Events
When your organization holds events, such as annual conferences, meetings, or seminars, you can use UX 365 to manage all of the details for those events, such as registrations, sessions, meeting locations, facilities, speakers, and exhibits.
This information is divided into the following chapters:
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Event and Meeting Setup
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Facility and Speaker Setup
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Meeting Transactions and Processing
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Exhibits and Booths Setup
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Exhibit and Booth Transactions
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Promotion Packages
Event and Meeting Setup
When your organization is planning an event, you can set up records in UX 365 to track the information about the event: meeting sessions, exhibits, registration, speakers, facilities, and so on. You will use the records you set up when you begin processing attendee registrations, generating invoices, and tracking the event revenue.
This chapter focuses on event and meeting setup. For information about setting up facilities and speakers, see Facility and Speaker Setup. For information about setting up exhibits, see Exhibits and Booths Setup.
This chapter includes the following topics:
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Configuring meeting setup registration system defaults
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Creating location types
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Creating locations
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Setting up location detail
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Creating badge and ticket types
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Setting up event badges and tickets
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Event revenue recognition and account types
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Setting up events
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Setting up meetings
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Copying a meeting
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Setting up sessions
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Copying a session
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Setting up registrations
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Copying a registration
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Setting up registrations with restricted sessions
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Setting up registrations with packaged sessions
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Setting up registration cancellation fees
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Setting up registration cancellation reasons
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Setting up session and registration prices
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Setting up complimentary registrations and sessions
Configuring meeting setup and registration system defaults
UX 365 allows you to define system-wide defaults for session setup, meeting participant name formats and for enabling transfers from one participant to another using UX 365 Application Parameters, as described below. These configuration settings should be addressed as part of your meeting setup.
Restricting session conflicts in registration package setup
You can configure your system to restrict creating a packaged registration setup that includes conflicting sessions. For example, if you enable this feature and your meeting setup includes two or more sessions where the session times conflict, you will not be able to include the conflicting sessions in the setup for a packaged registration. If you do not enable this feature, you will be able to include conflicting sessions in the setup for a packaged registration, but when registering for a meeting using this packaged registration, the system will not create sessions registrations for sessions that conflict.
Important
If you configure your system to disallow packaging conflicting sessions in the registration setup, UX 365 will return a warning that advises the user that conflicting sessions are not allowed. The warning identifies the conflict and advises the user to select a different session.
If you configure your system to allow packaging conflicting sessions in the registration setup, no warning is presented during setup. However, when processing a meeting transaction for a packaged registration that includes conflicting packaged sessions, the system will only register the first session; remaining sessions that conflict will not be added.
To configure this restriction for your system, in the Side Navigation Menu, select the Settings work area > App Config Values. Locate and open the parameter PARestrictConflictingSession.Enable.
Set the Config Value field based on your organization’s requirements:
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TRUE – Recommended value. Enter this value to restrict setup of registration packages with conflicting sessions.
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FALSE – Not recommended. You should not allow a packaged registration that contains conflicting sessions.
Click Save & Close to save your change and close the record.
Defining participant and guest name formats
You can choose whether UX 365 formats participant and guest names on registrations as “LastName, FirstName MiddleName” or “FirstName MiddleName LastName.” For example, depending on how your system is configured, a participant’s name could appear as “Adams, John Quincy” or “John Quincy Adams.”
When you enter a registration, if the Info Same As Contact option is set to Yes, the system will fill in the Participant Name and Guest Name fields with the selected contact’s name using the format you have selected. (If the Info Same As Contact option is set to No, you will need to enter the appropriate information in the Participant Name and Guest Name fields.)
Note
When you select the participant and guest name format for registrations, the system will use the same format for registrations created in UX 365 or in MX Online.
To configure participant and guest names formats for your system, in the Side Navigation Menu, select the Settings work area > App Config Values. Locate and open the parameter PAMeetings.ParticipantName.
Set the Config Value field to the method that your organization uses:
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LN, FN MN – Enter this to use “LastName, FirstName MiddleName” as the name format.
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FN MN LN – Enter this to use “FirstName MiddleName LastName” as the name format.
Click Save & Close to save your change and close the record.
Enabling registration transfers
You can configure your system to allow the transfer of a meeting registration from one contact to another. If you enable this feature, you can substitute one participant for another, instead of canceling one meeting registration for the original participant, and then entering a new registration for the new substitute participant.
You will enable this feature by setting the value of the PAEvent.TransferParticipants.Showbutton application parameter. Enabling this feature will display the Transfer Registration button on the Actions toolbar of the Event Participants View list.
To enable registration transfers for your system, in the Side Navigation Menu, select the Settings work area > App Config Values. Locate and open the parameter PAEvent.TransferParticipants.Showbutton.
Set the Config Value field based on your organization’s requirements:
Click Save & Close to save your change and close the record.
Creating location types
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You can use location types to classify the types of locations your organization uses for events. For example, your organization might use hotels and convention centers for your events.
There are no default options for this option set field. If your organization classifies location records by type, contact your Protech representative or your System Customizer for customizing this field in your organization’s custom solution. Location types can be customized before or after you set up your locations.
Important
Always follow guidance provided in the UX 365 – Customization Guidance document that is available in the Resource Center.
From the Waffle button > select the Power Apps > Solutions > [your organization’s custom solution] Select Location Entity to display a list of entity components.
Note
Only users with system customization security access will be able to set up committee categories.
Locate and double-click to open the pa_locationtype field.
Click on Edit option set button, you will see a list of existing items (categories). Click Add new item to create a new item.
On the right side of the Options click on the ellipses > View more, the system defaults the Label name of the new item to “New Option” and an assigned option value. Override the default label with the name of the new item you wish to add and override the option value with a unique value greater than 1000 so that custom options are readily recognizable. They will be preserved during the upgrade process.
Repeat steps for each location type option value you want to add.
Click Done > Done > Save Entity.
Select Solutions > Publish All Customizations on the toolbar. This will update the database to include the new cancellation reasons.
Creating locations
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You can create location records for the places your organization holds events and meetings, such as hotels or convention centers. Location records are required if you need to calculate tax on meeting registrations as the tax is based on the meeting location address.
You can also establish specific location details – rooms at the location – if your event has many concurrent activities. While location details are not required for setting up events or meetings in UX 365, you can use this feature to manage meetings where you have multiple sessions occurring simultaneously in several different meeting rooms. It will also allow your organization to track greater detailed history about your event.
All of the location records you create will be available for all events. For example, you can create a location record for the convention center where you are holding your organization’s annual meeting, and several location detail records for the various meeting rooms at that location. Besides using those location records for your annual meeting, you will be able to use them for any other events you hold there.
Important
UX 365 calculates taxes for meeting registrations based upon the address data in the location record assigned in the registration and session setup for a meeting.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Location to view a list of Active Location records.
Click New on the toolbar to create a new location record. In the General tab of the Location record, enter the general location setup information:
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Name – Enter the name of the location. (You may enter a name even if you do not intend to associate the location with an account record in your database.) If you select an existing account in the Account field, the Primary Address Name of that account will appear here as a default entry.
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Location Type – Select the location type from the list. (You can modify this list to fit the way your organization classifies event locations. For more information, see Creating location types.)
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Account – If the location is associated with an account record in your database, click the Lookup button to select the location’s account record. The name and address information from the account record will appear in this record.
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Address Line1 – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter the first line of the mailing address.
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Address Line2 – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter the second line of the mailing address.
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City – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter the city.
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State or Province – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter state or province.
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Postal Code – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter the postal code
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Country – If you selected a record in the Account field, the primary address information from that record will appear here. Otherwise, enter the country. Leave this blank for US addresses.
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Primary Contact – If you have a contact at the location, click the Lookup button to select the contact record.
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Phone – If you selected a record in the Account field, the main phone information from that record will appear here. Otherwise, enter the telephone number to use for contacting the location.
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Fax – If you selected a record in the Account field, the fax information from that record will appear here. Otherwise, enter the location’s fax number.
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Email Address – Enter the preferred e-mail address for the location.
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Web URL – If you selected a record in the Account field, the web site information from that record will appear here. Otherwise, enter the location’s internet address.
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Owner – Displays the user ID of the user who created this record. Do not change this field.
Click Save to save this location record. After saving this record, other options on the left navigation panel are activated:
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Location Detail – Displays the location details—such as rooms, banquet halls, or other areas—for this location. If no records have been created yet, you will begin that process here. For more information, see Setting up location detail.
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Facility Setup – Displays all facility setup records related to this location record. Do not create new facility setup from this view.
Click Save to continue working with this record by setting up location detail records for this location, as described below, or click Save & Close.
Setting up location detail
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Location Detail allows you to enter the names of rooms, banquet halls, or other areas at the location. You can assign these to meeting activities in order to support output such as tickets, registrant rosters, etc.
From the list of existing location records (In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Location), open the location record where you want to add location detail.
In the Related tab, select Location Detail to open the Location Detail Associated View. Click Add New Location Detail on the List View toolbar to open a new Location Detail record.
In the Quick Create: Location Detail form, enter the name of the location detail. For example, enter “Cleveland Ballroom.”
Click Save & Close to save this record. After you save & close the record open it, the following option in the Related tab of the Location Detail record is activated:
Click Save & Close to save the location detail and return to the Location record. Save & Close the location record.
Creating badge and ticket types
You can use badge and ticket types to classify the types of badges and tickets your organization uses for events. For example, your organization might use regular and VIP badges for your events. Your system is deployed with the following core options:
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Regular Badge
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VIP Badge
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Regular ticket
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VIP Ticket
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Rep Badge
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Rep Ticket
You can create additional badge and ticket types before you set up your badges and tickets, or you can create the types and assign them after you set up badges and tickets.
Important
Always follow guidance provided in the UX 365 – Customization Guidance document that is available in the Resource Center.
From the Waffle button, select the Power Apps > Solutions > [your organization’s custom solution]. Select Event Badge and Ticket Setup Entity to display a list of entity components.
Note
Only users with system customization security access will be able to set up badge and ticket types.
Locate and double-click to open the pa_badgetypecode field.
Click on Edit option set button, you will see a list of existing items (Badge/Ticket Types). Click Add new item to create a new item.
On the right side of the Options click on the ellipses > View more, the system defaults the Label name of the new item to “New Option” and an assigned option value. Override the default label with the name of the new item you wish to add and override the option value with a unique value greater than 1000 so that custom options are readily recognizable. They will be preserved during the upgrade process.
Repeat steps for each option value you want to add.
Click Done > Done > Save Entity.
Select Solutions > Publish All Customizations on the toolbar. This will update the database to include the new cancellation reasons.
Setting up event badges and tickets
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Follow this procedure to set up all the available badges and tickets for your event.
Note
All of the Event Badge and Ticket records you create will be available for all events.
In the Side Navigation Menu , select the Meetings work area > Meeting Settings > Event Badges and Tickets Setup to view a list of existing records.
Click New on the List View toolbar to create a new badge or ticket record. In the General tab of the Event Badge and Ticket record, enter the following information:
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Badge/Ticket Type – select the type for this record
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Name – Enter a name for this badge or ticket record.
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Badge/Ticket Text – Enter the text that you want to appear on the badge or ticket. This text is optional and is used for reporting purposes only.
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Owner – Displays the owner of this record.
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Badge or Ticket – Select whether this is to be a record for a badge or a ticket. This field is used for reporting.
Click Save & Close to save the badge or ticket record and return to the Event Badges and Tickets list.
Event revenue recognition and account types
If your organization defers revenue for events, UX 365 gives you two options for how to recognize event revenue:
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Revenue Recognition by Event – You can recognize all of an event’s deferred revenue at once, after the event is over and all of the associated transactions have been entered and posted. During the revenue recognition by event process, the system automatically updates the event meeting and exhibit product GL accounts, replacing the deferred by event Primary GL account with the revenue account.
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Revenue Recognition by Date –You can recognize portions of an ongoing event’s revenue by date. For example, assume that you offer training that takes place in a series of meetings spread over several months. Each month, you can recognize a portion of the revenue for that training.
You can use both methods within a single organization, but you cannot mix methods for a single event.
Deferred revenue account types
When you set up all of the records associated with an event—meetings, sessions, registrations, and exhibits—you will select the General Ledger accounts that you want to use for the event’s deferred revenue, and for recognizing the deferred revenue. UX 365 has two possible account types for event revenue recognition: Deferred – by Date and Deferred – by Event.
You will determine whether an event’s revenue is recognized by event or by date when by selecting the appropriate account type for the deferred revenue account.
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If you want an event’s revenue to be recognized by event, you must select a Deferred – by Event account.
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If you want an event’s revenue to be recognized by date, you must select a Deferred – by Date account.
See Event and Meeting Setup for information about setting up events, meetings, registrations, and sessions. See Exhibits and Booths Setup for more information about setting up exhibits.
Important
When setting up an event and all of the associated meetings, sessions, registrations, and exhibits, you must use the same account type for the deferred revenue account. All of the records associated with a single event must use the same account type—either Deferred – by Event, or Deferred – by Date. Mixing the account types within a single event will cause errors during the revenue recognition process.
Setting up events
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To set up a meeting in UX 365, you must first create an event record. Event records are the “master” records for any event your organization holds. This chapter focuses on meetings; for information about exhibits, see Exhibits and Booths Setup.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records.
Click New on the List View toolbar to create a new event record. In the General section of the Event record, enter the following information:
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Name – Enter a name for this event record (for example, 2016 Annual Conference). Follow your organization’s naming conventions.
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Code – Enter a meeting code. This code will be appended to all activity codes associated with this event, so we recommend keeping the code simple and short – for example, 2016ANNUAL. Use only numbers and letters. Do not use spaces, symbols or other special characters.
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Description – If desired, enter a description of the event. This text can be used for reporting.
Click Save to activate the following options in the Related tab:
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Meeting Setup – Displays the meeting associated with this event. If one has not been created yet, you will begin that process here. For more information, see Setting up meetings.
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Exhibit Setup – Displays the exhibit associated with this event. If one has not been created yet, you will begin that process here. For more information, see Exhibits and Booths Setup.
Click Meeting Setup in the Related tab to continue with setting up a meeting, as described below. See Setting up meetings for more information. Or, click Exhibit Setup to continue with setting up an exhibit. See Exhibits and Booths Setup for more information. Otherwise, click Save & Close to save the event and return to the Events list.
Setting up meetings
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Each event you create can have multiple meetings associated with it, which you will set up from the Related tab of your event record. (An event can also have associated exhibits; for more information, see Exhibits and Booths Setup.) When you set up a meeting, you will enter information about the meeting’s capacity, when the meeting starts and ends, and when registration opens and closes. You will also set up the basic accounting information for the meeting.
Besides the basic meeting information, you will also need to enter information about any sessions and the registration requirements for the meeting. Pricing for meetings is managed through registrations and sessions; there are no prices directly associated with a meeting setup record. For more information about sessions and registration, see Setting up sessions and Setting up registrations.
Note
There is a one-to-many relationship between an event and its meetings. You must create an event before you create a meeting. For more information about events, see Setting up events.
From your event setup record, click Meeting Setup in the Related tab. Click Add New Event Meeting Setup on the List View toolbar to create a new meeting.
In the General tab of the Meeting Setup record, enter the general meeting setup information:
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Name – Enter the name of the meeting.
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Event – Displays the name of the event.
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Start Date – Enter the date the meeting starts. If you have pre-conference activities that you will track as part of this meeting, the start date should include them.
- End Date – Enter the date the meeting ends. If you have post-conference activities that you will track as part of this meeting, the end date should include them.
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Registration Starts – Enter the date you will begin accepting registrations for this meeting. It may be earlier than the meeting start date. This field is for your information only; you can use it on reports.
- Registration Ends – Enter the date your organization stops accepting registrations for the meeting.
- Currency – If you are working in a single currency environment, by default, your preferred currency appears in this field. Otherwise, you will need to select the Currency.
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Single Currency – Applies only to customers in a multi-currency environment where the application parameter PAMultiCurrency.Enable = true. For those customers, by default, this field is checked in a new meeting setup. Leave this field checked if you wish to limit meeting registration transactions by the Currency selected for this meeting setup. If you do not want to limit meeting registration transactions by Currency, uncheck this field . For additional information, see Managing Single Currency Sales Products, Meetings and Exhibits.
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Description – Enter a description of the meeting, if desired.
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Maximum Capacity – Enter the maximum number of meeting registrants permitted. If you enter a meeting registration that exceeds this capacity, and the setting for Waitlist Off is No, you will be asked if you want to add the registrant to the meeting waitlist. For more information, see Event meeting waitlists.
Important
When configuring maximum capacity and waitlist controls in meeting and session setups, Protech recommends that you carefully evaluate these controls when creating packaged registrations. For example, in the situation where the meeting has reached maximum capacity and meeting Waitlist Off = No, and you create a meeting transaction for a packaged registration that contains sessions with maximum capacity control, UX will place the participant on the meeting waitlist. If the waitlist condition is cleared, UX will register the participant and create the packaged session registrations. If, however, one or more of the packaged sessions has reached maximum capacity, UX will waitlist those sessions. Additionally, if a packaged session has reached maximum capacity and session Waitlist Off = Yes, UX will not register or waitlist the participant for that session. The unintended consequence is the sale of a packaged registration that may not include registrations for all sessions in that package.
- Waitlist Off – If you want to turn off the waitlist for this meeting, click to select Yes. If you attempt to add registrants beyond the maximum capacity for this meeting, they will not be added to the waitlist, nor will they be registered.
- Meeting Type – This option set field is optional and can be used either for reporting or for MX Online. There are no default options for this field deployed with your system. If you organization uses this field, your System Customizer will need to add options to this field in your organization’s custom solution. Each new option should be assigned a label and distinct sequential value that begins with a starting sequence = 101 for the first added option.
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Meeting Closed – Displays No by default. If this meeting has been closed, click to select Yes. For more information, see Closing a meeting.
- Location – Click the Lookup button to select the meeting location.
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Location Detail – If this is a smaller meeting where the entire session takes place in a single room, click the Lookup button to select the room or hall where the meeting will occur. For larger meetings with multiple locations, leave this field blank.
In the Accounting tab, enter the meeting accounting setup information:
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Company – The system will automatically populate this field with the company record flagged as the default company in your set up. If you need to make a change, click the Lookup button to select the appropriate accounting system company for this product. This controls where accounting data will post during the posting process and controls the display of GL accounts available in the GL account lookup fields. All registrations and sessions that are created for this meeting will inherit the accounting company selected here.
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Taxable – If the registrations or sessions for this meeting will be taxable, mark this option. If you mark this option, any new registrations and sessions you create for this meeting will be marked as taxable. However, changing this option for a meeting will not change the taxable status of already existing registration and session invoice transactions.
Note
Tax on meeting registrations and sessions is based on address in the location record in the registration and/or session setup.
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Primary GL Account – Click the Lookup button to select the general ledger account number for revenue associated with this meeting. If your association defers meeting revenue, enter the deferred account here. If your association does not defer meeting revenue, enter the revenue account here. All registrations and sessions that are created for this meeting will inherit the primary GL account selected here.
Important
The type of deferred account selected will govern how you will recognize revenue for this event. For information about selecting the appropriate deferred account, see Event revenue recognition and account types.
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AR Account – Click the Lookup button to select the accounts receivable general ledger account for this meeting. All registrations and sessions that are created for this meeting will inherit the AR account selected here.
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Secondary GL Account – This field is enabled and required when the Primary GL account selected is a deferral account. If your association defers meeting revenue, click the Lookup button to select the revenue account here. (The deferred revenue account should be the primary account). This information will be used when the event revenue recognition process is performed according to your organization’s business rules. All registrations and sessions that are created for this meeting will inherit the secondary GL account selected here. If your organization does not defer revenue, this field is disabled.
Important
If you make changes to the accounting information for a meeting that already has registrations and sessions set up, and you also want those accounting information changes to apply to the registrations and sessions setup, click the Update Accounting Information button on the Record toolbar. (If there are any transactions for the meeting, you will not be able to use the Update Accounting Information button to change the accounting information for registrations and sessions.)
Click Save to save this meeting. After saving this record, other options in the different tabs within the Meeting setup record are activated, as follows:
- Registration Setup – Displays the registration for this meeting. If no records have been created yet, you will begin that process here. For more information, see Setting up registrations.
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Session Setup – Displays the sessions (activities) associated with this meeting. If no records have been created yet, you will begin that process here. For more information, see Setting up sessions.
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Facility Setup – Displays the facilities for this meeting. If no records have been created yet, you will begin that process here. For more information, see Setting up a facility for a meeting.
The Web Details tab is used with Protech’s MX Online, and will be set as needed during that implementation:
Click the User Defined Fields tab to set up labels for additional fields you can use to track custom information about meeting participants during the registration process. For more information, see User-defined fields to track meeting attendee information.
Click Save & Close to save the meeting and return to the Event Meeting Setup Associated View, or click Save to continue working with this record to create user-defined fields (see User-defined fields to track meeting attendee information for more information), session setup (see Setting up sessions for more information) and registration setup (see Setting up registrations for more information).
Update Accounting Information
If you make changes to the accounting information for a meeting that already has registrations and sessions set up, and you want those accounting information changes to apply to the existing registrations and sessions setup records, click the Update Accounting Information button on the Record toolbar.
Note
If there are any transactions for the meeting, you will not be able to use the Update Accounting Information button to change the accounting information for registrations and sessions.
User-defined fields to track meeting attendee information
If you need to track custom information about your meeting attendees, you can set up a number of user-defined fields that will be available when you enter meeting registrations. For example, you can have fields you use for tracking emergency contact information. The fields you define on the User Defined tab in the meeting setup will appear when you create a meeting registration invoice transaction.
Each meeting setup can have its own user-defined field setup. Any fields you assign labels for will appear in the User Defined area of the Registration record when you register attendees for this meeting.
In your meeting setup record, click the User Defined Fields section.
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Logic Fields (Yes/No) – To set up fields to track Yes/No information, type labels in the Logical Fields (Yes/No) section. For example, if you want to identify registrants who have not attended this event previously, you could type the label “First Time Attendee.”
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Numeric (currency) fields – To set up fields to track currency information, type labels in the Numeric (currency) fields section. For example, you can enter labels to track information such as income levels or donation amounts.
