A resource is an item available for ordering or use. Every resource is attached to a resource type. See Resources Overview for more information about resource types and resources.
To add a new resource:
- 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 - Resource type for the item.
- Resource Code - Unique alphanumeric code for the item.
- Resource Code Description - Name of the item.
- U/M - How the item is measured when ordered. For example, by the case, by the dozen, hourly, daily, square foot, meters, etc.
- Per - Number of items allowed followed by the frequency (unit of time) (daily, per event, day, week, afternoon, hour, etc.).
- Department - Department for the item. 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. When ordering the item, the items on the setup, package, feature or menu are automatically added to the order.
- Tax Scheme - Tax scheme for the item. The tax scheme is used to determine which taxes are added to the order when the item is ordered. See Resource, Account and Event Tax Schemes for more information.
- Service Charge Scheme - service charge & gratuity scheme for the item. The service charge & gratuity scheme is used to determine which service charges, delivery fees, processing fees, gratuities, etc. are added when the item is ordered. See Service Charge & Gratuity Schemes for more information.
- GL Distribution Scheme - GL distribution scheme for the item. 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 item. 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 item.
- Sensitivity - Determines which reports display the item. Public and External display on external reports. Privileged and Internal display on internal reports but not on external reports.
- Usage - Usage for the availability of the resource type as configured on the Availability tab. Only available for class 1 and 5 resource types.
- Calculation Sequence - For tax resources (class 8), order the taxes/gratuities are processed at order time. For non-tax resources (all other classes), this is the resource print sequence which controls the order the resources print in for reports.
- 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 items 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.
- The Billable checkbox will not be editable if the resource is attached to any package which uses detail pricing (instead of header pricing).
- 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 item is calculated as a daily rate. Only available for items assigned to an Hourly unit of time (U/T).
- Memo - If checked, the item charge is added to the order but is not included in the order totals, applied to the GL Distribution or tax calculation. This is configured on the Resource Type.
- Internal - If checked, the item has no charge and does not appear on external reports.
- Resource Detail - If checked, the item is also available in the Inventory Items page. Typically used for class 2 and 3 resources. Not applicable to class 8 resources.
- Discounts/Surcharges Section
- Discount/Surcharge Resource - Discount or surcharge resource used when a discount or surcharge is applied to the item. Configured on the resource type.
- Discount/Surcharge GL Distribution - GL Distribution used when a discount or surcharge is applied to the item. Configured on the resource type.
- Discount Exempt - If checked, the item does not have to use a separate discount resource to represent the discount amount. This check box overrides the discount resource assigned to the resource type.
- Groups Section
- Major - Inventory major group for the item.
- Minor - Inventory minor group for the item. The selected minor group controls which user defined fields are available for the item.
- Attributes - Opportunity type with the user defined fields that contains the attributes for the item. The selected attributes are displayed in Exhibitor Service Center.
- Billing Group - Billing group for the item. This is used with payment plans.
- Mgmt Report Code - Management report code for the item. You can use management report codes for reporting and/or GL distribution purposes.
- Display Section
- Show Start Date - If checked, the start date for the item displays on reports.
- Show Start Time - If checked, the start time for the item displays on reports.
- Show End Date - If checked, the end date for the item displays on reports.
- Show End Time - If checked, the end time for the item displays on reports.
- Show Units - If checked, the item units display on reports.
- Show Rate - If checked, the item rate displays on reports.
- Show Extended Charge - If checked, the extended charge for the item displays on reports.
- Order Item User Fields Type - Opportunity type with the user defined fields for the item. 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 item is needed.
- Strike Hours - Number of hours after the item end time the item is needed.
- Real-Time Inventory Check - Type of inventory checking to perform when the item is added to an order. If the item added to the order has a lead date that exceeds the current date plus the item lead hours, then no inventory checking is performed.
- Do not perform a check - No inventory checking is performed for the item.
- Warn if quantity is exceeded - User adding the item to the order receives a warning that the inventory for the item is exceeded; however, the user can still add the item to the order.
- Stop if quantity is exceeded - User adding the item to the order is stopped from adding the item if the inventory for the item is exceeded.
- Booth Resource Section
- Use as Booth Resource - If checked, the item is designated as 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 the booth for validation. Only available if Open Sides is selected as the Booth Type.
- Settings Section
- Select the Cost tab.
- Enter the necessary information:
- Base Cost - Base cost of the item.
- Advance Base Cost - Base cost of the item if ordered prior to the Advance Cutoff date.
- Standard Base Cost - Base cost of the item if ordered after the Advance Cutoff date but before the Standard Cutoff date.
- Late Base Cost - Base cost of the item if it is ordered after the Standard Cutoff date.
- Select the Resource Spaces tab. This controls which items are available for selection when using Order Processing with Online Space Bookings. If no resource spaces are configured for a resource, it is available for all spaces. Skip to step 12 if you do not need to configure resource spaces.
- Click the Manage Resource Spaces button. The Manage Resource Spaces window opens.
- Select the space(s) for the resource in the Available panel. Use Ctrl+Click or Shift+Click to select multiple spaces.
- Click the single right arrow button to move the selected space(s) to the selected panel.
- Click Save.
- Click OK.
Comments
21 comments
Can anyone tell me what is the functional difference between a Feature, a Setup and a Package?
In a resource setup I can select either but what difference does it make which is chosen?
Likewise in Space Master, on a space I can add Features and Setups. Again what's the difference and, if I add both, which should be selected in the equivalent resource?
Finally, is there any way of configuring these so that when you select a particular 'Requested Setup' in a space booking row of an event that an order for that package/setup is created?
