EventPro Planner Manual

Enter a New Company

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Enter a New Company

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Enter a New Company

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1.Click the New button in the upper right corner of either the Single Company View tab or the Company List View tab.
2.The Company [New] window or the Company [New] wizard appears, depending on your System Settings.  In your Company System Settings (Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Contacts), you could choose to use the company wizard.  The process will be very similar whether you are in the window or wizard.  In the [New] window, you click on the tabs and enter the information under each: General, Classification, Billing Information, Notes and User Fields.  Those same tabs will appear as screens in the wizard; click Next to move through the screens of the wizard.  The Finish button will become available on the wizard screen selected in your System Settings, but you can continue clicking the Next button to work through all of the screens.
3.Begin working your way through the tabs of the window or the screens of the wizard:
Click to expand/collapse textGeneral

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1.Company Name:
a.Enter the Name of the company.
b.Enter a Code, if applicable.  You need to add a Code if you will be exporting invoices to an accounting system that requires codes for companies.  Ensure that the code here matches the company code in your accounting system.
c.If this company is a subsidiary of another company, select the Parent Company from the list of companies you have already defined.  You need to set up parent companies before setting up subsidiary companies.  Begin typing the name of the parent company or click the ellipsis next to the field to bring up the Find COMPANY window. To review how to search in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.
d.Enter the company’s Address information.
e.If most of the events you create in EventPro Planner will be assigned to this company, check the Default Company box.  The Default Company option is typically used if your own company is the client for which events are always or usually created. Remember that you chose whether you want bookings to default to this company earlier in System Settings.  See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Events.
2.Main Address and Alternate Address:
a.You can enter both a main address and an alternate address for a company. To enter the main address, leave the Main Address radio button selected and enter the relevant information.
b.To add an alternate address, select the radio button next to Alternate Address. If the main and alternate addresses are the same, select the Use Main Company Address checkbox. If the alternate address is different, unselect the checkbox and fill in the relevant address fields.
3.Company Contact Information:
a.Enter the applicable numbers in the Phone fields. The phone types (Phone, Cellular, Fax, etc.) will default to those you selected when setting up Phone Types, but you can manually change the order with the drop-down lists.  Review Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Phone Types.
b.Enter Email addresses and the company’s Website, if applicable.  Click the Website button to open the website in the EPLANNER web browser.
c.Enter an alternate email address in the Alt. Email field.  The Alt. Email address can also be used later for creating mail merges sent by Fax.  Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes.  Enter the applicable fax/email information in this field if you want to later use it for sending fax campaigns.
4.Other Information:
a.From the Sales Rep drop-down list, select the user at your company who will be the main contact person for the current company.
b.If applicable, enter a Tax I.D. #.
c.You would typically use the Cost Center field if the head office of this company also runs several branch locations and you want to separate revenue according to each branch. Each branch will have its own cost center code, which can be entered here.
d.The GL Acct. Code and GL Export fields are determined by the manner in which you intend to export accounting information.  For some companies, you may want to use a GL Export instead of an Invoice Export.  If this company requires a GL Export, select the checkbox and select a GL Accounting Code from the drop-down list.
Click to expand/collapse textClassification

Classifying and categorizing companies will allow you to perform more efficient searches and create informative reports about clients and business associates.  Company Types and Categories can be used as filter criteria.  The Classification checkboxes will also determine where this company can be used within the program. For example, only companies classified as a “Client” can be chosen as a client for an event.

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1.Company Type: Select the appropriate checkboxes to indicate if this company is a Client, Supplier, Agent, Hotel, Venue. and/or Carrier (for travel).  More than one type may apply to the company.
a.If you select Venue, you can also choose a Grade from the drop-down list.
b.If you select Hotel, you can choose a Grade from the drop-down list. You set up these grades up earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Venue Grades.  If you want, you can enter default Check In and Check Out times.
2.Check the Warning checkbox if you want to attach a warning to this company, and you can add notes under the Notes tab to explain why the warning is attached. Later, when you book an event involving this company, you will receive a notice that there is a warning attached to the company. You can check the company’s notes to determine why there is a warning.  If you check the Warning checkbox for this company, it will be highlighted in purple in selection grids.

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3.Check the Inactive box if this company is no longer active, but you do not want to delete it. You will still be able to view the related records for this company, but you can choose to not see it on selection lists. If you check the Inactive checkbox for this company, it will be highlighted in orange in selection grids.

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4.Categories: You would have set up these categories earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Company Categories 1, 2 and 3, will appear on the left side of the window.  Check the boxes to select the applicable categories for this company.
5.Product Categories: You can also use these Product Categories when setting filter conditions for searching and reporting on companies.  You would have set up your product categories earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Product Categories 1 and 2. Check the boxes to select the applicable product categories for this company.
6.Do Not Contact By:
a.If you do not want to be able to contact this company by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this company. You set up these communication methods earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Communication Methods. Remember to check the Do Not Contact By settings for the company's contacts, as well, if you do not want anyone in the company to receive communications by certain methods.
b.This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.
Click to expand/collapse textBilling Information

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1.You have the option to bill this company’s charges to another company or address.  From the Bill To drop-down list, choose Company/Contact or Other.  If this company will be taking care of its own charges at its own address, you do not need to enter any information here.
2.If you chose Company/Contact and want to bill this company to a different company/contact, click the ellipsis next to the Company Name or Contact Name field to bring up the Find window.  To review how to search in a Find window, see Chapter 1: Overview, Common Functions: Find a Record.
3.If you chose Other, enter the appropriate address information, or, if you want to still use the main company's address that you entered in the General tab, check the Use Main Company Address checkbox.
Click to expand/collapse textNotes

In this field, you can add any additional notes or information about this company.
Click to expand/collapse textUser Fields

If you have defined any Company user fields, they will appear under this tab and can be filled in as required.

See Chapter 17: User Fields, Create User Fields for information on how to create user fields.
4.Click Save or Finish.
5.The Confirm dialog will ask if you want to add a contact to the company now; if you do, click Yes.  The Company Contact [New] window opens.  If you will add contacts later, click No.
6.When you finish adding the company, you will return to the Companies/Contacts screen.
7.If you now want to add individual contacts to this company, click on the Company Contacts tab in the bottom half of the screen and click the New button to the right.  You can follow the instructions below under Enter a New Contact.