Resource Information and Control Corporation


Maintain Exhibitors

Getting There: Accessing this application is done by double clicking on the Maintain Exhibitors icon in the Exhibitor Work Orders main menu.



Purpose: Maintin Exhibitors is used to collect all payment and order information for each exhibitor in a trade show and to produce reports on the information entered.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Exhibitor Maintenance Booth Inquiry Print Booth Profiles Exhibitor Payment List Exhibitor Register Detail of Exhibitors Exhibitor List Print Work Orders Exhibitor Equipment List Complete WO Adv vs Floor Report Duplicate Booth Report Load Equipment by Booth Audit List Print Invoices Pending File Delete Change Event Process Exhibitor Data Event Control Form Wizard

Maintain Exhibitors Modules Overview



Exhibitor Maintenance is used to collect the payment and order information for each exhibitor.
Security Level: To view - Read Only. To add or change - Normal. To delete - Privileged.

Double clicking on the Exhibitor Maintenance icon will bring up the Exhibitor Search dialog box.



The following is a break down of the dialog box:

The last event you were in will be reflected near the top of the dialog box.
You can search by either entering a Search Field or Search Mode.

  • In Search Field you can search by either Last name or Company Name.
  • In Search Mode you can search by either Begins with which will find all entries beginning with the selection criteria, or Contains which will find all entries that contain the selection criteria.
  • The Booth Number field is used to indicate a booth number if known.
  • The Exhibitor field is used to search for exhibitors that match the event.
  • The list box will show booth numbers and exhibitors that match the event.
  • The Hide credit card number check box, if checked, will have the beginning part of the credit card or payment reference number crossed out.
  • The Summarize the detail check box, if checked, will summarize all the detail on the Exhibtor Profile Report.
  • The Enter the number of characters before seaching begins field is used to enter the number of characters desired before the search will begin.
  • The Add button is used to add an exhibitor to the event.

    • Click on the button and the Booth Inquiry report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Booth Inquiry is used to maintain information on each exhibitor. You use this option to enter both payment and order information.
    Security Level: To view - Read Only. To add or change - Normal. To delete - Privileged.

    Double clicking on the Booth Inquiry icon will bring up the Exhibitor Selection Sort dialog box.



    The following is a break down of the dialog box:

    You can sort the list of exhibitors entered by either clicking on the Exhibitor, Booth Nr or Do Not Sort options.

  • In Search Field you can search by either Last name or Company Name.

    • Click on the button and the Booth Inquiry report will be generated.





    Print Booth Profiles is used to print all or specific profiles for the exhibitors in an event.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Print Booth Profiles icon will bring up the Select Exhibitors dialog box.



    The following is a break down of the dialog box:

  • The list box will show all exhibitors entered for the event
  • The Hide credit card number check box, if checked, will have the beginning part of the credit card or payment reference number crossed out.













    • Click on the button and the Print Booth Profile report will be generated.



    [This scrollable report is shown in two parts because of size constraints.]




    Exhibitor Payment List is used to list all payments entered for the event chosen.
    Security Level: To view - Read Only. To add or change - Normal. To delete - Privileged.

    Double clicking on the Exhibitor Payment List icon will bring up the Payment Selection dialog box.



    The following is a break down of the dialog box:

  • The All Payments option is used to see a report that will show every payment that has been entered for the event.
  • The Payments in Reserve Account option is used to see a report that will show only those payments posted to the deferred revenue account.
  • The Payments not in Reserve Account option is used to see a report that will show payments not posted and payments that were posted to an account that was not a deferred account.
  • You have a choice of sorting the report by either choosing Exhibitor or Booth No.
  • The What Source? combo box is used to select which source was utilitized to receive the payments.
  • The Hide credit card number check box, if checked, will display only the last 4 digits of the credit card number.

    • Click on the button and the Exhibitor Payment report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]

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    Exhibitor Register is used to list all the order information entered for the event chosen. .
    Security Level: To view - Read Only. To add or change - Normal. To delete - Privileged.

    Double clicking on the Exhibitor Register icon will bring up the Exhibitor Search dialog box.