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Date fields – To set up fields to track date information, type labels in the Date fields section. For example, you can use these fields to track a registrant’s certification or graduation date.
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Text (alphanumeric) fields – To set up fields for free-form text information, type labels in the Text (alphanumeric) fields section. For example, you could use these fields to record notes about special accommodation needs for a registrant or emergency contact information.
Click Save & Close to save the meeting and return to the Events list, or click Save to continue working with this record to create session setup (see Setting up sessions for more information) and registration setup (see Setting up registrations for more information).
Copying a meeting
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You can copy registration, session, and facility information from an existing meeting to a new meeting, eliminating the need for re-entering the similar data. When you copy a meeting, you have the option to copy sessions and registrations only, or to copy sessions, registrations, and facilities to the new meeting.
There is a one-to-many relationship between an event and its meetings. Therefore, to copy a meeting’s details into a new meeting, you must first create the shell—that is, set up the basic information—of the new meeting by creating a new event or selecting an already existing event and a new meeting.
In the Side Navigation Menu , select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Create a new event (see Setting up events) or select an existing event.
Once you have set up the new event, click Meeting Setup in the Related tab of the event record.
Click Add New Event Meeting Setup on the List View toolbar to begin setting up a new meeting.
Enter the required general and accounting information for this meeting. (For more information, see Setting up meetings.) Click Save to save your new meeting setup record.
Note
Copy Meeting includes copying the User Defined Fields setup from the source meeting to the target meeting setup. The copied registrations and sessions will inherit the accounting information you enter when you set up the new meeting.
After you have saved the meeting setup, click the Copy Meeting button on the meeting setup Record toolbar.
In the Copy Meeting webpage dialog, click the Lookup button to select the source meeting you want to copy the information from. Click OK. Depending on the amount of information being copied the system make take a few minutes to complete the copy.
Click the Session Setup, and Registration Setup tabs, to make the necessary modifications to the setup information for each component.
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Delete registrations or sessions that will not be part of the new meeting.
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Create any necessary new registrations or sessions.
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Update the facility information for the new meeting.
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Update the start and end dates and times of the copied sessions.
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Update User Defined Fields, as necessary.
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Update the Price Records for each copied registration and session.
Important Note
The copy meeting process also copies existing price records for registrations and sessions from the selected source meeting, including the price level, price (amount) and calculation method. However, it does not copy the start and end dates for these price records. This results in overlapping price records, as they will all share the same start and end date range. You must review these price records and update them as necessary for the new meeting, with a particular emphasis of eliminating price records for the same price level with overlapping or duplicate date ranges. Multiple price records that share the same price level must have distinct and consecutive date ranges.
If you have made changes to the accounting information for this meeting, and you want those changes to apply to the copied registrations and sessions, click the Update Accounting Information button on the Record toolbar. A message will appear, asking you to confirm this action. Click Yes. This will update the accounting information of all of the meetings sessions and registrations to match the parent meeting.
Note
You cannot use the Update Accounting Information button if there are any existing transactions for the meeting.
Click Save & Close to save the new meeting. We recommend that you print and review the UX Meeting Setup Report to verify the setup information.
Web-related fields included in Copy Meeting
The following fields on the Web Details and Online Details tabs of the source Meeting Setup are included in the Copy Meeting utility:
The following fields on the General and Web Additional Details tabs of the source Session Setup are included in the Copy Meeting utility:
- Session Type
- Disable Conflict Validation?
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Topic
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Session Track
Setting up sessions
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After setting up your meeting, you should set up your sessions. Sessions are all the activities that take place at your meeting, and for which you wish to issue a badge or ticket, or track attendance. You will create a record for each session at your meeting. You should complete session setup before setting up registrations.
Sessions may require a fee or be free of charge. In addition, you can associate a session with a course. Then, when you register a contact for a session, the course information will appear in their education history. Sessions may include member-only activities, activities for non-members, and activities for guests.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open the event.
Click Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click the Session Setup tab of the meeting setup record to open the Event Session Setup Associated View of existing session setup records for this meeting.
Click Add New Event Session Setup on the List View toolbar to create a new session. In the General tab of the Session Setup record, enter the general session setup information:
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Name – Enter the name of the session.
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Code – Enter a code for the session. The Event ID of the parent event will be appended to the session code, so keep the code short and simple. We recommend that you use letters and numbers only. Do not use spaces or symbols.
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Badge or Ticket – If the session requires a badge or ticket, click the Lookup button to select the appropriate badge or ticket. A session may have only 1 badge or 1 ticket, or neither.
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Start Date & Time – Enter the start date and time of the session. The initial date value will default from the Meeting start date. The default time will be 12:00 a.m. You must change the default date and time to the actual start date and time for the session.
Important Note
Failure to change the time to a value other than 12:00 a.m. could inhibit session conflict logic checks during setup for packaged registrations and during meeting registration.
Important Note
Failure to change the time to the actual time 12:00 a.m. could inhibit session conflict logic checks during setup for packaged registrations and during meeting registration.
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Create Transaction – If you want this session will appear on the registrant’s invoice when they register for it, click to select Yes. If you do not wish the session to appear on the invoice, select No. If there is a fee attached, the session must appear on the invoice. Protech recommends that you select Yes so that invoice detail line items are created for the sessions. If you select No, the session will be registered without invoice detail and without any charges ($0.00).
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Education Item – If this session is a course that includes credits towards a designation or other professional development activity, use the lookup to select the course. For more information, see Setting up course enrollment via meeting sessions.
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Session Closed – If you do not want this session to be available for registrations, click to select Yes.
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Location – Displays the location for the parent meeting by default. If necessary, click the Lookup button to select a different session location.
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Members Only – If this session is available to both members and non-members, click to select No. If this session is only available to members, click to select Yes. When entering a registration, this session will only be available if the registrant is a member of the organization.
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Location Detail – Displays the location detail for the parent meeting by default. If necessary, click the Lookup button to select the specific room, hall or site where this session will take place.
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Description – Within the Description tab, enter a description of the session. This information is used for reporting purposes.
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Meeting ID – Displays the ID of the meeting associated with this session. Do not change this field.
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Price – Enter the default price based on the default price list. For example, if members are charged $50 and non-members are charged $75, AND the default price list is set to non-member, enter $75. You will set up additional prices in a separate step. For more information, see Setting up session and registration prices.
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Default Price Level – Click the Lookup button to select the default price list for this session. If a registrant is assigned a price list that does not apply to the meeting or is not assigned a default price list, then the price list identified as the default for the session will be used when calculating a cost.
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Maximum Capacity – This is the maximum number of registrants allowed for the session. If you enter a registration that exceeds the maximum capacity and the Waitlist Off option is set to No, you will be asked if you want to add the registrant to the session’s waitlist; if the Waitlist Off option is set to Yes, you will receive a message stating that the contact cannot be registered for the session. If there is no maximum, leave the field blank. Do not set maximum capacity controls on a session if capacity controls were set in the meeting setup.
Note
When configuring maximum capacity and waitlist controls in meeting and session setups, Protech recommends that you carefully evaluate these controls when creating packaged registrations. For example, in the situation where the meeting has reached maximum capacity and meeting Waitlist Off = No, and you create a meeting transaction for a packaged registration that contains sessions with maximum capacity control, UX will place the participant on the meeting waitlist. If the waitlist condition is cleared, UX will register the participant and create the packaged session registrations. If, however, one or more of the packaged sessions has reached maximum capacity, UX will waitlist those sessions. Additionally, if a packaged session has reached maximum capacity and session Waitlist Off = Yes, UX will not register or waitlist the participant for that session. The unintended consequence is the sale of a packaged registration that may not include registration for all sessions in that package.
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Minimum Capacity – This is an information field to indicate the minimum number of registrants needed for this session to take place. If there is no minimum, leave the field blank.
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Waitlist Off – If you want to turn off the waitlist for this session, click to select Yes. If you attempt to add registrants beyond the maximum capacity for this session, they will not be added to the waitlist, nor will they be registered.
In the Accounting area, enter the session accounting setup information:
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Company – Displays the accounting system company selected in the meeting setup. Do not change this field.
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Taxable – If this session is taxable, mark this option. (The default setting comes from the meeting setup; however, you can change it for individual sessions.)
Note
Tax on meeting sessions is based on the location record address in the session setup.
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Primary GL Account – By default, the GL account from the meeting appears here. If you want to change the GL account, click the Lookup button to select a different account number for revenue associated with this session.
Important
The type of deferred account selected will govern how you will recognize revenue for this session. For information about selecting the appropriate deferred account, see Event revenue recognition and account types.
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AR Account – By default, the AR account from the meeting appears here. If you want to change the AR account, click the Lookup button to select a different account number for accounts receivable associated with this session.
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Secondary GL Account – By default, the secondary GL account from the meeting appears here. If you want to change the secondary GL account, click the Lookup button to select a different account number for deferred revenue associated with this session. If your organization does not defer meeting revenue, leave this field blank.
Note
If you make any changes to the accounting setup for a session—for example, if you change the deferred revenue account—that change will apply to all future transactions involving the session, but it will not change any transactions that already exist.
The Web Additional Details tab is used with Protech’s MX Online, and will be set as needed during that implementation. Do not change these settings.
Click Save to save the session. When you save the record, additional options will become available in the Related tab:
Click Save & Close to save the session and return to the meeting setup record.
Copying a session
You can copy the setup detail from an existing session to a new session within the same meeting, eliminating the need for re-entering the same or similar data. When you copy a session, all of the basic setup from the source session will be copied to the new session, including Prices records. Promotions, speaker and facility setup is not included.
Note
You can copy a session whether the associated meeting has been closed or not. However, we recommend that you copy a session before the Meetings Revenue Recognition Process has been performed. If you copy a session after the Meetings Revenue Recognition process has been performed, you will need to reset the Primary and Secondary GL Accounts for the new session. For information about setting a meeting’s revenue accounts, see Setting up sessions. For information about the revenue recognition process, see About event revenue recognition.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Session Setup tab to open the Event Session Setup Associated View listing of existing sessions for this meeting. Click to select the session you want to copy and then click the Copy Session button on the List View toolbar to open the Copy Session dialog. This button is not available on the toolbar unless you first select a session.
In the Copy Session dialog, enter a code for the new session. The event ID of the parent event will be appended to the session code, so keep the code short and simple. We recommend that you use letters and numbers only. Do not use spaces or symbols. Follow naming conventions determined by your organization.
Important
The session’s code must be a unique identifier, so do not use the same code as the session you are copying.
Enter a name for the session. Click OK.
In the Copy Session confirmation dialog, click OK to initiate the process. Confirm that your new session was created. Double-click the new session to open it. Verify the copied session setup information and copied session price records. Make any necessary changes. For more information, see Setting up sessions.
Setting up registrations
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Once you have set up your sessions, begin creating the registrations and any registration packages included with your meeting. Registrations represent the fee an attendee pays to attend. The fee may include specific activities (packaged sessions) or may stand alone.
In the case of simple meetings, the registration may be the only thing required to register the attendee for the meeting.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Registration Setup tab of the meeting setup record to open the Event Registration Setup Associated View listing of existing registration records for this meeting.
Note
See Copy a Registration for information on copying an existing registration to create a new one.
Click the Add New Event Registration Setup button on the List View toolbar to create a new registration setup record. In the General tab of the Registration Setup record, enter the general registration setup information:
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Name – Enter the name of the registration.
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Code – Enter a code for the registration. The Event ID will be appended to the code, so keep it short and simple. Use only letters and numbers; do not use spaces or symbols.
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Badge or Ticket – If the attendee gets a badge or ticket with this registration, click the Lookup button to select the appropriate badge or ticket.
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Is Package – If this registration will include packaged sessions, select Yes. For example, if the registration fee includes tickets to a banquet, set up the registration as a package and add the banquet session to it. (For more information, see Setting up registrations with packaged sessions.) The individual sessions added to a packaged registration are not assessed an additional charge, even if they are available for purchase separately. (If you select Yes, the Packaged Sessions option will be activated in the Navigation Pane after you save this registration.)
Important
If you set this option to Yes, and then add packaged sessions to this registration, you will not be able to change this option back to No until you have deleted those packaged sessions.
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Is Cancellation Fee – If you are creating a cancellation item, click to select Yes; otherwise, leave this setting as No. For more information, see Setting up registration cancellation fees and Setting up registration cancellation reasons.
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Registration Closed – If you do not want this registration to be used to register meeting attendees, click to select Yes.
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Location – Displays the location for the parent meeting by default. Click the Lookup button to select a different location, if necessary.
- Group Pricing – If you are creating a registration for group pricing, click to select Yes; otherwise, leave this setting as No.
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Description – Enter a description for the registration. This information is used for reporting purposes.
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Meeting – Displays the parent meeting. Do not change this field.
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Price – Enter the default price based on the default price list. For example, if members are charged $50 and non-members are charged $75, AND the default price list is set to non-member, enter $75. You will set up prices in a separate step. For related information, see Setting up session and registration prices and Setting up complimentary registrations and sessions.
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Default Price Level – Click the Lookup button to select the default price list for this registration. If a registrant is assigned a price list that does not apply to the meeting or is not assigned a default price list, then the price list identified as the default for the registration will be used when calculating a cost.
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Members Only – If this registration is available to both members and non-members, click to select No. If this registration is only available to members, select Yes.
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Is Main Registration – If this registration is available to guests, click to select No. If this registration not available to guests, select Yes.
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Restricted Sessions – If registrants choosing this registration may select only from a specific subset of sessions, click to select Yes. (For more information, see Setting up registrations with restricted sessions.) If registrants are not restricted to a specific set of sessions, select No. (If you select Yes, the Restricted Sessions option will be activated in the Navigation Pane after you save this registration.)
Important
If you set this option to Yes, and then add restricted sessions to this registration, you will not be able to change this option back to No until you have deleted those restricted sessions from the registration setup.
In the Accounting area, enter the registration accounting setup information:
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Company – Displays the accounting system company selected in the meeting setup. Do not change this field.
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Taxable – If this registration is taxable, mark this option. (The default setting comes from the meeting setup; however, you can change it for individual registrations.)
Note
Tax on meeting registrations is based on the location record address in the registration setup.
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Primary GL Account – By default, the GL account from the meeting appears here. If you want to change the GL account, click the Lookup button to select a different account number for revenue associated with this registration.
Important
The type of deferred account selected will govern how you will recognize revenue for this registration. For information about selecting the appropriate deferred account, see Event revenue recognition and account types.
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AR Account – By default, the AR account from the meeting appears here. If you want to change the AR account, click the Lookup button to select a different account number for accounts receivable associated with this registration.
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Secondary GL Account – By default, the secondary GL account from the meeting appears here. If you want to change the secondary GL account, click the Lookup button to select a different account number for deferred revenue associated with this session. If your organization does not defer meeting revenue, leave this field blank.
Note
If you make any changes to the accounting setup for a registration—for example, if you change the deferred revenue account—that change will apply to all future transactions involving the registration, but it will not change any transactions that already exist.
Click Save to save this registration. When you save the record, the following options in the Navigation Pane become available:
Click Save & Close to save the registration and return to the meeting setup record.
Copying a registration
You can copy detail from an existing registration to a new registration within the same meeting, eliminating the need for re-entering the same or similar data. When you copy a registration, much of the information from the original will be copied to the new registration, including price records and any packaged and restricted sessions included in the original registration. Promotions are not included in the copy process.
For information about creating meeting registrations, see Setting up registrations.
Note
You can copy a registration whether the associated meeting has been closed or not. However, we recommend that you copy a registration before the Meetings Revenue Recognition Process has been performed. If you copy a registration after the Meetings Revenue Recognition process has been performed, you will need to reset the Primary and Secondary GL Accounts for the new registration. For information about setting the revenue accounts, see Setting up registrations. For information about the revenue recognition process, see About event revenue recognition.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Registration Setup tab of the meeting setup record to open the Event Registration Setup Associated View listing of existing registration records for this meeting.
Click to select the registration you want to copy, and then click the Copy Registration button on the List View toolbar to open the Copy Registration dialog. This button is not available until you select a registration record.
In the Copy Registration dialog, enter a new code for this registration. The event ID of the parent event will be appended to the registration code, so keep the code short and simple. We recommend that you use letters and numbers only. Do not use spaces or symbols. Follow naming conventions determined by your organization.
Important
The registration’s code must be a unique identifier, so do not use the same code as the registration you are copying.
Enter a name for the registration. Click OK. In the Copy Registration confirmation dialog, click OK to initiate the process.
Once the copy process is complete, double-click the new registration from the Event Registration Setup Associated View to open it. Verify the copied information and make any necessary changes. For more information, see Setting up registrations.
Setting up registrations with restricted sessions
If a particular registration is restricted to allow access to specific sessions, you can indicate that the registration is restricted and attach the allowed sessions to the registration. For example, if your association allows guests to attend only the social activities and not professional seminars, then mark Yes on the Restricted Sessions option when you set up the guest registration, and attach the social activities as restricted sessions. Then, when you enter the registration into UX 365, you will be able to select only the social activities.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Registration Setup tab of the meeting setup record to open the Event Registration Setup Associated View listing of existing registration records for this meeting.
Locate and open the registration where you need to restrict sessions. Verify that the Restricted Sessions option is set to Yes.
Important
If you set this option to Yes, and then add restricted sessions to this registration, you will not be able to change this option back to No until you have deleted those restricted sessions from the registration setup.
Click on Restricted Sessions in the Related tab to open the Event Restricted Session X-ref Setup Associated View listing restricted sessions for this registration setup.
Click the Add New Event Restrict Session X-ref Setup button on the List View toolbar to open the Event Restrict Session X-Ref Setup record. In the General tab of the record, enter the restricted session setup information:
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Meeting – Displays the parent meeting. Do not change this field.
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Registration – Displays the registration. Do not change this field.
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Owner – Displays the user ID of the user who created this record.
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Session – Click the Lookup button to select a session this registration is restricted to.
Click Save & Close to save your record and return to the registration setup record. Repeat, as necessary, to add additional restricted sessions for this registration. When you are finished adding restricted sessions, click Save & Close to return to the meeting setup record.
Setting up registrations with packaged sessions
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If your organization offers registrations that include a number of sessions, you can add these sessions to a package as part of the registration. For example, if the registration fee includes tickets to a banquet, you can set up the registration as a package and add the banquet session to it. Packaged sessions—that is, sessions added as part of this package—are not assessed an additional fee, even if they are available for purchase separately.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Registration Setup tab of the meeting setup record to open the Event Registration Setup Associated View listing of existing registration records for this meeting.
Locate and open the registration where you need to add packaged sessions. Verify that the Is Package option is set to Yes.
Important
If you set this option to Yes, and then add sessions to this registration, you will not be able to change this option back to No until you have deleted those sessions from the registration setup.
Click Packaged Sessions in the Related tab to open the Even Registration Package Setup Associated view listing sessions for this packaged registration setup.
Click the Add New Event Packaged Session button on the List View toolbar to open a new Event Packaged Session record.
Important
If you have correctly configured your system to disallow packaging conflicting sessions in the registration setup, UX 365 will return a warning that advises the user that conflicting sessions are not allowed. The warning identifies the conflict and advises the user to select a different session. If you have configured your system to allow packaging conflicting sessions in the registration setup, no warning is presented during setup. However, the system will only register the first session when processing a meeting transaction for a packaged registration that includes conflicting packaged sessions; remaining sessions that conflict will not be added. This configuration is not recommended. Conflicting sessions should not be packaged into a single registration setup. For more information, see Restricting session conflicts in registration package setup.
Do not package a members only session with sessions that are not flagged as members-only. There is no price list validation during the transaction for a packaged registration containing a members-only session.
Avoid packaging sessions with maximum capacity. Do not package sessions with maximum capacity and session Waitlist Off = Yes.
In the General section of the record, enter the packaged session setup information:
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Meeting – Displays the parent meeting. Do not change this field.
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Registration – Displays the registration. Do not change this field.
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Owner – Displays the user ID of the user who created this record.
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Session – Click the Lookup button to select a session to add to this registration package.
Click Save & Close to save your record and return to the registration setup record. Repeat, as necessary, to add additional packaged sessions for this registration. When you are finished adding packaged sessions, click Save & Close to return to the meeting setup record.
Setting up registration cancellation fees
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If your organization charges a cancellation fee, you will need to set one up. UX 365 treats cancellation fees as a type of registration, and they are set up much the same way as other registrations.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click on the Registration Setup tab of the meeting setup record to open the Event Registration Setup Associated View listing of existing registration records for this meeting.
Click the Add New Event Registration Setup button on the List View toolbar. In the General tab of the Registration Setup record, enter the general registration setup information:
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Name – Enter the name of the cancellation fee record.
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Code – Enter a code for the cancellation fee. The Event ID will be appended to the code, so keep it short and simple. Use only letters and numbers; do not use spaces or symbols.
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Badge or Ticket – Leave this field blank.
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Is Package – Leave the default value of No.
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Is Cancellation Fee – Select Yes.
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Registration Closed – Leave the default value of No.
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Location – Displays the location for the parent meeting by default. This does not apply to cancellation fees.
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Description –This tab information is used for reporting purposes.
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Meeting – Displays the parent meeting. Do not change this field.
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Price – Enter the default amount of the cancellation fee. This will be used to create the price records.
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Default Price Level – Click the Lookup button to select the default price list for this cancellation fee. If a registrant is assigned a price list that does not apply to the meeting, or is not assigned a default price list, then the price list identified as the default will be used when calculating a cost.
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Members Only – Leave the default value of No.
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Is Main Registration – Upon selected Is Cancellation Fee to Yes, this field will automatically change to No.
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Restricted Sessions – Leave the default value of No.
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Location Detail – Displays the location detail for the parent meeting by default. This field does not apply to cancellation fees.
In the Accounting area, enter the registration accounting setup information:
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Company – Displays the accounting system company selected in the meeting setup. Do not change this field.
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Taxable – If this registration is taxable, mark this option. (The default setting comes from the meeting setup; however, you can change it for individual registrations.)
Note
Tax on meeting registrations is based on the address of the location record in the registration setup.
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Primary GL Account – By default, the GL account from the meeting appears here. If you want to change the GL account, click the Lookup button to select a different account number for revenue associated with this registration.
