Setting up a New Conference

To set up a new conference

  • Go to Contracts & Items > Event Set Up in the main menu bar
  • Enter a code for the new conference of up to eight characters and hit return.
  • Click yes to Add new event?
  • Enter the name of the conference in the description field

All the fields available in conference set up are described below, most of the fields are optional and may be entered as necessary.

a* next to the field denotes information that must be entered for the conference to be saved.

1. Main tab

  • Tick the conference box.
  • Enter the conference dates and tenancy dates (optional)
  • An Attribute Type and Code can be entered if you wish all new companies that are added to the database under this conference code to be automatically assigned an attribute. This does not affect companies already entered onto the database. If the attribute you require is not listed see Adding Additional Attributes to the System.
  • Tick the Active box if the conference is active immediately. No contracts can be set up on conferences unless they have been ticked active.
  • The default currency will already be entered in the Sec. Currency field. To change this to another, search for the currency code. If the currency you require if not listed, see Adding & Editing Currencies.
  • Fix exchange rate field, enter a value if you would like to set the exchange rate between the currency of the conference and your home currency.
  • Tick whether the currency is to be the priority currency on sales, purchases or both.
  • Sales default status* - this is the status that all new contracts set up under this conference code will be defaulted to and denotes whether they can be invoiced or not. Search for the appropriate status. If the status you require is not listed, see Contract Status.
  • Vat Country* - Enter or search for the country code for VAT. If the country you require is not listed, see  Adding Countries.
  • Default VAT Code* - all contracts and transactions will be defaulted to this code.Search for options. For more information see VAT Codes.
  • Category 1, 2 & 3 - These category can be used to group conferences together. For example, several smaller conferences may be grouped under a larger conference code or conferences that are overseas could be grouped together. For more information see Service Categories.
  • Default Item Group* - all new items set up under this conference code will be defaulted to this group. Enter or search for the item group code, this will be the one that the majority of items set up will fall under. If the item group you require is not listed see Item Groups.

2. Accounting

  • Invoice suppression - tick this box if you would like all invoices for this conference to be suppressed.
  • Invoice De-supp. date - enter a date you would like the system to automatically de-supress the invoice i.e. commence invoicing
  • Credit Suppression - tick this box if you would like all credit notes for this conference to be suppressed.
  • Credit De-supp. date - enter a date you would like the system to automatically de-suppress crediting i.e. commence credit notes.
  • Sales Contract Sequence - Contracts set up in this conference can begin from a specified number if required i.e. different conferences can have different contract numbers (and letters). Enter or search for the code for the sequence. If the sequence you require is not listed or you would like to start another, see Sequential Number Systems.
  • Sales Invoice Sequence - Invoices for this conference can begin from a specified letter/number combination. Enter or search for the sequence code. If the sequence you require is not listed or you would like to start another, see  Sequential Number Systems.
  • Default Cost Code* - Enter or search for the cost code for the conference. If the cost code is not listed, see Cost Codes.
  • Bank S/L Nomi. Code* - Enter or search for the default bank sales ledger nominal code. This must be a nominal code for a cash account. If the nominal code you require is not listed see Nominal Codes.
  • Bank P/L Nomi. Code - Enter or search for the default bank purchase ledger nominal code if required.
  • Jrnl. S/L Nomi. Code - Enter or search for the journal sales ledger nominal code if required.
  • Jrnl. P/L Nomi. Code - Enter or search for the journal purchase ledger nominal code if required.
  • Commission Percentage - All employees assigned to this Conference code will have a default commission percentage if added here.

3. Payment Schedule

In this tab you can set up the default payment and cancellation schedule.

Payment Schedule

  • Click on the New Button and enter a code for your standard payment schedule.
  • Click on the green tick button.
  • The system automatically defaults to the payment schedule box ticked.
  • Enter a description for the payment schedule.
  • Click on the New button each time to enter the dates and percentages of the cost to be invoiced. If you make a mistake after entering the dates, click on the Edit button to change or the Delete button to delete a line.
  • Reminder User - You can enter or search for the code of the user to set up a reminder of when the invoices are due for printing. The system automatically sets up a reminder communication 30 days prior to each invoice date.
  • Payment terms - enter a value for your standard payment terms in days.
  • Term priority over account - Tick this box if you would like the payment term you have entered to have priority over any payment terms that have been set up on individual company records.
  • Deposit Value - You can enter a monetary value for a deposit instead of a percentage and date. If the payment schedule has been set up and the first payment is not as high as the deposit value, the system will up the payment to match.
  • Click on the Done button when all details have been entered. The code your have entered for the standard payment schedule will now be displayed in the Default payment schedule box.


