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Inventory

Supplements the function of the item for inventory management of equipment and furniture stocks in the warehouse. If the stock is overbooked, the employee receives a warning and can react. In the event of "breakage", the item can be invoiced directly to the customer at the replacement price.

  • Open a new inventory item

    Inventory itemsM are assets or resources that are not depleted by use. It is vital to ensure their return after every event.

    1. Create a new artikel Item.
    2. Enter the name of the inventory item and Check For Duplicates Check for existing records.
    3. Select a suitable Item group.
      Example: equipment, tableware
    4. Click on the Bestand Enable Inventory button in the horizontal toolbar.
    5. A new Bestand Inventory tab will appear in the side navigation.
  • Enter and maintain your staff capacity

    In order to keep track of how many staff members are still available or already fully booked, the current staff capacity must be callable at any time. This can be achieved by using either the InventoryM or the Shift and Staff PlanningM module.

    1. Open the Staff role and activate  Shifts in the toolbar. A new Kalkul Capacity tab will appear in the side navigation.
    2. Go to the new Kalkul Capacity tab to input staff capacity.
    3. Click on neu Add to add or subtract numbers.
    4. The Valid from date and the count (Plus_Minus) will appear in an input window for the inventory change. Enter additions as positive numbers, reductions as negative numbers.
    5. Enter the number of guests who can take on this staff role.
      Note: This field is not updated automatically when a staff member is assigned to a staff role..
    6. Stay on the <attribute not present> Capacity tab. If you want to be notified of insufficient human resources in good time, enable an alert and set the number of lead days in the Conflict alert (days before deployment) field.
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Add a replacement value for inventory items

    Inventory items are on loan to customers for temporary use. Enter a replacement value for unreturned assets, which can be added to your invoice.M.
    Example: Tables or tableware supplied and returned

    1. Create an inventory item.
      Example: Stand-up table set with sales price per day
    2. Go to the artikel General tab of the item and find the field Returnable in the middle of the input window.
    3. If this is a single item, click on the dropdown triangle artikelexpand and select the "Item itself" as returnable asset.
      Example: Coffee machine
    4. Select From components, if parts of the combo item can be returned individually. Enter the replacement value per component.
      Example: Lighting system with parts that can be returned individually
    5. Enter prices for two price groups: a sales price (SP) and the replacement value (REP) for unreturned assets.
      Example: Coffee machine with a sales price (SP) of € 500,00, replacement value (REP) 3.000,0
  • Enter set-up and tear-down times

    Some inventory items may not be available before and even some time after an event due to prolonged set-up/tear-down, cleaning or transport times. These times must be planned for.

    1. Go to the Artikelbestand Inventory tab to enter set-up and tear-down times.
    2. The set-up time can be specified with reference to the booked times (event date and time)or to the set-up times (event segment).
    3. In this case, enter the number of days and hours before or after the reference time.
      Example: Set-up 1 day and 12 hours before the start of the event or tear-down 6 hours after the end of the set-up time specified in the sub-event.
    4. Select Fixed times for set-up and tear-down and enter the exact times in the input fields if you want to specify the exact time of day.
      Example: Set-up at 8am, tear-down at 10pm
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enable a time reference

    Booking times must be entered for inventory items in order to be able to use the inventory control. The booking times also affect invoicing.

    1. Go to the General tab in the side navigation and enable a time reference.
    2. To book an item either by the hour or per unit, select Optional time reference. The entry of booking times is possible but not obligatory. When the item is booked for an event, the specified hourly price is multiplied in the event segment by the number of hours (count 2 in the segment).
      Example: Crockery
    3. To always book an item per hour, select Mandatory time reference. When the item is booked for an event, the times of the event or event segment are automatically copied to the item, but can be changed manually. The specified hourly price is multiplied by the number of hours (count 2 in the segment).
      Example: Beamer per hour
    4. To always book an item per unit, select Time reference flat rate. The entry of booking times is possible, but not obligatory. The number of hours booked is only used for inventory control and will not affect the price.
      Example: A party tent is invoiced to the client at a flat rate of € 500.00 per day. The actual use time in hours is only given as information.
  • Check the availability of inventory items in a given period of time

    The availability of inventory itemsMat any given point of time can be checked independently of individual events.

    1. On the Home tab, click on VA Events > suche Search > VA  Events oder Vorgaenge Event segments.
    2. Select the time period you want and click on suche  Search.
    3. Go to the drop-down menu Aktion Auf Liste Mass action on list in the horizontal toolbar above the list of results.
    4. Click on Inventory - show all booked to call a list of all inventory items and/or staff items booked in this period.
    5. Click on Inventory - verify availability to call up a list of overbooked inventory items and/or staff items.
    6. The list shows the number of required items (demand), the existing items (inventory) and the items already rented (rented) as well as the remaining inventory (remaining).
    7. Filter the results for personal Staff or Bestand Inventory items by activating the respective button in the horizontal toolbar.
    8. Right-click an item and, in the context menu, select Bestand  Details to open either a list of segments for which the item has been booked, a single Bestellung  Segment, or the artikel  Item itself.

  • Create an internal planning segment including supplier

    Enter the required items and quantity in the external segment, but assign suppliers in the in-house planning segment.

    1. Create an external Bestellung  Order segment containing items.
    2. Right-click on the order and select Add > interner vorgang Internal planning segment .
      This option must be enabled by a user with administrative rights under Administration Administration > Administration  General settings > VA Events > Enable > In-house planning segments for all item types .
    3. Click on einkauf  in the toolbar above the list of items to show the column Role/Supplier. The column is not available in all views.
    4. Assign a supplier in the Role/Supplier column.
      Note: The staff role must be enabled for einkauf Purchasing and have at least one active, linked ArtikelAdressen Supplier item with a price assigned to it.
  • Create a purchase order from the internal segment
    1. Click on einkauf Purchasing in the top toolbar of the input window to directly trigger new orders or add to existing orders.
      Note: The event date must be in the future. Orders from different suppliers must be created one after the other.
      a) If no supplier is assigned, go to einkauf Purchasing > EinkaufsMonitor Rentals and create a new order ().
      b) If a supplier is assigned, select einkauf Purchasing > neuSupplier > New order.
      c) If a purchase order already exists that you want to add to, select einkauf Purchasing > Lieferservice Supplier > einkauf Purchasing > Bestellung Purchase order and add to the purchase order.
    2. If you want to place purchase orders for all segments of one event at the same time, click on VA Event > VAGeneral before opening the orders or the purchasing overview.
    3. Order in the same way as for consumables. However, always specify a return date for inventory items ().
  • Create a new rental order from the purchasing overview

    In the purchasing overview for rental items, you can see all staff and inventory items that are required on the specified date, provided that:. - supplier items have been assigned to these items - both the items and the segment has been enabled for purchasing, and - the required quantity has been specified.

    1. Click on einkauf Purchasing > EinkaufsMonitor Rentals in the toolbar of the segment input window to open the purchasing overview for rental items. Alternatively, open the overview from the Basis Home tab by clicking on einkauf Purchasing > EinkaufsMonitor Rentals, if necessary with company details and a time period.
      Note: The supplier selected in the in-house staff planning segment is NOT automatically pre-assigned in the order, but must be selected again when ordering from the purchase overview.
    2. In the list of orders in the centre of the page, filter for personal  Staff items and select the item group Staff in the list of item groups on the right.
    3. In the list of suppliers at the bottom right, click on the Supplier you want to place an order with. The list of items displayed will then only show those items that the selected supplier has in their range.
    4. Click on ok Apply values to adopt the required quantities as order quantities.
    5. Click on neu Order to create a new purchase order.