Add Resource Categories and Items

Add Categories

1.	Click on the Event Setup button in the upper right corner of the Event Maintenance screen. The Event Setup window opens.

2.	In the Event Setup window, select the Organization Setup tab and click on the Resources tab.

3.	Click the New button to the right of the Category column (between the two columns).

4.	The Resource Category [New] window appears.

_img200

If you created a master list of resources during setup (see Chapter 2: Setting Up EventPro Planner, Step 10: Resources), you can select a category from that master list by clicking the drop-down arrow next to the Resource Category field. This will automatically pull in all of the resource items entered under that category in the master list. If you want to create a new category, enter the name of the Resource Category, e.g. Catering, Printing, Setup Items, Supplies, Booth, etc. Note that this new category will not be added to the master list and will only exist for this event setup, unless you add a resource to the master inventory on the fly below.

If you want to change the display color that defaulted in, choose a Display Color from the drop-down list, or double-click in the field to access advanced color options. If this is a master list category, the change of display color will only take effect for this event; the display color in the master list will stay the same.

7.	Check the Calendar Selection checkbox if you want this category to be available on the right side of the calendar in the Organization screen when setting up the event. We will review the function of the Organization screen later in Chapter 7: Organize an Event.

8.	If you want this category of items to be available online, so that a registrant can select required items from it, select the Available Online checkbox. For more information, see Chapter 21: New Attendee Online (Version 3), Editing Online Event Information: Page Options, Requirements.

9.	Click Save. Continue adding categories until you have added all that you will need for this event. You can then add resource items to each category.

Add Resource Items

While still in the Organization Setup | Resources tab of the Event Setup window, select a category from the left-hand Category selection grid. As noted above, if you selected a category from the resource master list, EventPro Planner will automatically pull in all of the resource items entered under that category in the master list, so there may already be resource items in the right column. You can still add new items or edit existing items for this event.

2.	Click the New button to the far right, to the right of the Resources selection grid.

3.	The Resource Item [New] window appears.

4.	There are two areas at the top of the window - Item and Quantity, and four tabs in the bottom of the window: Outsourced & Billing, Default Cost/Charge, Notes and User Fields.

_img201

You can either select an existing item from your resource master list, or create a new resource item. Select an item from the drop-down list, or type in the name in the Item field. If you create a new item here, it only exists for this event unless you choose to add it to the master inventory (you will receive a prompt when saving the item).

2.	If you select an existing item from the master list, the Supplier, Calendar Selection, Use Master Inventory, Quantity Checking, and Usage Type fields will default to the selections you set up in the master list. You can change these fields for this event, if you prefer.

3.	If you know the supplier from which you typically order this item, select the Supplier by clicking the ellipsis to the right of the field. To review how to search in the Find COMPANY window, see Chapter 1: Overview, Common Functions: Find a Record.

Check the Calendar Selection checkbox if you want this resource item to be available on the right side of the calendar in the Organization screen when setting up the event. The category containing this resource must also have this option checked. This manual will review the function of the Organization screen later in Chapter 7: Organize an Event.

5.	If you want this resource to be available online, so that a registrant can select it as a requirement, select the Available Online checkbox. For more information, see Chapter 21: New Attendee Online (Version 3), Editing Online Event Information: Page Options, Requirements.

You can only check the Use Master Inventory checkbox if this item is already on the master list. If you create a new item here, it only exists for this event unless you choose to add it to the master inventory (you will receive a prompt when saving the item). If the Use Master Inventory checkbox is selected, EventPro Planner can perform conflict checking for the resource across all events. Review how you set up the resource master list at Chapter 2: Setting Up EventPro Planner, Step 10: Resources, Add Resource Items. You can only use this conflict-checking function if you have the Master Inventory module. If you are interested in previewing or purchasing the Master Inventory module, contact the nearest EventPro Planner Sales Department.

_img201

a.	You can choose to use the default Usage Type set up in the resource master list, or select a different Usage Type from the drop-down list for the purposes of using the item this event.

b.	The Inventory field will be different, depending on the Usage Type you choose:

If you choose the Usage Type "Time Only", the number in the Inventory field represents the actual number of items in your master inventory. Remember that if the usage type is "Time Only", EventPro Planner will only check for conflicting use within the times that the item is actually scheduled for use. Therefore, even if you only have one item in your master inventory, you could potentially use the item in several events, even on the same day, as long as it is scheduled at different times.

ii.

If you choose the Usage Type "Entire Event", enter the number of items required from the inventory for this event in the Inventory field. The number you enter will be used instead of the master inventory number for quantity checking within this event and against other events. This inventory number will also be used by other events if Use Master inventory is also selected for the same resource item within the other events. Remember that if the usage type is "Entire Event", EventPro Planner will assumes that you need the item for the entire event, regardless of the specific times that the item is actually in use. Therefore, if you had only one item in your master inventory, you could not use the item in more than one event if the events overlap, and you will receive a resource conflict warning if you add the item to more than one Event Setup of overlapping events if the item has a usage type of "Entire Event" for both events.

2.	If you do not check the Use Master Inventory checkbox, you can choose whether to select the Quantity Checking checkbox. If you select the Quantity Checking checkbox, EventPro Planner will quantity-check the item within the event.

a.	Quantity: Enter the quantity of the item available for this event.

_img901

3.	Outsourced: The number of outsourced items is added to the total available number of items available for the event.

If you chose Use Master Inventory with a Usage Type of Time Only, there will not be a demand on the inventory until the number of items Suggested is greater than the number of outsourced items. For example, if you have three items outsourced, there will not be a demand on inventory until Suggested is greater than three.

