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Events Overview

Action: EVENT

General Information

The concept of an event is central to ProfitSystem®. An event is a wedding, a social event, a prom, etc. that will contain multiple members/customers. The customers are related to each other via the event. If a bride or groom comes in to your shop to purchase/rent anything, you should create an event. The event is what ties all the members of the event together (the bridal party). You must create an event to be able to track all the members as a unit. Also, an event must exit to issue a single PO for a group of customer/event member items, like bridesmaids gowns.

Creating a new event is easy. There are multiple methods to create events and are:

Click the ADD button from the Event Form. The system will ask for a PRIMARY phone number & attempt to locate the phone number in the Event file, Customer File, Prospect File and Appointment File (optional module) to see if the phone number is already in use to provide the user the opportunity to select one of the existing entries to be utilized for this new event. Otherwise, If the phone number has not been previously entered, the user can simply create the event and enter all the necessary data.

There is an Add from Prospect button on the Event form, but it requires that you know for sure that the bride or groom has been previously created as a prospect in ProfitSystem®. Using the Add button instead will check if the bride or groom is a prospect automatically via the Primary Phone number request, so it is recommended that you use the Add button.

From the Prospect form click the Create Event button while on the prospect record that you wish to create the event for.

Sales Registration

With some events, like proms, it may be important to quickly locate items sold to any member of an event. It may also be important for the system to auto alert the operator when a items is being sold to a member of the event that has also been previously sold to an member of the same event. For these needs ProfitSystem© offers sales registration. For example a shop may wish to register sales of gowns to a high school for prom or debutantes.

To register sales for an event is easy. Simply remember to check the Register Sales checkbox? on the ticket sales line of the item wished to be registered. This may be manually checked even after the sale. As an aid to the user, the store may designate a category of items to be registered automatically by enabling the Register Sales checkbox? on the category form. With this category option on, the ticket sales transaction Register Sales checkbox? is auto checked when it is of a inventory category that has this option turned on. This prevents the user from having to remember to check the option manually.

Once an item is marked Registered, it may be displayed via the Show Reg Sales and Serach Reg. Sales functions located on the Event Form - List tab. In addition, when a user sales an item to a member of an event and the items sold was previously sold to another member of the same event then ProfitSystem© will display an message alert to the user indicating such.

Upon a sales item being registered, ProfitSystem will automatically alert the operator at SALE time it the item style or style & color have been previously sold to another member of the event.

Buttons available to all Event Tabs

Print button...Prints either an Event Card or PO Summary for the selected event. The Rental Performance and Event Summary rental reports are included with the optional WinTPOS module.

Add from Prospect...You can create a new event using a Prospect card, rather than entering all the details directly. Click this button and then select a prospect from the pick list displayed. ProfitSystem® will create a new event using the details from the Prospect card. Using the Add button on the Event form will check if the bride is a prospect automatically, so it is recommended that you use the Add button rather than the Add from Prospect.

Add...Creates a new event using the Add Wizard. Once the Add Wizard completes, ProfitSystem will prompt the user to identify the new contact for the event as a BRIDE or as a GROOM. For Non-Wedding events select BRIDE, which would cause this contact to be placed in the primary contact position.

Delete... CAUTION, this feature will delete the highlighted event and it's notes. All members, their tickets and POs will be unlinked from the event. The event's customers, and their tickets, PO items and pickup inventory will not be deleted ONLY unlinked. Once the event is deleted, it cannot be recalled. Events deletions are logged in the ProfitSystem Log file. Security may be set to allow specific employees to DELETE events - EVENTDEL.

Event, Customer, Ticket Relationship diagram