Resource types are a way of grouping like items together. For example, you can create a resource type for Appetizers and for Main Courses. Under each resource type, you can create resources. When you add a resource for a resource type, the information selected for the resource type is automatically assigned to the resource. See Add a Resource for more information.
Resource types display in bold on the Resources and Price List pages. This allows for easy viewing of the resource groupings.
To add a new resource type:
- Click the Resources link from the Main Menu. The Resources page opens.
- Click the Add button. The Add Resource window opens.
- Enter the necessary information:
- Type - Alphanumeric code specific to the resource type. Resource types are specific to your organization, but should use the first number of the appropriate resource class. See Resources Overview for more information.
- Resource Type Description - Description of the resource type.
- U/M - How the item is measured when ordered. For example, by the case, by the dozen, hourly, daily, square foot or meters.
- Per - Number of items allowed followed by the frequency (unit of time) (daily, per event, day, week, afternoon, hour, etc.).
- Department - Department for the resource type. You can use department for work orders, reporting, security and/or GL distribution purposes.
- Setup/Package/Feature/Menu - Package the item is associated with if the item is a package header for a setup, package, feature or menu.
- Tax Scheme - Tax scheme for the resource type. The tax scheme is used to determine which taxes, add-ons or gratuities are added to the order when the item is ordered. See Using Resource, Account and Event Tax Schemes for more information.
- GL Distribution Scheme - GL distribution scheme for the resource type. The GL distribution scheme determines how the cost and revenue are allocated for the item when creating a journal entry.
- Main Image/Thumbnail Image/2nd Image/3rd Image/4th Image/5th Image - Click the Select Image hyperlink to assign an image to the resource type. These images are used for online ordering.
- Select the Additional Information tab.
- Enter the necessary information:
- Settings Section
- Rate Decimals - Number of decimals for the item rate.
- Quantity Decimals - Number of decimals for the item quantity used in public facing applications. Does not apply to back office ordering.
- Note 1 and Note 2 - Notes for the resource type.
- Sensitivity - Determines which reports display the resource type. Public and External display on external reports. Privileged and Internal display on internal reports but not on external reports.
- Usage - For class 1 resource types, select the booking usage the space rate applies to. For class 5 resource types, select the usage for the availability of the resource type as configured on the Availability tab. Only available for class 1 and class 5 resource types.
- Calculation Sequence - Order the tax/gratuity are processed at order time. Only applicable for class 8 resource types.
- Item Sequencing - Determines how the item is used for ticketing. Only available for class 2 and 3 resources:
- None or Blank - Item is not used for ticketing.
- Batch - Item creates a range of tickets manually by adding items to a batch.
- Real Time - Item creates a range of tickets automatically when items are added to a service order.
- Resource Tags - Tags to enhance searching in the Exhibitor Service Center. Only applicable to Exhibitor Service Center.
- Status - Only active resource types are available for ordering.
- Billable - If checked, the item rate and quantity are used to calculate the extended charge (total charge) for the item when it is ordered. If unchecked, no extended charge is calculated.
- Ordered Only - If checked, when the work order is completed for the item, no actual values are created. This allows you to order an item but not charge for it when an invoice is created.
- Daily - If checked, the resource type is calculated as a daily rate. Only available for resource types assigned to an Hourly unit of time (U/T).
- Memo - If checked, the resource type charge is added to the order but is not included in the order totals, applied to the GL Distribution or tax calculation. The Memo check box is unavailable (grayed out) if the resource type has GL distribution, taxes or is a class 8 or 9 resource.
- Internal - If checked, the resource type has no charge and does not appear on external reports.
- Resource Detail - If checked, the resource type is available in the Inventory Items page. Typically used for class 2 and 3 resources. Not applicable to class 8 resources.
- Cancellation Fee - If checked, the resource type is a registration cancellation fee.
- Discounts/Surcharges Section
- Discount/Surcharge Resource - Discount or surcharge resource used when a discount or surcharge is applied to the item.