Important
The type of deferred account selected will govern how you will recognize revenue for this registration. For information about selecting the appropriate deferred account, see Event revenue recognition and account types.
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AR Account – By default, the AR account from the meeting appears here. If you want to change the AR account, click the Lookup button to select a different account number for accounts receivable associated with this registration.
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Secondary GL Account – By default, the secondary GL account from the meeting appears here. If you want to change the secondary GL account, click the Lookup button to select a different account number for deferred revenue associated with this session. If your organization does not defer meeting revenue, leave this field blank.
Note
If you make any changes to the accounting setup for a registration—for example, if you change the deferred revenue account—that change will apply to all future transactions involving the registration, but it will not change any transactions that already exist.
Click Save to save this cancellation fee registration setup. When you save the record, the following options in the Related tab become available:
Note
For cancellation fee price records, the Calculation Method = Percentage applies to a percentage of all cancelled meeting registration charges rather than a percentage of the default price. In the price record setup for cancellation fees, you can charge a flat amount by selecting Calculation Method = Flat Price with an amount in the Price/Percent of List Price field or you can charge a percentage of the total cancelled meeting registration charges by selecting Calculation Method = Percentage and entering the percentage amount in the Price/Percent of List Price field.
Click Save & Close to save the cancellation fee and return to the meeting setup.
Setting up registration cancellation reasons
You can set up a list of reasons for canceling meeting registrations. Users will select a reason when canceling a meeting registration and you can create reports showing this information.
Important
Always follow guidance provided in the UX 365 – Customization Guidance document that is available in the Resource Center.
From the Waffle button, select the Power Apps > Solutions > [your organization’s custom solution]. Select Event Registration Entity to display a list of entity components.
Note
Only users with system customization security access will be able to set up committee categories.
Locate and double-click to open the pa_cancellationreason field.
Click on Edit option set button, you will see a list of existing items (Cancellation Reasons). Click Add new item to create a new item.
On the right side of the Options click on the ellipses > View more, the system defaults the Label name of the new item to “New Option” and an assigned option value. Override the default label with the name of the new item you wish to add and override the option value with a unique value greater than 1000 so that custom options are readily recognizable. They will be preserved during the upgrade process.
Repeat steps for each option value you want to add.
Click Done > Done > Save Entity.
Select Solutions > Publish All Customizations on the toolbar. This will update the database to include the new cancellation reasons.
Setting up session and registration prices
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You can set up various pricing schemes for your sessions and registrations. For example, you can set up member and non-member pricing, early bird registration fees, and similar pricing schemes.
You set up prices for sessions and registrations by clicking Prices in the Related tab of registration records and session records. See also Setting up complimentary registrations and sessions.
When you create a new Registration or Session, price records are automatically created for each price list that is set up for your organization. Typically, this includes member and non-member price lists, but it could include others, depending on your organizational settings. Each automatically created price record is assigned the default price that you set up when you created the registration or session, so you may need to modify the pricing in these records. Because price records include a start and end date, you can also use them to support date-based prices, such as an “early bird registration.”
Open the session or registration record where you want to set up pricing, and then click Prices in the Related tab to open the Prices Associated View listing of prices records for this record.
Click Add New Prices on the List View toolbar to create a new price record. In the Quick Create: Price form, review and/or edit the price setup information:
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Price Level – Displays the price level used for the registration or session. If no price level exists, the default price level in the registration or session setup is used.
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Calculation Method – Choose from Flat Price or Percentage.
Note
For cancellation fee price records, the Calculation Method = Percentage applies to a percentage of all cancelled meeting registration charges rather than a percentage of the default price. In the price record setup for cancellation fees, you can charge a flat amount by selecting Calculation Method = Flat Price with an amount in the Price/Percent of List Price field or you can charge a percentage of the total cancelled meeting registration charges by selecting Calculation Method = Percentage and entering the percentage amount in the Price/Percent of List Price field.
- Value Minimum – Do not modify the entry in this field unless setting up pricing for a registration setup where Group Pricing = Yes. See Setting up group registration pricing for additional information. Quantity pricing is not applicable to Sessions.
- Value Maximum – Do not modify the entry in this field unless you are setting up for pricing for a registration setup where Group Pricing = Yes. See Setting up group registration pricing for additional information. Quantity pricing is not applicable to Sessions.
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Start Date – If the price is valid for a specific date range, enter the date it becomes effective. (The default value is the current date.) Adv Ad Type – Leave this field blank. Although it is marked as a required field, it is not used by the Meetings application.
- End Date – If the price is valid for a specific date range, enter the date the price stops being available.
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Factor – Does not apply.
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Currency – Upon Save, this field will update to the Currency related to the Price Level selected.
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Price/Percent of List Price – If this is a flat price, enter the dollar amount. (You must also select Flat Price in the Calculation Method field in this case.) Except for cancellation fees, if this price is calculated as a percent of the default price, enter the percentage of the price that the registrant should pay. (You must also select Percentage in the Calculation Method field in this case.) For example, if you are offering a 15% discount, enter “85.00” to indicate that the registrant should pay 85% of the default price that was entered when you set up this session or registration.
Note
For cancellation fee price records, the Calculation Method = Percentage applies to a percentage of all cancelled meeting registration charges rather than a percentage of the default price. In the price record setup for cancellation fees, you can charge a flat amount by selecting Calculation Method = Flat Price with an amount in the Price/Percent of List Price field or you can charge a percentage of the total cancelled meeting registration charges by selecting Calculation Method = Percentage and entering the percentage amount in the Price/Percent of List Price field.
- Name – Defaults from the Price Level selected.
In the footer you can view additional information including who created the price list, when it was created, when it was last modified and which user last modified this price list. No entry is required on any field in this section – all fields are locked.
Click Save & Close to save the price list and return to the Prices Associated View. You can also click on the blue carat next to Save & Close and select Save & Create New to continue creating Price records without returning to the Prices Associated View. Repeat, as necessary, for editing or creating prices records. When finished setting up prices records, select the General tab to return to the setup record.
Setting up complimentary registrations and sessions
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UX 365 allows you to set up complimentary registrations and sessions based on the registrants price level (member, non-member) if your association’s business rules support them. For example, many associations register staff in order to generate a badge but do not charge them a registration fee. Some associations include attendance at sessions in the registration cost but wish to track session counts.
Create a new registration or a new session (see Setting up registrations and Setting up sessions).
If all registrants will receive the registration or session at no cost, enter “0” in the Price field. Upon Save, UX will create all requisite price records at $0.00.
If some registrants will receive the registration or session at a cost and some will receive it at no cost, enter the cost in the Price field, and then modify the appropriate price record to reflect no charge for the price levels where registration is complimentary. For more information, see Setting up session and registration prices.
Group registration pricing overview
When enabled in the registration setup, group registration pricing allows organizations to charge tiered pricing for contact registrants who share the same parent account. To support this feature, UX relies on the Value Minimum/Value Maximum ranges in the registration setup prices records and logic that calculates the number of registrants for that registration who share the same parent account.
When a contact registers for a meeting using a registration enabled for group registration pricing, UX selects the prices record of that registration setup where the cumulative number of registrants with the same parent account falls within the Value Minimum/Value Maximum range. Waitlisted and cancelled registrations are excluded from count of registrants.
Only contacts who are linked to a parent account are eligible for group registration pricing because the quantity calculated for that registration is determined by contact registrants with a common parent account.
Note
When a contact without a parent account registers for a meeting where the selected registration is enabled for group registration pricing, UX selects the registration prices record where the Value Minimum = 1.
Typical examples of the group registration pricing model for a registration setup include:
-
The first registrant from a company is free and subsequent registrants from the same company pay full price. See Example 1 for the registration prices record setup for this scenario.
-
The first ‘x’ number of registrants from a company pay full price; after an account has ‘x’ number of registrants, the subsequent registrants who register for the same meeting registration pay a percent of full price. See Example 2 for the registration prices record setup for this scenario.
-
There are several tiers of discounted pricing: The first ‘x’ number of registrants from a company pay full price; the next ‘y’ number of registrants from that same company pay a lower price; the next ‘z’ number of registrants from that same company pay a still lower price; etc. See Example 3 for the prices record setup for this scenario.
Setting up group registration pricing
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open your event setup. Access the Meeting Setup in the Related tab of the event record.
Open the meeting that you set up for this event and open the Registration for which you want to enable group registration. To enable group registration, in the Registration record, mark the Group Pricing bit field as Yes. To create a new registration for this meeting, see Setting up registrations.
Because group registration pricing uses the Value Minimum and Value Maximum ranges in the prices record setups for the pricing the Registration based on the quantity of contact registrants for a shared parent account, you must edit the prices records. Depending on your pricing model, you may need to create additional prices records for each price level and currency.
In the Related tab of the Registration record, click Prices to open the Prices Associated View. Edit the Price/Percent of List Price field and the respective Value Minimum and Value Maximum fields in each prices record to achieve your pricing model. If pricing is based on a percent of full price, you will also need to edit the Calculation Method. Create additional prices records, if required.
See Setting up session and registration prices for details on how to set up price records for registrations.
Group registration pricing scenarios
Group registration pricing logic allows you to set up your meeting registration records so that pricing is calculated based on the quantity of registrants with the same parent account. Below are some examples of how to set up the prices records for a registration to support group registration pricing.
Example 1: Using the Flat Price calculation method, the first registrant from a company for the selected registration is free and subsequent registrants with the same parent account pay full price.
In this scenario, the first registrant pays $0.00, and all subsequent registrants with the same parent account pay $100.00.
|
Price Level
|
Price Percent
|
Calculation Method
|
Start Date
|
End Date
|
Value Minimum
|
Value Maximum
|
Currency
|
| Member |
$0.00 |
Flat Price |
1/1/2016 |
12/31/2050 |
1.00
|
1.00 |
US Dollar |
| Member |
$100.00 |
Flat Price |
1/1/2016 |
12/31/2050 |
2.00
|
999,999.00 |
US Dollar |
| Non-Member |
$0.00 |
Flat Price |
1/1/2016 |
12/31/2050 |
1.00
|
1.00 |
US Dollar |
| Non-Member |
$100.00 |
Flat Price |
1/1/2016 |
12/31/2050 |
2.00
|
999,999.00 |
US Dollar |
Example 2: Using the Percent calculation method, the first ‘x’ number of registrants from a company for the selected registration pay full price; subsequent registrants pay a percent of full price.
In this scenario, the first five registrants with the same parent account pay full price (no discount of the Registration setup price). After a quantity of five, subsequent registrants with the same parent account pay 50% of the Registration setup price.
|
Price Level
|
Price Percent
|
Calculation Method
|
Start Date
|
End Date
|
Value Minimum
|
Value Maximum
|
Currency
|
|
Member
|
$0.00
|
Percent
|
1/1/2016
|
12/31/2050
|
1.00
|
5.00
|
US Dollar
|
|
Member
|
$50.00
|
Percent
|
1/1/2016
|
12/31/2050
|
6.00
|
999,999.00
|
US Dollar
|
|
Non-Member
|
$0.00
|
Percent
|
1/1/2016
|
12/31/2050
|
1.00
|
5.00
|
US Dollar
|
|
Non-Member
|
$50.00
|
Percent
|
1/1/2016
|
12/31/2050
|
6.00
|
999,999.00
|
US Dollar
|
Example 3: Using the Flat Price calculation method, there are several tiers of pricing: The first ‘x’ number of registrants from a company pay full price for the selected registration; the next ‘y’ number of registrants from that same company pay a lower price; the next ‘z’ number of registrants from that same company pay a still lower price; etc.
In this scenario, the first three registrants with the same parent account pay $100.00. The next three registrants with the same parent account pay $50.00. After a quantity of six, subsequent registrants with the same parent account pay $25.00.
|
Price Level
|
Price Percent
|
Calculation Method
|
Start Date
|
End Date
|
Value Minimum
|
Value Maximum
|
Currency
|
|
Member
|
$100.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
1.00
|
3.00
|
US Dollar
|
|
Member
|
$50.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
4.00
|
6.00
|
US Dollar
|
|
Member
|
$25.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
7.00
|
999,999.00
|
US Dollar
|
|
Non-Member
|
$100.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
1.00
|
3.00
|
US Dollar
|
|
Non-Member
|
$50.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
4.00
|
6.00
|
US Dollar
|
|
Non-Member
|
$25.00
|
Flat Price
|
1/1/2016
|
12/31/2050
|
7.00
|
999,999.00
|
US Dollar
|
For additional information on price records setup for registrations, see Setting up session and registration prices.
Facility and Speaker Setup
This part of the documentation describes the procedures you will use to set up the facilities and speakers that are part of your events. (For information about setting up your events, see Event and Meeting Setup.) This information includes the following topics:
-
Setting up facility specialty types
-
Setting up facility items
-
Setting up speaker specialty types
-
Setting up speaker specialties
-
Creating a speaker profile
-
Adding specialty information to a speaker profile
-
Setting up a facility for a meeting
-
Setting up speakers and facilities for a meeting session
-
Copying a session’s facilities
Setting up facility specialty types
Facility Specialty Types are records that allow you to group like facility items that you need for the physical set up of event session facilities such as microphones, amplifiers, projectors, tables, chairs, and so on. To help organize facility items, you can group them by facility specialty type to ensure proper setup for your event. For example, you can define Audiovisual as a facility specialty type and use it to group all of the audio and video equipment that you set up as facility items. For more information, also see Setting up facility items.
In the Side Navigation Menu, select the Meetings work area > Speaker and Facility > Facility Item to open the Active Facility Item view listing of existing records.
Click New on the List View toolbar to create a new facility specialty type. In the General tab of the Facility Item record, enter a name for this new facility item type record.
Click Save & Close to save this record and return to the Facility Item Type list.
Setting up facility items
Facility items are the specific items needed for an event session, such as microphones, amplifiers, projectors, tables, chairs, and so on. By setting up records for these items, you can then attach them to a meeting session record to help ensure that each meeting session is set up with the needed facilities.
Note
This procedure describes setting up facility items in the Facility Items list, but you can also begin this procedure from a facility item type record. For more information, see Setting up facility specialty types.
In the Side Navigation Menu, select the Meetings work area > Facility Item to open the Active Facility Item view listing of existing records. This View opens in a new window.
In the Facility Items list, click New on the List View toolbar to create a new facility item. In the General tab of the Facility Item record, enter a name for this new facility item record and then click the Lookup button to select the facility item type.
Click Save & Close to save this record and return to the Facility Item list.
Setting up speaker specialty types
In UX 365, contact records can be identified as speakers for your meeting sessions and courses by creating a speaker profile for that contact. That profile, in turn, can be associated with a speaker specialty type and a speaker specialty, which makes it easier to search for speakers with a particular area of expertise.
Speaker Specialty Types are records that allow you to group like speaker specialties to help organize speaker specialties by general presentation topic for your meeting sessions. For example, you can define Motivational as a speaker specialty type and use it to group related speaker specialties such as leadership and member recognition. For more information, also see Setting up speaker specialties.
By assigning speaker specialty types to your speakers’ specialties, you can more quickly find all of the speakers for a particular specialty type.
In the Side Bar Menu, select the Meetings work area > Speaker Specialty Setup to open the Active Speaker Specialty Type view listing of existing records. This View opens in a new window.
In the Speaker Specialty Types list, click New on the List View toolbar to create a new speaker specialty type. In the General section of the Speaker Specialty Type record, enter a name for this new speaker specialty type record.
Click Save to save this record. This will activate additional options in the Navigation Pane:
-
Speaker Specialty Setup – Displays the speaker specialty records related to this type. If no records have been created yet, you will begin that process here. For more information, see Setting up speaker specialties.
Click Save & Close to save this record and return to the Speaker Specialty Type list.
Setting up speaker specialties
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In addition to speaker specialty types, you can use speaker specialty items to define more narrow areas of expertise for your speaker profile records. Because each speaker profile record is related to a speaker specialty type and speaker specialty item, speaker specialty items allow you to identify all speakers that share the specific area of expertise.
This procedure describes setting up speaker specialty items in the Speaker Specialty Setup list, but you can also begin this procedure from a speaker specialty type record. For more information, see Setting up speaker specialty types.
In the Side Navigation Menu, select the Meetings work area > Speaker and Facility > Speaker Specialty Setup to open the Active Speaker Specialty Setup view listing of existing records.
In the Speaker Specialty list, click New on the List View toolbar to create a new speaker specialty. In the General section of the Speaker Specialty record, enter a name for this new record and then click the Specialty Type Lookup button to select the speaker specialty type.
Click Save to save this record. This will activate additional options in the Navigation Pane:
-
Speaker Specialty – Displays the speaker specialty records related to this speaker specialty setup record. If no records have been created yet, you will begin that process here. For more information, see Creating a speaker profile.
Click Save & Close to save this record and return to the Speaker Specialty Setup list.
Creating a speaker profile
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Any contact in your UX 365 system can be set up as a speaker by adding a speaker profile to their contact record. You can then add them to meeting sessions as a speaker.
Speaker profiles identify basic information about the speaker, such as any evaluation information, their areas of specialty, their speaking fees, and biographical information. When you create a speaker profile, you can also create a speaker specialty record that is associated directly with a speaker specialty item (or area of expertise). A speaker profile can have multiple speaker specialty records, which can be used to track additional information about the speaker’s availability, qualifications, and status as it relates to the specific area of expertise. For additional information, see Adding specialty information to a speaker profile.
From the My Work area in the Side Navigation Bar, click Contacts. Open the contact record where you want to set up a speaker profile.
Click Speaker Profile in the Related tab of the contact record to open the Speaker Profile Associated View listing of existing speaker profile records for the selected contact. Click Add New Speaker Profile on the List View toolbar to open the speaker profile form.
In the General tab of the Speaker Profile record, enter the speaker profile information:
-
Contact – Displays the contact name from the contact record.
-
Speaker Type – There are no default options for this field, although typical values might include lecturer, moderator, panelist, and the like. If options for this field are required by your organization, contact your Protech representative or your System Administrator for customizing the PA_SpeakerProfile.pa_speakertype field in your organization’s custom solution.
-
ImageURL – Enter a link to the speaker’s picture, if desired.
-
Biography – Enter biographical information for this speaker. This information can be used in catalogues.
-
Evaluation – There are no default options for this field, although typical values might include Excellent, Good, Poor, and the like. If options for this field are required by your organization, contact your Protech representative or your System Administrator for customizing this field in your organization’s custom solution so that users can select an evaluation rating from the list, if desired.
-
Speaker Fee – Enter the speaker’s standard fee, if desired.
-
Make Checks Payable To – Displays the contact’s full name; you can change this if necessary.
-
Restrictions – Enter any of this speaker’s limitations on engagements.
-
Language – If your organization presents sessions in multiple languages, contact your Protech representative or your System Administrator for customizing this field in your organization’s custom solution so that users can select the languages spoken by this speaker from the list. As each language is selected, the Languages Text field will display your selections. Default values deployed with the system include Clear Contents. This is a required option. No other default values are present.
-
Languages Text – Displays your selections from the Language list. To change this information, select the ‘Clear Contents’ option from the Language list.
Important
Do not remove or modify the option for Clear Contents; this option is required to support the Languages Text field (below).
Click Save. The following option in the Related tab become active:
Note
Navigation to a contact’s session speaker records is available in the contact record Navigation Pane. You cannot add session speakers from this location. You can only view the session speaker records for the contact. For more information, see Setting up speakers and facilities for a meeting session.
When you are finished setting up speaker profile record(s), click the General tab to return to the contact record. Or, click Save & Close to close the contact record and return to the contacts list.
Adding specialty information to a speaker profile
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By adding specialty information to a speaker’s profile, you can search your speaker records by specialty. A speaker profile can have multiple specialty records.
From the My Work area on the Side Navigation Bar, click Contacts. Open the contact record where you want to add specialty information to a speaker profile.
Click Speaker Profile in the Related tab of the contact record to open the Speaker Profile Associated View listing of existing speaker profile records for the selected contact. Open the speaker profile record where you want to add specialty information.
In the Related tab of the contact’s Speaker Profile record, click Speaker Specialty to open the Speaker Specialty Associated view listing of existing records for this speaker profile record. Click Add New Speaker Specialty on the List View toolbar to open the Speaker Specialty record.
In the General tab of the Speaker Specialty record, enter the appropriate specialty information:
-
Speaker Profile – Displays the contact for whom you are setting up speaker information
-
Speaker Specialty Setup – Click the Lookup button to select the specialty; that is, the speaker’s specialty for this record.
-
Sequence – Enter the order in which this specialty should be displayed in look-ups.
-
Comments – Enter any additional information about this speaker in relation to this specialty, if needed.
-
Speaker Specialty Type – If you selected a speaker specialty, the system will display the speaker specialty type related to the selected speaker specialty. If you did not select a speaker specialty type, click the Lookup button to select a speaker specialty type; that is, the speaker’s primary area of expertise.
-
Evaluation – There are no default options for this field, although typical values might include Excellent, Good, Poor, and the like. If options for this field are required by your organization, contact your Protech representative or your System Administrator for customizing this field in your organization’s custom solution so that users can select an evaluation rating from the list, if desired.
-
Comments – Enter any additional information about this speaker in relation to this specialty, if needed.
Note
Use the remaining fields to identify the speaker’s qualifications for this specialty.
-
Course – If the speaker took a course with your organization to qualify, click the Lookup button to select it.
-
Approved On – If your organization approves speakers, enter the date of approval in this field.
-
Course Manual Sent – Enter the date the speaker was issued the course manual.
-
Specialty Status – There are no default options for this field, although typical values might include Trainee, Apprentice, Lead, Expert, and the like. If options for this field are required by your organization, contact your Protech representative or your System Administrator for customizing this field in your organization’s custom solution so that users can select a specialty status from the list, if desired.
-
Status Comment – Enter any comments regarding the speaker’s status.
-
Rules Comment – Enter any comments regarding the speaker’s rules adherence.
-
Course Taken On – If the speaker took a course with your organization to qualify, enter the date the course was taken.
-
Requirement Met – If this speaker has completed all requirements, select Yes.
-
Speaker Is Active – If this speaker is active and available for events, select Yes.
