Creating an Event for Exhibition Stand Catering (ESC)^M

• Create a new event for Exhibition Stand Catering (ESC)

  The  Exhibition Stand Catering (ESC) module works best in conjunction with the  Holidays/Special Events^M calendar. Data from that calendar is shown in the  Info Centre and made available for  Exhibition Stand Catering (ESC) (Add exhibitions to the event calendar).

  1. Go to the  Home tab in the function bar and select  ESC (Exhibition Stand Catering).
  2. The search and input window for Exhibition Stand Catering (ESC) segments will open.
  3. To select the date of an exhibition as saved under  Holidays/Special Events^M, enter the exact name of the trade show in the Exhibition field.
  4. Add the exhibition to the expandable picklist in order to open it more quickly next time.
  5. Click on  New at the bottom right of the window and select a company (if applicable).
  6. The input window for the ESC event segment will open.
• Enter basic data for the ESC event segment
  1. Enter the  Organiser in the top left-hand corner.
  2. The Event Type and Occasion may already be prefilled, but can be changed manually.
  3. In the Deliver to list of venues, enter the Venue code in the first column and the Stand number in the second column and confirm by clicking on  Add. Alternatively, click on  Add first, then select a room from the list by double-clicking on it and enter the stand number.
  4. The dates of the trade show are automatically copied from the Holidays/Special Events calendar, but can be changed manually.
  5. To add one or more days, click on  Dates, enter the additional date and confirm by clicking OK.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a new delivery
  1. Select one of the event days.
  2. Click on  New in the list of Event segments and select the order type (e.g. delivery, repeat order) if necessary.
     Note: If there is only one standard template for the type, this is automatically adopted.
  3. The new segment will open showing all items in the standard range on the new tab  Items.
• Specify the delivery data
  1. Specify the delivery time.
  2. To enter the "Delivery due" time manually, tick the box Delivery due. The delivery time is preset to the current time plus 30 minutes and can be changed.
  3. Enter the number of items you want in the Count column in the centre of the input window.
• Store set-up times in the segment^M

  You can enter set-up times in the event segment in order to account for delivery and assembly time. The set-up times in the segment will be applied to all inventory items^M booked for this segment.

  1. Tick the box Custom setup times.
  2. Enter the first day and the last day of the inventory block.
  3. Enter the start and end time of the inventory block.
     Note: None of the inventory items will be available for booking for other events during the specified period.
• Search for and change existing segments
  1. Go to the  Home tab in the function bar and select  ESC (Exhibition Stand Catering).
  2. The search and input window for Exhibition Stand Catering (ESC) will open.
  3. The easiest way to search for an existing event or order is to use the event or order number.
  4. Alternatively, you search by Date or Venue.
  5. Select a segment from the list of results by double-click.
  6. Click on  Reject and confirm the message with Reject to discard a segment.
     Note: Rejected transactions cannot be retrieved.
• Create the delivery note
  1. Click on  Print in the toolbar of the Event segments list in the bottom left-hand corner to print delivery notes for all departments.
  2. Select All templates to print all delivery notes for this event.
  3. Alternatively, go on the  Spreadsheet tab of the main input window, select a  Template and  Print a temporary delivery note.
     Note: a temporary delivery note will not saved.
• Create a returns note

  Returns notes for deposit items included in the list of booked items can be created automatically.

  1. Click on the  Returns tab to open a list of all deposit items for this ESC event.
  2. Click on Returns note in the toolbar to print the notes.
• Accept returns

  Returned deposit items appear on the  Returns as of the day for which they are booked and can be returned all together for the event or on a daily basis.

  1. Go to the   Returns tab and enter the number of returned deposit items.
  2. To create a returns segment for one exact date, click on the dropdown triangle next to  Returns and select the date.
  3. A new Returns segment will be created automatically.
     Note: Make sure that no price has been entered in the selected price group.
• Create a deposit statement

  The deposit statement records all deposit items that have not been recorded as returns. The "Forfeits" will then be invoiced to the customer.

  1. Go to the  Returns of the ESC input window. A list of all returnable items will open.
  2. Click on  Forfeit to list the non-returned deposit items in this segment.
  3. A new segment Deposit statement will be created automatically.
     Note: Make sure that a replacement value price group has been entered.
• Switch from the ESC segments to the event itself

  The ESC is designed for fast transactions in the trade fair business. The data entered in the ESC input window are automatically created as "normal" event segments in the background.

  1. To switch from the ESC segments to the event itself, click on  Event in the toolbar and confirm the message by clicking Save.
  2. The event will open for editing, containing all the data from the ESC segments.
• Create an invoice

  Invoices are not created in the ESC segments, but in the linked event.

  1. Enter the invoicing address, if different from the organiser's address.
  2. Create the invoice (Invoicing for events).
  3. Set the event status to Closed.
  4. Save and close the event.