Events Module Outline

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The RMS Event Manager is a specialised module to record, schedule and charge all activities associated with a function or event being held in an area reserved through RMS.

Your RMS sales contact can discuss the features of this module.

To set up Events:

Creating Account Codes:

New account codes may need to be entered to accommodate for new categories and sundry charges which will relate to the tasks to be performed during each event.

Go to the Setup Menu, Accounts and Add.

Enter the Account Code and Short Description for the new account code then save and exit.

Creating New Sundry Charges:

Sundry charges will need to be created for your tasks i.e. Entertainment, Room Hire, Lunches etc.

Go to the Setup Menu, Sundry Charges and Add.

Enter the description of the sundry charge

You will only require a sell price level 1 if the price does not change

From the drop down list allocate an account code

Select your Tax type, save and exit.

Creating New Categories:

Facility categories will need to be created to accommodate for your event reservations.

Facility categories set to book by day work by date and time allowing you to allocate more than one reservation to an area each day.

Accommodation categories set to book by night will only allow one reservation in an area on a given day.

The mandatory fields to setup are below;

Enter a short description for the category

From the drop down list allocate an account code to the category

Ensure the class is set to Facility

Tag the booked by to be day.

Save and Exit.

You may populate other fields if required;

Long Description

Max Occupants per Area

Max Occupants per Category

Layout File Name – allows you to attach a picture of the category or building

Available Times – allows you to govern the daily times that the category is available.

Creating New Areas:

Once you have entered your categories for facilities, you must allocate areas.

Go to Setup Menu, Category/Area, Highlight the Category and Click the Areas button.

Enter the Area name into the field provided.

Save and Exit.

You may enter further details if required but these fields are not mandatory for the setup of RMS.

Groupings:

Groupings allow you to place all providers of a similar task consecutively on reports together i.e. Entertainment, Catering and Internal.

Go to the Setup Menu, Groupings and Add.

Enter the Heading (description of the grouping)

Tag that the Heading is for Tasks

Save and Exit.

Security Profiles:

Employees that are involved in coordinating events even if they do not use RMS will be required to be setup in the RMS system as a user.

For those that use RMS and control Event accounts will require to have both;

Allow to close budget costs

Allow to transfer sundries from the event to the account

To be marked as yes.

It is suggested that you create a new profile for those people involved in coordinating events.

Go to the Setup drop down Menu, Security Profiles and Add.

Enter the Profile Name

Change security functions to allow access to areas required.

Save and Exit.

Once your profile is created, change the profile attached to users desired.

Go to the Setup Menu, User Information, Find, Edit appropriate users. Users can also be added to this screen.

Tariff Tables:

Tariffs are not mandatory to use in the event management system.

You may however wish to keep the room hire separate to the additional task charges.

See the RMSHelp files Setup Menu – Charge Types, Charge Periods, Tariff Tables and Tariff Lookups.

When creating tariffs for a facility category the most common rate type used is hourly, however, daily may also be used.

The tariff setup is other than rate type no different to the normal tariff setup of RMS.

Service Providers:

Service providers are the 'Who' of the Event Management module. This can be company name or employee name.

Go to the Setup Menu, Event Management, Service Providers and Add.

Enter the service providers name and Save.

Each tab represents a contact for this provider from that section of their company.

The classification tab allows you to group providers together i.e. geographical area, providers which specialize in particular event types (weddings).

Report order is a way of selecting where you would like the provider ordered on all event reports.

Master Tasks:

Tasks list the details of what is expected by a provider.

Only those tasks which are performed regularly should be entered into the master tasks area i.e. room layout, morning tea, lunches etc.

Go to the Setup Menu, Event Management, Master Tasks and Add.

Enter the task description

Tag the provider required for this task and the grouping it belongs to.

Save.

You may also enter the following information if required;

Location       – Where the task is to be held

Report Order       – Selecting where you would like the task ordered on all event reports

Task Starts       – Used if a task is not due until the second day of the event.

Days Duration       – if a task is to extend beyond one day

Include on Run Sheet    – if chosen, this task will only show on the run sheet, no other report.

Optional      - Under development

Work Order      - Under development

Sundries on Tasks:

After saving the master task, you may allocate sundry charges.

With the master task open, Click on the Sundries Tab then Add.

