Resource Information and Control Corporation


Exhibitor Work Orders

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



Purpose: Exhibitor Work Orders is used to collect information about exhibitors participating in a trade show. As each exhibitor returns required forms ordering items such as power, labor, communications, etc., the system captures all payments made and what was requested. The payment information can be transferred to an accounting system to monitor cash received. During the event, the service desk will have the correct information concerning each exhibitor and will have the ability to add or modify information, on-line, while the event is actually taking place. Invoices can be easily produced to enable all money collections prior to the end of the event. This invoice information can be transferred to an Accounts Receivable system.

There is an external interface that can be used to import name, address and booth information from an outside source.

There is also an interface that provides the ability to process Exhibitor Work Orders from your web site on the Internet.

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

Maintain Exhibitor Daily Deposits Payments in Reserve Exhibitor Daily Report Move Exhibitor Exhibitor Services Report Exhibitors Billed to Another Exhibitor List of Events Events Not Settled Send Ord/Pay via Email Credit Card Search Exhibitor Control Exhibitor Utilities Exhibitor Wizard Exhibitor Reports Exhibitor Interface

Exhibitor Work Orders Modules Overview



Maintain Exhibitors is used to collect all payment and order information for each exhibitor and to produce reports on the information entered.

For more information on this module, click on Product Demo EWO - Maintain Exhibitors.





Daily Deposits is used to produce a report of all the exhibitor payments that have been entered into the system. This report is used to verify the payments entered and to post the financial data to an accounting system.
Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

Double clicking on the Daily Deposits icon will bring up the Daily Deposits dialog box.



The following is a break down of the dialog box:

You must enter a Begin Date and End Date to conduct the search.

  • The All Payments not posted check box, if checked, will indicate that only those payments not posted will be selected. If unchecked, all payments within the specified date range will appear on the report.
  • The All Deposits check box, if checked, will indicate that all deposit numbers are to be searched. If unchecked, then only those deposit numbers that fall within the specified range will be searched.
  • The From Deposit-To Deposit fields are used to indicate a 'from' and 'to' deposit number range to search.
  • The All Events check box, if checked, will indicate that all events are to be searched.
  • The From Event-To Event fields are used to enter a 'from' and 'to' event Id range to search.
  • The Hide Credit Card Number check box, if checked, then the report will not show any credit card numbers.
  • The Include Payment Summary check box, if checked, will include a summary by payment type on the report.

    • There are 5 ways to sort the data that will be on the report.

  • The By Deposit, Event ID option is used to print the report in deposit number - event id order.
  • The By Event, Deposit option is used to print the report in event id - deposit number order.
  • The By Date, Event option is used to print the report in deposit date - event id order.
  • The By Date, Deposit option is used to print the report in deposit date - deposit number order.
  • The By Check/Reference option is used to print the report in check/reference order.
  • The Post check box, if checked, will send posting transactions to the receipt journal.

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

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




    Payments in Reserve is used to produce a list of all exhibitor payments that are still in the reserve account. Two types of reports are available. A detail report will show, by event, the deposits that were posted to the reserve account. A summary report will only show the total per event.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Payments in Reserve icon will bring up the Payments in Reserve dialog box.



    The following is a break down of the dialog box:

  • The Detail of Payments option is used to show all payments that still remain in the reserve account on the report.
  • The Totals only - Per Event option is used to show only the grand total on the report.

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

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





























    Exhibitor Daily Report is used to produce a list of all exhibitor payments and services ordered. The report will show the Date of entry, Exhibitor Name, Event Name, Item Ordered or Payment information, Amount, Tax Amount 1, Tax Amount 2, and the name of the person who entered the information.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

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



    The following is a break down of the dialog box:

    You must enter a Starting Entry Date and Ending Entry Date to conduct the search.

  • The Select a Specific Event option is used to select a specific event to run the report on.
  • The Select by Entry Person option is used to select a specific person to show what exhibitor data they have entered during the date range specified.
  • The Sort by Date/Event option is used to sort the data in date order, then by event.
  • The Sort by Date/entry Person option is used to sort the data by the date , then by the person who entered the data.

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

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




    Move Exhibitor is used to provide the ability to move or copy exhibitor data from one event to another.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

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



    The following is a break down of the dialog box:

  • The Move option is used to move data from one event to another.
  • The Copy option is used to copy data from one event to another.
  • The From Event button is used to select an event to get data from.
  • The To Event button is used to select an event to copy the data to.