- Discount/Surcharge GL Distribution - GL Distribution used when a discount or surcharge is applied to the item.
- Discount Exempt - If checked, the resource type does not have to use a separate discount resource to represent the discount amount.
- Groups Section
- Major - Inventory major group for the resource type.
- Minor - Inventory minor group for the resource type. The selected minor group controls which user defined fields (UDFs) are available for the resource.
- Attributes - Opportunity type with the user defined fields that contain the attributes for the item. The selected attributes are displayed in Exhibitor Service Center.
- Billing Group - Billing group for the resource type. Used with payment plans.
- Mgmt Report Code - Management report code for the resource type. You can use management report codes for reporting and/or GL distribution purposes.
- Display Section
- Show Start Date - If checked, the item start date displays on reports.
- Show Start Time - If checked, the item start time displays on reports.
- Show End Date - If checked, the item end date displays on reports.
- Show End Time - If checked, the item end time displays on reports.
- Show Units - If checked, the item units displays on reports.
- Show Rate - If checked, the item rate displays on reports.
- Show Extended Charge - If checked, the item's extended charge displays on reports.
- Order Item User Fields Type - Opportunity type with the user defined fields for the resource type. See Assign User Defined Fields (UDFs) to Service Order Items for more information.
- The following fields are used with the Exhibitor Service Center application. See the Exhibitor Service Center section in the Support Center for more information:
- Document Classes
- Item Placement
- Customize Public User Fields
- Parent Resource
- Display Attributes
- Item Delivery Schedule
- Item Delivery Message
- Show Delivery Message Based on Relative Dates
- Delivery Message From
- Delivery Message Through
- Resource Availability Section
- Lead Hours - Number of hours prior to the item start time the resource type is needed.
- Strike Hours - Number of hours after the item end time the resource type is needed.
- Real-Time Inventory Check - Type of inventory checking to perform when the resource type is added to an order. If the resource type added to the order has a lead date that exceeds the current date plus the resource type lead hours, no inventory checking is performed.
- Do not perform a check - No inventory checking is performed for the resource type.
- Warn if quantity is exceeded - User adding the resource type to the order receives a warning that the inventory for the resource type is exceeded; however, the user can still add the resource type to the order.
- Stop if quantity is exceeded - User adding the resource type to the order is stopped from adding the resource type if the inventory is exceeded.
- Pickup Minutes
- Booth Resource Section
- Use as Booth Resource - If checked, the resource type is a booth.
- Booth Type - Value for booth validation.
- Use preferred booth area to populate item quantity - If checked, the preferred booth area fields default for all booth area items in the Exhibitor Portal. Only applicable for the Exhibitor Portal.
- Use booth area to populate item quantity - If checked, the booth area fields default for all booth area items in the Exhibitor Portal. Only applicable for the Exhibitor Portal.
- Booth Width - Booth width for validation. Only available if Booth Dimensions is selected as the Booth Type.
- Booth Length - Booth length for validation. Only available if Booth Dimensions is selected as the Booth Type.
- Booth Open Sides - Number of open sides for booth validation. Only available if Open Sides is selected as the Booth Type.
- Settings Section
- Select the Cost tab and enter the necessary information:
- Base Cost - Base cost of the resource type.
- Advance Base Cost - Base cost of the resource type if ordered prior to the Advance Cutoff date.
- Standard Base Cost - Base cost of the resource type if ordered after the Advance Cutoff date and before the Standard Cutoff date.
- Late Base Cost - Base cost of the resource type if ordered after the Standard Cutoff date.
- Click OK.
Comments
16 comments
What if the item is "electricity" or "wireless internet" wouldn’t that be a "consumable" and not "equipment"? An "extension cord" would be considered as "equipment" but what about the "electricity" that runs thru it?
How do you enter a "resource" that is not a food or beverage item to be a "consumable"?
