Event Form Event Tab

Action: EVENT

Overview

The Event tab allows for the editing of the primary event information, like event type, location, special pricing …etc. Each event will have some number of members, which will be entered on the Event-> Members tab. The bride and groom are shown on thi s tab, however, to enter the bride and groom, use the Member tab and select roles Bride and/or Groom.

The prompts on the event tab change slightly depending on the type of event being entered, i.e. wedding type, prom type or social type. Additional type may be defined in the Housekeeping-> General Set Up -> Event Types maintenance form.

Wedding Event Hint

When creating a new wedding event and the user enters either the bride's and/or groom's last name or both. They are automatically added as event members with the their respective roles & customer cards created. This auto member creation only happens i f no members exist for the event. Once any member exists, the auto bride / groom insertion feature is disabled for that event.

When an event is created, the contacts entered for WEDDING type events will automatically have customer cards created by ProfitSystem™ with the data entered on the this form and their names are entered onto the Members Tab as a time saving convenience.

From the members tab, a user can access a member’s customer card information where additional detail can be entered about them.

Members are really ProfitSystem™ customers. Each member will have a corresponding customer card in ProfitSystem™.

Note: Modifications to customer data on this event tab will NOT update the customer detail on the customer card. They are treated as separate entities.

Fields

Event type...Select Wedding, School (prom), or Social (Additional Event Types may be created when needed). For Weddings, you can enter the bride and groom below. For School events, you can enter the school contact and customer who set up the event. For

Social events, you enter the social event contact and the customer who set up the event.

SA...The sales associate who created this event and that has primary responsibility for customer satisfaction. SA1 on ticket will default to this consultant for accumulating sales volume. Exception are BM SA will default to sales to members with Bridesmaid roles and Rental SA will default to any rentals made to any member of event.

BM SA... The sales associate who is responsible for the bridesmaid members. Insuring orders are entered properly and POs are placed in time for the event. Also this person will default for SA1 on ticket for sales credit.

Event name...A descriptive name for the event. Make sure that you use a good name for the event, since this it what appears on reports, PO’s etc. For weddings, we recommend using the brides last name/grooms last name. For a school or social event, the name of the event plus the year of the event. For NON-WEDDING type events create event names that are the same year to year EXCEPT they end in the year of the event. For example: for a 2007 prom enter North Central Prom 2007, in in 2008 create the event North Central Prom 2008.

This field can be skipped for WEDDING type events and ProfitSystem® will auto-create a event name using the last name of the bride and groom once they are entered and the data saved. By default the automatic event name will be bride's last name/groom's last name.

When TPOS© or TPS© optional modules are activated the default automatic event name will be Groom's last name/Bride's last name unless a system setting is modified. A system setting controls whether the Groom's last name or the Bride's Last name goes first in the Event name. Housekeeping->General Setup->System Store Setup->Rental Tab - 'Put bride first on Event/Prospect' controls the sequence.

Event date/time...The date and time the event occurs. The date is required, the time is not. Event dates may have security set via the EVENTDATE action, whereby a user would have to have security access to change it.

Register sales?...If checked, ProfitSystem® will track all sales to this event. As you sell items to customers for this event, ProfitSystem® will ask if you want to register the item. Then, if you attempt to sell the same item to two members of this event you will receive a warning at sale time. This is used with proms and social events to insure that two members don’t wear the same item. A button will appear on the Members tab, “Show Reg. Sales” which will show you all the items sold to members of this event. The same button also appears on the Ticket form.

Pickup date...This field is used in the optional WinTPOS© optional module. This date will become the default date that all rental orders will be PICKED UP for members of this event. The operator may change the PICKUP date for specific members if needed when those rental orders are created.

Return date...This field is used in the optional WinTPOS© optional module. This date will become the default date that all rental orders will be RETURNED for members of this event. The operator may change the RETURN date for specific members if needed when those rental orders are created.

Rental SA...This field identifies the consultant that register the event for rentals. New rental orders created for this event can automatically default to the SA code entered here based on the System - Rental Tab 'Leave SA blank on new rental created from event' setting. SA codes on Rental Orders or sales Tickets are used for accumulating rental and sales volume.

