Order Forms

You assign resources to order forms when the resources are added to price lists. Order forms also help organize resources on the price list. Examples of order forms are Audio Visual, Space Rental and Membership Fees. 

You can configure orders forms that are only available for certain order types (service orders, registration orders, etc.). For example, you may have the Audio Visual and Space Rental order forms available for service orders and the Membership Fees order form only available for membership orders.

If you use space rental charges, you are required to have an order form with a code of “BK”. When the space charges are added to a price list from the Add/Edit Space screen, the resource is added automatically to the BK order form for the price list.

Two order forms are recommended when using statistics: Base Statistics and Optional Statistics. Configure the Base Statistics order form to add statistics automatically to the event, and configure the Optional Statistics order form for statistics you can manually add to the event. Do not use any other order forms for statistics orders. See Statistic Resources for more information.

Add an Order Form

  1. Click the Order Forms link from the Main Menu. The Order Forms page opens.
  2. Click the Add button. The Add Order Form window opens.
  3. Enter the necessary information:
    • Description – Name of the order form displayed to users.
    • Code – Alphanumeric code used by the software.
    • Retired – If checked, the order form is not available for selection in drop-downs.
    • Use For – Determines which order types the order form is available.
      • Service Orders – If checked, the order form is available for service orders.
      • Fulfillments – If checked, the order form is available for fulfillment orders.
      • Membership – If checked, the order form is available for membership orders.
      • Housing – If checked, the order form is available for housing orders.
      • Statistics – Select the type of statistics order to create:
        • Partial – If selected, the statistics items assigned to the order form are available for adding to the event manually but are not added automatically. This allows the option to create a statistics order the event. See Event Statistics for adding statistics to an event.
        • No – If selected, the order form is not available to add to a price list, and no statistics orders are created for the event.
        • Yes – If selected, any statistics items on the order form are added automatically to the event, and a statistics order is created for the event.
  4. Click OK.

Assign an Order Form to Resources

After you configure the order forms, you can assign resources to them when adding resources to a price list. You can assign a resource to more than one order form on a price list. For example, you may assign a table resource to the Equipment order form and to the Audio Visual order form. See Add Items to a Price List for more information.

Change an Order Form

You can change the information for an order form after you have created it. When you change the description for an order form, it updates wherever the order form is used. If you update the order types for the order form, it updates for any orders you add after the change. 

  1. Click the Order Forms link from the Main Menu. The Order Forms page opens.
  2. Select the order form to edit.
  3. Right-click and select Edit. The Edit Order Form window opens.
  4. Make the desired change.
  5. Click OK.

Inactivate an Order Form

If you no longer use an order form but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an order form inactive, it is no longer available for selection when adding resources to a price list.

  1. Click the Order Forms link from the Main Menu. The Order Forms page opens.
  2. Select the order form to make inactive.
  3. Right-click and select Edit. The Edit Order Form window opens.
  4. Check the Retired box.
  5. Click OK.

Delete an Order Form

If you no longer use an order form and don't want to keep a record of it, you can delete it. You can only delete orders forms that are not assigned to resources. You cannot undo the delete process.

  1. Click the Order Forms link from the Main Menu. The Order Forms page opens.
  2. Right-click on the order form to delete.
  3. Select Mark for Delete.
  4. Click the Save button.

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Comments

5 comments

Date Votes
  • Sean Tame

    Is there any plans to increase the length of the Form Code to something more usable than 2 characters?  It is quite restrictive and not consistent with other coding areas of the system.

    Thanks.

    1 upvotes

  • Bonnie Ma

    Is that mean we would not able to have more than 1 order forms for space booking (BK), right?

    Thanks

    0 upvotes

  • Americas Ungerboeck Consulting

    Bonnie - that is correct. The Space Booking (BK) order form should hold all of the space rental rates, no other order forms should be used for charging for space rental. Thanks.

    Mark F

    0 upvotes

  • Kris Corrigan

    Hi

    is there anyway to amend the items on a form to another form, I've tried to re-add these (under another form) to the list but unable as they already exist.

    Thanks

    Kris

    1 upvotes

  • Sharon Whitehall
    • Edited

    Kris,

    What kind of items are you talking about?  What version are you on?  You can add the same items to multiple forms.

    Sharon

    0 upvotes

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