Using the drop down arrow choose the desired sundry charge

Ensure that the Cost price is correct

Save

Qty is normally left at one in the setup process this can be changed individually as required.

The budget figure is used for budget costs only;

Cost – show on the P/L report

Charge – show on the estimate operational costs report and should include a markup if required.

The actual figure is used for actual costs only;

Cost – show on the P/L report

Charge - show on the final operational costs report and should include a markup if required.

Report order is a way of selecting where you would like the task ordered on all event reports.

Cost Code and Report Type are not utilized at this time.

Include for totals lets the system know that this sundry is to be calculated within the total i.e. only one of the alternative tasks is charged.

Event Order Footer:

The footer is displayed at the foot of the event order report and is used as an authorization or disclaimer.

Go to the Setup Menu, Event management, Event Order Footer.

Enter the detail into the field provided

Save and Exit.

Adding an Event Reservation:

Using the drop down arrow to the right of the Add button on the upper tool bar choose to Add Event Reservation as shown below;

This will open the reservation screen;

Client Details is used to store information on the main contact for the event including their name, address, contact numbers etc.

Client Notes should only be used for information on that particular individual.

Reservation Details is used to store information on the event itself including start and finish dates and times, event name, estimated crowd, category and area.

Reservation Notes or Note 1 should be used for additional information about the event.

The difference between the arrive and event start field allows you to assign a bump in time. This is the time that the area will empty but unavailable due to preparation time.

Any fields displayed in blue relate to mandatory fields, these are tagged in the Setup Menu of RMS. See RMSHelp Setup Menu, General Information, Reservation Tab.

Once all relevant data is entered save the reservation.

Event Management:

After you have saved the reservation, click on the Event Mgmt button found at the bottom of the reservation screen

This will open this screen;

It is from this screen that we will be;

Copy Event

Allocating Tasks

Printing Accounts

Running Daily Schedule

Generating Reports

Copy Event:

Allows you to copy the event management from a past reservation to the current reservation, this facility will save you input time.

Select your criteria to search on

Select your order to show matches

Type the Event No or Event Name into the Look for field

Click Find Now

Highlight the match you require

Click Copy.

Allocating Tasks:

From the Task drop down list you can add, edit, delete, allocate task grouping and view task groups.

From the add task option, by selecting a provider from the drop down menu, all tasks attached to that provider will preview on the right hand side of the screen. By double clicking on the task you wish to allocate RMS will move that task to the task box on the left of the screen.

Allocate the date and time for the task to start and finish.

Select the venue that the task is to be performed in.

Save and Exit.

Sundry charges can also be added during this time by simply selecting add from the sundries box. See the Master Task, Sundry Charges setup for further information on this screen.

Printing Accounts:

Once tasks have been allocated to an event this function becomes active. All account reports for the specific event reservation that you have edited.

Financial Reports can be obtained from this area if sundry charges are used when allocating tasks. Reports you have available from this area are;

P/L Statement

A profit & loss statement from budget to actual costs

Estimated Operational Costs

Budget costs for the event

Final Operational Costs

Actual costs for the event

Transfer Sundries to Account

This utility transfers all sundry charge to the reservation account. This should only be performed once the event has finished and all costs finalized.

Close Budget Costs

Closes budget costs so they cannot be changed. Only performed once and cannot be reopened once closed.

Daily Schedule:

Daily Schedule allows you to place notes on the event schedule report i.e. additional information that organizers may need to be aware of.

Enter the number in attendance if required

Type note into the schedule field

Save and exit.

Reports:

This area allows you to print report for the specific event reservation that you have edited.

Reports that you will find in this area are;

Event Order Report:

Given to the hirer, this report shows the schedule of tasks for the day/s events. It includes times, task descriptions, run sheet tasks (internal) and also costs if selected.

Event Schedule Report:

This report shows the schedule of tasks for the day/s events with a slightly different layout to the event order report. It includes an automatic footer, times, task descriptions and costs if selected.

Run Sheet:

This report is used for internal use only. It will print all of the tasks that have been marked to print on the run sheet. It is normally given to the staff and/or coordinators.

Task List (Chronological):

This report shows all tasks set for an event placing them in time and date order, including run sheet only tasks.

Memo:

Given to a particular provider, this report shows what tasks have been assigned to that provider. It prints each task in date and time order and shows where each task is to be performed.

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