Rental Registration Date...This is the date that the first rental member was register as part of this event. It is used by the Used by Detailed Rental Event List and Future Rental Orders report for determining rental statistics.

View Files button... This function displays a list of files that have been attached to the event. Double click the file and Windows will attempt to open it for viewing.

Add Files button... ProfitSystem allows any file type to be attached to the event and then viewed by the View Files button. This is handy when important emails are created/received, agreements, photos ..etc are communicated and a easily accessible record should be maintained. Click this ADD FILE button and select the file thru the Windows Explorer.

Manager reviewed?... This checkbox is used in the optional WinTPOS module, and is an optional function. If checked, it indicates that a manager has reviewed the details of the rental event registration for errors. The program offers a report that may be used to see any Events that have NOT been reviewed. This report is located at Reports-> Cust/Event/Pros Reports-> Rental Events. You can limit this report to showing only Events that had that box checked by selecting 'Reviewed only'. To see only Events that did NOT have that box checked, select 'Not reviewed'.

Catalog code/Pictured As...This field is used in the optional WinTPOS© rental module. This is a data entry time saving tool. A Catalog Code may be assigned to the event and when the first member is added via the Events-> Rental tab-> Register Member Wizard, the member's rental styles will default to the catalog code styles. The operator may change any style as needed prior to the order being created. The default price will be the standard individual style pricing less any catalog code discount.

As additional members are added via the Register Members Wizard their default styles will be copied from the preceding member and then modified as needed. The Catalog Code discount overrides any event markdown discount that may be entered in the Adjust

Adjust amount...This field is used in the optional WinTPOS© optional module. Many times a event may arranged for special pricing. The DISCOUNT amount may be placed in this Adjust field. For example say a $15 discount is to be given to all members. This discount can be entered in this field, 15.00. Now as each member is registered via the Register Member Wizard, the discount will be assigned to their future rental order.

Adj. code...This field is used in the optional WinTPOS© optional module. Assign the reason (Adjustment/Markdown Code) for the discount given to members of this event. As each member is registered via the Register Member Wizard, the discount, adjust. code, will be assigned to their future rental order and the code with description will automatically appear on the ticket linked to the order.

Note: Adjustment amount and code are not retroactive. Adjustment amount & code when assigned to the event will not be applied to members previously entered.

Price Groups?... Checking this option instructs ProfitSystem to attempt to use rental price groups on the rental orders entered for this event. When checked the system will attempt to locate any special promotions for the merchandise registered. If found the discount is applied. This feature only activates as members & their orders are registered via the Rental Registration function found on the event rental tab. This option may be checked or un-checked. Orders created with order numbers are not affected by this option.

This option may be enabled/disabled for each order by visiting the order and checking/un-checking the option found on the Order's items tab.

Bride contact information...You can optionally enter the brides contact information here, but it is not required that you do so. It’s better to enter the brides name on the members tab, and then use the Go to Customer button to go to their customer car

d, and enter their contact information there. As you are entering the contact information, enter the zip code before you enter the city and state. If ProfitSystem® has the zip code on file, it will fill in the city and state for you. As you enter zip codes, ProfitSystem® will learn which zip codes are associated with which cities and states.

Groom contact information...You can optionally enter the grooms contact information here, A member with the role Groom is auto created when Groom name is completed on event registration during creation (during the ADD). If the event is added, but the groom info is not completed, then a groom member cannot be created. To create a Groom member just go to the members tab and add a new member with the role of groom.

Note: As you are entering the contact information, enter the zip code before you enter the city and state. If ProfitSystem® has the zip code on file, it will fill in the city and state for you. As you enter zip codes, ProfitSystem® will learn which zip codes are associated with which cities and states.

Buttons

Notes button...A place to make notes about this event.

Rental Styles...Rental style information may be entered on an event for default use by each member. Each member may also store Rental Style information, different than the event default styles. These rental styles can then be inserted into the special instructions for a special order for a sale item placed on the member's sales ticket. This style information will sub-sequentially be placed on a purchase order. This facilitates basic rental order processing using the base ProfitSystem© functions & does not require WinTPS© or WinTPOS© optional modules.