-
Returning From Leave On – If the speaker is temporarily unavailable, enter their return date. Click Save & Close to save this speaker specialty record and return to the speaker profile.
Save & Close to return to the speaker profile record. Repeat steps to enter additional specialty information for this speaker profile record. When finished, Save & Close the profile record to return to the contact record.
Setting up a facility for a meeting
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After you have set up facility records—including facility items—you can add the facilities needed for an entire meeting, including the registration area.
You will also need to set up the facilities you need for individual meeting sessions, as well as add the speakers. For more information, see Setting up speakers and facilities for a meeting session.
Note
You must have already created an event and an associated meeting.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open the event.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
In the Related tab of the Event Meeting Setup record, click Facility Setup to open the Session Facility Associated View listing existing facility records for this meeting. Click Add New Session Facility on the List View toolbar to open a new Session Facility record.
In the Session Facility record, enter the appropriate information:
-
Name – This defaults to the name of the meeting. You may edit the name if you want to enter a different name for this facility record.
-
Start Date – Displays the start date and time from the meeting record. You can change this information, if necessary.
-
Estimated Attendance – Enter the estimated attendance, if desired.
-
Location – Displays the location information from the meeting record. You can change this information, if necessary.
-
Description – Enter any additional information, if desired.
-
Setup Time – Enter the date and time that you want to begin setting up for this meeting.
-
End Date – Displays the end date and time from the meeting record. You can change this information if necessary.
-
Actual Attendance – After the meeting, you can enter the actual attendance, if desired.
-
Location Detail – Displays the location detail information from the meeting record. You can change this information, if necessary.
Click Save to save this record.
In the Related tab, click Facility Detail to open the Facility Detail Associated View listing existing records for the physical requirements for the space. Click Add New Facility Detail on the List View toolbar to open a new Facility Detail record. You can create as many facility detail records as you need for this meeting.
In the Facility Detail record, enter the appropriate information:
-
Facility Item Type – Click the Lookup button to select the type of item you are adding.
-
Quantity – Enter the quantity needed of the item.
-
Cost Budget – Enter the budgeted cost for this item, if desired.
-
Comments – Enter any additional comments related to this item.
-
Facility Item – Click the Lookup button to select the facility item you are adding.
-
Sequence – Enter the sequence in which this item should be printed on reports.
-
Cost Actual – Enter the actual cost for this item, if desired.
-
Owner – Displays the ID of the user who created this record.
Click Save & Close to save this record and return to the Facility Detail Associated View. Repeat these steps to create additional facility detail records for the session facility record. When finished, click the facility record in the Top Navigation Toolbar to return to the session facility setup record. On the session facility record, click Save & Close to return to the meeting setup record.
Setting up speakers and facilities for a meeting session
When you have a meeting session set up, you can add the detailed information about the speaker or speakers, as well as the specific facilities and facility detail you will need for the session.
If your meeting session is associated with a course, you can use this procedure to set up the needed instructor and facility information.
Note
You must have already created an event, its associated meeting, and the meeting sessions.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open the event.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
In the Related tab of the Event Meeting Setup record, click Session Setup to open the Event session Setup Associated View. Locate and open the session where you want to manage session speakers and facilities.
Adding session speakers
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In the Related tab of the Event Session Setup record, click Session Speaker to open the Session Speaker Associated View. Click the Add New Session Speaker button located on the List View toolbar to open a new session speaker record.
In the Session Speaker record, enter the appropriate speaker information:
-
Session Setup – Displays the session you are adding this speaker to.
-
Course Schedule – Does not apply to meeting session speakers – used for course schedules speakers/instructors.
-
Speaker – You can lookup speakers by speaker specialty or by speaker profile by using the Speaker Specialty Lookup or the Speaker Profile Lookup buttons on the Record toolbar. Click either Lookup button to select the speaker for this session.
-
Setup Time – Enter the date and time the speaker needs to begin setting up.
-
Start Time – Enter the date and time for the speaker’s presentation is scheduled to begin.
-
Duration – Select the length of the speaker’s presentation from the list, if desired.
-
Evaluation – After the presentation, select the appropriate evaluation of the speaker from the list, if desired. Default values deployed with your system include Excellent, Good, Fair, and Poor. Depending upon your organization’s business rules, you can modify these values or add new values by customizing the evaluation attribute in the session speaker entity.
-
Confirmation Status – Select the status of the speaker from the list, if desired. Default values deployed with your system include Accepted, Declined, and Cancelled. Depending upon your organization’s business rules, you can modify these values or add new values by customizing the confirmation status attribute in the session speaker entity.
-
Evaluation Received – If the speaker has received an evaluation for the presentation, click to select Yes.
-
Meeting – Displays the meeting the session is associated with.
-
Course – If this session setup has been associated with a course, that information is displayed here.
-
Speaker Role – Select the speaker’s role in this session from the list. Default values deployed with your system include Instructor, Moderator, and Lecturer. Depending upon your organization’s business rules, you can modify these values or add new values by customizing the speaker role field in the session speaker entity.
-
First Time Speaker – If this is the first time this speaker has presented for your organization, click to select Yes.
-
Speaker Fee – Enter the speaker’s fee, if any.
-
Hotel Expense – Enter the hotel expense for the speaker, if any.
-
Travel Expense – Enter the travel expense for the speaker, if any.
-
Per Diem – Enter the per diem fee for the speaker, if any.
Click Save & Close to save this session speaker record and return to the Session Speaker Associated View. When finished setting up speakers for the selected session, click the session record in the Top Navigation Toolbar to return to the session setup record.
Adding session facility setup
To set up the facilities for this session, in the Related tab of the session record, click Facility Setup to open the Session Facility Associated View listing existing session facility records. Click Add New Session Facility on the List View toolbar to open a new Session Facility record.
In the Session Facility record, enter the appropriate session facility information:
-
Name – Defaults to the session name. You can edit, if desired.
-
Start Date – Displays the start date and time from the meeting record. You can change this information if necessary.
-
Estimated Attendance – Enter the estimated attendance, if desired.
-
Location – Displays the location information from the meeting record. You can change this information, if necessary.
-
Description – Enter any additional information, if desired.
-
Setup Time – Enter the date and time that you want to begin setting up for this meeting.
-
End Date – Displays the end date and time from the meeting record. You can change this information if necessary.
-
Actual Attendance – After the meeting, you can enter the actual attendance, if desired.
-
Location Detail – Displays the location detail information from the meeting record. You can change this information if necessary.
Click Save to save this record. This activates the following options in the Navigation Pane:
Adding session facility detail
In the Related tab of the session facility setup record, click Facility Detail to open the Facility Detail Associated View listing existing facility records for the physical requirements for the space. Click Add New Facility Detail on the List View toolbar to open a new Facility Detail record.
In the Facility Detail record, enter the appropriate information:
-
Facility Item Type – Click the Lookup button to select the type of item you are adding.
-
Quantity – Enter the quantity needed of the item.
-
Cost Budget – Enter the budgeted cost for this item, if desired.
-
Comments – Enter any additional comments related to this item.
-
Facility Item – Click the Lookup button to select the facility item you are adding. This lookup displays records related to the selected facility item type.
-
Sequence – Enter the sequence in which this item should be printed on reports.
-
Cost Actual – Enter the actual cost for this item, if desired.
-
Owner – Displays the ID of the user who created this record.
Click Save & Close to save this record and return to the Facility Detail Associated View. Repeat steps to create additional facility detail records. When finished, click the session facility record in the Top Navigation Toolbar to return to the session facility setup record. Click Save & Close to return to the Session Facility Associated View. Click the session record in the Top Navigation Toolbar to return to the session setup record.
Copying a session’s facilities
Instead of creating new facility and facility detail setup for a session, you can copy the facility and facility detail setup from another session and modify it to make it easier to set up additional session facilities. This feature is available on the Record toolbar of the session setup record.
Note
This feature copies the facility setup and related facility detail items.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view a list of existing event records. Locate and open the event.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
In the Related tab of the Event Meeting Setup record, click Session Setup to open the Event Session Setup Associated View listing existing session records for the selected meeting. Locate and open the session where you want to manage session facilities.
Click Copy Session Facility on the session setup Record toolbar.
In the Copy Facility dialog, use the Lookup to select the session facility record you wish to copy. You can select more than one.
Click OK. A message will appear asking you to confirm that you want to copy the record. Click OK.
Locate and open the copied session facility record and make the necessary changes to it. For more information, see Setting up speakers and facilities for a meeting session.
Meeting Transactions and Processing
This chapter describes how to register people for meetings. The process of registering for a meeting includes registering for sessions, as well registering guests. In addition, this chapter describes different registration scenarios, including registering multiple people from one organization, billing the registration to a different individual or organization, entering complimentary registrations, and managing session waitlists.
This information includes the following topics:
-
Registering an individual for a meeting
-
Registering an individual for sessions
- Group registration pricing transactions
-
Session registration time conflicts
-
Viewing a registrant’s badges and tickets
-
Adding a guest registration
-
Registering an individual and bill the company
-
Registering multiple individuals from a single organization
-
Entering a complimentary registration
-
Substituting a registrant
-
Canceling a meeting registration
-
Canceling a guest meeting registration
-
Canceling a session registration
-
Canceling all registrations for a meeting
-
Event meeting waitlists
-
Meeting session waitlists
-
Closing a meeting
-
Standard meeting reports
Registering an individual for a meeting
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You register individuals for meetings by creating an invoice that includes a line item for the meeting. This meeting line item includes all of the pertinent information for the meeting registration, including the contact’s name and address information, registration information, pricing, and any specific information about communicating with this contact.
In addition to the basic meeting registration, you may also need to register the attendee for sessions, view or modify the attendee’s badge or tickets, and register guests. For more information about these procedures, see the following topics:
From the My Work work area on the Side Navigation Menu, click Contacts. Open the contact record where you want to create an invoice. On the Record toolbar of the contact’s record, click New Invoice to open a new invoice transaction. For more information about creating invoices, see Invoices.
Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Note
After the first time you select a batch, the same batch will be used for each transaction you enter until you select a different batch or that batch is closed.
Click Save to save the invoice with the selected batch, populate the Invoice ID, transaction date, and invoice address information.
From the New Transactions drop-down list, select Meetings from the menu to open the new registration record. In the General tab of the Registration record, enter appropriate registration information:
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Contact – Displays the contact from the invoice. You can use the Lookup and select a different contact, if desired.
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Meeting – Click the Lookup button to select the appropriate meeting. See Managing Single Currency Sales Products, Meetings and Exhibits for additional information when selecting a meeting where Single Currency = true.
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Registration – Click the Lookup button to select the appropriate registration.
Note
If you select a meeting where the contact is already registered, a message will appear saying that this individual is already registered.
In the Pricing area, enter the appropriate price information for this meeting registration:
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Override Price – If you want to sell this registration for a different price than the default, mark this checkbox . If you use this option, the price field is enabled.
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Price – Displays the price of the registration. The default price is based on the price list selected for the invoice header. If you marked the Override Price checkbox, you can change this price.
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Promotion – If you have a promotion code associated with this contact’s meeting registration, click the Lookup button to select the appropriate promotion code.
Note
The Promotion Lookup for a meeting registration transaction is filtered to support meeting-specific promotion logic. Based on the meeting ID and registration ID selected, the promotion code lookup displays only those eligible promotion codes where: 1) All Products = Yes, Module 20 (meetings) = Yes, Specific Products = Yes, where there is a referential relationship between the promotion code and the selected meeting registration setup, and where the promotion end date => system date. This “special” filtered lookup is limited to 100 records. If your organization has more than 100 eligible promotion codes, users can use the Lookup window search functionality to search for and select a promo code that is not visually displayed in the Lookup window list of records.
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Amount – Displays the price times the quantity. (The quantity of a registration transaction is always 1.)
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Override Discount – If you want to override the system-calculated discount based on the promotion code selected, mark this checkbox . If you want to add a manual discount without a promotion code, mark this checkbox . If you use this option, the Discount field is enabled.
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Discount – Displays the amount of this discount based on the promotion code entered. If you marked Override Discount, you can change the amount of the discount here or enter a discount amount here.
Note
The discount amount cannot exceed the price of the meeting registration.
In the Participant Information tab, enter the appropriate contact information for this participant:
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Info Same As Contact – This checkbox defaults to checked , indicating that you want to use the selected contact information and the system will auto-populate the participant information fields based on the information in the selected contact record. If you want to enter contact information different from that in the contact’s record, remove the check and override the defaulted information.
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Prefix – Enter the prefix (for example, Mr., Ms., or Dr.).
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First Name – Enter the contact’s first name.
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Middle Name – Enter the contact’s middle name or middle initial.
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Last Name – Enter the contact’s last name.
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Suffix – Enter the suffix (for example, PhD, Jr., or III).
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Title – Enter the contact’s job title.
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Company Represented – If the selected contact is related to a parent account, this field defaults to the parent account. If the selected contact is not related to a parent account, this field is blank. If the registrant is attending the meeting on behalf of a company, click the Lookup button to select the appropriate account here.
Note
A meeting attendee does not have to be a contact associated with the account of the company they are representing in UX 365. If you link this attendee to an account using this field, they attendee will appear on the Event Participants view of the selected account record (Accounts > double click to open the account record, then click Event Participants in the account record Navigation Pane).
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Badge Name – Displays the name that will appear on the registrant’s badge, either the contact’s nickname, if one is entered on the contact record, or their first name. You can type a new name here if needed.
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Participant Name – Displays the participant name, either First Name Middle Name Last Name or Last Name, First Name Middle Name, depending on the application parameter ‘PAMeetings.ParticipantName’ configuration. See Defining Participant and Guest Name Format for more information.
In the Address Information area, enter or edit the appropriate address information for this meeting registration:
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Company Name – Displays the Address Name from the contact record. You can type a new company name here, if needed.
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Address Lines – Displays the contact’s primary address. You can change this information, if necessary.
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City – Displays the city from the contact’s primary address. You can change this information, if necessary.
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State or Province – Displays the state or province from the contact’s primary address. You can change this information, if necessary.
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Postal Code – Displays the postal code from the contact’s primary address. You can change this information, if necessary.
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Country – Displays the country from the contact’s primary address. You can change this information, if necessary.
In the Communication Information area, enter the appropriate communication information for this meeting registration:
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Communication Method – Displays the preferred contact method from the contact’s record. You can select another option for this registration.
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Email Address – Displays the contact’s primary email address. You can change this information, if necessary.
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No Show – For reporting purposes, you can manually track participants who did not attend the meeting by checking this box.
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Phone – Displays the address phone from the contact’s record. You can change this information, if necessary.
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Fax – Enter a fax number to use for this invoice.
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Website – Enter a website address for the contact, if desired.
In the User Defined Fields tab, enter appropriate attendee information. If this area is blank, no user-defined fields were set up in the meeting set up.
After saving this record, the Sessions and Guests tabs are activated in the registration record, displaying existing related session and guest registrations.
Additional options to Add Sessions and New Guest become available on the registration Record toolbar.
After saving this transaction, other options in the Related tab of this registration record are activated:
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Click Sessions to open the Event Session Associated View listing any packaged sessions included with the selected registration. You cannot add session registrations from this View. If you want to add more sessions, see Registering an individual for sessions.
- Click Guests to open the Event Registration Associated View of existing guest registrations for this attendee. You cannot add guest registrations from this View. For information on adding a guest registration, see Adding a guest registration.
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Click Badge to view or edit the badges and tickets associated with this registration. If a badge or ticket was linked to the registration or to one or more sessions in the setup, they will automatically appear here. For more information, see Viewing a registrant’s badges and tickets.
Click Save & Close to save the event registration transaction and return to the invoice.
Group registration pricing transactions
When registering a contact for a meeting, UX checks the following conditions to determine if the registrant qualifies for group registration pricing:
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Group Pricing = true in the Registration setup
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Contact contains a parent account
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Registration Waitlisted = false
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Registration Cancelled = false
If the above four conditions are true, and there are no existing registrations for that particular Registration and the contact registrant’s parent account, then UX calculates the registrant count at a quantity of 1. If registration(s) already exist for that particular Registration and the contact registrant’s parent account, UX increases the cumulative registration count by a quantity of 1 and calculates the price based on the prices record for that quantity.
The cumulative registration count is not related to the number of registrations that are being processed at the same time or on the same invoice.
There is no repricing of existing registration transactions – prices are calculated at the time that a registration is added as an invoice detail transaction to the invoice.
The only quantity being evaluated for the group pricing is the cumulative number of existing registrants from the same parent account, for the same meeting registration. That quantity is only counted as of the time that the current registration transaction is being created.
Because registration counts are calculated based on the number of registrants that share the same parent account for a particular Registration, you can setup multiple group registrations for the same meeting. For example, if you add group pricing to a Main Registration and to a Packaged Registration setup for a particular meeting, UX will calculate the price for the Main Registration based on the quantity of contacts with the same parent account who registered for the Main Registration. UX does not calculate the price based on the quantity of contacts with the same parent account who registered for either the Main Registration or the Packaged Registration. The count is specific to the Registration.
For additional information on meeting registration transactions, see Registering an individual for a meeting. For additional information on group registration pricing, see Group registration pricing overview.
Note
The registration does not need to be paid in full to qualify in the count for group registration pricing. The count increases by one for a group registration on save of the meeting registration transaction.
Registering an individual for sessions
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In addition to an attendee’s basic meeting registration information, you might also need to register the attendee for sessions if sessions were not packaged with the registration, or if you want to add additional sessions to those that were part of the registration package.
Create the basic meeting registration record (see Registering an individual for a meeting). In the registration record, click Add Sessions on the registration Record toolbar to open Look Up Records dialog to lookup and select the session record(s) you wish to add for this participant. Only those sessions available to the registration will be available. You can select one or more sessions. After selecting the desired session records, click Add in the Look Up Records dialog to add the selected sessions to the registration. The sessions will be available in the registration Sessions tab.
Click Save to save the registration record with the added sessions.
Note
If you attempt to register a contact for two sessions that occur at the same time, UX 365 will return a Time Conflict Alert, identifying the conflict and asking if you want to continue with registering the conflicting sessions. For more information, see Session registration time conflicts.
After saving the registration record, you can view detailed information about a session, by double-clicking it in the sessions tab. The session registration record will open.
If necessary, you can modify some of the information. In the General tab:
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Session – Displays the session the individual is being registered for.
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Date Registered – Displays the batch date by default. You can change this information if necessary.
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Session Waitlist – This option will be checked if the number of registrants for this session has reached the pre-set limit and the registration has been placed on the waitlist for this session. (For more information, see Meeting session waitlists.)
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No Show – For reporting purposes, you can manually track participants who did not attend the session by checking this box.
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Quantity – Do not change the default value of 1.
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Exclude from Max Cap – If you do not want to count this registration against the session’s maximum capacity, mark the checkbox . For example, assume that the session’s maximum capacity is 50, and there are already 49 registrants. If you check this option, this registrant will not be counted for the session’s capacity. One more person will be able to register for this session before registrants will be placed on the session waitlist.
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VIP Registrant – If this registrant is on the waitlist for this session, select the checkbox to flag the registration for priority placement on the list. Or mark the checkbox to simply identify this participant as a VIP for this session.
In the Pricing area:
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Overridden Price – If you want to sell this session for a different price than the default, select this checkbox .
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Promotion– If you have a promotion code you wish to apply to this session, click the Lookup button to select it.
Note
The Promotion Lookup for a session transaction is filtered to support session-specific promotion logic. Based on the meeting ID and session selected, the promotion code lookup displays only those eligible promotion codes where: 1) All Products = Yes, Module 20 (meetings) = Yes, Specific Products = Yes, where there is a referential relationship between the promotion code and the selected session setup, and where the promotion end date => system date. This “special” filtered lookup is limited to 100 records. If your organization has more than 100 eligible promotion codes, users can use the Lookup window search functionality to search for and select a promo code that is not visually displayed in the Lookup window list of records.
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Overridden Discount – If you will be using a manual discount on the price, select this checkbox .
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Price – Displays the default price of the registration based on the price list selected in the invoice header. If you selected the Overridden Price option, you can change this price.
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Discount – Dollar amount of any discount. Note that this must be a dollar amount; for example, if you wish to offer a $50 discount to this particular registrant, type “50” in this field. Percentage discounts are not supported in this field.
Click Save & Close to save the session record and return to the event registration record.
Session registration time conflicts
If you attempt to register a contact for two sessions that occur at the same time, UX 365 will display a Time Conflict Alert, giving you the choice of registering the conflicting session or not.
Note
If a registration includes packaged sessions that have a time conflict, you will not be given the option of adding all conflicting sessions to the registration. The system will add only the first session to the registration; any remaining sessions that conflict with it will not be added. For information about avoiding time conflicts for packaged sessions, see Restricting session conflicts in registration package setup.
The following scenario illustrates how this works:
Assume you have selected two sessions that occur on the same date and time.
When you click OK in the Look Up Records dialog where you selected the sessions, the system returns a Time Conflict Alert identifying the conflicting sessions.
If you want to add both sessions to the meeting registration despite the time conflict, click Yes. If you do not want to add both sessions, click No. The session that was selected first will be added to the meeting registration record, and the conflicting session (or sessions, if there were more than one) will not be added.
Viewing a registrant’s badges and tickets
You can view the badges and tickets assigned to a registrant during the registration process. You will be able to view when the badges and tickets were printed, and if necessary, flag them to be reprinted.
Note
A badge or ticket must be associated with a registration or session in order to be added to the registrant’s information. You cannot add badges or tickets unless they are part of the registration or session setup.
Create the basic meeting registration record (see Registering an individual for a meeting). In the Related tab of the Registration record, click Badge to open the Event Badge Ticked Associated View, listing the badge or ticket that was linked to setup for the registration or to one or more sessions.
You can view the detail for a badge or ticket by double-clicking the item in the list. You cannot make changes to the badge or ticket. If you have assigned an incorrect badge or ticket, you must cancel or delete the registration or session and re-enter the correct one.
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Badge/Ticket – Displays the type of badge you selected.
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Printed Date – If this badge or ticket has been printed using a custom EasyPrint report, displays the date of the last printing.
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Reprint – If you want to allow this registrant’s badge or ticket to be reprinted, click to select Yes.
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Owner – The name of the user who created this registration record
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Name – Defaults to the name entered for the Badge/Ticket record.