    The following is a break down of the dialog box:

  • You have a choice of sorting the report by either choosing Exhibitor or Booth No.
  • The All Orders option is used to show all orders on the report.
  • The Orders not Completed option is used to to show only those orders not completed.
  • The Orders Completed option is used to show only those orders marked as completed.
  • The Show money on orders? check box, if checked, will show the dollar amounts on the register.
  • The Include Notes? check box, if checked, will show the notes that have been entered for each exhibitor.
  • The Select by Entry Dates option is used to show only those orders that were entered between the dates entered.
  • The Select by Date of Service option is used to show only those orders requested between the dates entered.
  • The Date Received option is used to show only those orders that were received between the dates entered.
  • The Date Processed option is used to show only those orders that were processed between the dates entered.
  • There are two fields to enter search dates.
  • The What Source? combo box is used to select which source was utilitized to receive orders.
  • The Equipment combo box is used to select which Billing Category or Department will be used.
  • The list box will show all items for all exhibitors.

    • Click on the button and the Exhibtor Register report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Detail of Exhibitors is used to recap, by exhibitor, all information that has been entered, providing a list of all exhibitors that owe nothing, exhibitors that should get an invoice and exhibitors that should get a refund.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Detail of Exhibitors icon will bring up the Detail of Exhibitors dialog box.



    The following is a break down of the dialog box:

  • The All Exhibitors option is used to show every exhibitor on the report.
  • The Specific Exhibitor option is used to choose a specific exhibitor entered for the event.
  • You have a choice of sorting the report by either choosing Exhibitor or Booth No.
  • The Detail of each exhibitor option is used to indicate that a detailed report is requested.
  • The Recap by EBS Category option is used to indicate that a recap report is requested.
  • The Not broken into groups option is used to indicate that the report will not be broken into groups.
  • The All Exhibitors-All Categories option is used to to show all categories on the report.
  • The Exhibitors that owe nothing option is used to show only those exhibitors that don't owe anything.
  • The Exhibitors to be invoiced option is used to only those exhibitors that get invoices.
  • The Exhibitors that get refund option is used to only those exhibitors that get refunds.
  • The Include Payment Summary? check box, if checked, will summarize all payments by the information entered in the Reference Field of the payment record.
  • The Inlcude Notes? check box, if checked, will show all notes entered on the report.

    • Click on the button and the Detail of Exhibitors report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Exhibitor List is used to print all the exhibitors in the event.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Exhibitor List icon will bring up the Exhibitor List dialog box.



    The following is a break down of the dialog box:

  • You have a choice of sorting the report by either choosing Exhibitor or Booth No.
  • The Print File Folder Format check box, if checked, will print file folder labels.

    • Click on the button and the Exhibitor List report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Print Work Orders is used to print out a work order for each order entered.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Print Work Orders icon will bring up the Print Work Orders dialog box.

    The following is a break down of the dialog box:

  • The All Exhibitors option is used to indicate that every exhibitor will get a work order.
  • The Choose Exhibitors option is used to select specific exhibitors that will get a work order.
  • The list box on the left will show the exhibitors selected.
  • The Select by Entry Dates option is used to show only those orders that were entered between the dates entered.
  • The Select by Date of Service option is used to show only those orders requested between the dates entered.
  • The Date Received option is used to show only those orders that were received between the dates entered.
  • The Date Processed option is used to show only those orders that were processed between the dates entered.
  • There are two fields to enter a range of search dates.
  • The From Booth and To Boothfields are used to enter a range of booth numbers.
  • The work orders can be sorted by eitherCustomer, Booth or Date.
  • The What Source? combo box is used to select which source you want on the report..
  • The Equipment combo box is used to select which Billing Category or Department will be used.
  • The list box on the right will show all items for all exhibitors to be printed on the work orders.

    • Click on the button and the Exhibitor Work Order report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Exhibitor Equipment List is used to list all the equipment required for the event.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Exhibitor Equipment List icon will bring up the Exhibitor Exhibitor List dialog box.



    The following is a break down of the dialog box:

  • The Equipment combo box is used to select which Billing Category or Department will be used.
  • The list box will show all items an exhibitor can order.










    • Click on the button and the Exhibitor Equipment List report will be generated.




    Complete WO is used to allow the user a way to indicate that a work order has been completed.
    Security Level: To access and use - Normal.

    Double clicking on the Complete WO icon will bring up the Exhibitor Register dialog box.