    • Clicking on the From Event button brings up the Event Selection screen.










    Click on the desired event that you want to copy the data from and you are returned to the Move Exhibitor dialog box.















    Click on the To Event button to bring up the Event Selection screen.














    Click on the desired event that you want to copy the data to and you are returned to the Move Exhibitor dialog box.


















    Click on the button and the data will be copied to the event selected.





    Exhibitor Services Report is used to produce a report of all the services used by exhibitors. This report will list each exhibitor that ordered a specific item or service. Data can be sorted either By Event, Booth Number, or By Event, Customer Name order.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

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



    The following is a break down of the dialog box:

  • The Event Search button is used to select an event for the report.
  • The Equipment Search button is used to select what exhibitor services/equipment you want to report on.

    • There are 2 ways to sort the data that will be on the report.

  • The By Event, Booth Number option is used to sort the data in event, then by booth number order.
  • The By Event, Customer name option is used to sort the data in event, then by customer name order.
  • The Print Only Summary check box, if checked, will produce just the summary portion on the report.

    • Clicking on the Event Search button brings up the Event Search screen.










    If you know the event Id, type it in and click the button.

    Otherwise, fill in the date range and click on the desired event that you want for the report.












    Click on the Equipment Search button to bring up the Equipment Search screen.













    Click on the desired equipment/services that you want to report on, click the button and you are returned to the Exhibitor Services Report dialog box.














    Select the sort desired, click on the button and the selected report will be generated.

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





























    Exhibitors Billed to Another is used to provide the ability to search for all customers that have their charges billed to another or all customers billed to another. The report shows information found by event. Data can be sorted either by Event, Customer, Booth Number or Event, Booth Number, Customer order.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Exhibitors Billed to Another icon will bring up the Exhibitors Billed to Another dialog box.



    The following is a break down of the dialog box:

    There are 3 ways to sort the data that will be on the report.

  • The Event, Exhibitor, Booth option is used to sort the data in event, exhibitor, then by booth number order.
  • The Event, Booth, Exhibitor option is used to sort the data in event, booth, then by exhibitor name order.
  • The Event, Bill To Customer option is used to sort the data in event, then by bill to customer name order
  • The Select Events button is used to select an event for the report.
  • The Select Exhibitors button is used to select exhibitors for the report.

    • NOTE: You can use only one or the other buttons to generate a report.

    Clicking on the Select Events button brings up the Event Selection dialog box.











    If you know the event Id, type it in and click the button.

    Otherwise, fill in the date range and click on the desired event that you want for the report.












    Select the sort desired, click on the button and the selected report will be generated.








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
























    Exhibitor List of Events is used to provide the ability to produce a report of what events the exhibitor participated in.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

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



    The following is a break down of the dialog box:

    You must enter a First Event Date and Last Event Date to conduct the search.

  • The Pick Events button is used to select an event for the report.

    • There are 2 reports you can request:

  • The All Exhibitors option is used to request a report for every exhibitor.
  • The Exhibitor Search option is used to search for a specific exhibitor to run the report on.

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




    Events Not Settled is used to provide a list of events not settled.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Events Not Settled icon will bring up the Events Not Settled dialog box.



    The following is a break down of the dialog box:

    You must enter a First Report Date and Last Report Date for the report period.

  • The Item Selection button is used to select certain types of events.




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

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





























    Send Orders/Payments via Email is used to send an e-mail to anyone that needs to know what orders/payments came in over the Internet.
    Security Level: To access and use - Manager.

    Double clicking on the Send Ord/Pay via Email icon will bring up the Send Order/Payments Received thru E-Mail dialog box.



    The following is a break down of the dialog box:

    You must enter a Start Date Processed and End Date Processed for the report period.

  • The Choose Source combo box will list all valid sources of payments and orders.
  • The EBS Category combo box will list all valid EBS Categories that are defined to the system.
  • The Enter all e-mail addresses to get message..... field is used to enter all e-mail addresses that will receive the e-mail.




    • Credit Card Search is used to provide the ability to search for a credit card number that has been entered in the exhibitor module.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Credit Card Search icon will bring up the Credit Card Search dialog box.

    The following is a break down of the dialog box:

    You must enter a Year to Search to conduct the search.