Cancellation Schedule

  • Click on the New Button and enter a code for your standard cancellation schedule.
  • Click on the green tick button.
  • Enter a description for the cancellation schedule.
  • Click on the cancellation schedule tick box.
  • Click on the New button each time to enter the dates and percentages of costs to be invoiced. If you make a mistake after entering the dates, click on the Edit button to change or the Delete button to delete a line.
  • Click on the Done button when all details have been entered. The code your have entered for the standard cancellation schedule will now be displayed in the Default cancellation schedule box.
  • Now enter the item code for the cancellation fee to be applied, if this has not been set up already, see {LINK#:5325,Setting up Items)}.  Now when the item code for the cancellation fee is added to a contract line, BusiPro will automatically work out the fee to be charged based on the dates entered in the standard cancellation schedule.

4. Links

Use this tab to set up venues and halls associated with your conference and tracks.

1. Venues

  • Click on the New Button to add a venue to your conference.
  • Enter or search for the venue code and hall code if required.
  • Click on the green tick button.
  • Enter a comment about the venue/hall, the cost, and the occupancy dates to and from.
  • You can assign this venue a colour by clicking on the Colour button, this will colour code your reports which contain venue information.
  • Click on the Done button to take you back to the previous screen.
  • If there are more that one hall in the venue being used, keep clicking the new button and following the above steps until all the halls have been added. Only venues and halls that are already set up in the system can be used, if the venue/hall you require is not listed see Venues.
  • You can import venues/halls from other conferences instead of entering them individually. Click on the Import Item Groups    button and search for the location required, if there is more than one hall to be added, hold down the ctrl button whilst selecting in the search window to highlight multiple lines and then click the green tick button.

2. Sessions

Add the session(s) that make up the conference. Follow the steps below until all the sessions are entered.

  • Click on the new button and assign a code to the session, e.g. Day1 or AM.
  • Click the green tick button
  • Enter a description for the session.
  • Enter the date and time the session starts and finishes.
  • Add the code for the venue of the session and your own location ID number as appropriate.
  • The session will automatically be ticked active, i.e. contracts can be placed against this session immediately. If this is not the case, untick the active box.
  • Enter a number in the delegate limit field. The system will not let you sell over this delegate limit for this session to avoid over-booking.

Remember that if you wish to produce invoices for a delegate place, but that place comprises four sessions (perhaps two in the morning and two in the afternoon), that when you are Setting up Items for that Delegate Place, the "Service Quantity" for this item is four.  If the Service Quantity remains at 1, then when you come to place an order, and tick four different sessions, each session will add a cost to the invoice.  If you set the Service Quantity correctly to four, then the delegate place includes four sessions, and there is no extra money added to the invoice for each session.

 

5. Other

1. Profile

Type in a visitor profile and expected visitor attendance (optional), these are not linked anywhere else in the system,

2. Employees

You can add BusiPro users who are associated with this conference and set up commission.

  • Click on the New Button.
  • Enter or search for the Employee code and click the green tick button
  • Enter a comment for that employee.
  • Add the employee's role by entering or searching for the role code. If the role you require is not listed, see Adding & Deleting Employee Roles.
  • Enter the commission percentage with/without an agent. If the Commission paid net of Agent Commission box is ticked, the No Agent percentage is not available. Click on the Done button to return to the previous screen.
  • Click on new until all the employees are added.
  • To edit an employee, click on the Employee line and click the Edit Button.
  • To delete an employee, click on the Employee line and click the Delete Button.

3. Sub Service Fields

  • Service Sequence Name - This field can be used to set up a badge number sequence for your conference so that when a delegate is assigned to your conference, they are automatically given the next sequential badge number. Enter or search for the Sequential Number code, for more information see Sequential Number Systems.
  • Contract Comm Type - Enter the code CONTRACT here if you wish all communications made in the contracts section to automatically be defaulted to this communication type.
  • Fields 0-9. These fields you can customise to any additional information you would like added to the orders placed under this conference code. The fields will be displayed when an order is assigned to a session. Type in the name of the field and whether the information to be added is text, a date, a character or a value. By ticking the check box, you can make the field a tick box option. By ticking the unique check box, you can make that field unique to the delegate being assigned to the session, rather than all delegates or for one session rather than all sessions.

4. Additional Parameters

ASP web link parameters - only to be used for updating of on-line information on your website. See your systems administrator for details.

6. Stock Items

As Items are set up under this conference code, they will automatically be entered in the stock items list. They can be filtered by Item Groups using the drop down menu or edited by clicking on the stock item line and clicking on the edit button.

7. Analysis

Not in use.