    The following is a break down of the dialog box:

  • You have a choice of sorting the report by either choosing Exhibitor or Booth No.
  • The All Orders option is used to show all orders on the report.
  • The Orders not Completed option is used to to show only those orders not completed.
  • The Orders Completed option is used to show only those orders marked as completed.
  • The Show money on orders? check box, if checked, will show the dollar amounts on the register.
  • The Include Notes? check box, if checked, will show the notes that have been entered for each exhibitor.
  • The Select by Entry Dates option is used to show only those orders that were entered between the dates entered.
  • The Select by Date of Service option is used to show only those orders requested between the dates entered.
  • The Date Received option is used to show only those orders that were received between the dates entered.
  • The Date Processed option is used to show only those orders that were processed between the dates entered.
  • There are two fields to enter search dates.
  • The What Source? combo box is used to select which source was utilitized to receive orders.
  • The Equipment combo box is used to select which Category or Department will be used.
  • The list box will show all items for all exhibitors.

    • Click on the button and the Complete WO report will be generated.



    Double click on the order that you want to mark complete and you'll get the following dialog box.











    Indicate the date the order was completed, click on the Choose Person button and indicate the name of the person who completed the item and click on the button.








    Adv vs. Floor Report is used to produce a report of all exhibitors that are assigned to the same booth number.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Adv vs Floor Report icon will bring up the Adv vs Floor Report dialog box.



    The following is a break down of the dialog box:

  • The Summary with Percent option is used to show the summary information plus the percent of advance orders.
  • The Summary Only option is used to show only the summary information.
  • The Source of Order combo box is used to select which source was utilitized to receive orders.
  • The Equipment combo box is used to select which Settlement Category or Department will be used.
  • The list box will show all items for the category or department selected.

    • Click on the button and the Adv vs Floor Order Report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Duplicate Booth Report is used to show any booths that are assigned to more than one exhibitor.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Duplicate Booth Report icon will bring up the Duplicate Booth Report.




    This report will show all exhibitors that are assigned the same booth number.









    Load Equipment by Booth is used to mass load the order information.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Load Equip by Booth icon will bring up the Load Equio by Booth dialog box.



    The following is a break down of the dialog box:

  • The All Exhibitors option is used to show all exhibitors setup for the event in the list box.
  • The Range of Booth Numbers option is used to enter a range of booth numbers.
  • The list box will show all exhibitors setup for the event.
  • The Equipment drop down box will list all valid services that have been set up.
  • The Billing Category drop down box will list all valid Billing Categories.
  • The Quantity field is used to indicate how many are needed per exhibitor.
  • The Unit Cost field is used to indicate the unit cost of each item.
  • The Hours field is used to indicate the number of rental hours.

    • Click on the button and the report will be generated.




    Audit List is used to list all audit entries for an event. It shows who entered, changed, or deleted the order or payment.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Audit List icon will bring up the Audit List dialog box.



    The following is a break down of the dialog box:

    The last event you were in will be reflected near the top of the dialog box.

  • The All Audit Records option is used to print all audit records listed.
  • The Just Payment Audit option is used to print just the audit records written from entering payments.
  • The Just Order Audit option is used to print just the audit records written from entering orders.
  • You have a choice of sorting order by either choosing Date/Time, Person or Activity.
  • You have a choice of choosing All Users or a Specific User for the report.
  • The From and To fields are used to enter a date range.

    • Click on the button and the Audit List report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Print Invoices is used to print invoices in the pending invoice file.
    Security Level: To access and use - Normal.

    Double clicking on the Print Invoices icon will bring up the Print Invoices dialog box.



    Enter the date you want to appear on the invoices in the Invoice Date field and click on the button and the list of all invoices that need to be printed will be displayed.





    To print the invoices, click on the printer icon on the tool bar.




    Pending File Delete is used to delete one or all invoices in the pending invoice file.
    Security Level: To access and use - Normal.

    Double clicking on the Pending File Delete icon will bring up the Pending File Delete dialog box.









    If you want to delete all records click on the button or you can click on any record to delete it from the list.








    Change Event is used to change the event you are working with.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Change Event icon will bring up the Event Selection dialog box.



    The following is a break down of the dialog box:

  • The Event Id field is used to enter the Event Id if known.
  • The First Event Date and Last Event Date are used to enter a date search range.
  • The list box will show a list of events that occur between the two dates entered.

    • Click on the button and the exhibitor options will be displayed with event chosen shown at the top of the window.





