.
12.Est. Min Attend/Est. Max Attend: If applicable, you can enter numbers representing the estimated minimum and maximum attendance for the event.
13.Est. Value: If applicable, you can use this field to record the price quoted to the customer, or to estimate the potential revenue of the event for your facility.  If you would like to use the calculator to figure out the value, click the drop-down arrow to the right of the field.  The calculator will appear below the field.
14.Est. Probability: If you want, you can enter a percentage to represent the probability of this potential customer taking the booking.  EventPro uses this probability figure to calculate a weighted value for the enquiry, which can be used for financial projections.  Weighted Value = Probability x Estimated Value.
15.GL Acct Code:  If you intend to later export accounting information, you may require a GL Accounting Code. If applicable, select a GL Acct Code from the drop-down list.  You set up account codes earlier in your General Lookup Tables: Accounts.  If you later create an event from this enquiry, this GL Acct Code will be copied over to the event.
16.Cost Center: 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. If you later create an event from this enquiry, this Cost Center will be copied over to the event.
17.Comments: You can enter any additional notes in the bottom field. If you want to edit the notes in the word processor, click the Wordprocessor button above the notes area. To review how to use the various functions in the word processor, refer to Word Processor in Chapter 12.
hmtoggle_arrow1User Fields

If you have defined any user fields, they will appear under this tab, and you can fill them out as applicable.

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To review how to create user fields, refer to Chapter 14: User Fields.
5.When you have entered all the information you need for this enquiry, click Save.
6.The Confirm dialog box asks if you want to create a Follow Up Action.  Click Yes to create an action, or click No to finish your current enquiry.