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Print Job ID – If this badge or ticket has been printed using a custom EasyPrint report, displays the job number from the previous printing.
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Session – Displays the session pertaining to the particular badge or ticket.
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Registration – Displays the registration type.
Important
The fields Printed Date, Print Job ID and Reprint are used with custom UX 365 EasyPrint reports. There are no base UX 365 EasyPrint reports for badges and tickets. If your organization has a custom EasyPrint report, you must export the results to a PDF to complete the system job that updates these fields.
Adding a guest registration
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If your organization allows registrants to bring guests, you can register those guests from the primary registrant’s invoice. Guests can be contacts in your database. They can have the same contact information as the primary registrants, or it can be different. Guests may represent an organization. A single registrant can have multiple guests if your organization’s policies allow it.
Create the basic meeting registration record (see Registering an individual for a meeting). In the registration record, click New Guest on the registration Record toolbar to open a new event registration record. In the top the General tab, enter the following information:
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Contact – If this guest is a contact that exists in the database, click the Lookup button to select the contact. If the guest is not a contact in the database, leave this field blank.
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Meeting – Displays the meeting for this registration.
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Waitlist – Indicates whether this guest is on the meeting registration waitlist.
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Registration – Click the Lookup button to select the appropriate registration for this guest. Only those registration setup records where Main is not selected in the setup will be available.
Note
If you select a contact that is already registered for this meeting, a message will appear saying that this individual is already registered.
In the Pricing area, enter the appropriate price information for this guest registration:
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Override Price – If you want to sell this registration for a different price than the default, mark the checkbox . If you use this option, the price field is enabled for edit.
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Promotion – If you want to apply a promotion to the pricing for this registration, click the Lookup button to select the appropriate promotion code.
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Override Discount – If you want to change the promotional discount amount or apply a manual discount, mark the checkbox .
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Date Registered – Displays the batch date.
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Price – Displays the price of the registration. The default price is based on the price list selected for the invoice header. If you checked the Override Price option, you can change this price.
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Discount – If you selected a promotion code, displays the discount amount. If you checked the Override Discount option, you can enter the dollar amount of the discount. This must be a dollar amount. For example, to give a $50 discount to this particular registrant, type “50” in this field. You cannot enter a percentage discount here.
In the Guest Information tab, enter the appropriate information about this guest. If you selected a contact from the database, the system will auto-populate the contact information fields, based on the information in the contact record. If you did not select a contact from the database or want to change the system-populated data:
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Suffix – Enter the suffix (for example, PhD, Jr., or III).
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Prefix – Enter the prefix (for example, Mr., Ms., or Dr.).
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First Name – Enter the guest’s first name.
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Middle Name – Enter the guest’s middle name or middle initial.
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Last Name – Enter the guest’s last name.
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Title – Enter the guest’s job title.
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Company Represented – If the guest is attending the meeting on behalf of a company, click the Lookup button to select the appropriate account here.
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Badge Name – Displays the name that will appear on the guest registrant’s badge, either the contact’s nickname, if one is entered on the contact record, or their first name. You can type a new name here, if needed.
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Guest Name – System populated field based on the data entered in the FN, MN, LN fields. The format for the Guest Name will depend on the application parameter ‘PAMeetings.ParticipantName’ configuration. See Defining Participant and Guest Name Format for more information.
Note
A meeting attendee does not have to be a contact associated with the account of the company they are representing in UX 365. If you link this attendee to an account using this field, they attendee will appear on the Event Participants view of the selected account record (Accounts > double click to open the account record then click Event Participants in the account record Navigation Pane).
In the Address Information area, enter the appropriate address information for this guest registration:
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Use Participant Address – Mark this checkbox if you want the address information of the main registrant to be used for the guest
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Address Lines – Displays the contact’s primary address. You can change this information, if necessary.
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Company Name – Displays the Address Name from the contact record. You can change this information, if necessary.
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City – Displays the city from the contact’s primary address. You can change this information, if necessary.
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State or Province – Displays the state or province from the contact’s primary address. You can change this information, if necessary.
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Postal Code – Displays the postal code from the contact’s primary address. You can change this information, if necessary.
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Country – Displays the country from the contact’s primary address. You can change this information, if necessary.
In the Communication Information area, enter the appropriate communication information for this meeting registration:
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Communication Method – Select the communication option to use for this guest.
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Email Address – Enter the guest’s e-mail address.
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No Show – For reporting purposes, you can manually track guests who did not attend the meeting by checking this box.
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Phone – Enter the guest’s telephone number.
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Fax – Enter a fax number to use for this invoice.
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Website – Enter the guest’s website.
Click Save to save this guest registration transaction.
After saving this record, the Sessions tab is activated in the guest registration record, displaying existing related session registrations.
Additional option to Add Sessions becomes available on the registration Record toolbar.
After saving this transaction, other options in the Navigation Pane of this registration record are activated:
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Click Sessions to open the Event Session Associated View listing any packaged sessions included with the selected registration. You cannot add session registrations from this View. If you want to add more sessions, see Registering an individual for sessions.
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Click Badge to view or edit the badges and tickets associated with this registration. If a badge or ticket was linked to the registration or to one or more sessions in the setup, they will automatically appear here. For more information, see Viewing a registrant’s badges and tickets.
Click Save & Close to save the guest registration transaction and return to the main registration record. Save & Close the main registration record to return to the invoice.
Registering guests with group registration pricing
When registering a guest for a meeting, if Group Pricing = true in the Guest Registration setup, UX will calculate pricing for the guest registration based on the same conditions as other registrations with group registration pricing.
Because cumulative counts are by Registration setup for registrants that share the same parent account, the guest is not included in the cumulative count of registrants for the main participant’s Registration, even if the guest contact shares the same parent account as the main participant. The guest registrant is included in the cumulative count of registrants for the Guest Registration setup that share the same parent account. See Group Registration Transactions for additional details.
Note
Since a registrant must have a parent account in order to calculate group registration pricing, if the guest registrant is not a contact selected from the database, UX cannot calculate group registration pricing for that guest. Therefore, guests who are not added from the database are always calculated based on a quantity of 1.
For additional information on registering guests, see Adding a guest registration.
Registering an individual and bill the company
Although individuals register for meetings, often their employer or another company will pay the registration fee. UX 365 accommodates this situation through the invoice Bill To fields on the invoice header. If the new invoice defaults the Bill To, as the invoice customer, you have the option of using the Lookup button to select the Bill To Account record. In this example, the Bill To Account would be the company that is paying the invoice.
The process for registering the individual is the same. See Registering an individual for a meeting for more information.
Note
If a session is associated with a course, the education history record for the course registration will be added to the contact that is being registered and not to the contact or account that appears in the invoice Bill To field.
Registering multiple individuals from a single organization
In many cases, a single company may send several attendees to a meeting, and they may want to have a consolidated invoice that contains all information for all their registrants. In this case, you will create an invoice for the organization (account) record with multiple meeting registration line items, one for each of their attendees (contacts). See also Group registration pricing overview for information on tiered pricing options when registering multiple individuals with the same parent account.
Entering a complimentary registration
Often, your association’s staff members are registered at no cost in order to generate a badge. In other cases, you may want to offer complimentary registration for special guests. Although you could enter these registrations the same as all others, and then change the price to zero, you can also create one or more no-cost registration items. Then, you can use these complimentary registration items when you register your staff and special guests, and you do not have to edit the price information for each of these transactions. For more information, see Setting up complimentary registrations and sessions.
The steps for completing a complimentary registration are the same as for completing a registration with a cost. The only difference is that you select the complementary registration item on the Registration form. See Registering an individual for a meeting for more information.
Viewing event meeting participants
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You can view a list of meeting participants for all events or for any selected event, for all companies, or for a selected company. You can also view all meeting information for a selected participant and for only open or closed events in View Event Meeting Participants.
In the Side Navigation Menu, select the Meetings work area > Meeting Manager > View Meeting Participants to open the Event Participants View. To filter the entries that appear in the list, use the following fields:
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Meeting – To view participants for a specific meeting, click the Lookup button and select the meeting.
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Company – To view meeting participants for a specific company, click the Lookup button and select the company.
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Participant – To view participant records for a specific participant, click the Lookup button and select the participant.
- Invoice – To view a participant record for a specific invoice, click the Lookup button and select the invoice containing the meeting registration. You can search by Invoice ID or Invoice Name.
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View – Indicate whether you want to view participants for open, closed, or both open and closed meetings.
Click Search Meeting Participants. The list will display all meeting participants that meet the criteria you entered. You can sort the list by clicking on the column headings: Registration, Last Name, First Name, Meeting, Invoice Number, Invoice Customer, Cancelled, Participant Type, and Company Represented.
You can export the list of participants to Excel by selecting the Export to Excel button on the event participants list Actions toolbar.
Note
If you are working in Internet Explorer 11, the export to Excel from this custom view does not open the export file in Excel. Rather, it prompts you to Save As Type = HTML. Save the file to a convenient location, and then Open With Excel. If you are working in Chrome, the export to Excel from this custom view creates the Excel file for you to open within the application.
Substituting a registrant
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In some cases, a company will want to substitute one participant for another. For example, if the original registrant cannot attend, you can allow another person from that company to take their place.
The method you use depends on whether your organization charges cancellation fees for registrations.
Transferring a registration from one contact to another
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If your system is configured to allow it, you can transfer a meeting registration from one contact to another. (For more information on configuring this capability, see Enabling registration transfers.)
For example, assume that one meeting registrant for an account has a schedule conflict, and the account asks to replace that registrant with a different member of their organization. You can transfer that meeting registration from the original contact to a different contact.
Important
Participant transfers are not captured in the History Store at this time.
In the same way, if a meeting registrant has a guest included on their meeting registration, and they ask to replace that guest with a different guest, you can transfer that guest registration from the original contact to a different contact.
Important
You cannot transfer a meeting registration if the meeting is closed, if the original participant’s registration has been canceled, if the registration includes sessions with attached courses, or if the participant is on the meeting’s waitlist.
In the Side Navigation Menu, select the Meetings work area > Meeting Manager > View Meeting Participants to open the Event Participants View. Use the filter options to find the registration that you want to transfer to another participant.
Select the checkbox next to the participant whose registration you want to transfer. Click Transfer Participant on the event participants list Actions toolbar to open the Transfer Participant Process dialog.
In the Transfer Participant Process dialog, click the Lookup button to select the contact you want to transfer this registration to.
Note
If the registration you are transferring is marked as Members Only (on the Event Registration Setup record), the Look Up Records dialog that appears will display only contacts who are members.
Click OK. If the registration is eligible for transfer, UX 365 will make the following changes:
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Update the Contact field, as well as the Contact Information, Address Information, and Communication Information sections on the meeting registration detail record.
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Update any session registrations with the new contact’s information (except for canceled sessions, which will retain the original registrant’s contact information).
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Update the address information for any guest registration detail records where the Address Same As Participant option is marked Yes.
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Update any associated session badge records with the new contact’s information.
Click the Refresh button on the right side of the list column headers in the Event Participants View to display the updated list of event participants.
Transfer participant considerations for group registration pricing
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If you use Transfer Participant to transfer a Registration enabled for group pricing from a contact whose registration was included in the cumulative count for group pricing for that contact’s parent account to a contact that has no parent account, the transferred registration will no longer be included cumulative count of registrants that shared the same parent account as the original contact registrant. There is no repricing of the registration.
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If you use Transfer Participant to transfer a Registration enabled for group pricing from a contact whose registration was included in the cumulative count for group pricing for that contact’s parent account to a contact with a different parent account, the transferred registration will no longer be included cumulative count of registrants that shared the same parent account as the original contact registrant. The transferred registration will be included in the cumulative count of registrants that share the same account as the transferred contact registrant. There is no repricing of the registration.
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If you use Transfer Participant to transfer a Registration enabled for group pricing from a contact with no parent account to a contact with a parent account, the transferred registration will be included in the cumulative count of registrants that share the same account for that particular Registration. There is no repricing of the registration.
Deleting the original registration to substitute a registrant
If your organization does not charge a cancellation fee, and you cannot use the transfer participant feature, simply delete the original registration line item from the invoice and add a new one.
The process you will use to substitute a registrant is the same whether the transaction’s batch is open or closed; however, the accounting system will handle the transactions differently.
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If the batch in which original entry was created is open, the line item for the registrant who cannot attend will be deleted.
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If the batch in which original entry was created is closed, the line item for the registrant who cannot attend will be canceled. The item will remain visible and will be marked with a red X. Any dollars associated with the item will be removed, and the invoice balance will be adjusted accordingly.
Open the invoice containing the registration you wish to substitute. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Click to select the line item of the registrant you wish to replace.
Click the Cancel button on the invoice grid Actions toolbar.
Important Note
All related sessions and guest registrations associated with the main participant will be automatically deleted as well.
A message will appear asking you if you want to delete this meeting registration. Click OK. (This action cannot be undone.)
Add a new meeting registration for the other individual. For more information, see Registering an individual for a meeting.
Apply payments or process refunds as applicable.
Click Save & Close the invoice.
Canceling a meeting registration
Meeting registrations can be canceled at any time. If you cancel the meeting registration of the main participant, whether you cancel using the Cancel Meeting feature within the registration transaction or you cancel the invoice line item for main participant registration, all related sessions and guest registrations will be cancelled as well.
If you only need to cancel a guest registration, you can do so without cancelling the entire meeting registration transaction. See Cancelling a guest meeting registration for more information.
If you only need to cancel a session registration, you can do so without cancelling the participant registration. See Cancelling a session registration for more information.
If your company charges a cancellation fee for the registrant who cannot attend, then you must use the Cancel Meeting feature within the registration transaction to cancel the entire registration. If you need to replace (substitute) a new registration for the registrant who cannot attend, you will need to create a new meeting registration to add the new registrant. (See Cancelling a meeting registration using Cancel Meeting for more information.)
Cancelling a meeting registration using Cancel Meeting
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When you cancel a meeting registration, UX 365 can automatically generate the cancellation fee—based on the cancellation fee information you set up for the meeting—and add it to the invoice as a line item. (See Setting up registration cancellation fees for more information.)
The process you will use to cancel a meeting registration with a cancellation fee is the same whether the transaction’s batch is open or closed; however, the invoice detail line items will be handled differently.
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If the batch in which original entry was created is open, the line item for the canceled registration will be deleted, and the cancellation fee line item will be added.
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If the batch in which original entry was created is closed, the line item for the canceled registration will be canceled, and the cancellation fee line item will be added. The item will remain visible and will be marked with a red X. Any dollars associated with the item will be removed, and the invoice balance will be adjusted accordingly.
Important Note
All related sessions and guest registrations associated with the main participant will be automatically cancelled as well.
Follow this procedure to charge a cancellation fee. However, if you do not want to charge a cancellation fee, you can simply cancel the main registration line item on the invoice.
Open the invoice containing the registration you want to cancel. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Double-click to open the line item of the main registration you want to cancel. Click the Cancel Meeting button on the registration Record toolbar.
A message will appear asking you if you want to cancel this meeting registration. Indicate whether or not you want to charge a cancellation fee and select a cancellation reason. Then click OK.
Note
If the batch that the cancellation fee line item is saved in is still open, you will be able to override the default cancellation fee amount if necessary.
If you need to replace the cancelled participant, create a new meeting registration transaction.
Address any credit balance on the invoice as necessary, using your organization’s business rules and procedures. Save & Close the invoice
Cancelling a meeting registration by deleting the invoice line item
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If you do not want to charge a cancellation fee, you can simply cancel the main participant registration line item on the invoice to cancel a meeting registration. Then, if you need to replace the cancelled participant, you can create a new meeting registration.
The process you will use to cancel a meeting registration by deleting the registration invoice line item is the same whether the transaction’s batch is open or closed; however, the accounting system will handle the transactions differently.
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If the batch in which original entry was created is open, the line items for the main participant and all related sessions and guest registrations will be deleted.
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If the batch in which original entry was created is closed, the line items for the main participant and all related sessions and guest registrations will be canceled. The line items will remain visible and will be marked with a red X. Any dollars associated with the items will be zeroed out, and the invoice balance will be adjusted accordingly.
Open the invoice containing the registration you wish to cancel. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Select the line item of main participant. Click the Cancel button on the invoice grid Actions toolbar.
Important Note
All related sessions and guest registrations associated with the main participant will be automatically cancelled/deleted as well.
A message will appear asking you if you want to cancel/delete this meeting registration. Click OK. (This action cannot be undone.)
Process refunds or transfer payments, if applicable. Click Save & Close the invoice.
Cancelling a meeting registration with group registration pricing
If a registrant whose Registration qualified for group registration pricing decides to cancel, the registrant count for that particular Registration and parent account will decrease by one. No changes will be made to other registrant transactions for that particular Registration and parent account.
UX will calculate pricing for the next registrant for that particular Registration and parent account based on the count of all current registrations that are not Waitlisted or Cancelled. See Cancelling a meeting registration for additional information on cancelling a meeting registration.
Cancelling a guest meeting registration
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If you need to cancel a guest registration and do not want to cancel the primary registration for the main participant, you can simply cancel the guest registration line item in the invoice. This will cancel the selected guest registration and any session registrations related to that guest.
The process you will use to cancel a guest registration is the same whether the original transaction batch is open or closed; however, the accounting system will handle the transactions differently.
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If the batch in which original entry was created is open, the line items for the guest registration and any related guest session registrations will be deleted.
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If the batch in which original entry was created is closed, the line items for the guest registration and any related guest session registrations will be canceled. The line items will remain visible and will be marked with a red X. Any dollars associated with the items will be zeroed out, and the invoice balance will be adjusted accordingly.
Open the invoice containing the guest registration you wish to cancel. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Select the line item of guest registration you wish to cancel. Click the Cancel button on the invoice grid Actions toolbar.
Important Note
All related sessions associated with the guest registration will be automatically cancelled/deleted as well.
A message will appear asking you if you want to cancel/delete this meeting registration. Click OK. (This action cannot be undone.)
Process refunds or transfer payments, if applicable. Click Save & Close the invoice.
Cancelling a session registration
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If you need to cancel a session registration and do not want to cancel the meeting registration for either the main participant or the guest participant, you can simply cancel the session registration line item in the invoice. This will cancel the selected session.
The process you will use to cancel a session registration is the same whether the original transaction batch is open or closed; however, the accounting system will handle the transactions differently.
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If the batch in which original entry was created is open, the line item for the session registration will be deleted.
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If the batch in which original entry was created is closed, the line item for the session registration will be canceled. The line item will remain visible and will be marked with a red X. Any dollars associated with the item will be zeroed out, and the invoice balance will be adjusted accordingly.
Open the invoice containing the session registration you wish to cancel. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Select the line item of session registration you wish to cancel. Click the Cancel button on the invoice grid Actions toolbar. .
A message will appear asking you if you want to cancel/delete this transaction. Click OK. (This action cannot be undone.)
Process refunds or transfer payments, if applicable. Click Save & Close the invoice.
Bulk meeting registration cancellation
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If necessary, you can cancel all of the meeting registrations for a selected event. For example, if a meeting has been canceled, you can quickly cancel all of the registrations, rather than canceling them one at a time.
This process will cancel all participant and guest registrations and cannot be undone.
In the Side Navigation Menu, select the Meetings work area > Meeting Manager > Bulk Meeting Registration Cancellation to open the Bulk Meeting Registration Cancellation dialog.
Click the Meeting Lookup button to select the meeting that you want to cancel registrations for.
Click the Batch Lookup button to select the batch to use for this process.
Note
We recommend using a separate batch for this process.
Click OK to initiate the process.
A confirmation message will appear showing the number of registrations that will be canceled. Click OK to cancel the registrations. This process cannot be undone.
Event meeting waitlists
When you set up an event meeting, you can set a maximum capacity for the entire event meeting. For example, if a meeting is set up to take place in a specific facility, you can set the maximum capacity for the meeting based on the facility’s capacity. (See Setting up meetings for more information about setting meeting capacity.)
If you have defined maximum capacity in your meeting setup and the meeting setup Waitlist Off is set to No, maximum capacity for all new registrants is determined by the number of registrants (participants and guests), plus the number of registrants on the waitlist. If a space becomes available, this keeps you from creating a new registration when there are existing registrants on the waitlist.
If the meeting setup Waitlist Off is set to No, when the number of participants for all registrations reaches the meeting’s maximum capacity, and you attempt to add a registrant, a message will ask you if you want to add the registrant to the meeting waitlist.
If any registrants cancel their registration for the event, you can move registrants off the event waitlist and register them for the event. For more information, see Registering an individual who is on the event meeting waitlist.
Event Meeting Waitlist View
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As registrants are added to an event meeting waitlist, registrants appear on the Event Meeting Waitlist View in ascending order by registration time and date. Once meeting space becomes available, you can select registrants from this view to remove them from the waitlist and complete their meeting registration. See Registering an individual who is on the event meeting waitlist for more information.
Note
The registration date is based on the batch date, not the system date.
To access this view, in the Side Navigation Menu, select the Meetings work area > Meeting Manager > Meeting Waitlist View.
Click the Lookup button in the Meeting field to select a meeting.
Click Search Meeting Waitlist to view all registrants on the waitlist for the selected meeting.
If you are looking for a specific participant, click the Lookup button in the Participant field to select the participant, and then click Search Meeting Waitlist.
You can export the list of participants to Excel by selecting the Export to Excel button on the event participants list Actions toolbar.
Note
If you are working in Internet Explorer 11, the export to Excel from this custom view does not open the export in Excel. Rather, it prompts you to Save As Type = HTML. Save the file to a convenient location, and then Open With Excel. If you are working in Chrome, the export to Excel from this custom view creates the Excel file for you to open within the application.
Registering an individual who is on the event meeting waitlist
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To access this view, in the Side Navigation Menu, select the Meetings work area > Meeting Manager > Meeting Waitlist View.
In the Event Meeting Waitlist View, use the search criteria to identify the waitlisted registrant(s). Double-click the participant line for the individual you want to move from the waitlist and register for the event to open the meeting registration invoice.
Double-click to open the waitlisted meeting registration line item. Click Register Waitlist on the registration Record toolbar. The system will check whether you can register this person.
