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Costing and Planning with In-House Event SegmentsM

Use in-house event segments to calculate and plan on the basis of existing data without affecting the front-of-house segments aimed at customers.

  • Calculate the costs for your events

    Costing segments are used exclusively for in-house cost planning. They allow you to compare costs and income without creating a customer segment. To calculate contribution margins or discounts for external customer segments, use the Kalkul Calculation function in the side navigation (Calculate contribution margins). Calculation segments are available for quotes, orders or invoices and correspond to normal segments in terms of content.

    In-house (staff) planning segments are not available for costing segments. The use of costing segments needs to be enabled under Administration Administration > Administration Settings > VA Events by a user with administrative rights. There is no limit to the number of costing segments.

    1. In the event, right-click on the Quotes folder.
    2. Above the list of segments, click on neuexpand Add and select Angebot Kalkulation New calculation segment.
    3. Enter a name for the new segment.
    4. neuexpand Add any items you want.
    5. Drag-and-drop the calculation (with the left mouse button pressed down) to the Ordner Bestellung Orders or Rechnung Invoices folder to copy it to a a different segment type.
    6. If you want to use the calculation as a basis for a customer quote, right-click on it in the side navigation and select edit Convert to > Angebot Quote (or Bestellung Order or Rechnung Invoice).
  • Plan in-house workflows independently of customer segments

    In-house segments are used to organise workflows and book items not shown on customer print-outs. They are used to specify costs that do not appear in the customer quote and are often issued to staff along with work instructions.

    In-house segments correspond to regular segments in terms of content and are available for quotes, orders or invoices. In contrast to external customer segments, however, they do not contain any price information with the exception of a cost centre. Segments created for in-house events are always in-house segments. There is no limit to the number of in-house segments.

    The use of in-house segments needs to be enabled under Administration Administration > Administration Settings > VA Events by a user with administrative rights.

    1. In the event, right-click on the Quotes folder.
    2. Above the list of segments, click on neuexpand Add and select Angebot Intern New in-house quote segment and enter a Name for the segment.
    3. neuexpand Add any items you want. Example: gel fuel, serving spoons, kitchen roll for packing lists
    4. Drag-and-drop the in-house quote (with the left mouse button pressed down) to the Ordner Bestellung Orders or Angebot Intern Invoices folder to copy it to a a different segment type
    5. If you want to use the in-house quote as a basis for a customer quote, right-click on it in the side navigation and select edit Convert to > Angebot Quote (or Bestellung Order or Rechnung Invoice).
    6. If the prices are not added automatically, add them manually.
  • Plan staff and purchasing for events with internal planning segmentsM

    Interne Personalplanungsvorgänge dienen der Erstellung des Dienstplanes für Mitarbeiter und dem Einkauf von LeihpersonalM. Sie ermöglichen die Unterscheidung zwischen dem externen Kundenvorgang mit Personalrollen, Anzahl und Verkaufspreis einerseits, und dem internen Vorgang mit Zuteilung der Rollen an einzelne Mitarbeiter oder Lieferanten andererseits. Die Einkaufsübersicht und der Personalplaner beziehen sich auf den internen Personalplanungsvorgang. Interne Personalplanungsvorgänge werden auf Angebots- und Bestellungsebene angeboten. Im Unterschied zum externen Kundenvorgang enthalten sie keine Preisinformationen, nur die Kostenstelle. Außerdem muss eine Artikelanzahl angegeben sein.

    Interne Planungsvorgänge gibt es nur zu externen Kundenvorgängen, wobei zu jedem Kundenvorgang nur ein Planungsvorgang angelegt werden kann. Sobald ein interner Planungsvorgang angelegt wird, greifen die EinkaufsübersichtM und der Dienstplaner auf die Artikel und Zahlen dieses internen Vorgangs statt auf die des ursprünglichen externen Vorgangs zu.

    Internal (personnel) planning processes must be authorised under Administration Administration > Administration Settings > VA Events by a user with administrative rights. If general internal planning processes are activated for items of all types, this also includes personnel processes and does not need to be activated separately.

    1. Right click on the external Angebot offer and select Angebot Intern Add internal planning process .
      Note: The same procedure is also possible in the processing stage Bestellung Order .
    2. The items booked in the customer segment are automatically transferred to the internal planning segment.
    3. Transfer changes in the customer process directly to the planning process on demand to keep both processes in sync.
      Note: Changes in the planning process have no effect on the customer process.
    4. If necessary, schedule a supplier in the column role / supplier to be offered the option for a direct purchase order in the upper toolbar.
      Important: In the purchasing Summary for consumables or rental items, the suppliers assigned in the segment are not taken into account .
    5. To assign your own employees to a role article, click on auffaechern Personalrolle besetzen in the horizontal toolbar and select one of the available employees.
    6. If required, create a shift directly for the selected staff members.
      Important: The mere assignment to a staff procedure does not create a shift. .