0 upvotes
Hi Steve,
Setups are the way a room can be arranged--typical examples are Classroom, Theater, or Hollow Square. When you configure setups, you can tie the setup to a resource package that outlines the furniture needed to set up the room in that fashion.
Features are characteristics about a room or space—typical examples are ceiling height and area. Also typical are “selling points” of the space such as floor-to-ceiling windows, ocean view, or built-in sound system.
Both Setups and Features can be added as attributes for a space, which is why you can select these when you are adding/editing a space. When you book a space on an event, there is an additional column that can be added to the booking called “Requested Setup.” Please note this does not automatically add a service order.
A package is a group of resources. When the package is ordered, all of the resources listed within the package are added to the order.
To order a setup for a room, you would add the setup package to a function. When ordering the setup package, it will add all of the items that are contained in the package, based on the unit of measure used on the package-typically number of persons. So, if you have a Classroom setup, and you have created a setup package for it that includes 1 table and 3 chairs per each 3 persons, if you order that Classroom setup on a function, and indicate it is for 30 persons, it will automatically add 10 tables and 30 chairs to the order.
Please let me know if I can further assist you with this.
0 upvotes
My Discounts section is greyed out (except for the "Exempt:" selection box). How can I change this in order to add discount resources to resources?
0 upvotes
Ricardo, are you editing a Resource or a Resource Type? This option is only available for Resource Types. This should be indicated above as it is something I wasted a lot of time on once.
0 upvotes
Hi Ricardo & Sean,
Sean is correct that it is available only for resource types. I updated the article to make it more clear that it is configured on the resource type.
Thanks,
Maggie
0 upvotes
Bingo!
I notice now too that that the article on configuring surcharge resources (https://supportcenter.ungerboeck.com/hc/en-us/articles/211809997) is explicit about making that change at the resource type level.
Thanks!
0 upvotes
hello, can someone let us know how putting in base costs and associated costs filter upward to a price list or an order item? It seems there are places on order items for cost, on price list items for cost and for resources on cost, but none seem to be affected by any other. thank you.
1 upvotes
Eileen, from memory there used to be a synchronise option which had check boxes to determine which elements of the resource(s) you would like to update on the price list and orders.
Does that help?
0 upvotes
Thanks Lee - it's a great start. I think that is probably exactly what we are looking for. Now I've got to figure out how to do it. I see under Tools there is a cost synchronization option for v19 on both resources and on price lists but I can't see how they actually affect each other. I am searching the knowledge base to see if I can find something on it. thanks again for pointing me in the right direction.
0 upvotes
Hi Eileen,
The Synchronization goes from the Resource to the Price List. So, if you place a cost on the Resource, then synchronize, it will feed over to the Price List.
0 upvotes
Thank you Katie - are there any written "steps" for it? I put a cost on a resource, chose Tools/cost synchronization and when I end up in V19 the resource area is blank. I then typed in the resource code, hit refresh and got nothing so I can't seem to get anywhere from the resource area.
If I go to a pricelist item and choose cost synchronization, it at least shows me the pricelist it is coming from. then when I chose process, it says it reprocessed orders but I don't see what actually got changed on the order since the unit cost still shows up as zero.
0 upvotes
Eileen - there are not any written steps for it, however, high-level this is how it flows:
*important note - it is designed to be used in conjunction with Inventory Items
1.) Update the Cost on the Resource Item. This can be done either from the Price List (Edit Resource) or from the Resources window.
2.) Once you have saved the resource and the updated associated cost, you can then click "Synchronize Cost (v19). This takes you to a window where it is asking you to select the corresponding Inventory Item. If there is only one inventory item, it will be pre-selected for you. You can then click "Process."
3.) If there are orders associated with the item, and you are updating the cost on those items for purposes of P&L, a summary window will appear and show you which orders were updated.
Please let me know if I can provide additional assistance.
0 upvotes
Katie, that's what I did, but on the v19 window, the resource (or inventory item) does not display. Is it because we are not managing inventory anywhere? We have not worked with inventory at all.
also I am still trying to figure out what actually got updated on my orders when I synchronized from the pricelist item to the specific orders that had that resource in it. to me they look the same. thank you
0 upvotes
Eileen - You are correct. In order for the cost to sync with the items, you must have items in the Inventory Items window that are connected to those resources.
0 upvotes
Hi folks. Is there a way to synchronize the Base Cost of a Resource to its Price Lists? I see a "Cost Synchronization (v19)" in Tools, but our v19 has been decommissioned.
0 upvotes
Shannon -- What version are you on? 96 and forward the Cost Synchronization is in v20/v30.
0 upvotes
Hi Sharon. I assumed that might be the case. We actually have a meeting today with Ungerboeck and my IT team to go over our impending upgrade to .96. I will let folks know that they will see the synchronization in .96 and beyond. :)
0 upvotes
Hello,
What should the size of the Main Image/Thumbnail Image be for OSB?
0 upvotes
Hi Michelle,
Below are the optimal image sizes for the Resources that will be made available on Order Processing component of OSB:
Main/Title Image: 200x150 (4:3 ratio)
Details Image: 275x206 (4:3 ratio)
Larger Image on Details: 500x375 (4:3 ratio)
If you have any further questions on OSB configuration items, I do recommend reaching out to your onboarding consultant who can speak specifically to your business use case.
Regards,
Kaitlyn Batliner
Senior Consultant
0 upvotes
Thank you Kaityln!
0 upvotes
Hi
Is there a way add a large number of resources to the system in one process?
Kris
2 upvotes
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