If the meeting is still at maximum capacity, a message will appear stating that fact. Click OK and then click Save & Close. The person remains on the event meeting waitlist.
If the meeting is not at maximum capacity and space is available, the system will check to see if the registration has packaged sessions and if any of those sessions have reached maximum capacity.
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If there are no packages sessions, or none of the packaged sessions have reached maximum capacity, the registration will be completed (including registration for any packages sessions).
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If the registration includes packaged sessions that have reached maximum capacity, a message will appear asking if you want to add the person to the session waitlist. Click OK to register the person for the meeting and add them to the session waitlist.
Click Save & Close.
Removing an individual from the event meeting waitlist
If a registrant decides they do not want to be on the event waitlist, you can remove them by canceling the invoice detail line item that contains their meeting registration. If the registration included packaged sessions, canceling the meeting registration will also cancel the sessions, including those that may have been waitlisted. For more information, see Canceling a meeting registration.
Meeting session waitlists
When you set up meeting sessions, you can set maximum capacity controls for each session. For example, if a session is set up to take place in a specific meeting room, you can set the maximum capacity for the session based on the room’s capacity. When the number of registrants for a session reaches the session’s maximum capacity, and you attempt to add a registrant, you will receive a message asking if you want to add that registrant to a waitlist.
Sessions can be set up to prevent registrants from being added to waitlists when the session reaches maximum capacity. In these circumstances, when you reach session’s maximum capacity and you attempt to add a registrant, you will receive a message stating that the contact cannot be registered for the session. See Setting up sessions for more information about setting session capacity.
If any registrants cancel their registration for the full session, you can move registrants off the session waitlist and register them for the session.
Note
If an individual is moved from the session waitlist and registered for a session that has an additional cost, their invoice total will be adjusted.
When you add registrants to a session waitlist, you can give some of them priority, listing them first in the waitlist, by marking them as a VIP Registrant. You will do this when registering the person for the session, by marking Yes on the VIP Registrant field. For more information, see Registering an individual for sessions.
Event Session Waitlist View
As registrants are added to a session waitlist, they can be viewed on the Event Session Waitlist View. The VIP registrants will appear first on the list, in ascending order by registration time and date. Other registrants will be listed next, in ascending order by registration time and date.
Once session space becomes available, you can select registrants from this view to remove them from the session waitlist and complete their session registration. See Registering an individual who is on the event meeting waitlist for more information.
Note
The Event Session Waitlist View groups registrants by session. Each session list the VIP registrants in ascending order by registration date followed by all other registrants for that session in ascending order by registration date.To access this view, in the Side Bar Menu, select the Meeting work area > Meeting Waitlist View.. Click the Lookup button in the Meeting field to select a meeting. Click Search Session Waitlist to view all registrants on the waitlist for all sessions for the selected meeting.
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To narrow your results, click the Lookup button in the Session field and click Search Session Waitlist to view registrants on the waitlist for the selected session.
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If you are looking for a specific participant, click the Lookup button in the Participant field to select the participant, and then click Search Session Waitlist.
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You can export the list of participants to Excel by selecting the Export to Excel button on the event participants list Actions toolbar.
Note
If you are working in Internet Explorer 11, the export to Excel from this custom view does not open the export in Excel. Rather, it prompts you to Save As Type = HTML. Save the file to a convenient location, and then Open With Excel. If you are working in Chrome, the export to Excel from this custom view creates the Excel file for you to open within the application.
Registering an individual who is on the session waitlist
In the Side Navigation Menu, select the Meetings work area > Meeting Manager > Session Waitlist View.
In the Event Session Waitlist View, use the search criteria to identify the waitlisted registrant(s). Double-click the line item for the individual you want to move from the waitlist and register for the session. This will open the meeting registration invoice.
Double-click the meeting registration line item to open the registration record. In the Sessions tab, identify and double-click to open the waitlisted session.
In the session registration record, click the Register Waitlist button the Record toolbar to remove the individual from the session waitlist.
If the session is still at maximum capacity, an alert will display at the top of the session registration record – you cannot register this waitlisted session. If the session is no longer at maximum capacity, UX will update pricing in the session registration record and clear the Session Waitlist checkbox.
Save & Close the session registration record.
Removing an individual from the session waitlist
If a registrant decides they do not want to be on the waitlist for a session, you can remove them by cancelling their session registration. See Cancelling a Session Registration for more information.
Closing a meeting
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A meeting should be closed once all transactions to be applied to that meeting have been entered in the system. When a meeting has been closed, users cannot inadvertently register someone so the meeting accounts will not be erroneously modified once it has been audited and signed off on by the organization’s accounting department.
Note
You are not required to close a meeting when running the revenue recognition process. For more information, see About event revenue recognition.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to view the Active Event Setup list of existing event records. Locate and open the event.
Access the Meeting Setup in the Related tab of the event record. Open the meeting that you set up for this event.
Click to select Yes on the Meeting Closed field. Click Save & Close to return to the event setup record. Save & Close the event setup record to return to the Active Event Setup list.
Standard meeting reports
Important
When you run any UX EasyPrint report, you must export the results to a PDF to complete the system job that updates the invoice detail with the date and print job.
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UX EasyPrint Meeting Confirmation Report
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UX EasyPrint Meeting Invoice
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UX EasyPrint Meeting Registration Confirmation
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UX Meeting Attendee Roster by Registrations
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UX Meeting Attendee Roster for All Sessions
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UX Meeting Confirmation Report
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UX Meeting Event Waitlist Report
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UX Meeting Invoice
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UX Meeting Registration Confirmation
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UX Meeting Revenue Analysis Report
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UX Meeting Setup Report
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UX Meeting Statistical Analysis Report
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UX Meeting Session Waitlist Report
Exhibits and Booths Setup
When you set up an event, you can also create the records you need for managing your organization’s exhibitors and their booths.
This information is divided into the following topics:
Setting up an industry product category
You can set up categories for the industry products your exhibitors produce. This gives you a way to group related industry products.
In the Side Navigation Menu, select the Exhibits work area > Meeting Settings > Industry Product Categories to open the Active Industry Product Category list view listing existing active industry product categories.
To create a new category, click New on the List View toolbar to open a new Industry Product Category record.
Complete the following fields:
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Name – Enter a name for this product category.
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Category Code – Enter a short code for this product category.
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Owner – Displays the ID of the user who created this record.
Click Save. The following options in the Navigation Pane become active:
Click Save & Close to save this industry product category record and return to the Active Industry Product Categories list.
Setting up an industry product
You can set up records to identify the industry products that your exhibitors produce. Industry products can then be added to the exhibitor booth transaction to identify the specific industry products related to the booth and are often used for report output and directory information.
In the Side Navigation Menu, select the Exhibits work area > Meeting Settings > Industry Products to open the Active Industry Products view listing existing active industry products.
To create a new product, click New on the List View toolbar to open a new industry product record record.
Complete the following fields:
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Code – Enter a short code for this product.
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Industry Product Category – Click the Lookup button to select the appropriate industry product category for this industry product.
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Description – Enter the product description.
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Owner – Displays the user ID of the user who created this record.
Click Save. The following options in the Related tab become active:
Click Save & Close to save this industry product record and return to the Active Industry Products list view.
Setting up an event exhibit
You will create an event exhibit record to manage the information related to the exhibit portion of an event. Exhibit setup includes setting up the exhibit record, related exhibit products to manage exhibitor transactions for booths, badges, miscellaneous products, cancellation fees, and badge setup to tract the number of badges allowed (exhibit reps) allowed per square feet of booth space purchased.
You can set up an exhibit by creating the exhibit product (booths, badges, miscellaneous products, and cancellation fees) and exhibit badge setups manually, or you can copy these components from an existing exhibit. For additional information on this feature, see Copying an exhibit.
There is a one-to-many relationship between events and exhibits, so you can create multiple exhibits for each event. Before you begin setting up your exhibit, you must create the event record.
Note
There is a one-to-many relationship between an event and its exhibits. You must create an event before you create an exhibit. For more information about events, see Setting up events.
In the Side Navigation Menu, select the Meetings work area > Meeting Settings > Event Setup to open the Active Event Setup view listing existing active event records. Locate and open the event.
From your event setup record, click Exhibit Setup in the Related tab to open the List View of exhibits related to this event. Click Add New Exhibit Setup on the List View toolbar to create a new exhibit.
In the General tab of the Exhibit Setup record, enter the appropriate information for this exhibit:
- Name – Enter the exhibit name. Follow your organization’s naming conventions.
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Event – Displays the event you selected.
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Exhibit Code – Enter a short code for this exhibit. Do not use special characters. Follow your organization’s naming conventions.
- Exhibit Closed – If this exhibit has been closed, click to select Yes. This prevents any users from creating any additional invoices for this exhibit.
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Start Date – Enter the start date for the exhibit.
- End Date – Enter the end date for the exhibit.
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Location – Click the Lookup button to select the exhibit location.
- Use Badges – Click to select Yes, if you will issue badges to booth representatives.
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Single Currency – Applies only to customers in a multi-currency environment, where the application parameter PAMultiCurrency.Enable = true. For those customers, by default, this field is checked for exhibit setup. Do not change the default if you wish to limit exhibit transactions by the Currency selected for this exhibit setup. If you do not want to limit exhibit transactions by the exhibit setup Currency, unmark this field . For additional information, see Managing Single Currency Sales Products, Meetings and Exhibits.
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Currency – If you are working in a single currency environment, by default, your preferred currency appears in this field. Otherwise, you will need to select the Currency.
In the Accounting area, enter the exhibit accounting setup information:
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Company – The system will automatically populate this field with the company record flagged as the default company in your set up. If you need to make a change, click the Lookup button to select the appropriate accounting system company for this product. This controls where accounting data will post during the posting process and controls the display of GL accounts available in the GL account lookup fields. All booths and other products created for this exhibit will inherit the accounting company selected here.
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Primary GL Account – Click the Lookup button to select the general ledger account number for revenue associated with this exhibit. If your association defers exhibit revenue, enter the deferred account here. If your association does not defer exhibit revenue, enter the revenue account here. All booths and other products created for this exhibit will inherit the primary GL account selected here.
Important
The type of deferred account selected will govern how you will recognize revenue for this exhibit. For information about selecting the appropriate deferred account, see Event revenue recognition and account types.
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AR Account – Click the Lookup button to select the accounts receivable general ledger account for this exhibit. All booths and other products created for this exhibit will inherit the AR account selected here.
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Secondary GL Account – This field is enabled and required when the Primary GL account selected is a deferral account. If your association defers exhibit revenue, click the Lookup button to select the revenue account here. (The deferred revenue account should be the primary account). This information will be used when the event revenue recognition process is performed according to your organization’s business rules. All booths and other products created for this exhibit will inherit the secondary GL account selected here. If your organization does not defer revenue, this field is disabled.
Important
If you make changes to the accounting information for an exhibit that already has exhibit products set up, and you want those accounting information changes to also apply to the exhibit products setup, click the Update Account Info button on the toolbar. (If there are any transactions for the exhibit, you will not be able to use the Update Account Info button to change the accounting information for exhibit products.)
In the Defaults and Deadlines area, complete the following optional fields:
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Deadline Refund – Enter the last date that refunds will be processed.
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Deadline Directory – Enter the last date that entries will be accepted for the directory.
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Default Invoice Due Date – Enter the date payment is due.
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Deposit Percentage – Enter the deposit percentage.
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Deposit Due Date – Enter the date by which the deposit is due.
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Deadline Booth – Enter the last date booth information will be accepted.
If your organization collects additional information regarding the exhibitors, in the User Defined Fields tab, enter the labels for the additional fields that will appear when users are entering an exhibit invoice transaction.
Note
If you plan to use Copy Exhibit for completing the exhibit setup, if the source exhibit contains setup for User Defined Fields, this information will be copied from the source exhibit to this exhibit, overwriting any setup you create here.
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Logic Fields (Yes/No) – To set up fields to track Yes/No information, type labels in the Logical Fields (Yes/No) section. For example, if you want to identify registrants who have not attended this event previously, you could type the label “First Time Exhibitor.”
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Numeric (currency) fields – To set up fields to track currency information, type labels in the Numeric (currency) fields section. For example, you can enter labels to track information such as revenue levels or donation amounts.
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Date fields – To set up fields to track date information, type labels in the Date fields section. For example, you can use these fields to track an exhibitor’s date of incorporation.
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Text (alphanumeric) fields – To set up fields for free-form text information, type labels in the Text (alphanumeric) fields section. For example, you could use these fields to record notes about special accommodation needs for an exhibitor, or emergency contact information.
The Web tab will be used with Protech’s MX Online, and will be set as needed during that implementation:
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Exhibit Type – This option set field is optional and can be used either for reporting or for MX Online. There are no default options for this field deployed with your system. If you organization uses this field, your System Customizer will need to add options to this field in your organization’s custom solution. Each new option should be assigned a label and distinct sequential value that begins with a starting sequence = 101 for the first added option.
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Publish to Web – Select this option if the exhibit is to be available on the web.
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Terms and Conditions – Optional custom text that can be used when exhibits become available in MX Online.
Click Save. When you save this record, additional options in the Related tab become available:
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Products – Displays the exhibit products (such as booth products, exhibitor badge products, miscellaneous exhibit products, and exhibit cancellation fees) set up for this record. If no records have been created yet, you will begin that process here. For more information, see Setting up an exhibit product.
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Badge Setup – Displays information about the complimentary exhibitor badges exhibitors that different booth sizes are eligible for. If no records have been created yet, you will begin that process here. For more information, see Defining the number of complimentary exhibit badges (reps).
Click Save & Close to save this exhibit record and return to the event record once you have completed the exhibit product and defined the badge setup for complimentary reps.
Update Accounting Information
If you make changes to the accounting information for an exhibit that already has exhibit products set up, and you want those accounting information changes to also apply to the exhibit products setup, click the Update Accounting Information button on the toolbar.
Note
If there are any transactions for the exhibit, you will not be able to use the Update Accounting Information button to change the accounting information for exhibit products.
Defining the number of complimentary exhibit badges (reps)
In UX 365, an exhibitor badge equates to an exhibitor representative for purposes of tracking the number of complimentary badges (representatives) included with the purchase of a booth and tracking the additional badges (representatives) that exceed the number included with the booth.
You can manage the number of complimentary exhibit badges that are allowed per square foot of booth space purchased through Badge Setup. For example, your badge setup can specify that the purchase of 100 square feet (10 x 10 booth), includes one complimentary badge (representative), 200 square feet includes two complimentary badges (representatives), and so on. When creating an exhibit invoice transaction, once the number of representatives entered in the contract exceeds the number of complimentary badges allowed, the system automatically calculates charges based on the exhibit product setup for Exhibitor Badges.
To define complimentary badges for your exhibit, click on the Badge Setup from the Related tab of your exhibit setup record to open the Exhibit Badge Setup Associated View listing of existing records.
Click Add New Exhibit Badge Setup on the List View toolbar to create a new exhibit badge setup record.
Note
If all booths receive the same number of complimentary badges, you will only need one record. If the number of complimentary badges varies based on the total square footage of a booth, you will need multiple records. If creating multiple records, make sure the values in the From Sq Ft and To Sq Ft fields are consecutive, without gaps or overlap.
In the Quick Create: Exhibit Badge Setup form, enter the appropriate information:
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Badge Name – Enter an ID for this record. Do not use special characters. This value will appear on standard exhibit invoices.
- Number Badges – Enter the number of complimentary badges.
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From Sq Ft – Enter the starting square footage for this badge. Your first exhibit badge setup record must have a value of 1.0 in this field.
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To Sq Ft – Enter the ending square footage for this badge. The last exhibit badge setup record should have a value of 999,999.00 in this field.
Click Save & Close to save this exhibit badge setup record.
About exhibit products
After you set up an exhibit, you need to set up records to manage your booths, miscellaneous exhibit charges (for example, placement premiums, setup fees, etc.), exhibitor badges, and a cancellation fee. In UX 365, these are referred to as exhibit products.
Exhibit products are used define and create invoice detail line items in the exhibitor contract invoice. Pricing and GL detail for these products is managed by this setup.
Setting up an exhibit product
The setup procedure is basically the same for each exhibit product, using the product type field to differentiate the products.
Click Products in the Related tab of your exhibit setup record to open the Exhibit Product Setup Associated View listing of existing exhibit products. Click Add New Exhibit Product Setup on the List View toolbar to create a new exhibit product setup record.
In the Exhibit Product Setup record, enter the appropriate information:
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Product Type – Select the product type from the list:
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Booth – Select this type for a booth.
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Exhibitor Badge – Select this type for exhibitor representatives. For each representative record entered in the exhibit contract transaction, the Exhibitor Badge product is used to create an invoice detail line item in the exhibitor contract invoice. Invoice pricing for representatives is based on the number of complimentary badges allowed and the number of representative records created in the exhibit contract. Once the number of representatives entered in the contract exceeds the number of complimentary badges allowed, the system automatically calculates charges based on the prices entered for this exhibit product type setup.
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Misc. Exhibit – Select this type for miscellaneous exhibit fees, such as utilities, setup, etc.
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Cancel Fee Exhibit – Select this type for a cancellation fee.
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Product Code – Enter the product code. Do not use special characters. Follow your organization’s naming conventions.
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Default Price List – Click the Lookup button to select the default price list.
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Exhibit – Displays the exhibit you are setting up product information for.
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Description – Enter the name of this product. Follow your organization’s naming conventions.
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Is Default Badge – If you selected Exhibitor Badge as the Product Type, and you want this badge to be used as the default badge when you add a new representative to an exhibit invoice, click to select Yes. (For more information about exhibit representatives, see Adding representatives to an exhibit invoice.)
In the Default Booth Values area, enter the following information if you selected Booth as the Product Type:
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Front – If you are creating a booth product, enter the default length of the booth front in feet. This will be used to calculate booth total square footage.
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Height – If you are creating a booth product, enter the default height of the booth in feet.
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Depth – If you are creating a booth product, enter the default depth of the booth front in feet. This will be used to calculate booth total square footage.
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Max Quantity – If you want to control the number of booths available for this booth product setup, enter the number here. Otherwise, leave this field blank.
In the Pricing area, enter the following information:
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Price – Enter the base price for the product. This price will be used as the amount in all system-created price records for this product.
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Flat Rate? – If you want to set the price for this product as a flat rate, click to select Yes. For example, if you are setting up a booth product and you want the price to be a flat charge per booth, rather than being based on the total square footage, select Yes. To base the price of a booth on the total square footage of the booth, click to select No. Then, the value in the appropriate price list will be multiplied by the square footage (determined by multiplying the frontage by the depth) to set the booth price.
Note
For all product types other than Booth, this field is ignored.
In the Accounting tab, the following information defaults to the values entered in your exhibit setup.
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Company – Displays the accounting company selected in the exhibit setup.
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Primary GL Account – Displays the primary GL account selected in the exhibit setup.
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Secondary GL Account – Displays the secondary GL account selected in the exhibit setup, if any.
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AR Account – Displays the AR account selected in the exhibit setup.
Important
If you make any changes to the accounting setup for an exhibit product—for example, if you change the deferred revenue account—that change will apply to all future transactions involving the exhibit product, but it will not change any transactions that already exist. We strongly recommend that you do not make accounting setup changes once transactions are created, as this will affect event revenue recognition.
The Web tab is used with Protech’s MX Online, and will be set as needed during that implementation. Do not change these settings.
Click Save to save this exhibit. When you save the record, the following option in the Related tab become available:
Click Save & Close to save the exhibit product and return to the exhibit setup record.
Copying an exhibit
You can copy exhibit user defined fields, products, and exhibit badge setups from an existing exhibit to a new exhibit, eliminating the need for re-entering the similar data. Additionally, when you copy an exhibit, you have the option to copy the price records for each exhibit product from the source exhibit to the new exhibit.
To copy exhibits setups from one exhibit to another, you must first create the exhibit shell—that is, set up the basic information—of the new exhibit by creating a new event and a new exhibit. See Setting up an event exhibit for more information.
After you have saved the exhibit shell, click the Copy Exhibit button on the exhibit setup Record toolbar, if you want to copy the setup from an existing exhibit.
Note
Copy Exhibit includes copying the User Defined Fields setup from the source exhibit to the target exhibit setup. If you manually create User Defined Fields in the new exhibit setup, they will be overwritten during the Copy Exhibit process.
The copied exhibit products will inherit the accounting information you entered when you set up the new exhibit shell.
In the Copy Exhibit webpage dialog, click the Lookup button to select the source exhibit you want to copy the information from, and indicate whether you want to copy price records as part of this process. Click OK.
After the system completes the process, click Save to save your new exhibit. Update User Defined Fields, if necessary.
Click Products on the Navigation Pane to make the necessary modifications to the setup information for each product.
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Delete any exhibit products that will not be part of the new exhibit.
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Create any necessary new exhibit products.
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Update the Price Records for each copied product.
Important Note
When selected, Copy Exhibit copies existing price records for exhibit products from the selected source exhibit, including the price level, price (amount) and calculation method. However, it does not copy the start and end dates for these price records. This results in overlapping price records, as they will all share the same start and end date range. You must review these price records and update them as necessary for the new exhibit, with a particular emphasis of eliminating price records for the same price level with overlapping or duplicate date ranges. Multiple price records that share the same price level must have distinct and consecutive date ranges.
Click Badge Setup on the Related tab to make the necessary modifications to the setup information, if necessary.
If you have made changes to the accounting information for this exhibit, and you want those changes to apply to the copied exhibit products, click the Update Accounting Information button on the exhibit setup Record toolbar. A message will appear, asking you to confirm this action. Click OK. This will update the accounting information of all of the exhibit product setups to match the parent exhibit.
Note
You cannot use the Update Accounting Information button if there are any existing transactions for the exhibit.
Click Save & Close to save the exhibit setup. We recommend that you print and review the UX Exhibit Setup Report to verify the setup information.
Exhibit and Booth Transactions
You can create exhibit invoice transactions to track all of the exhibitor information needed for your events. An exhibit invoice transaction can include information about the exhibitor, the exhibitor’s booth requirements, any additional exhibit-related products or services, their organization and their partner organizations and representatives.