If you chose Use Master Inventory with a Usage Type of Entire Event, the total number of available items within the event would be the number of outsourced items plus the number in inventory. For example, if you have three outsourced items, the total number available within the event would be the number in inventory plus three.

c.	If you chose only Quantity Checking, the number of outsourced items will be added to the Quantity to produce the number of items Available for this event.

Suggested: The number that appears here an estimation of minimum number needed for the event. This number will be 0 (zero) until you begin assigning items to the event in the Organization Calendar (see Chapter 7: Organize an Event, Add Resources to Functions). EventPro Planner takes into account when the item is used. For example, if you require one projector from 2:30 pm to 3:30 pm and one projector from 4:00 pm to 5:00 pm, the Suggested number would be 1 (one), because EventPro Planner assumes you could share that projector. However, if you required one projector from 2:30 pm to 3:30 pm and another projection from 3:00p m to 4:00pm, the Suggested number would be 2 (two), since it would be impossible to share that projector.

5.	Available:

a.	This field is disabled if you chose Use Master Inventory.

b.	If you chose Quantity Checking, this field will show the number of resource items available. If you have Outsourced items, this Available number will equal Quantity plus Outsourced minus Suggested.

1.	To add outsourcing and billing information, click on the Outsourced & Billing tab and click the New button to the right of the selection grid.

2.	The Resource Item Ordering/Billing [New] window appears.

_img202

If you are using an item from the resource master list, some of these fields will default in from the information you entered when setting up your resource master list (see Chapter 2: Setting Up EventPro Planner, Step 10: Resources, Add Resource Items). You can change the information for the item in this event, if necessary.

4.	The Resource Category, Resource Item, and Item Type will default in and you cannot change them.

5.	The Item Date will default to today, but you can select another from the drop-down calendar.

6.	The Description will default to the item name, but you can alter this as required.

7.	The Company Name will default to the Supplier that you entered earlier, if any, but you can select a different company by clicking the ellipsis to the right of the field.

8.	Enter the Quantity you need to order.

9.	If this item will be outsourced, check the Outsourced checkbox. The number of items outsourced will appear in the Outsourced field in the Resource Item [New] window, and may affect the number of items available in the event. Review the instructions under Quantity above.

10.	There are four tabs under which you can add additional information: Income/Expense, Notes, Taxes, and Order/Payment.

Much of this information may default in if you are using an item from the resource master list. You can make changes for the item in this event, or enter all new information if this is a new item.

_img202

1.	Under the Expense and Income areas, enter the budget item to which this resource belongs. You set up your budget items earlier, under Budget Setup. If you have multiple budgets, you can select the applicable budget from the Allocate To drop-down list.

2.	Under Expense, you can enter the Cost. If applicable, select a Markup Type from the drop-down list and adjust the Percentage, Rounding, and Show as Surcharge fields, if necessary.

3.	Under Income, choose whether this item is Not Billable or billed to the Event Client from the Bill To drop-down list.

4.	If you have entered a markup, the Charge will be automatically entered. If not, you can type in the Charge.

5.	The Extended field multiples the Quantity by the Charge.

6.	If you have entered a percent markup, the Surcharge field with be automatically entered. If you choose a cost markup or no markup, you can type in a Surcharge.

7.	If applicable, you can enter a Discount.

8.	The Total Charge, Total Tax and Total Charge Tax In will automatically calculate according to the taxes set in the Taxes tab.

Under the Notes tab, enter any additional notes about this resource.

Under the Taxes tab, check the boxes next to the taxes that should apply to the Cost and Charge. Refer to Event Taxes and Default Taxes above for more information about taxes setup.

1.	Click on the Order/Payment tab to enter order status and payment information. You may not be able to enter all of this information right now if the order is still in progress. You can return to this order later to update information as you receive and pay for items.

_img203

2.	If the item has already been ordered, check the Ordered checkbox and choose the Ordered On date from the drop-down calendar. If you have a P.O. Number or Check # for the order, you can enter it in this field.

3.	If the order has been received, check the Received checkbox and choose the Received On date from the drop-down calendar.

4.	When the item has been paid for, enter the relevant information under Payment Information. Enter the Paid Amount and select the Paid On date.

11.	When you have entered as much ordering information as you need at the moment, click Save at the bottom of the Event Detail Item Expense [New] window.

12.	The order will be added to the Ordering area of the Event Detail Item [New] or [Edit] window. The item will also appear in the Event Maintenance screen under the Finance \| Expense tab.

If you are using an item from the resource master list, this information will default in.

Review how you set up your resource items under Chapter 2: Setting Up EventPro Planner, Step 10: Resources, Add Resource Items.

You can make changes for the item in this event, or enter all new information if this is a new item.

_img902

Back in the Resource Item [New] window, click on the Notes tab if you need to enter any additional notes about this detail item.

Click the Word Processor icon to create a more complex document, if required. The functions and options available in the Word Processor will be covered in Chapter 14: Letter and Label Templates, Word Processor.

Click on the User Fields tab. If you created any user-defined fields for Event Organization Resource Item, they will appear here. Fill in any relevant information.

For more information about user fields, see Chapter 17: User Fields.

5.	When you have entered all the information you need in the Resource Item [New] window, click Save to add the resource to the selection grid.

6.	If this is a new item, the Confirm dialog will ask if you want to include the resource item in your master inventory. Click Yes if you want to add it to the master list of resources. If you click No, this item will only exist in this Event Setup.

Help URL: http://www.yourdomain.com/help/index.html?add_detail_categories_and_items_organization_setup_chapter_5.htm