Functions menu

This function prints a Confirmation form to be sent to the delegate.

If the Event is one where the Attendees will be invoiced, rather than a commissioning Client, the Invoice should be raised from this screen rather than the Event screen. This option will create an Invoice or Credit Note made out to the Attendee’s Company for the Items in the Charges… included layout. Leaving the dialogue box blank will produce an Invoice or Credit Note for all Items with no Invoice Number. The next Invoice or Credit Note number will be used and this will appear in that field on each line when the Invoice has been printed. Entering an Invoice Number in the dialogue box will ensure the Invoice will only comprise those Items with that Invoice Number against them. The signal to produce a Credit Note is a negative Rate figure. If the Sales and Nominal Ledgers are present, any Invoices produced here will be fully integrated with them. If it is desired to Invoice all Attendees as a batch, this can be done from the Invoices menu on the main screen. If the Event check box Event based Attendee and Inv Nos is switched on, Invoices will be created using Invoice Numbers belonging to the Event sequence. In other words, the Invoice Numbers will be prefixed by the Event Code.

This function prints out a Hotel Booking Form showing the Hotel data entered on page three of the Attendee screen. The form also describes page 2’s Order Company/Contact as the ‘Client’ and page 1’s Attendee Contact as the ‘Occupant’. At the base of the form is a further description box which is brought in directly from the Comments field on page 2 of the Company entry screen of the Hotel Company. This could be used to describe, for example, the Hotel’s terms and/or directions on how to get there.

If there is an Event Order associated with the Event that the delegate is attending, this function can be used to copy the Order Items of that Order to the Charges… included list. This Attendee can then be invoiced accordingly.

This function is used to increase a selected text field to full screen size for ease of typing. The cursor must be in a text field for the function to operate. The text fields on the Sales Order screen are the Comments fields on pages 1 and 2, the Badge Text field on page 2, and the Hotel Booking Comments field which can be found on page 3. This window has a Functions menu with ‘Find’ and ‘Replace’ facilities. ‘Find…’ (<Command-f>/) allows you to specify what to Find. It will remember what was last searched for, or will pick up any word or phrase currently highlighted in the text. The searching is done from the current cursor position onwards. The first found example is highlighted for manual editing. ‘Find Next’ (<Command-g>/) finds the next occurrence of the text string last specified in the ‘Find…’ or ‘Replace…’ dialogue box. ‘Replace…’ (<Command-r>/) shows a window with a field for the text string to be found and another for its replacement. The [Replace] button replaces the first instance found after the current cursor position (including the current highlight if that represents the text to be found), and places the cursor after the last character of the replacement made. The window features a [Replace All] (<Command-a>/) button, which changes all instances from the current cursor position onwards. ‘Replace Next’ (<Command-t>/) replaces the next occurrence of the text string to be found. To revert to the normal screen, click [√] if you wish to save the changes you have made to the text, or [X] if you do not.

Clicking this button brings up the second page of the Attendee screen.

Order company

If this Attendee record is being created from the View menu of the Event Orders screen, Enterprise 6 assumes that the client of the Event Order is commissioning the Event. You will be administering or running the Event on their behalf. It may be the case that you will simply be invoicing the client, or you may be invoicing the Attendees. In this case, this field will contain the name of the client (ie the Company in whose name the Event Order was raised). Otherwise, (ie if you are running your own Event) it is assumed that each delegate will be invoiced separately. In other words, the delegate will also be the ordering client. In this case, the Order Company will also be the Attendee Company (ie this field will mirror the page 1 Attendee Company field).

Order contact

This field behaves in the same way as the Order Company described above.

Comments

This is a larger version of the Comments field on page 1 of this layout. To obtain a larger version of this field, ensure your cursor is within it and use the ‘Expand Text’ item on the Functions menu.

Badge text

This defaults to the Name and Job Title of the delegate. Its purpose is to allow for manual editing of the text that should appear on lapel badges - so that, for example, names that are too long can be abbreviated. To obtain a larger version of this field, ensure your cursor is within it and use the ‘Expand Text’ item on the Functions menu.

Font size

This refers to the font size of the Badge Text and can be used to change the size of printing of a particular Badge, thus allowing you to, for example, fit a much longer name into the fairly small space. The Badge Text field does not have to be filled in for this Font Size to apply - remember that if the Badge Text field is blank, the default format text will be constructed at the time of printing, and will use this Font Size.

Status

This field is similar to those for Companies and Contacts, but do not default from those, and can be used to provide some analysis of Attendees. It is indexed for quick searches in the More Choices window.

Type

This field is similar to those for Companies and Contacts, but do not default from those, and can be used to provide some analysis of Attendees. It is indexed for quick searches in the More Choices window.

Source

Use of the wildcard (@) here will bring up a list of possible sources, from whom the Client first heard about your company. This field defaults from the Source of the related ‘Event Order’, if one exists. This applies both when you are looking at the Order and use the View menu to add a new Attendee, and when you go straight to ‘Enter Attendees’ and allocate the relevant Order Company and Contact.

Credit card

This field can be used to record the Credit Card Number used to pay for the placing.

Table number

This field is 11 alpha characters long, and can be used to record the Table or Seat Number within a room of the person attending.

Clicking this button brings up the third page of the Attendee screen.

Hotel company

Specify a Hotel Company in the usual way by linking with the Companies file. An appropriate Hotel record should previously have been set up. If not, a new Company record for the Hotel can be created from this field in the usual way. Details entered on this page will be used by the ‘Print Hotel Booking’ item on the Functions menu. This will print details contained within the Comments field (found on page 2 of the Company screen) of the Hotel Company. This can therefore be used for such details as directions to the hotel.

Arrival

Referring to the anticipated arrival date of the delegate at the Hotel, this field defaults to the Date From of the Event, although it can be altered.

Departure

Referring to the anticipated departure date of the delegate from the Hotel, this field defaults to the Date To of the Event, although it can be altered.

Product

An appropriate Product Code should be entered here representing the chosen service offered by the Hotel (for example, Double Room with Bathroom and Breakfast). Once the Product Code has been entered, the Rate field below will default to the Retail Price of that Product.

Rate

Referring to the Hotel’s room rate, this will default to the Retail Price of the Product Code entered to the field above. It can be altered if necessary. The Rate brought in will include VAT, if appropriate for the Product Code used.

Hotel booking comments

Enter any comments here regarding the booking which are to be communicated to either the delegate or the hotel using the ‘Print Hotel Booking’ function. An example might be the vegetarian requirement of the delegate in question. To obtain a larger version of this field, ensure your cursor is within it and use the ‘Expand Text’ item on the Functions Menu.