This information is divided into the following topics:
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Creating an exhibit invoice
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Adding booths to an exhibit invoice
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Adding other products to an exhibit invoice
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Adding representatives to an exhibit invoice
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Canceling an exhibit representative badge
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Canceling an exhibit invoice
Creating an exhibit invoice
An exhibit invoice contains the information you need to track for the exhibitors at your events: booth space, number of exhibitor badges required, any partners and representatives, and any additional exhibit charges.
From the My Work area on the Side Navigation Menu, click Accounts. Open the account record where you want to create an invoice. On the Record toolbar of the account record, click New Invoice.
Select a batch for this invoice transaction. Click Save to save the invoice with the selected batch, populate the Invoice ID, transaction date, and invoice address information.
From the New Transactions drop-down list, select Exhibits to open the exhibit participant transaction record. In the General tab, enter the exhibit transaction information:
In the Exhibit Address area, enter the following:
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Attention – Displays the name of the primary contact for the selected account. If you selected No in the Same as Account field, enter the information for the exhibit directory.
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State/Province – Displays the state or province information from the account. If you selected No in the Same as Account field, enter the correct information for the exhibit directory.
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ZIP/Postal Code – Displays the information from the account. If you selected No in the Same as Account field, enter the correct information for the exhibit directory.
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Country/Region – Displays the information from the account. If you selected No in the Same as Account field, enter the correct information for the exhibit directory.
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Phone– Displays the information from the account. If you selected No in the Same as Account field, enter the correct information for the exhibit directory.
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Website URL – Displays the information from the account. If you selected No in the Same as Account field, enter the correct information for the exhibit directory.
The fields in the Badges area are populated by the system and are not available for edit:
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Badge Allowed – After you enter the booth information, the system will automatically update this field to display the number of complimentary badges (reps) this exhibitor qualifies for. This field will be blank until booth information is added.
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Badge Assigned – After you enter representatives for this exhibitor, the system will automatically update this field to display the number of badge holders (reps) who have been identified. This field will be blank until a representative is added.
In the Participant Info tab, enter additional information about this exhibit participant. (This information can be used for reporting.)
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Booth Choices – If the participant has stated which booth or booths they would prefer, enter their preferences here.
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Booth Dimensions – Enter the booth dimensions.
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Competitor 1 – Enter the name of the participant’s competitor.
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Competitor 2 – Enter the name of the participant’s competitor.
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Competitor 3 – Enter the name of the participant’s competitor.
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Booth Signage – Enter the name that should appear on the sign for the booth.
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Company Motto – Enter the participant’s company motto.
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Company Description – Enter the participant’s company description.
If your organization tracks additional information about an exhibitor invoice, click the User Defined Fields tab and enter the needed information. The fields displayed in this area are based upon the exhibit setup. If you did not set up User Defined Fields for this exhibit, this area will be blank.
Click Save to save this exhibit participant record. After save, additional options in the Navigation Pane become available:
Click Save to continue with the exhibit participant transaction for adding booths.
Adding booths to an exhibit invoice
After you have added the basic exhibit participant information to an exhibit invoice, you can specify the exhibitor’s booth space requirements. (For more information about exhibit invoices, see Creating an exhibit invoice.)
In the Related tab of the Exhibitor record, click Booths to open Participant Booth Associated View listing existing booths purchased by this exhibitor. Click New Booth on the List View toolbar to open a new exhibit participant booth record. In the General tab of the Booth record, enter the booth information:
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Booth Product – Click the Lookup button to select the booth product.
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Assigned Date – If the booth has been assigned, enter the date the booth number was assigned. This can be done now or at a later date when your organization makes final booth assignments.
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Override Area – To alter the default booth measurements, mark the checkbox . If you change the Front or Depth fields, the Area (Sq Ft) field will be automatically recalculated.
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Length – Displays the booth’s length in feet. If you selected the checkbox in the Override Area field, enter the new length.
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Width – Displays the booth’s width in feet. If you selected the checkbox in the Override Area field, enter the new width.
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Booth Number – Enter the booth number if it has been assigned.
Note
When you enter a booth number and move from the field, the system will check whether that booth number has been assigned on another transaction. If you enter a booth number that has already been assigned, the system will display a warning message.
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Badges Allowed – When you save this record, this field displays the number of badges allowed, based on the booth’s total square footage.
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Height – Displays the booth’s height in feet. If you selected the checkbox in the Override Area field, enter the new height. Height is not used in the calculation of Sq Ft.
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Area Sq Ft – Displays the total square footage of the booth (Length x Width).
In the Pricing area, the following fields are available:
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Flat Rate – Displays whether this booth’s pricing is charged as a flat rate.
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Promotion – If you have a promotion code associated with this exhibit booth, click the Lookup button to select the appropriate promotion code.
Note
The Promotion Lookup for an exhibit product transaction is filtered to support exhibit-specific promotion logic. Based on the booth product selected, the promotion code lookup displays only those eligible promotion codes where: 1) All Products = Yes, Module 70 (exhibits) = Yes, Specific Products = Yes where there is a referential relationship between the promotion code and the selected exhibit booth product setup, and where the promotion end date => system date. This “special” filtered lookup is limited to 100 records. If your organization has more than 100 eligible promotion codes, users can use the Lookup window search functionality to search for and select a promo code that is not visually displayed in the Lookup window list of records.
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Override Discount – If you want to manually enter a discount rather than use a promotion mark the checkbox , and then enter the new discount amount in the Discount field.
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Price per Sq Ft – Displays the price per square foot if the booth setup when Flat Rate = No.
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Booth Price – Displays the price for this booth. If the booth setup is not a flat rate, then this is the calculated price based on price per square foot area.
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Discount – If you selected the Override Discount option, enter the dollar amount of any discount. This must be a dollar amount. For example, to give a $50 discount for this booth, type “50” in this field. You cannot enter a percentage discount here.
Click Save to save this booth record. To assign industry products to this booth, click Industry Products in the Related tab of the booth record to open the Booth Industry Products Associated View. Click New Booth Industry Product on the List View toolbar of the industry product list.
In the Booth Industry Product record, click the Lookup button to select the industry product, and then click Save & Close to return to the Booth Industry Products Associated View. Click the General tab to the booth record.
Click Save & Close to save this booth record and return to the Exhibitor record.
Adding other products to an exhibit invoice
You can add other products to an exhibit participant transaction to identify additional exhibit-related products and services, both paid and complimentary. These are known as misc. exhibit products in your exhibit product setup. (For more information about exhibit invoices, see Creating an exhibit invoice.)
In the Related tab of the Exhibitor record, click Other Products to open the Exhibit Miscellaneous Product Associated View, listing existing other products purchased by this exhibitor. Click New Exhibit Miscellaneous Product on the List View toolbar to open a new exhibit miscellaneous product transaction record.
In the General tab, enter the product information:
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Product – Click the Lookup button to select the product.
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Quantity – Enter the quantity ordered.
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Description – Displays the description of the selected product.
In the Pricing area, enter the following information:
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Override Price – Mark this checkbox if you want to override the default price per unit.
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Promotion – If you have a promotion code associated with this misc. exhibit product, click the Lookup button to select the appropriate promotion code.
Note
The Promotion Lookup for an exhibit product transaction is filtered to support exhibit-specific promotion logic. Based on the misc. exhibit product selected, the promotion code lookup displays only those eligible promotion codes where: 1) All Products = Yes, Module 70 (exhibits) = Yes, Specific Products = Yes where there is a referential relationship between the promotion code and the selected exhibit booth product setup, and where the promotion end date => system date. This “special” filtered lookup is limited to 100 records. If your organization has more than 100 eligible promotion codes, users can use the Lookup window search functionality to search for and select a promo code that is not visually displayed in the Lookup window list of records.
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Override Discount – If you want to manually enter a discount rather than use a promotion, mark this checkbox and then enter the new discount amount in the Discount field.
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Price – Displays the price per unit from the product record. If you marked the Override Price option, this field is enabled for edit.
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Discount – If you marked the Override Discount option, enter the dollar amount of any discount. This must be a dollar amount. For example, to give a $50 discount for this additional booth product, type “50” in this field. You cannot enter a percentage discount here.
Click Save & Close to save this additional product and return to the Exhibitor record to add representatives to the exhibit transaction.
Adding representatives to an exhibit invoice
You can add information about the representatives who will be staffing an exhibitor’s booth. Once you have assigned the total number of free representatives, any additional representatives will be charged the cost associated with the exhibitor badge product selected. (For more information about exhibit invoices, see Creating an exhibit invoice.)
In the Related tab of the Exhibitor transaction record, click Reps to open the Exhibit Participant Associated View listing of existing exhibit reps for this exhibitor. Click New Rep on the List View toolbar to open a new exhibit participant record. In the General tab, enter the rep information:
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From Database – This checkbox is marked by default . If this representative is a contact in your database, leave the checkbox marked and then click the Lookup button to select the appropriate contact record. If the representative is not an existing contact, and you do not want to add them to the contact records, unmark the checkbox and enter the name and address information manually.
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Complimentary Badge – System-controlled field that indicates whether this representative is complimentary, based on the number of representatives allowed, and the number of representatives that have already been added to the exhibit contract.
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Rep (Contact) – If you marked the From Database checkbox, click the Lookup button to select the contact.
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Badge Product – If you selected a default badge in the exhibit badge setup, that badge product will be displayed here. If you did not select a default badge or want to select a different badge product, use the Lookup to select a badge.
In the Exhibitor Address area, enter the following information:
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Same as Contact – Mark this checkbox if you want the contact’s default address information to appear in the exhibit directory. If you want different address information to be included in the directory, leave the checkbox unmarked and then enter the correct address in the following fields.
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Name – Displays the contact name. If you did not mark the Same as Contact checkbox, enter the correct name for the exhibit directory.
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Address Lines – Displays the address information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct address for the exhibit directory.
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City – Displays the city information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct city for the exhibit directory.
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Fax – Displays the information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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Email Address – Displays the information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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Attention – Displays the contact name. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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State/Province – Displays the state or province information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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ZIP/Postal Code – Displays the information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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Country – Displays the country/region information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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Phone – Displays the information from the contact record. If you did not mark the Same as Contact checkbox, enter the correct information for the exhibit directory.
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Website URL – Enter the Website URL for the exhibit directory.
In the Pricing area, the following information is available:
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Override Price – If you want to enter a different price for this representative’s badge, mark the checkbox . If this is a complimentary rep, do not mark this checkbox and override the price or charges will be calculated.
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Promotion – If you have a promotion code associated with exhibit badge product, click the Lookup button to select the appropriate promotion code.
Note
The Promotion Lookup for an exhibit product transaction is filtered to support exhibit-specific promotion logic. Based on the exhibitor badge product selected, the promotion code lookup displays only those eligible promotion codes where: 1) All Products = Yes, Module 70 (exhibits) = Yes, Specific Products = Yes where there is a referential relationship between the promotion code and the selected exhibitor badge product setup, and where the promotion end date => system date. This “special” filtered lookup is limited to 100 records. If your organization has more than 100 eligible promotion codes, users can use the Lookup window search functionality to search for and select a promo code that is not visually displayed in the Lookup window list of records.
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Override Discount – If you want to enter a different discount than the default amount for the promotion, mark this checkbox . This will activate the Discount field.
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Price – If this is a complimentary rep based on your exhibit setup, this field will be 0.00. Otherwise, this field displays the default price for the badge. If this is not a complimentary rep and you want to enter a different price, mark the checkbox in the Override Price field and enter the new price here.
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Discount – Displays the discount amount for the selected promotion after you save this record. If marked the Override Discount option, you can enter a different amount.
Click Save & Close to save this representative record and return to the exhibitor record. Save & Close the exhibitor record to return to the invoice.
Canceling an exhibit representative badge
You can cancel an exhibit representative badge if an exhibitor decides to change the person assigned as the representative for the booth. When you cancel an exhibit representative badge, the value in the Badges Assigned will be decreased. The badge representative record will be removed from the Exhibit Participants Associated View within the Exhibitor record and the balance on the invoice will be decreased if there was a cost associated with the representative badge canceled.
If your organization charges a fee for changing or removing a person assigned as a representative to a booth, you will need to add that fee as miscellaneous booth product. For more information about miscellaneous booth products, see Setting up an exhibit product. To add a new representative badge record to the exhibit contract please follow the steps outlined in Adding representatives to an exhibit invoice.
Open the exhibit invoice where you want to cancel the exhibit representative badge. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Open the invoice detail line for the Exhibitor. In the Related tab of the Exhibitor record, click Reps to open the Exhibit Participant Associate View of existing exhibit rep records. Click to highlight the Representative Badge record you want to cancel. Click Cancel Rep on the List View toolbar. In the Cancel Rep confirmation dialog, click OK.
Click on the General tab to return to the Exhibitor record. Save & Close the exhibitor record to return to the invoice.
Review the resulting transaction. If the batch of the original exhibit rep transaction is still open, the exhibit representative badge line item will be removed. If it is closed, the batch number on the invoice detail line item for the now cancelled rep will be updated to the batch you are currently in. The line item will remain on the invoice, with a red X indicating that it was cancelled.
When you cancel the exhibit representative record, the following things take place:
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The value in Badges Assigned field in the exhibitor transaction will be reduced by the number of exhibit representative badges you canceled/deleted.
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The badge representative record will be removed from the list of reps in the exhibitor contract detail.
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The balance on the invoice will be decreased if there was a cost associated with the representative badges that you canceled.
Note
When you cancel a complementary badge and you want to make an existing badge record a complementary badge, then cancel the other existing badge and add a new badge record for the complementary badge.
Canceling an exhibit booth
Open the exhibit invoice where you want to cancel the exhibit representative badge. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Open the invoice detail line for the Exhibitor. In the Related tab of the Exhibitor record, click Booths to open Participant Booth Associated View listing existing booths purchased by this exhibitor. Select to highlight the booth you wish to cancel. Click Cancel Booth on the List View toolbar. In the Cancel Booth confirmation dialog, click OK.
Click on the General tab to return to the Exhibitor record. Save & Close the exhibitor record to return to the invoice.
Review the resulting transaction. If the batch of the original exhibit booth transaction is still open, the exhibit booth line item will be removed. If it is closed, the batch number on the invoice detail line item for the now cancelled booth will be updated to the batch you are currently in. The line item will remain on the invoice, with a red X indicating that it was cancelled.
When you cancel the exhibit booth, the following things take place:
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The value in Badges Allowed field in the exhibitor transaction will be reduced by the number of exhibit representative badges allowed for the cancelled booth.
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The booth record will be removed from the list of booths in the exhibitor contract detail.
The balance on the invoice will be decreased if there was a cost associated with the booth that you canceled.
Canceling a miscellaneous exhibit product
Open the exhibit invoice where you want to cancel the miscellaneous exhibit product. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Open the invoice detail line for the Exhibitor. In the Related tab of the Exhibitor record, click Other Products to open the Exhibit Miscellaneous Product Associated View listing existing miscellaneous exhibit products purchased by this exhibitor. Select to highlight the product you wish to cancel. Click Cancel on the List View toolbar. In the Cancel Misc Product confirmation dialog, click OK.
Click on the General tab to return to the Exhibitor record. Save & Close the exhibitor record to return to the invoice.
Review the resulting transaction. If the batch of the original exhibit Misc Product is still open, the line item will be removed. If it is closed, the batch number on the invoice detail line item for the now cancelled Misc Product will be updated to the batch you are currently in. The line item will remain on the invoice, with a red X indicating that it was cancelled.
The balance on the invoice will be decreased if there was a cost associated with the booth that you canceled.
Canceling an exhibit invoice
You can cancel an exhibit invoice if the exhibitor decides withdraws from the exhibit. This can be done in one of two ways, depending on whether or not your organization charges a cancellation fee.
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Cancel from the invoice transactions grid if you do not charge a cancellation fee or track cancellation reasons. When you cancel an exhibitor transaction line item, all of the associated booth, product, representative and partner information will also be canceled.
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Cancel from within the exhibitor record if you have set up a cancellation fee for this exhibit. You must cancel the exhibit from within the exhibitor transaction for UX to process the cancellation and, if selected, a cancellation fee. All the associated booth, product, representative and partner information will also be canceled, and if selected, a cancellation fee will be added to the invoice.
This documentation details cancelling the exhibit from within the exhibitor record.
Locate and open the exhibit invoice where you want to cancel the exhibit transaction. Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Open the invoice detail line for the Exhibitor. Click the Cancel Exhibit button on the exhibitor transaction Record toolbar.
A message will appear, asking whether you want to cancel the exhibit and add a cancellation fee to the invoice, or cancel the exhibit without adding a cancellation fee. Select the option you want and click OK.
If you added a cancellation fee, a new invoice detail line item for the cancellation fee will be added to the invoice.
Note
If the batch that the cancellation fee line item is saved in is still open, you will be able to open the invoice detail for the cancellation fee and override the default cancellation fee amount, if necessary.
The exhibitor invoice detail line and all related exhibit invoice transaction detail line items (booths, reps, etc.) will be cancelled.
If there is a credit balance on the invoice, make any needed adjustments following the instructions in Payment and Adjustment Transactions.
Click Save & Close the invoice.
Important
Although you can use the Cancel button on the invoice transactions grid Actions toolbar to cancel the exhibitor contract, doing so will not allow you to add a cancellation fee to the invoice. If you use the Cancel button and the invoice has not been posted, the system will delete the exhibitor contract line item and all associated invoice detail line items. If the invoice has been posted, the system will cancel the exhibitor contract line item and all associated invoice detail line items.
Promotion Packages
Some organizations package or bundle two or more offerings to solicit sponsors as a source of funds for an event. Sponsorship Packages are often offered at different levels, each level with its own distinct package of offerings. For example, an organization may offer a Gold Sponsorship and a Platinum Sponsorship where the Gold sponsor pays one amount and receives a package of offerings and the Platinum sponsor pays a different amount and receives a different package of offerings. In other words, the level and package is determined by the amount paid by the sponsor.
Other organizations may bundle two or more offerings as a promotion, where the package itself has no cost, but the items in the package are priced at a discount. For example, a new member Promotion Package may include membership in the organization at a discounted rate, with a complimentary or discounted registration to the organization’s annual conference.
Some organizations may want to bundle two or more offerings into a package, charge for the package itself, and treat the items in the package as complimentary (included in the price of the package).
Still other organizations may package or bundle two or more offerings for the convenience of processing a single invoice transaction where the package itself has no cost and pricing is based on the actual pricing for the items in the package.
UX 365 transaction types that are available for packaging include membership; chapter membership; meeting registration; subscription; product sales; advertising contract; and exhibit booth, exhibit rep and exhibit misc products.
The UX 365 Promotion Package module provides a scalable and efficient tool to meet your organization’s needs for Sponsorship Packages and/or Promotion Packages. They do, however, require regular management, particularly if they contain meeting and/or exhibit transactions. As meetings are closed or are past the registration end date, as registrations or sessions are closed, or as exhibits are closed, the package should be deactivated so that users will not be able to complete the invoice transaction for that package.
Configuring your system for promotion packages
To support Promotion Packages in UX 365, you must configure your system to support a placeholder contact record and you must assign security to users who will be working with promotion packages.
This topic covers the following:
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Placeholder Contact Record
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Application Parameter Setting
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History Store
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User Access and Security Settings
Placeholder contact record
UX packages can include meeting registration and exhibit rep transactions where the invoice customer is not the default transaction contact and the actual contact is not known at the time of the invoice transaction. For example, a sponsor may purchase a package that includes three meeting registrations for next year’s conference. In this scenario, the registrants are not known at the time and the meeting registration requires a contact ID.
To accommodate this situation, UX 365 provides for a default “placeholder” contact record that can be used during packaged meeting registration and/or exhibit rep transactions that require a named contact and the actual contact is not known.
To configure a placeholder contact record, you must first create a new contact record that will be used only for this purpose. Use a naming convention that clearly identifies them as placeholder records. For example, consider a contact record where FN = Contact and LN = Placeholder, for easy identification.
Note
This placeholder record supports Promotion Packages only. Using this placeholder record for other purposes is not supported.
Application parameter setting
Once you have created your placeholder contact record, you must designate it as the promotion package placeholder using the UX 365 parameter PAPlaceholderContact.
In the Side Navigation Menu, select the Settings work area > UX Settings > App Config Values to view a list of required configuration records and their configuration values. Locate and open the parameter PAPlaceholderContact.
In the Config Value field, enter the contact ID number of the placeholder contact record. Click Save & Close to return to the list of parameters.
User access and security settings
UX 365 menu roles control the UX 365 menus available to users and the types of invoice transactions they can create and process. UX 365 includes two basic types of menu roles: Administrator roles, which grant access to specific setup and process menu options for a module; and User roles, which grant access to specific transaction types on invoices and selected menu options.
Two menu roles are available to manage access for Promotion Packages:
Users with the CRM4M Promotion Package Administrator menu role have access to Event Manager > Promotion Packages for managing Promotion Package setup. Users with the CRM4M Promotion Package User menu will be able to create and process promotion package transactions in an invoice.
Promotion package setup
This section describes how to create a basic setup and the typical setup options that are available to meet your organization’s packaging requirements:
Promotion package setup components
There are three components to package setup:
Promotion package
The Promotion Package setup where the package type = Sponsorship or Promotion is a required component. It is the foundation record for package details and optional package levels.
The key difference between the two package types is the way the package transaction is priced and an optional relationship to an event for a sponsorship package. The price in a sponsorship package transaction is established by the amount entered into the invoice transaction. A promotion package price is established in the package setup and cannot be edited in the invoice transaction.
As the foundation component, the package setup also manages the core attributes of the package, including the accounting (GL) information for the system created package product. Each package setup includes related setup for one or more package detail records, and optionally, package level records. When a package is purchased, invoice detail is created for the package itself, and separate invoice detail line items are created for each package detail record included in the package.
Note
The invoice detail type created for the package = 990000. The system-created product for the package is Product Type Code = 42 (Sponsorship).
There is no pricing defined in package setup where type = Sponsorship. Pricing for a Sponsorship Package is established by the amount entered during the invoice transaction. Pricing for a package where type = Promotion is defined in the package setup. GL Detail created for either package type is based on the GL accounts defined in the package setup. GL detail created for the package detail transactions is based on the GL accounts defined in the underlying package detail product setups.
