Quick Add Event

Modules>Events>Event Planning>Add Event>Create Event

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Modules>Event>Overview>Overview and Setup>Create Event

The Quick Add Event form allows you to add an Event using one form.

The Quick Add Event form includes the following sections:

• Event Information
• Registration Fee and Price Attributes
• GL (General Ledger) Accounts

This topic defines the fields found in each section.

To add an Event using the Quick Add Event Form, use the following steps:

1. Enter or select values for at least all the required fields.
2. Click the Save button.

Event Information

Fill in the fields as described in the table below:

Field Name	Required?	Description
event code	Required	Enter up to ten characters.
event category	Optional	An event category is another way of classifying an event, usually in a more specific or detailed manner than the event type. An example of an event category might be a site tour, panel discussion, wine and dine, or awards dinner.
event type	Required	The type of program, occasion, or event activity. The Event Type is used for tracking purposes. An example of an event type might be a seminar, workshop, lecture, or silent auction.
event title	Required	The name of the event.
location	Optional	Select the venue where the event will occur.
capacity	Optional	Enter the maximum number of people who can attend this event. Max five digits.
description	Optional	Enter a short, text only, description.
event url	Optional	Enter a web address for the event.
start date	Optional	Enter the date that the event will start.
end date	Optional	Enter the date that the event will end.
projected attendance	Optional	Enter the number of registrants you estimate for this event. Max five digits.
guaranteed	Optional	Enter the number of registrants you guarantee for this event. Max five digits.
pre reg	Optional	Enter the date on which people can preregister for the event.
standard reg	Optional	Enter the date on which people can standard register for the event.
registration goal	Optional	Enter the number of registrants that is your goal to attend this event.
revenue	Optional	Enter the revenue goal for this event. Max five digits.
early reg	Optional	Enter the date on which people can early register for the event.
late reg	Optional	Enter the date on which people can late register for the event.
allow wait list?	Optional	Click this check box to automatically create a waiting list once an event reaches capacity.
auto register from wait list?	Optional	If you select the allow wait list? check box, the auto register from wait list? check box displays. Click this check box to automatically remove the first person on the wait list and add them to the list of event registrants.
wait list limit	Optional	Enter the number of people who can be on the wait list.
post to web	Optional	Enter the date on which netFORUM should post the event to eWeb.
remove from web	Optional	Enter the date on which netFORUM should remove the event from eWeb.
deadline	Optional	Enter the date that is the deadline for event registration.
enable peer to peer	Optional	Funds, raised from event registration fees, from Fundraising events can go to the organization holding the event on eWeb. Click the enable peer to peer check box to enable this feature on eWeb. Clicking this check box generates an eWeb page that allows registrants for the event to fundraise on behalf of the organization conducting the event. For example, individuals can solicit pledges or donations by sending the URL for this page to friends and family.
fundraising product	Optional	Fundraising events must be associated with a fundraising product. Select the fundraising product that this event is associated with from the list.
abstract?	Optional	Click this check box if you want to associate an abstract with the event.
registration required?	Optional	Click this check box to require Main event registration to participate. This check box also displays when you register for a session, and if selected, requires you to register for the main event before you register for a session. If this you do not click this check box, then registrants can register for sessions held at the event without registering for the main event. You may determine whether main registration is or is not required at the session level by selecting the main event registration required? flag according to your organization's business rules for a specific session. If you have checked the registration required? flag for the main event, then all registrants must register for the main event in order to register for any of the sessions. However, if the "registration required?" flag at the main event level is not checked then someone can register for a session as long as the "main event registration required?" flag is unchecked for that session.
confirm template	Optional	Select the template netFORUM uses for confirmation emails.
cancellation template	Optional	Select the template netFORUM uses for cancellation emails.

Registration Fee and Price Attributes

You can make a price or rate available for certain registrants based on their types and other characteristics. Use the fields in this section to define the type of registrant who can receive the registration fee.

Only the initial registration fee is added in this section. Most of this section is in the form of drop-down lists, so the proper setup of these lists is important.

