EventPro Planner Manual

Add Resource Items

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Add Resource Items

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Add Resource Items

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1.After you have added the resource categories, you require, in the left column, select the category to which you want to add resource items.  On the far right, to the right of the resource item column, click the New button.

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2.The Resource Item [New] window appears.

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3.At the top of the window, there are two areas in which to fill in information: Item and Quantity. Below, there are three tabs: Default Cost/Charge, Notes, and User Fields.
Click to expand/collapse textItem
1.The Category will be filled in.  Enter the name of the Item.
2.If applicable, select a supplier by clicking the ellipsis next to the Supplier field.  You set up suppliers in your Companies/Contacts database.  See Chapter 3: Companies/Contacts, Enter a New Company: Classification.
3.If you want the resource item to be available for selection in the Organization Calendar in the Event Maintenance screen, check the Calendar Selection checkbox.
Click to expand/collapse textQuantity
1.Under Quantity, you can choose to Use Master Inventory or Quantity Checking.
2.If you select Use Master Inventory, the item will be quantity-checked across all events.
a.If you select Use Master Inventory here, EventPro Planner will use the master inventory by default when you select this item for an event in Event Setup, but you can unselect the Use Master Inventory option for the item within Event Setup.
b.If you select Use Master Inventory for an item, Quantity Checking is forced on. EventPro Planner will alert you when more items of this type are required.
c.If you do not select Use Master Inventory at the master list level here, you will not be able to turn it on within Event Setup later (see Chapter 5: Set Up an Event, Organization Setup: Resources, Add Resource Categories and Items).
d.Note that the Use Master Inventory option requires the Master Inventory module .  If you do not have the Master Inventory module, the Use Master Inventory, Usage Type and In Stock fields (which allow for conflict checking), will be disabled.  If you are interested in previewing or purchasing the Master Inventory module, contact the nearest EventPro Planner Sales Department.
3.If you select Quantity Checking (without Use Master Inventory), the item will only be quantity-checked within an event (not across multiple events).  Whether you select Quantity Checking here or not is only the default for the item.  You can later select or unselect Quantity Checking for the item in Event Setup.
4.Usage Type: If you chose to use the master inventory for this item, you can choose how this item will be used (and, consequently, how EventPro Planner will check for conflicts).  From the Usage Type drop-down list, choose whether you want the use to be the Entire Event or Time Only.
a.If you choose Entire Event, EventPro Planner will assume that if you add the item to an event, you will require the item for the entire event, regardless of the specific times that the item is actually in use.  For example, say that you have one LCD Projector with a usage type of "Entire Event", and two events that overlap for a day.  If you add that LCD Projector to the Event Setup of the first event as an "Use Master Inventory - Entire Event" item, and it is scheduled for use between 10 am and 11 am at that first event, you cannot use the LCD Projector in the second event without receiving a Resource Conflict warning, even if you wanted to schedule the item for a different time.  In fact, you will receive a Resource Conflict warning by just adding the LCD Projector to the Event Setup of the second event (if you again select the usage type of "Entire Event"), because EventPro Planner assumes you have already "used up" the one item you have with the first event.
b.If you choose Time Only, EventPro Planner will only check for conflicting use within the times that the item is scheduled for use.  For example, say that you have one LCD Projector with a usage type of "Time Only", and two events that occur on the same day.  You can add that LCD Projector to the Event Setup in both events, and schedule the LCD Projector for use in both events, as long as the times don't overlap.
5.In Stock: If you chose to use the master inventory for this item, enter the number of items you have in your inventory in the In Stock field.  This "in stock" amount is used for conflict checking across all events
Click to expand/collapse textDefault Cost/Charge

Under this tab, you are simply entering the defaults for the item, in order to save time and reduce data entry.  When you add the item to Event Setup, you can change these defaults.

1.Markup:  If you intend to charge a markup on the resource item, select a Markup Type from the drop-down list: Percent or Cost.
a.If you chose Percent, enter the Percentage and choose how you want to round off the amount from the Rounding drop-down list.  If you want the markup added as a surcharge, check the Show As Surcharge checkbox.
b.If you choose Cost, enter the cost in the Cost field under Cost/Charge.
2.Cost/Charge:  Enter the Cost of the item.  If you entered a percentage markup, the Charge will be calculated automatically, and if the markup was added as a surcharge, the Surcharge will also be automatically entered.  If you chose a cost markup, the Charge will be automatically set to the Cost amount; you can enter a surcharge if applicable.  If you selected <None> as the markup type, you can manually enter a Cost, Charge and Surcharge, as applicable.
Click to expand/collapse textNotes

In this field, you can add any additional notes or information about this resource item.  To learn how to use EventPro Planner's word processor, see Chapter 14: Letter and Label Templates, Word Processor.
Click to expand/collapse textUser Fields

If you have defined any user fields for Event Organization Resource Item, they will appear under this tab and can be filled in as required.  See Chapter 17: User Fields for information on how to create user fields.
4.When you have entered all the information you require, click the Save button.
5.If the resource category is contained in an Event Category template, and you want this new item to be added to the template, click the Save & Update Templates button.  For more information about Event Category Templates, see Chapter 16: Event Category Templates.