Important
You should plan to actively manage your promotion packages, particularly if they contain meeting and/or exhibit package detail. As packaged registrations or related packaged sessions are closed, as meetings are closed or are past the registration end date, or as exhibits are closed, the package should be deactivated because invoice transactions for that package cannot be created.
Package detail
Package detail records define the transactions that are included in the package. Every package requires at least one package detail record. Existing membership; chapter membership; meeting registration; subscription; product sales; advertising contract; and exhibit booth, exhibit rep and exhibit misc product setups are eligible package detail types. Based on the type, each record contains the selected components needed for that transaction type. For example, the set up for a package detail record where transaction type = meeting registration, will contain the selected event and registration ID. Similarly, set up for a Package Detail record where transaction type = membership, will contain the selected benefit and rate.
Pricing for package detail records can be complimentary, discounted by a promotion code, overridden to a user-defined amount, or can default based on the prices records in the underlying setup for the selected benefit/rate, meeting registration, product, ad contract, exhibit booth, rep or misc product defined in the package detail record. GL detail created for the package detail transactions, if any, will be based on the GL accounts defined in the underlying transaction product setup.
Package levels
Package Levels are optional and are typically used with package setup type = Sponsorship. Using minimum and maximum value amounts, they are used to differentiate which transactions (package details) are included in a Sponsorship Package based on the amount paid by the sponsor. For example, if package Level A has a minimum value of $500 and maximum value of $1500, and the sponsor transaction amount is $1,000, because $1,000 falls within the ranges for Level A, the sponsor will receive the package details records related to Package Level A.
There is a one-to-one relationship between a package detail record and a Package Level record. If your organization defines sponsorship levels and a particular transaction is provided for more than one sponsorship level, then a separate package detail record for that transaction must be created for each respective package level. If your organization does not use Levels, then no relationship exists and only one package detail setup is required for that particular transaction. If your organization does not use levels, then all promotion package transactions will receive the same package detail transactions, regardless of the amount paid.
Creating a promotion package
Important
You should plan to actively manage your promotion packages, particularly if they contain meeting and/or exhibit package detail. As packaged registrations or related packaged sessions are closed, as meetings are closed or are past the registration end date, or as exhibits are closed, the package should be deactivated because invoice transactions for that package cannot be created.
In the Side Navigation Menu select the Meetings work area > Promotion Packages > Promotion Package Setup to open the Active View of existing promotion package records.
Select New on the List View toolbar to open a new promotion package setup record. In the General tab, enter the setup information, as described below.
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Package Type – select Sponsorship Package or Promotion Package from the dropdown list of types.
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Name – enter a short descriptive name for the package.
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Default Price level – use the lookup to select a default price level for this package.
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Promotion – this field is optional and can be used in the package setup to assign the selected Promo Code to all related Package Detail record setups automatically. It is not used to discount the package price.
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Event – if the Package Type = Sponsorship Package, this field is optional, typically for reporting purposes. It serves no other purpose. Use the lookup to select an existing event for this package. If the Package Type = Promotion Package, this field is disabled.
Note
Sponsorship Packages may be related to an existing Event setup if required by your organization for reporting purposes. If an event does not exist for your organization’s sponsorship package, then you will need to create an event for this purpose. The event setup does not require that you set up a meeting or exhibit for that event.
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Currency – By default, your preferred currency appears in this field. We recommend that you use your organization’s base currency.
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Package Code – enter a short code for the package; avoid special characters.
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Price – if the Package Type = Sponsorship Package, this field is disabled; it is not used for this package type. If the Package Type = Promotion Package, enter the price for the package.
Note
If the Promotion Package setup includes a Promotion, the Price in the Package Detail records cannot be overridden.
In the Accounting area, enter the setup information, as described below.
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Company – this field defaults to the default accounting company for your UX System. You can use the lookup to change.
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Primary GL Account – use the lookup to select the appropriate Primary GL Account for this package.
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AR Account – use the lookup to select the appropriate AR account for this package.
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Taxable – this field defaults to unmarked. You can change this setting if required by your organization.
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Secondary GL Account – this field is enabled if the Primary GL Account is a deferred GL account. If enabled, use the lookup to select the appropriate revenue account.
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Cash Basis – this field defaults to No. You can change this setting if required by your organization.
Click Save on the Record toolbar to save your settings and enable navigation to Package Levels and Package Details in the Related tab.
Proceed to Creating package levels to set up levels for your package record. If no levels are needed, proceed to Creating package detail records to set up the package detail records to be included in your package.
Creating package levels
Package levels are designed to support packages where type = Sponsorship. Package Levels use minimum and maximum ranges to identify which package detail records are included in the Sponsorship Package based on the amount entered in the package invoice transaction.
Note
The amount field in the package invoice transaction is only available for edit when the user selects a package type = Sponsorship Package. If your organization uses Package Levels, Protech recommends that you create Package Level records for all ranges, starting with zero, even if no Package Details are related to the lowest level.
When the amount entered in an invoice package transaction falls within a package level range, the sponsor will receive the package details related to that level, if any. When the amount paid does not fall within a Package Level range, the sponsor will receive package details that are not related to any level, if any.
You can define as a few or as many levels as required by your organization. If no levels are defined and, by extension, no items (package details) are related to package levels, all package details for the selected package are available, regardless of the amount entered.
If your organization only offers items to sponsors paying amounts above a minimum threshold range, your first level would begin with a minimum value = $0.00 and a maximum value = [$minimum threshold] and no Package Detail records would be related to this level. In this example, a sponsor paying less than $1,000.00 will not receive any items.
To create package levels, select Package Levels in the Related tab of the package setup record to open the Associated View listing existing package level records for the selected package.
Select Add New Promotion Package Level from the List View toolbar to open a new package level record. In the General tab, enter the setup information, as described below.
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Name – enter the name of the package level.
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Minimum Amount – enter the minimum whole dollar amount that must be paid for this package level.
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Owner – defaults to the logged in user as the owner of this record.
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Maximum Amount – enter the maximum dollar amount that can be paid for this package level. This amount must include decimal values to be continuous to the next level’s amount (i.e., $100.99 – not $100.00). Otherwise, the Package Level will not be detected if the paid amount is a decimal value.
Click Save & Close on the Record toolbar to save this record. Repeat this process until you have created records for each package level in this package.
Note
Like all range setups in UX, the ranges cannot overlap and must be continuous. There cannot be a gap between the maximum amount of one level and the minimum amount of the next level.
Continue your promotion package setup by Creating package detail records. Once package detail records are complete, you will return to your package level records to relate the requisite package detail records to each level.
Creating package detail records
Package detail records define the transactions included in the promotion package. If your organization does not use package levels for its promotion packages, then you will create package detail records from the sub menu or Package Detail grid of the package setup. If your organization uses Package Levels for its sponsorship packages, then you can also create package detail records from the sub menu of each Package Level. If you are creating a sponsorship package, it is important that you manually assign the Package Level to the Package Detail Record if you are not creating the Package Detail Record from within the Package Level Record.
Note
If your organization uses Package Levels and a Package Detail record setup is needed for more than one Package Level, you will need to create a separate Package Detail record for each respective Package Level. One Package Detail record cannot be related to multiple Package Levels.
Best Practice
If your organization uses Package Levels, every Package Detail record should be related to a Package Level.
For purposes of this documentation, we will create package detail records from the Associated View of the package setup record. To create package detail records, select Package Details in the Related tab of the package setup record to open the Associated View listing existing package details records for the selected package.
Select Add New Promotion Package Detail Setup from the List View toolbar. In the new promotion package detail setup record, the setup requirements will depend on the transaction type selected. Transaction types available include:
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Adv Contract
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Chapter Dues
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Exhibit Booth
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Exhibit Misc Product
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Exhibit Representative
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Meeting Registration
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Membership Dues
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Product Sales
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Subscription
In the General tab, enter the setup information as described below:
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Type – from the drop down list, select the transaction type for this Package Detail record.
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Quantity/Inserts – this field defaults to 1. The following transaction types are limited to 1; other types can have a quantity greater than 1.
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Membership – maximum quantity = 1 for the same new member benefit and rate
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Chapter Membership – maximum quantity = 1 for the same new chapter member benefit and rate
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Subscription – maximum quantity = 1 for the same subscription benefit and rate
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Adv Contract – maximum quantity = 1 for publication/ad type. If multiple insertions are required, create additional Package Detail records.
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Override Price – this field defaults to No. When the value = No, the adjacent Price per Unit field is disabled and pricing for this transaction will be based on standard “Get Price” logic, less any Promotion code discount, if any. To override the default pricing, change this value to Yes and enter the Price per Unit as described below. If the Override Price value is Yes, then the Promotion field is cleared and disabled.
Note
If the transaction type = Membership, Chapter Membership, or Subscription, and Override Price = Yes, then the Renewal Billing Override Price and Override Price Temporary will be set to True.
If the transaction type = Exhibit Booth AND you select a flat rate booth in the Exhibit Product lookup, then Override Price = Yes is required and you must enter a price for that booth in the Price per Unit field.
Note
The Promotion field is cleared and disabled if the value for Override Price = Yes. Package Detail cannot be overridden in discounted at the same time.
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Sponsorship – this field defaults to the related Promotion Package setup and cannot be edited.
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Package Level – if your organization uses Package Levels, use the lookup to select the Package Level for this package detail record.
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Price per Unit – this field defaults to $0.00. When Override Price = No, this field is disabled. When Override Price = Yes, this field is enabled and per unit pricing will be based on the value in this field. If pricing for this Package Detail is complimentary, enter $0.00. If pricing for the Package Detail is some other value, enter that value.
Note
If the transaction type = Exhibit Booth AND you select a flat rate booth in the Exhibit Product lookup, then Override Price = Yes is required and you must enter a price for that booth in the Price per Unit field if pricing is greater than $0.00.
The Transaction Type section is contextual. The fields displayed will depend on the transaction Type selected in the General tab of this setup record. See About Package Detail Transaction Types for more information.
After entering the requisite setup for the selected transaction type, click Save & Close on the Record toolbar to save this package detail record and return to the package setup record. Repeat this process until you have created all requisite package detail records for the promotion package setup.
Select Save & Close on the Record toolbar of the promotion package setup record to save and close your setup.
About package detail transaction types
Transaction type = Adv Contract
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Maximum Quantity = 1.
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Creates single transaction entry.
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Use the lookups to select the Publication and the Ad Type. If Ad Type = Classified, the Number of Words field is enabled for entry.
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Ad Related charges are not supported but can be added after invoice detail for the advertisement contract is created by the package transaction.
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A separate Package Detail record is required for each issue.
Transaction type = Chapter Membership
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Maximum Quantity = 1.
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Creates single transaction entry.
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Use the lookups to select the Chapter Benefit and Rate.
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If you select a Rate where the chapter is not defined in the rate setup, the user will be required to select the chapter as part of the package transaction entry.
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Package transaction customer = Renewal Billing Customer Account/Contact. You cannot create a chapter membership for an account or contact other than the package transaction customer.
Transaction type = Exhibit Booth
Note
If you select a flat rate booth in the Exhibit Product lookup, then Override Price = Yes is required and you must enter a price for that booth in the Price per Unit field if pricing is greater than $0.00.
Important
If you have packages containing exhibit booths (and related exhibit misc products and exhibit reps), review packages regularly to deactivate those packages where the exhibit is closed or where a packaged booth has reached maximum capacity. Users will not be able to complete the promotion package invoice transaction.
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Quantity ≥ 1.
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Creates a separate transaction entry for each quantity entered.
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Use the lookups to select the Event and the Exhibit Booth product.
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Caution: While you can add multiple Exhibit Booth Package Detail records using the same event (i.e., different booth sizes), do not add Exhibit Booth Package Detail records for different events to the same package. Package only supports booths from one event.
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Caution: Avoid packaging booth setups containing a maximum quantity. There is no validation to prevent completing the package transaction if a packaged booth has reached maximum capacity.
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Guidance: Your package must contain an Exhibit Booth Package Detail record for a selected event if the package also contains Package Detail transaction types = Exhibit Rep or Exhibit Misc Product for that selected event.
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Guidance: If your package contains an exhibit booth and the exhibit has been closed at the time of the package transaction, you will not be able to complete the package transaction.
Transaction type = Exhibit Misc Product
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Quantity ≥ 1.
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Creates a single transaction entry for total quantity entered.
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Caution: Transaction processing for Exhibit Misc Products is not supported without at an Exhibit Booth Package Detail record for the same event.
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Caution: Do not add Exhibit Misc Products from an event other than the event selected for the Exhibit Booth Package Detail.
Transaction type = Exhibit Representative
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Quantity ≥ 1.
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Creates a separate transaction entry for each quantity entered.
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Caution: Transaction processing for Exhibit Reps is not supported unless the package contains an Exhibit Booth Package Detail record for the same event.
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Caution: Do not add Exhibit Reps from an event other than the event selected for the Exhibit Booth Package Detail.
Transaction type = Meeting Registration
Important
If you have packages containing packaged meeting registrations with related sessions, review packages regularly to deactivate those where the meeting is closed, where it is past the meeting setup registration end date, or where you have closed the registration or closed a session included in a packaged registration. Avoid packaging meeting registration transactions where the meeting setup contains maximum capacity and meeting Waitlist Off = Yes. Users will not be able to complete the promotion package invoice transaction.
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Quantity ≥ 1.
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Creates a separate transaction entry for each quantity entered.
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You can create Package Detail for one or more event meetings (i.e., Main Packaged Registration for Event Meeting A and Learning Registration for Event Meeting B).
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Only “Main” meeting registrations are supported; you cannot package a “Guest” registration.
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There is no Package Detail type for sessions. If you need to include sessions, you must use packaged registrations.
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Caution: Avoid packaged registrations for meetings with maximum capacity and meeting Waitlist Off = Yes. Once capacity for the meeting has been reached, the registrant will not be registered for the meeting nor will the registrant be waitlisted. There is no alert or messaging.
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Caution: Avoid packaged registrations containing members-only sessions. There is no price level validation to prevent a non-member from registering for a members-only session.
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Caution: Avoid packaged registrations containing sessions with maximum capacity and Waitlist Off = Yes. Once capacity for the session has been reached, the registrant will not be registered for that session nor will the registrant be waitlisted – even though it is part of the packaged registration. There is no alert or messaging.
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Guidance: When the Max Capacity for a meeting has been reached for a meeting that is included in your package, when a user creates a promotion package transaction, the registrant automatically is placed on the waitlist – there is no alert or option.
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Guidance: When the Max Capacity for a session that is included in your package has been reached and session setup Waitlist Off = No, when a user creates a promotion package transaction, the registrant automatically is placed on the session waitlist – there is no alert or option.
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Guidance: If the transaction (batch) date is greater than the meeting registration end date or if the meeting has been closed at the time of the transaction, you will not be able to complete the package transaction.
Transaction type = Membership
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Maximum Quantity = 1.
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Creates single transaction entry.
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Package transaction customer = Renewal Billing Customer Account/Contact.
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Package transaction customer = Renewal Billing Benefit Recipient Account/Contact. You cannot create a new membership for an account or contact other than the package transaction customer.
Transaction type = Product Sales
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Quantity ≥ 1.
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Creates single transaction entry for total quantity entered.
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Sales inventory and Sales non-inventory product sales items, including product kits, are supported.
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Products containing courses are supported.
Transaction type = Subscription
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Maximum Quantity = 1.
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Creates single transaction entry.
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Package transaction customer = Renewal Billing Customer Account/Contact. You cannot create a subscription for an account or contact other than the package transaction customer. During transaction entry, however, you can assign an alternate Benefit Recipient. See About Package Transaction Entry Layouts for more information.
Promotion package transactions
A promotion package transaction is available on the invoice New Transaction dropdown.
When selected, the promotion package transaction record has two sections:
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The top of the record is the header and manages invoice detail for the promotion package product.
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The bottom section manages transaction entry layouts for the package details related to the package and level defined in the header. The bottom section is not populated until after the initial save of the header section.
Creating a promotion package transaction
From the My Work area on the Side Navigation Menu, click Contacts or Accounts. Open the contact or account record where you want to create an invoice.
On the Record toolbar of the contact or account record, click New Invoice to open a new invoice transaction. For more information about creating invoices, see Invoices.
Click Select Batch to select the appropriate open batch based on your organization’s business rules.
Note
After the first time you select a batch, the same batch will be used for each transaction you enter until you select a different batch, or that batch is closed.
Click Save to save the invoice with the selected batch, populate the Invoice ID, transaction date, and invoice address information.
From the New Transactions drop-down list, select Promotion Package to open a new promotional package transaction record.
In the header section of the Promotional Package transaction record, complete the transaction detail fields described below:
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Package Setup – use the lookup to select the package for this transaction.
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Customer – This field defaults to the invoice customer. It is available for edit until the transaction is saved for the first time.
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Package Level – If Package Levels are defined for the selected Package Setup, UX populates this field based on the Amount value and the minimum and maximum ranges in the Package Level setups. This field is not available for edit.
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Amount – If the package setup selected is package type = Sponsorship, this field is enabled and available for the user to enter the amount. If the package setup selected is package type = Promotion, this field is disabled and is populated using standard UX Get Price logic from the package setup.
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Image URL – This field is available for future use.
After completing the header fields, click Save.
Upon Save, UX will display transaction entry layouts for the package details defined in the setup for the selected package.
For each transaction, use the lookup buttons to lookup and select the information required for each transaction type. If a required contact is not known, you can lookup and select the placeholder contact. If you leave the contact field blank, UX will automatically assign the placeholder contact record to a meeting registration or exhibit rep transaction. See About Package Transaction Entry Layouts, below, for more details about information required for each transaction type.
After completing the requisite transaction entry fields, click the Generate Transactions button on the toolbar to create the applicable invoice detail line items in the invoice.
UX will display a Process Promo Package confirmation window. Click OK to proceed. Click Cancel to cancel and return to the transaction entry form.
When processing is complete, UX closes the confirmation window, closes the package transaction record, and returns the user to the invoice, which now contains invoice detail line items for the package and each transaction entry layout. You may to need to click the Refresh icon on the invoice detail grid to view the transactions.
Note
Once invoice detail line items have been created by the Generate Transactions button, any changes must be made manually in the invoice detail directly. All standard transaction logic applies except as noted otherwise.
Important
As a best practice, generate the package detail transctions in the same batch used to create the Promotion Package. Package detail may include charges and your organization may want the GL detail for the package invoice detail in the same batch as the invoice detail for the package.
About package transaction entry layouts
Transaction entry layouts in the Promotion Package transaction are based on the package detail setup of the selected promotion package and, if applicable, package level.
There is a distinct entry layout for each package detail transaction type – some with special considerations, as described below:
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Transaction Entry = Advertisement
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The Publication and Ad Type default to the values in the package detail setup. The Adv Type field is disabled on the form.
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Use the Publication Issue lookup to select the issue for this advertisement contract.
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Invoice detail will hold the advertisement contract. Standard logic apples for creating Advertisement Insertion invoices.
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If Ad Related charges are required, they can be added manually once invoice detail for the advertisement contract has been created by the Generate Transactions process.
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Transaction entry = Chapter Membership
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The Benefit and Rate default to the values in the package detail setup. These fields are disabled on the form.
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If the Chapter is defined in the rate setup, it will populate the Chapter field. It is disabled on the form and no entry is required.
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If the Chapter is not defined in the rate setup, the Chapter field is enabled and required. Use the lookup to select a Chapter.
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Standard ‘Benefit and Rate Exists’ logic applies. You will not be able to Generate Transactions if the package customer has an existing renewal billing record for this benefit and rate.
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The renewal billing transaction record Join Date = system date.
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Transaction entry = Exhibit Booth
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If the package customer is a contact, this field defaults to the contact’s parent account and is disabled on the form.
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If the package customer is an account, this field defaults to the package customer account and is disabled on the form
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If the package customer is a contact with no parent account, the field is enabled and an account record is required.
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Transaction entry = Exhibit Rep Badge
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The Event and Badge Product Name default from the package detail setup. The Badge Product field is disabled on the form.
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Use the Related Contacts Only bit field to filter the Contact lookup.
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Use the lookup to select a contact from the database as the Exhibit Rep.
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If the contact is not known, leave the field blank. UX will populate with the placeholder contact record defined in the PAPlaceholderContact application parameter.
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Package must include an Exhibit Booth transaction entry for the same event.
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Transaction entry = Meeting Registration
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Event and Registration ID default to the values in the package detail setup. The Registration is disabled on the form.
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Use the Related Contacts Only bit field to filter the Contact lookup.
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Use the Contact lookup to select a contact from the database as the meeting participant.
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If the contact is not known, leave the field blank. UX will populate with the placeholder contact record defined in the PAPlaceholderContact application parameter. Meeting registrations and session registrations will allow multiple registrations for the same event for the defined PAPlaceholderContact.
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If registration is a package, all event session records are generated using standard base logic.
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Transaction type = Membership
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No entry required. The Benefit and Rate default to the values in the package detail setup. These fields are disabled on the form.
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Standard ‘Benefit and Rate Exists’ logic applies. You will not be able to Generate Transactions if the package customer has an existing renewal billing record for this benefit and rate.
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The renewal billing transaction record Join Date = system date.
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Transaction type = Product Sales
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No entry required. The Product defaults from the package detail setup and is disabled on the form.
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The Quantity field defaults to the quantity in the package detail setup and is disabled.
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Uses standard base product Sales Inventory and Sales Non-inventory logic.
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Backorder and freight logic applies.
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Transaction type = Subscription
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The Benefit and Rate default to the values in the package detail setup. These fields are disabled on the form.
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The contact defined in the transaction entry Contact lookup will be used as the Contact ID for the Benefit Recipient. This field is available for edit using the lookup.
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Contact lookup field default logic:
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If the package customer is a contact, this field defaults to package customer contact.
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If the package customer is an account, this field defaults to the primary contact of the package customer account.
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If the package customer is an account with no primary contact, this field defaults to the Placeholder contact record; user may lookup and select a contact.
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Use the Related Contacts Only to filter the Contact field lookup.
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Standard ‘Benefit and Rate Exists’ logic applies. You will not be able to Generate Transactions if the package customer has an existing renewal billing record for this benefit and rate.
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The renewal billing transaction record Join Date = system date.
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