0 upvotes
Hi Penny,
The classes for resource types provide certain functionality so that is why it's important resources are placed in the right class. Class 2 (equipment) and class 3 (consumables) allow for inventory tracking so anything that you would have that would need to have inventory tracked, you would want to make sure has a type that starts with a 2 or a 3. In the case above, I assume there isn't inventory on electricity or wireless internet so you could use any other class, such as class 4 which we use to designate telecommunications.
If you do want items such as electricity and wireless internet to be a class 2 or class 3 because of inventory reasons, as long as you are consistent with what class you put them in, you can use either class 2 or class 3. You can create an order form that is specific to these types of items "Electrical Items" for example, and when they are added to the price list, they will be under that order form and will not be mixed in with any food/beverage or physical equipment items.
Thanks,
Maggie
0 upvotes
How do you add a resource type in V19? In the resource Master I can add items, but not the types.
Thanks in advance!
Kirsti
0 upvotes
Hi Kirsti,
To add a resource type in v19, on the Add Resource screen, enter the new type code in the Type drop-down and either Tab or click off of the drop-down. As long as that type code isn't being used, then you can enter the new type description and additional information.
If the type code is being used, then it will select the existing information from that type code and populate it into the fields.
Thanks,
Maggie
1 upvotes
Very helpful about v19. To note: inactive types will still populate if you re-use a number despite not showing in the drop-down menu.
0 upvotes
Is there a way to allow users to add Resources under selected Types only and not be able to add Resource Types at all?
Business Case: I have already set up the Resource Types for Appetizers, Main Courses etc with the correct settings, GL distribution, Taxes etc. I wish to have the F&B department update their menus and costings but I do not want them to have free range on the entire Resource Master. Is this possible?
0 upvotes
Hi Sean,
It's not possible to prevent users from adding Types. If they have access to add resources, then they have access to add Types as well.
Thanks,
Maggie
0 upvotes
I'd like to see something like this implemented Sean. For now I can only think of creating exception reports to alert us when users stray from there "areas".
0 upvotes
Should be a fairly easy to implement.
Add an access privilege for Allow Add/Edit Resource Types. A second level would indicate the Resource Class they are allowed to maintain.
Change the existing Add/Edit Resource Master Entries to include a second level of detail for Resource Types. Default would be All as is currently the case but you could then select only certain Res Types.
Maggie, do you mind passing this to Product Management for Review? Thanks.
0 upvotes
Hi Sean,
Please submit a case with Client Care and they can ensure it gets routed to the Product Management Team.
Thanks,
Maggie
0 upvotes
Can you only add a new Resource Type by adding a new Resource?
0 upvotes
Hi R.C.,
It is possible to add a new Resource Type without adding a new Resource.
Adding a new Resource Type and adding a new Resource do both utilize the 'Add Resource' window (Main Menu >> Resources). The difference is how the information is filled out on the window.
On the 'Add Resource' window:
-If you are adding a new Resource, in the 'Type' dropdown, you would select the Resource Type that your Resource needs to be associated with.
-If you are creating a new Resource Type, then in the 'Type' field, you would enter the unique numeric sequence for the new Resource Type you are creating.
Side Note: If you need to update existing resources to be associated with this new Resource Type, right click on the Resource and click Tools then Replace Resources. Here, you can update that existing Resources with the newly created Resource Type.
Have a great evening!
Kaitlyn Batliner
Ungerboeck Consultant
0 upvotes
Is there any way to change a type on a resource?
1 upvotes
Hi R.C.
Please see the following article that speaks to replacing resource codes. Through this process, not only can you change the resource code, but can also change the resource type that the resource belongs to.
https://supportcenter.ungerboeck.com/hc/en-us/articles/204557828-Replace-Resource-Codes
Thanks!
Kaitlyn Batliner
Ungerboeck Consultant
0 upvotes
Can you not copy existing Resource Types in V30? The Copy Resource window includes the Resource Code field which is mandatory therefore it creates a Resource instead.
0 upvotes
Hi Gavin,
I checked with our Dev team and it looks like this is a bug. Please enter a ticket and we will get this one fixed for you. Thanks!
Matt Tapley
0 upvotes
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