Setting Up Items - Events

For anything to be added to a contract, it must first be set up as an Item in the system. Items can be anything both physical and non-physical such as a rate for space, a stand, a ticket, a service charge or website fee. There is a special Item screen for setting up stands, for more information see Setting up Stand Items.

  • Go to Contracts & Items > Items in the main menu bar.
  • Enter the event code in the Hot Area the Item being set up relates to, all items must be set up in relation to an event. For an item to be used in other events, it must be set up under that code as well.
  • After the colon, enter a unique code for the Item, e.g TEST01:WEBSITE.
  • Hit return and say Yes to Add New Item?
  • Enter a description of the Item in the comment box.
  • Choose the Item Group this Item belongs to by entering or Search for the Item Group code. It is important to select the correct Group as this sets a number of default parameters for the Item in the system. For more information see Item Groups.

Simple Pricing

  • Enter the value of the Item in the Final Value field.
  • Click on the green tick button to save.

Complex Pricing

You can set up a more complex pricing structure by linking other item codes to this Item and adding adjustments. It is highly likely that this feature will be used when setting up a stand item.

If you have entered a value in the simple pricing, clicking on Complex Pricing will remove this value.

  • Click on the Additional Info button to switch to complex pricing.
  • Enter or Search for the link codes this Item will consist of by clicking on the New Button.
  • Click on the Done button, the Item will be listed in the grid.
  • When finished, click on the Contract button to return to the selling price.
  • The Initial Value as dicated by the linked items will be displayed, enter a percentage or value adjustments if required. If the value adjustment is a negative, remember to add the minus sign before the number or the adjustment will be added to the final value.
  • Click on the green tick button to save.

Nominal Codes

The default nominal code will be entered, to view or edit the code click on the button.

Venue

You can assign Items to Venues and Locations in the venue if they have been previously set up, see Venues.

Status and Sub Status

Items can be assigned a status and status date, for more information see Item Status.

Cost Code

The default cost code for the Event will automatically be entered, to change, enter or Search for another code.

 Service Quantity

If the item you are setting up is a delegate place, and this delegate place comprises four sessions (perhaps two in the morning and two in the afternoon), then you must set the "Service Quantity" for this item to 4.  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. 

 

For more information on the pages in the Items screen see :

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For anything to be added to a contract, it must first be set up as an Item in the system. Items can be anything both physical and non-physical such as a rate for space, a stand, a ticket, a service charge or website fee. There is a special Item screen for setting up stands, for more information see {LINK(#:5326,Setting up Stand Items)}.

  • Go to Contracts & Items > Items in the main menu bar.
  • Enter the event code in the {GLINK(#:5516, Hot Area)} the Item being set up relates to, all items must be set up in relation to an event. For an item to be used in other events, it must be set up under that code as well.
  • After the colon, enter a unique code for the Item, e.g TEST01:WEBSITE.
  • Hit return and say Yes to Add New Item?
  • Enter a description of the Item in the comment box.
  • Choose the Item Group this Item belongs to by entering or {GLINK(#:5517, Search)} for the Item Group code. It is important to select the correct Group as this sets a number of default parameters for the Item in the system. For more information see {LINK(#:5324,Item Groups)}.

Simple Pricing

  • Enter the value of the Item in the Final Value field.
  • Click on the green tick button to save.

Complex Pricing

You can set up a more complex pricing structure by linking other item codes to this Item and adding adjustments. It is highly likely that this feature will be used when setting up a stand item.

If you have entered a value in the simple pricing, clicking on Complex Pricing will remove this value.

  • Click on the Additional Info button to switch to complex pricing.
  • Enter or {GLINK(#:5517, Search)} for the link codes this Item will consist of by clicking on the {GLINK(#:5518, New Button)}.
  • Click on the {GLINK(#:5515, Done button)}, the Item will be listed in the grid.
  • When finished, click on the Contract button to return to the selling price.
  • The Initial Value as dicated by the linked items will be displayed, enter a percentage or value adjustments if required. If the value adjustment is a negative, remember to add the minus sign before the number or the adjustment will be added to the final value.
  • Click on the green tick button to save.

Nominal Codes

The default nominal code will be entered, to view or edit the code click on the button.

Venue

You can assign Items to Venues and Locations in the venue if they have been previously set up, see {LINK(#:5304,Venues)}.

Status and Sub Status

Items can be assigned a status and status date, for more information see {LINK(#:5322,Item Status)}.

Cost Code

The default cost code for the Event will automatically be entered, to change, enter or {GLINK(#:5517, Search)} for another code.

 Service Quantity

If the item you are setting up is a delegate place, and this delegate place comprises four sessions (perhaps two in the morning and two in the afternoon), then you must set the "Service Quantity" for this item to 4.  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. 

 

For more information on the pages in the Items screen see :

{LINK(#:5318,Items Main Page
{LINK(#:5319,Item Links Page)}
{LINK(#:5320,Items Other Page)}
{LINK(#:5321,Item Communications Page)}
{LINK(#:5327,Copying an Item from One Event to Another)}
{LINK(#:5326,Setting up Stand Items)}
{LINK(#:5317,Items Overview)}