Detail Tab

Find the relevant event in the Event Maintenance screen. Click on the Detail tab.

This section will cover the use the Location(s) and Days(s) sub-tabs. To learn about the Event Resources tab, see Adding Resources: Review All Event Resources below. To learn about the Miscellaneous tab, see Adding Resources to One Location: Miscellaneous below.

In the top selection grid, under the Location(s) sub-tab, there will be a list of locations for this event. If this is a single-day, single-location event, you will see only one record. If there are multiple locations or multiple days involved in this event, you will see several records.

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You can also click on the Day(s) sub-tab under the Detail tab to see a different view of the location(s) for the event.

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This section will cover the use of the Edit, View, Delete, and Detail Option buttons, located to the right of the Location selection grid.

Click to highlight the location you want to edit and click the Edit button located to the right of the selection grid headings. You can also double-click the location.

The Location [Edit] window appears. There are nine tabs in the Location [Edit] window: General, Charges, Taxes, General Comments, Setup Comments, Customer Requirements, Accounts, Address and User Fields. 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 described in the instructions below.

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Function: If you are booking a multi-function event, you may want enter a unique name for each function. For example, if you have a three-day wedding event, you could name the different functions “Rehearsal Party”, “Wedding Banquet” and “Gift Opening”. If you want to change the function name for multiple locations at the same time, see Location Update: Other below.

Setup Type: Select a setup type from the drop-down list or type in an entirely new setup type. When you change the set-up type, EventPro will prompt you to update the setup/ teardown times. Note that if you type in a new setup type that has not been entered as a valid setup type for that location, EventPro will not be able to perform capacity checks. Again, if you have booked a multi-function event, you may want a different setup type for each different location and time.

3.	Estimated and Actual Attendance: You may need to enter different attendance figures for each function for billing and reporting purposes.

4.	Discountable: Check this box if you want to be able to apply discounts to this particular location/time.

5.	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.

6.	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. To unlock the rate, uncheck the Lock Rate box.

7.	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.

8.	Discount: Enter a discount figure, if applicable.

1.	If you selected a rate code above, the Charge Type and Charges for that rate code will already be entered.

You may or may not be able to edit these fields. You will not be able to edit them if the Lock Rate checkbox is selected in the General tab above. You also will not be able to edit the fields for a rate code if the Allow editing of charges for custom location rates codes only checkbox is selected in your Event System Settings, under Bookings; if selected, that system setting only allows users to edit Custom location rate codes. If that system setting is unchecked, you can edit any location code that has not been locked.

3.	If you are able to edit the location rate, you can 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.

4.	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: Charges.

Check the boxes to select the applicable taxes for this location, if they are not already selected.

Enter any general comments you might have about this location. Information entered here can be printed on the confirmation and setup sheets. You can format the font, colors and alignment of the text using the icons. If you want to create a document with more complex formatting, click the Word Processor button. To learn how to use the various functions of the Word Processor, see Chapter 12: Communications, Part B: Letters, Word Processor.

Enter any special setup information that would be helpful for the setup crew. Information entered here can be printed on the confirmation and setup sheets. You can format the font, colors and alignment of the text using the icons. If you want to create a document with more complex formatting, click the Word Processor button. To learn how to use the various functions of the Word Processor, see Chapter 12: Communications, Part B: Letters, Word Processor.

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. See Chapter 20: New EPWeb Module Version 4, Create a New Booking in EPWeb: Location Information.

Use the drop-down lists to select the Income Account, Expense Account and/or Department, if applicable. You created these codes earlier in your General Lookup Tables.

1.	When you set up this location, 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.

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.

1.	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.

2.	Refer to Chapter 14: User Fields for more assistance.

When you have edited all the information you want for this location, click Save to save your changes or Cancel to retain the original information.

1.	To view location information, click to highlight the relevant location in the selection grid under either the Location(s) or Day(s) sub-tab.

2.	Click the View button located to the right of the selection grid headings. The Location [View Only] window appears.

3.	Click Close when you are finished viewing the location information.

1.	To delete a location, click to highlight the relevant location in the selection grid and click the Delete button located to the right of the selection grid headings.

2.	To delete multiple locations, you will have to use the Detail Options button. See the instructions below under Detail Options.

3.	In the Confirm box, click Yes if you are certain you want to delete the location.

a.	Delete with caution! You will not be able to “undo” deleting a location. To replace the location, you will have to append a new booking to the event.

b.	Note that you cannot delete a booked location containing resource items that have already been invoiced.

As you may have noted, there are certain things you cannot change by editing a location normally. In order to change Dates, Times, Location, Status, Attendance, Cost/Price, Setup Type or Other information (e.g. Functions Names, Address, Accounts) for each location within the event, you must use the Location Update button.

For complete instructions, see Location Update in Event Maintenance below.

If you want to select all locations, click Detail Options and choose Unselect All: To unselect the locations, click Detail Options | Unselect All.

Delete with caution! You will not be able to “undo” deleting locations. To replace the locations, you will have to append a new booking to the event.

1.	Select the Location you want to delete. To delete multiple locations, hold down the Ctrl key and click on the locations you want to delete. To delete all locations in the selection grid, click the Detail Options button and click Select All.

2.	Click Delete.

3.	The Confirm window will ask if you want to delete all of the selected locations and everything attached to them. Click Yes if you are sure you want to delete. Remember you cannot "undo" this action!

4.	Note that you cannot delete a booked location containing resource items that have already been invoiced.

See Split Events below.

These functions will be dealt with later in the manual. See Adding Resources: Copy Resources below.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch3_detail_tab.htm

Detail Tab						CH3_Detail_Tab Dear EventPro Documentation Department,
Detail Tab