Feedback on: EventPro User Manual - Setup Resource ItemsCH1_Step9_Setup_Resource_ItemsChapter 1: Setting Up EventPro > Step 9: Resources > Setup Resource Items /Dear EventPro Documentation Department,
Setup Resource Items
Select Setup | Resources | Items from EventPro’s main menu.
Click on the Setup tab to add setup items such as tables, chairs, decorations, sound systems, linens and more.
There are two sections to the Setup Tab. The top selection grid lists the Resource Sub-Groups, and the bottom grid lists the items contained in the Resource Sub-Group highlighted in the top grid.
First, you must create Resource Sub-Groups. These are broad categories by which you can sort your setup items. For example, you may choose to categorize by type of item, such as “Audio Visual” and “Linens”, or you may choose to sort items according to the department responsible for those items, such as “Tech” and “Outsourced”. You can assign a sort order to your Resource Sub-Groups, which will be respected throughout EventPro and EPWeb.
Once your setup items are categorized under sub-groups, EventPro can produce reports separated by sub-group, and can help you keep track of how much you use each type of item and of the revenue each type generates.
Select Setup | Resources | Items from EventPro’s main menu.
2.
Click on the Setup tab.
3.
Ensure that you have selected the Effective Date from which you want to work.
4.
Click the New button in the upper right corner of the top grid.
5.
The Setup Sub-Group [New] window appears.
6.
Enter an abbreviated name for the sub-group in the Sub-Group field.
7.
Enter a description in the Description field. This is often just the full name of the sub-group.
8.
Assuming you have already defined Account Codes (see Step 4: General Lookup Tables, Accounts) select a Default Account Code from the drop-down list.
9.
Set a Default Minimum Margin by entering a number in the field, or by using the spin arrows. The minimum margin percentage prevents staff from discounting below the set margin. When you enter new individual Setup Resources under this sub-group, EventPro will default to the percentage you enter here.
10.
Enter a Sort Order to indicate where in the list this sub-group should appear. The sort order of sub-groups set here will be respected throughout EventPro and EPWeb.
11.
If you have the EPWeb module, check the Show On Web checkbox to allow the entire sub-group of items to show on the website.
a.
If you only want individual items of a sub-group to show on the web, uncheck this box and check the Show On Web check box when creating individual items.
b.
The EPWebModule is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
12.
Click Save. In the Confirm dialog box, click Yes if you would like to continue adding Sub-Groups, or click No to only add the Sub-Group you just created.
13.
Once you have created all the sub-groups you think you will need to categorize your setup items, you are ready to add individual items to each sub-group.
Available in: From the drop-down list, select the effective dates for which this item will be available.
2.
General:
a.
Item Code: Enter an abbreviated name for the item.
b.
Description: Enter the full name of the item or a descriptive phrase.
c.
Notes: This is a short text field that can be used for information such as storage location or special markings.
d.
Supplier: If the item is supplied by an outside source, you can use the drop-down box to select from the list of suppliers defined earlier when you set up your Company/Contact database (see Step 6: Company/Contact).
e.
Def.Time and To: Enter the default time during which this item is typically used. When you later create an event and add this item to your setup, the item will be set to these times rather than the times defined for the location. This field is linked to the Use Location Times checkbox on the right. If the Use Location Times checkbox is checked, you cannot enter Default Times here.
3.
Options:
a.
Available:When you first create a new item, the Available checkbox will be pre-selected and grayed out. Later, you can uncheck this check box to indicate that a previously used resource has been discontinued. This will prevent staff from selecting it for future events. EventPro cannot delete the item if it has been used for previous events.
b.
Stock: Enter the number of items of this type you have in stock at your facility. EventPro uses this value to perform a conflict check on resource items. If you set the quantity to 0(zero), EventPro will not track the item and will not perform a conflict check on the item. A quantity of 0 (zero) does not mean that you do not have the item.
c.
Show on Web: If you have the EPWeb module, check the Show On Web checkbox to allow the item to appear on your website. Remember that the EPWebModule is an optional module in EventPro. If you have not purchased this module, you will not see the related tabs and screens. If you are interested in previewing or purchasing the EPWeb Module, please contact your nearest Sales Department.
d.
Discountable: Check this box if you want to allow the item to be discounted.
e.
Billable: Check this box to indicate that the item is usually billable. Non-billable items will not show up in invoices.
f.
Print in Setup: Check this box to indicate that the item is to be printed on setup sheets.
g.
Use Location Times: Check this box if you want to use the location time as the default time this item will be in use. Even if you entered default times in the Def. Time fields to the left, EventPro will use the location times as default for the item if this box is checked. If you want to create your own default times in the Def. Time fields, uncheck this box.
h.
Use Location Attendance: If you check this box, the quantity of the item added to an event will be set to the number entered for actual attendance (not estimated attendance). For example, you could check this box when entering chairs in your resource list. When you add chairs to an event, the quantity will be set to the actual attendance figure.
4.
Cost/Price:
a.
You will usually only fill in the Cost field if the item is being brought in from a supplier. Otherwise, you may leave this field blank.
b.
If the item is never charged for, you may also leave the Price field blank. Otherwise, enter your standard rental price.
c.
Minimum Margin: The minimum margin percentage prevents staff from discounting below the set margin. EventPro defaults to the figure you entered when you set up the sub-group, but you can change it if required.
d.
Available in: From the drop-down list, select the effective dates for which this item will be available.
5.
Applicable Taxes:
a.
Check the boxes to indicate the applicable taxes for this item. These are only the taxes that could potentially apply to the item. These selected taxes will not necessarily apply to the item every time you use it.
b.
When you add an item to an event, the Applicable Event Taxes will determine which of the applicable taxes will take effect for item in the event.
c.
Remember that when you book an event for a company, EventPro will use that company’s applicable taxes as the Applicable Event Taxes, although you can change them if you wish. The Applicable Event Taxes will then be applied to all locations, resource items and configurations used in the event to the extent possible, depending on that location, item or configuration’s “Applicable Taxes”.
d.
For example, say that Company X’s applicable taxes are Tax 1 and Tax 2. When you book an event for Company X, the Applicable Event Taxes will also be Tax 1 and Tax 2 (and you choose to leave them as such). Item Y’s applicable taxes are Tax 1 and Tax 3. When you add Item Y to the event, only Tax 1 will actually take effect for that item in that particular event. If the Item Y were added to an event with Applicable Event Taxes of Tax 1 and Tax 2, both taxes would take effect for the item.
e.
For more information about how the various taxes interact, review Step 6: Company/Contact, Entering a New Company: Taxes above.
EventPro defaults to the accounts you entered when you set up your sub-groups.
Click the drop-down arrow next to Income Account, Expense Account and/or Department, as applicable, to change the account codes. You created these codes when you set up your General Lookup Tables above.
5.
When you have entered all the information you need about this setup item, click Save.
6.
You can add as many setup items as you need. You can always return later to add more as you need them, but note that you cannot create a new setup item within an event in the Event Maintenance screen. All resource items must be entered under Setup | Resources | Items before you can add them to events.
