Item Groups - Events

The Item Groups Master Window is used to create and set the criteria that allows you to group items into related categories. When you create an Item in the system, you will be asked to provide an Item grouping for it. Designating a Item's group you will automatically set a number of parameters that define the Item in the system. This window allows you to pre-set the parameters for each of the different Item Groups.

 

The top half of the window has the following fields:

Code

The field in the top left corner is where you view or enter the unique code that represents the Item Group. This Code can be a maximum of 8 characters long. You can Search for a valid Item Group Code and view the criteria that have been set up for this group.

Description

To the right of the Code field, you can view or enter a full description of the Item group you are creating. The description should give a clear indication of the types of items that this group represents.

Unit Description

This field contains a description of what the Items set up in this group will be, for example 'Each' or 'Stand'.

 

To Set up a New Item Group

  • Enter a code for the Item Group in the Hot Area and hit return, say yes to Add Item Group?
  • Enter a description of the Item Group.
  • Enter a unit description that Items in this group will be.
  • When the parameters applicable to this Item group have been entered (as described in the fields below), tick on the green tick button to save.

There are then three tabbed pages containing fields allowing you to set parameters for the Item group and subsequently any Items set up under this group. A description of the pages is found below.

1. Main Page Tab

This page is used to set the default settings for the specified Item Group relating to the physical make up of the Item. The settings on this page relate to various fields on the Items Main Page of the Items window i.e. when an Item is created in this Item group, the fields entered here will automatically be entered in the Item set up window.

Item Status

Assigning a status to the Item group means any Items created under this group will automatically have this status. Enter or Search for the Status Code. For more information see Item Status.

Allow Split Tick Box

Tick this box if the item can be split. For example, half a pencil or half a day, a pencil could not be split but a day could.

No Rep Commission Tick Box

Tick this box if (by default) rep commission is not to be calculated onthe sale of this Item.

Parent Size Tick Box

Tick this box if the Item is to follow the size of the parent Item, for example, the Item Space would follow the size of the parent Item - Stand.

One Off Item Tick Box

Check this box if the item is a one off item, i.e. there cannot be two of any Items set up in under this group.

Non Physical Item Tick Box

Tick this box if the Item is non-physical for example a service or call out charge and is not subject to running out of stock.

Auto Apply

Tick this box if the item is to be automatically added to all contracts created for the Event.

Main Contract Item Tick Box

Tick this box if the items in this group will be one of the main items on the contract. Setting the item as Main prints the description and value of the Item on an Order Acknowledgement. For example, a stand would be a main Item but space would not be.

No discount Tick Box

Tick this box if Items in this group are not to have any discounts applied to them.

Issue Quantity

Enter the quantity this item represents if appropriate. If the item you are setting up is a ticket and the ticket covers two sessions then the item quantity should be set to 2.

VAT Code

Enter or Search for the default VAT code any Item set up in this group will have.

Purchase Nominal

Enter or search for a purchase nominal code applied to this Item group if applicable.

 

2. Sales A Tab

This page is used to enter the Item Group sales details. The information on this page will be automatically entered into the appropriate fields in the contract windows when an Item is added to an contract line.


S/O Manual Line Tick Box

By ticking this box, when the item is added to a contract it will default to being a manual item i.e. its status will not follow the status of the Contract.

S/O Auto Line Tick Box

By ticking this box, when the item is added to a contract it will default to being an Auto item i.e. its status will follow the status of the Contract

S/O Active Line Tick Box

Ticking this box sets the Item Group and any Items added to an contract line as active i.e. will be included in any order processing and transactions.

S/O Cancelled Line Tick Box

Tick this box to set items in this item group as cancelled lines on the contract. When this box is ticked, the system automatically sets all Quantity and Goods Value to zero. You will not be able to edit these fields with the Cancelled Line box ticked.

By Schedule Tick Box

This box allows you to create a default setting for the contract that indicates that the payment for the order will be made according to a pre-set schedule.

By Date Tick Box

Tick this box to indicate that this record should be charged according to the date specified on the contract line.

 

Invoice Due Date 

The last three tick boxes allows you to set the default value that is entered in the Invoice Due On field of the contract line. The Invoice Due On field allows you to keep track of payment schedules and inform customers when they have overdue invoices.

Today's Date Tick Box

Ticking this box tells the system to automatically place Today's date in the Invoice Due On field of the contract line. For example, if your customers pay by credit card when they place their order you can have the system indicate that the invoice payment was paid for on the date the contract was created.

Term Date Tick Box

When this box is ticked, the system will automatically enter the date that the invoice is due according to the payment terms agreed for the specified company in the Company record that may be different from the default payment terms. For example, if the payment terms allow 90 days for the customer to pay an invoice, the date that will be automatically entered into the Invoice Due On field will be 90 days from the day that the contract was created.

Schedule Date Tick Box

Finally, the scheduled date tick box allows you create a default setting that indicates that the customer will pay their invoice on a scheduled date. For example, if your customers pay by standing order, you can enter the date that their account is to be debited.

 

Quantity Discounts 

The right side of the page relates to the discount that is offered to customers if they buy items in large quantities. The system can accommodate six discount criteria. The discount calculations will automatically be made when the Total Quantity field of the Contracts window meets the discount criteria.

Minimum Quantity 1 to 6

Use these six fields to enter the minimum purchase quantities to earn the given quantity discount. For example, in the Minimum Quantity 1 field you can indicate that a discount will apply when a customer orders 25 or more of an item in this group.

Percentage 1 to 6

Use these six fields to enter the percentage discount for each of the order quantities. For example, if you wish to create a discount of 10% for a purchase of 25 or more items, you would enter 10 in this field.

Cancellation Terms Apply Tick Box

The final tick box on this page is the Cancellation Terms Apply tick box. Tick this box if Items in this group are subject to cancellation fees. A tick in this box will tell the system to check if the cancellation falls within the normal cancellation terms or whether a cancellation penalty should be applied.

 

3. Sales B Tab

Enter the sales nominal codes items in this Item group will be defaulted to and a value description. You can also enter a minimum quantity the item and tick the Qty Break Price tick box so that the Items placed on a contract have to be over this minimum before they will get that price. There are 5 other additional nominal code fields you can enter with different minimum quantities.