You can configure the software to use the ordered event or function attendance for a service order item quantity. This is the most accurate way to ensure the correct number of items are ordered based on the attendance of the event or function, and automatically adjusts the units for the service order item if the attendance changes. You can only link an item to the ordered attendance, not the actual attendance.
This is often used when you need to order a certain number of items per attendee (chairs, room setups, food and beverage items, security staff, etc.) that is connected to the event or function attendance to accommodate for attendance number changes leading up to the event. The attendance field on an event or function is typically used as the "guarantee". (When connecting attendance to an order item, it may not always be a one-to-one relationship; you may use ratios to configure the resource item.)
To configure a service order item to use the event or function attendance for the quantity:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event for the attendance and service order.
- Right-click and select Edit -> Edit. The Edit Event screen opens.
- Enter a value into the Attendance field. This is the event attendance. To enter function attendance:
- Select the event for adding the attendance from the Events screen.
- Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
- Enter the attendance value into the Ordered Attendance field.
- Click OK.
- Click OK on the Edit Event screen. You return to the Events screen.
- After adding the attendance to the event and/or function, you need to add the service order. On the Events screen with the event still selected, right-click and select Add -> Orders -> Add Service Order. The Add Service Order screen opens.
- Select the Items tab. You may need to click the Search button on the Items tab to display the available service order items.
- Right-click on the column headers and select Show Columns.
- Select the Event Attendance and/or Function Attendance columns to display on the screen and click OK.
- Locate the item on the items tab you want to link to the attendance.
- Click on the icon in the Event Attendance or Function Attendance column. The Units field for the item becomes gray and uneditable. The attendance value entered in step 4 displays. To remove the link, click the icon again and the Units field becomes available for editing.
- Click OK. Whenever the event attendance or function attendance is updated, the units on the item linked to the attendance value is automatically updated on the service order.
After you add a service order, you can still add a link to event or function attendance or remove the link between the item and the attendance:
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event with the service order items to update.
- Right-click and select Edit -> Edit. The Edit Event screen opens.
- Select the Service Order Items tab.
- Select the item with the attendance link.
- Right-click and select Edit -> Edit. The Edit Service Order Item screen.
- Select the appropriate attendance value from the Based On drop-down. Selecting no value in the Based On drop-down removes the attendance link.
- Click OK.
Comments
6 comments
We have used the 'based on' functionality for both order attendance and function attendance for a long time. I have been testing this today with package orders - until now we have not used this type of order with this functionality but are using packages more and more. When basing package orders on attendance, only the header units update and not the package detail. If you open the detail items to edit the 'based on' field is not available.
Is this by design? I need to know to advise users if packages may or may not be used for this feature.
I am using version 20.9 L
0 upvotes
Hi Theresa,
The package details aren't tied directly to the attendance but rather tied to the package header units. If your package header units changes, then your package detail units change based on how your package details are configured. So in this scenario, you'd tie your package header to your attendance and then the details would change based on the value in the header.
Thanks,
Maggie
0 upvotes
Can you set the item to use function attendance in an event profile. I can't see the field to set this.
0 upvotes
Hello Theresa,
Yes that functionality should be there. I'm not exactly sure what field you are unable to find without more detail. If it is the 'Order Attendance' field you are looking for, that can be located on the function grid, or if you edit the function to see it on the function window.
Tyler Lewis
Business Analyst
0 upvotes
@... yes, I have that field but you need to indicated with field in the service order which items are using the order attendance. From memory, in the order item, there should be a field that says 'use function attendance'. That's the field I am unable to locate.
0 upvotes
Thanks Theresa,
I believe the field you are looking for is the 'Event Attendance' or 'Function Attendance'. This can be found on the Add Service Order window. By double clicking the little chart, it will update the attendance in the units field of that item.
Tyler Lewis
Business Analyst
0 upvotes
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