Feedback on: EventPro User Manual - Editing Locations in New Booking WindowCH2_Edit_Locations_in_New_Booking_WindowChapter 2: Create a Booking > Creating a New Booking > Editing Locations in New Booking Window /Dear EventPro Documentation Department,
Editing Locations in New Booking Window
Before you finish your booking, you can still edit the event in the New Booking wizard, but you can also skip this step for now and complete it later in the Event Maintenance Screen.
You will most likely edit booking information from the New Booking window when you create multi-day and/or multi-location events. Because EventPro initially applies your selections to all the locations in the booking, you may need to change some of these selections for different functions within the event. You may also need to edit information from the New Booking window when, upon reviewing your recently booked event, you discover errors that you would like to correct immediately.
1.
Click to highlight the relevant location in the upper selection grid of the New Booking window in the Booking Wizard under either the Location(s) tab or the Day(s) tab. Use the scroll bar to scroll over and review the details.
2.
Click the Edit button to the right of the upper grid or double click the location. The Location [Edit] window appears.
3.
You will note that you can only change certain fields in the Location [Edit] window. You will be able to change the other fields using the Location Update button.
4.
There are nine tabs in the Location [Edit] window: General, Charges, Taxes, General Comments, Setup Comments, Customer Requirements, Accounts, Address, and User Fields.
Function: If you are booking a multi-function event, you can change the name of each function. For example, if you create a 3-day wedding booking, you may want to name the different functions “Rehearsal Party”, “Wedding Banquet” or “Gift Opening”.
2.
Setup Type: You can select a different setup type from the drop-down list. Again, in a multi-function event, you may want a different setup type for each different location and time. When you change the set-up type, EventPro will prompt you to update the setup/teardown times.
3.
Estimated and Actual Attendance: You can enter new attendance figures for each function in these fields.
4.
Billable: Check this box to indicate that the item is usually billable. Note that non-billable items will not show up on invoices.
5.
Discountable: Check this box if you want discounts to apply to this particular location/time.
6.
Use Event Attendance: Check this box if you want the attendance for this particular location/time to be the same as the overall event attendance.
7.
Lock Rate: Check this box if you want to lock the rate at the one you have chosen. Once locked, the rate cannot be changed even if the location or times are changed.
8.
Rate Code/Find Correct Rate: You can select a rate code from the drop-down list or click the Find Correct Rate button to find the rate that matches the appropriate criteria.
Select the desired Charge Type for this location from the drop-down list and fill in the applicable fields below. The fields will differ depending on the charge type you choose.
2.
To review instructions on how to fill out these charge type fields, refer back to Chapter 1: Setting Up EventPro, Step 8: Locations, Location Rates.
This tab can be filled in with notes regarding the customer's requirements for this location here, but it can also be used from EPWeb. The person accessing the event from EPWeb can fill in customer requirements for the location online, and those notes will be pulled into this tab in EventPro.
When you set up this location originally, you may have associated it with a particular address. If not, or if you want to change the address information, click on the Address tab.
2.
Choose a Use Address option from the drop down list:
a.
Manual: You will type in the address manually. Note that when you enter the city name, you can select the city from the drop-down list, or type in a new city name. The cities are stored in your General Lookup Tables: Cities.
b.
Location Owner: Defaults to the address of the owner you chose in the Company (Owner) field under the General tab.
c.
Event Venue Company: Defaults to the company's address of the Venue Customer for the event to which the location is assigned. See Chapter 2: Create a Booking, Creating a New Booking: Company/Contact Information or Chapter 3: Event Maintenance, Customer Information.
d.
Event Venue Contact: Defaults to the contact's address of the Venue Customer for the event to which the location is assigned. See Chapter 2: Create a Booking, Creating a New Booking: Company/Contact Information or Chapter 3: Event Maintenance, Customer Information.
3.
You can also add Delivery Notes to the Location's Address.
If you created your own User Fields under Setup | User Fields | Event Detail | Event Locations, 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.