  • The Reference Number field is used to enter the reference number. As you begin to type in the number, all entries that match will be displayed in the list box.
  • The Enter the number of characters before searching begins field is used to set the number of characters you need to enter in the Reference Number field prior to the search beginning.

    • If you highlight an entry on the list and click on the button and the following information will be displayed.




    Exhibitor Control is used to establish specifics pertaining to the Exhibitor Work Orders module. It is used to set the necessary security levels needed to perform accounting functions.
    Security Level: To access and use this option - Manager.

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

    The following is a break down of the dialog box:

  • The Using Accounts Receivable is available only if you have the ConCentRICs Accounts Receivable application. When checked, the information regarding Exhibitor Invoices wil be passed to the Accounts Receivable module.
  • The Security for Draft combo box will list all security levels pertinent to producing draft invoices.
  • The Security for Process combo box will list all security levels pertinent to processing exhibitor information.
  • The Security for After Process combo box will list all security levels pertinent to being able to enter changes or additions after the event has been processed.
  • The Security for posting Deposits combo box will list all security levels pertinent to being able to process daily deposits.
  • The Security for hide credit card combo box will list all security levels pertinent to to able hide credit card numbers on reports.
  • The Link for Deposit combo box will list all transaction links used to collect deposit number information.
  • The Link for Event Id combo box will list all transaction links used to collect event information
  • The Automatic Write-Off field is used in conjunction to refunding an exhibitor. If amount entered is greater or equal to the balance owed to the exhibitor, the amount owed will automatically be written off.
  • The Default Source combo box will list all source codes used as defaults for orders and payments.
  • The Num Days for Advance field is used to enter the number of days prior to the event move-in that the advance rate can be used.
  • The Hide Credit Card Number check box is used to control whether the user sees exhibitor's credit card numbers on exhibitor reports.
  • The Default Payments to Reserve Account check box is used to set the default indicator of whether the Post Payment to Reserve Account box is checked or unchecked.
  • The Multiple Rate Schedule check box, if checked, the user will be able to use Multiple Rate Schedules in the exhibitor module.
  • The User Control button is used to set each user's access to exhibitor icons.




    • Exhibitor Utilities is used to purge exhibitor audit records or delete all exhibitors for an entire event.
    Security Level: To access and use this option - Manager.

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



    The following is a break down of the dialog box:

  • The Purge Exhibitor Audit Records option will purge the audit records for exhibitors.
  • The Delete an entire Event option will delete all exhibitors for the specified event.
  • The Find erroneous Payments for Event option will find any payments that are not pointing to a valid exhibitor.
  • The Update the Payments Moved Flag option will update the payments move to revenue flag.
  • The Find Orders without NAKEY option will find any orders on file that do not have a NAKEY associated with them.




    • Exhibitor Wizard is used to provide the ability to define custom reports utilizing exhibitor data.
    Security Level: To access and use this option - Normal.

    Double clicking on the Exhibitor Wizard icon will bring up the Exhibitor Wizard list.

    The list will show all report formats that have already been created.

    If you wanted to add a report, click on the blue button and that will bring up the Exhibitor Wizard report dialog box.


    Each option in this dialog box represents each of the different possible types of reports.

    The Copy Report option is used for creating a new report from an existing one.














    Exhibitor Reports is used to run reports defined in Exhibitor Wizard.
    Security Level: To use - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Exhibitor Reports icon will bring up the Exhibitor Reports list.



    The list will show all report formats that have already been created.

    The following is a break down of the dialog box:

  • The list box will show each of the reports pre-defined for Sales Leads.
  • The Change Title button is used to change the default title for the report.
  • The Item Selection button is used to review, change, pick or create a default selection.
  • The Sort Selection button is used to review, change, pick or create a default sort selection.
  • The Rebuild the Report after Maintenance check box, if checked will regenerate a report every time the maintenance activity is performed. If not checked, then the records will be updated in place.
  • The Item per Page check box will only be active for Form Reports. If checked, then a new page wil be started each time a new item is on the report. If not checked, then the sales lead will start immediately after the last lead on the report.
  • The Report Description button is used to display a description of the report.

    • Click on the button and the report selected will appear on the screen.




    Exhibitor Interface is used to provide the ability to import exhibitor names and addresses from an external source.

    For more information on this module, click on Product Demo EWO - Exhibitor Interface.



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