Feedback on: EventPro User Manual - Location Update in Event MaintenanceLocation_Update_in_Event_MaintenanceChapter 3: Event Maintenance > Location Update in Event Maintenance /Dear EventPro Documentation Department,
Location Update in Event Maintenance
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.
View the relevant event in the Event Maintenance screen. Click on the Detail tab. You can access the Location Update button from the Location(s) or Day(s) sub-tab.
Remember that your ability to edit events and locations depends on your user rights. ReviewChapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups.
You can use the Location Update function for one location or multiple locations.
1.
To select one location, simply click on it.
a.
To select multiple locations, hold down the Ctrl key and click on each location. A red dot appears in the far left column of each selected record, and an arrow appears next to the last-selected record.
b.
To select all locations, press Ctrl A.
2.
Click the Location Update button. The Location Update window appears.
3.
There are eight Location Update Option buttons. Click on the option you wish to change: Dates, Times, Locations, Status, Attendance, Cost/Price, Setup Type or Other. Ensure that each time you change one of the options, you click the Apply button in the bottom right corner of the Location Update window before moving on to the next option.
You can either select a new specific date or choose to move the event a certain number of days, weeks, months or years.
2.
To choose a new specific date, select the dot next to To a Starting Date of and select a date from the drop-down calendar.
3.
To move the event, select the dot next to By a Number of Days equal to, enter a number and use the drop-down list to indicate whether that number represents days, weeks, months or years. For example, to make an event occur two weeks earlier, you would enter −2 weeks; to make an event occur 1 month later, you would enter 1 month.
4.
Click the Apply or Apply & Close button. Click Yes in the Confirm dialog if you want to update location prices based on the changes you made.
5.
To complete your change, click Yes in the next Confirm dialog, which asks if you want to continue with moving the selected location(s).
Enter the desired times in the Event Starts, Setup Hours, Event Ends and Teardown Hours fields. EventPro will calculate the times for which the location is booked.
2.
Click the Apply or Apply & Close button. Click Yes in the Confirmdialog if you want to update location prices based on the changes you made.
3.
To complete your change, click Yes in the next Confirmdialog, which asks if you want to continue with moving the selected location(s).
Select a Location from the drop-down list. Note that you will only be able to choose locations to which you have location viewing rights. ReviewChapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups: Location Rights.
2.
Click the Apply or Apply & Close button. Click Yes in the Confirmdialog if you want to update location prices based on the changes you made.
3.
To complete your change, click Yes in the next Confirmdialog, which asks if you want to continue with moving the selected location(s).
Select a Status from the drop-down list. Note that you will only be able to change to statuses you which you have appropriate user rights. See Chapter 1: Setting Up EventPro, Step 10: User Rights, Creating User Right Groups.
2.
If you set the status to Cancelled, the Confirm dialog will warn you that cancelling locations will delete all detail information for the location(s). Click Yes to continue with the status change. If there are accommodation reservations assigned to the event, in the Accommodation Reservations dialog box, choose whether you want to Unassign Reservations from Event or Delete Reservations and click OK. If you choose to unassign the reservations, the Confirm dialog asks again if you want to remove the reservation from the booking.
3.
Click the Apply or Apply & Close button.
4.
To complete your change, click Yes in the Confirmdialog, which asks if you want to continue with changing the status of the selected location(s).
Check the box in front of the Change Estimated and/or Change Actual fields, as applicable, and enter a figure for the attendance at the location(s) you selected.
2.
Click the Apply or Apply & Close button.
3.
To complete your change, click Yes in the Confirmdialog, which asks if you want to continue with changing the attendance of the selected location(s).
If you want EventPro to automatically find the right rate, check the Set to Correct Rate Code box.
2.
If you want to manually enter your own charge, uncheck the Set to Correct Rate Code box. From the Rate Code drop-down list, select a rate code (which you would have set up earlier) or select <CUSTOM> to create a custom charge.
3.
If you select <CUSTOM>, check the boxes in front of Change Price and/or Change Cost to indicate whether you want to change the price and/or cost.
4.
Select a Charge Type from the drop-down list. The fields below will differ depending on what Charge Type you selected.
5.
To review how to fill out the various fields for Charge Types, refer back to Chapter 1: Setting Up EventPro, Step 8: Locations, Location Rates.
6.
Click the Apply or Apply & Close button.
7.
To complete your change, click Yes in the Confirmdialog, which asks if you want to continue with changing the cost/price of the selected location(s).
Select an option from the Setup Type drop-down list.
2.
If there is an asterisk in the All column of a setup type, it is “valid” in all the locations you selected to edit. In other words, you have assigned the setup type to the locations, and presumably have determined the maximum capacity for each location in that setup type (review Chapter 1: Setting Up EventPro, Step 8: Locations). EventPro can use this information to perform capacity checks.
3.
If you are changing the setup type for multiple locations, the setup type may not be valid for some locations. To assign it anyway, check the Assign Setup Type Even if Not Valid for Location. Note that EventPro will not be able to perform capacity checks if the setup type is not valid for a location.
4.
If you want to update the setup and teardown times based on the defaults for the newly selected setup type, check the Update Setup/Teardown Times checkbox.
5.
Click the Apply or Apply & Close button.
6.
To complete your change, click Yes in the Confirmdialog, which asks if you want to continue with changing the setup type of the selected location(s).
Function: Enter the Function Name that you want to apply to the selection locations.
2.
Address: If the selected locations are associated with a particular Address, select a Use Address option from the drop-down list. To review an explanation of these options, go to Creating Location Groups and Locations: Locations, Address. If you choose Manual, type in the address information.
3.
Account Codes: Choose the applicable Income Account, Expense Account and Department for the locations.
4.
Click the Apply or Apply & Close button
5.
To complete your change, click Yes in the Confirmdialog, which asks if you want to continue with changing the setup type of the selected location(s).
4.
EventPro will check the changed location records for conflicts. If your change causes a booking conflict, the Location Conflicts dialog will appear. Click OK.
a.
Depending on the conflict level, you may be able to ignore the conflict, or you may have to deal with the conflict before continuing.
b.
If you do not ignore the conflict or it is a full conflict, the Errordialog will appear, warning you that the conflicts were not handled. Click OK.
c.
Your desired change will not occur, and you will have to make a different change.
5.
When you have finished making changes in the Location Update window, click the Close button in the bottom right corner of the window (ensuring that you have clicked Apply after each change), or after changing any of the options, you can click the Apply and Close button. The Event Maintenance screen will only refresh to show your changes after you close the Location Update window.