    Process Exhibitor Data is used to process exhibitor information and pass the data to an accounting system.
    Security Level: To access and use - Privileged.

    Double clicking on the Process Exhibitor Data icon will bring up the Process Exhibitor Data dialog box.



    The following is a break down of the dialog box:

    IMPORTANT NOTE: Once the exhibitor is processed, it cannot be re-done!

  • The All Exhibitors option is used to select all exhibitors.
  • The Specific Exhibitor option is used to process or print a draft invoice for a specific exhibitor.
  • The Choose Exhibitors option is used to select multiple exhibitors to process.
  • The Process Invoices check box, if checked, will process invoices to exhibitors.
  • The Process Refunds check box, if checked, will process refunds to exhibitors.
  • The Process Evens check box, if checked, will process all exhibitors that paid for what they received.
  • The Draft check box, if checked, will creat draft invoices for all exhibitors.

    • Click on the button.

    The system will verify that this event has not already been processed and the following dialog box will appear that tells you what the program will do with the data.




    Event Control is used to set the cut off date for advance pricing and set the rate date.
    Security Level: To access and use - Privileged.

    Double clicking on the Event Control icon will bring up the Event Control dialog box.



    The following is a break down of the dialog box:

    The last event you were in will be reflected near the top of the dialog box.

  • The Rate Code combo box [not shown], will appear on this dialog box only if the Multiple Rate Code check box is checked in the Exhibitor Control module (in the EWO Main Menu).
  • The Effective Rate Date combo box is used to select the rates that will be used for this event.
  • The Cutoff date for advance rate field is used to enter the last date that an exhibitor can get the advance rate.
  • The Tax Code combo box [not shown], is used to indicate which tax code applies to compute the taxes for exhibitor charges.
  • The Exhibit Start Date field is used to enter the date the show begins.
  • The Number of Days field is used to enter the number of days the show will run.
  • The Unsettle the Event check box, if checked, is used to unsettle the exhibitor data.




    • Form Wizard is used to define the forms and data files that will be used with Exhibitor Work Orders.
    Security Level: To access and use - Manager.

    Double clicking on the Form Wizard icon will bring up the Form Wizard dialog box.



    The following is a break down of the dialog box:

  • The Form Type combo box will list all forms and files used in Maintain Exhibitors.
  • The Form Body option will be all the fields that will appear on the form itself.
  • The Detail Columns option will define the fields that will appear in the detail section on the form,
  • The Page Alignment check box, if checked, indicates that an alignment form is required to print this form. NOTE: This box should be checked when using pre-printed forms.
  • The Page Breaks: check box, if checked, will cause a top of form to be issued between each field. If unchecked, the system will create all the forms as one page.
  • The Page Size: field is the size of the form in inches.
  • The Form Fields: list box will show all of the fields currently defined for the form and/or data file.
  • The Add Field button is used to move the contents of Field Details to the Form Fields list box.
  • The Delete button is used to remove the current active field from the Form Fields list box.
  • The Move Up button is used to take the current active field and make it switch places with the line above it.
  • The Move Down button is used to take the current active field and make it switch places with the line below it.
  • The Field Name: combo box contains a list of all the possible types of fields that the system allows on the form/file..
  • The Field Label: field is the label that will appear on the field.
  • The Field Size: fields are in two parts. The first part applies to all fields and is the total size on the field for the form/file. The second field is the number of decimal places for money fields.
  • The Alignment section contains options to indicate where a field will appear within the field width, either on the Left most position of the field, Centered, or on the far Right side as possible.
  • The Positon Over/Position Down: fields are used in combination with each other. These fields will determine the exact position that the field will appear on the form.
  • The Font Width/Font Height fields are used in combination with each other to determine the size of the characters that will print on the form.
  • The Total Detail Lines: field is used to tell the system where to begin the detail and what fields to use for the columns.
  • The Column Headings check box, if checked, will take the first detail line and will place the column headings on this line. If unchecked, then no column headings will be displayed.
  • The File Name: field will only be active when you are defining a data file.
  • The Copy Form button is used to start the copy utility for forms.
    WARNING: Using this feature will replace the existing form with the form selected for copy. This means that if you already have a form defined when you use this feature, the existing form will be deleted and replaced with the selected form.

    • Click on the button and the form will be generated.


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    Last Modified: Thursday, January 05, 2012 at 6:00 PM.