Note: Price Attributes are for a specific event only e.g. they do not flow down to an event, session, or track within a parent event. The fewer Price Attributes attached to a specific fee, the more people will qualify for that event fee.

Fill in the fields as defined in the table below:

Field Name	Required?	Description
business unit	Required	This field defaults to a business unit and not to blank. Make sure you select the business unit you want.
price/rate	Optional	Enter the price in dollars and cents. Enter up to 21 numbers.
default rate - always available	Optional	By default this check box is selected. Deselect it if you want to make other rates available.
fee category	Optional	Select the fee category from the drop-down box. Examples of fee categories include: Member fee, Registration fee, Non-Member fee.
fee class	Optional	Select the fee class from the drop-down box. Examples of fee classes include: preregistration, early, standard, late.
registrant type	Optional	Select the registrant type from the drop-down box. Examples of registrant types include: Guest, Speaker, Student, Vendor.
src code	Optional	Click the look up icon to see a list of available source code records. Click one to add it to the source code field on the Quick Add Event form.
customer type	Optional	Select the customer type from the drop-down box. Examples of customer types include: Individual, Organization, Affiliate.
mbr flag	Optional	Select the member flag from the drop-down box. Examples of member flags include: Member and Non-Member
individual type	Optional	Select the individual type from the drop-down box. Examples of individual types include: Board Member, Employee, Student.
mbr type	Optional	Select the member type from the drop-down box. Examples of member types include: Premium, Gold, Standard.
organization type	Optional	Select the organization type from the drop-down box. Examples of organization types include: Corporation,  Non-Profit, Association.
mbr status	Optional	Select the member status from the drop-down box. Examples of member status include: Active, Inactive, Hold.
committee	Optional	Select the committee from the drop-down box.
mailing list	Optional	To offer this price to a certain mailing list only, select the mailing list from the drop-down box.
nonprofit	Optional
do not discount?	Optional	Click this check box if you do not want to allow discounts to this price.
max guests allowed	Optional	Enter the maximum number of guest allowed at this price. You can enter up to two numbers.
free guest?	Optional	Click this check box if you want to allow a free guest.
sell online	Optional	Click this check box if you want to make this price available on eWeb.
free event	Optional	Click this check box if the event is free.

GL Accounts

Fill in the General Ledger Accounts fields as defined in the table below:

Note: Management or accounting should determine the business unit, project, and all appropriate G/L accounts. The business unit and G/L accounts can be set to specific default values.

Field Name	Required	Description
project	Optional	The project field is an accounting code reference, not a billable time entry project.
a/r	Required	Select the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. The account you choose is debited every time you sell an event registration.
split revenue among multi-accounts	Optional	TBD
order	Optional	Enter up to ten characters.
revenue	Required	Select the account for revenue from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is credited when you sell an event registration, and debited when you void an invoice in a closed batch
liability	Required	Select the account for liability from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is credited when a paid invoice is canceled.
return	Required	Select the account for return from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is debited when an invoice is canceled. For most associations, the return account is the same account used for the revenue account.
write off	Required	Select the account for Accounts Receivable from the drop-down box. This field defaults to an account and not to blank. Make sure you select the account you want. This account is debited when you create a write off . This is typically an expense account or the revenue account for the product.
deferred	Optional	Click this check box if the invoice payment for the event is deferred. Once you click this check box, a drop-down box appears. Select an account from the drop-down box. If you check this check box the following happens: If a registration is deferred, the deferred account is credited at the time the registration is sold. This account is debited when the recognize revenue process is run for the appropriate period. If you have checked the ‘deferred’ check box on the product, it is not credited until you run the recognize revenue process for the period in which the ‘recognize after’ date for the product is included.
recognize revenue date	Optional	Enter a date on which the deferred revenue will be recognized.
insert after save	Optional
keep values	Optional

Click the Save button to go to the newly created Event Profile.

Click the Save for later button to save your changes and continue working in the Quick Add Event form.

Click the Cancel button to lose your changes and return to the previous screen.