Resource Information and Control Corporation
The first part of booking involves creating the basic event. This consists of entering preliminary event information to basically get the event logged into the system.
Booking events in ConCentRICs couldn't be much easier. Booking activities are performed in the Scheduling Administration application.
Double click on the Scheduling Administration icon in the ConCentRICs main menu.
The Scheduling Administration main menu will appear.
If you authorized to start a new event the blue plus sign button will be active. If the button is dimmed out, you must contact your System Administrator for assistance.
Click on the 
button on the Tool Bar.
The New Event dialog box will appear.
Enter preliminary booking information in the New Event dialog box.
When the above information has been entered, the New Event dialog box will look something like this.
IMPORTANT NOTE: If you want to abort the booking process, click on the 
button while in this dialog box and the event will not be started.
If you're satisfied that everything is correct, click on the 
button.
This results in the basic event being built and logged, and you will immediately be taken to the Event Maintenance dialog box where you must finish the booking process.
Finish entering booking data using the Mandatory Items section in the Event Maintenance dialog box.
Completing the initial event booking, requires you to enter additional data to finish the process.
This is accomplished by accessing the four buttons in the Mandatory Items section in the Event Maintenance dialog box.
Each button in the Mandatory Items section accesses dialog boxes where certain required fields must have information entered.
In the Mandatory Items section, click on the 
button.
This will bring up the Statistics dialog box. Here is where you will control the statistical information for an event.
Any field displayed in any of the list boxes that has an * in front of the field name indicates that this is a mandatory field. You must indicate a response on all these * fields before you can even use the OK button to save the data entered.
Statistics are divided into four types and are located in the four main list boxes:
In this example, there are 5 mandatory fields that require a response:
In Event References - * Booking Status Code, * Rate Code, and * Nature of Event.
In Event Value Code - * Attendance Per Session and * Number Sessions/Performances.
All other fields are optional.
To act on mandatory fields, just highlight it and make a selection off of any drop down list or overide it with a new value.
In the Statistics dialog box below, the following changes were made:
In Event References -
The Booking Status Code was changed to Definite (D).
The Rate Code stayed at the Daily Rate (DY).
The Nature of Event was made a Private Function (PF).
In Event Value Code -
The Attendance Per Session already indicates the number of people expected.
The Number Sessions/Performances value was left on the default value.
Since this event was listed as a Private Function, optional fields were marked as shown in the Event Yes/No Question list box to ensure a degree of privacy.
When finished making all necessary entries, click on the button and you'll be returned to the Event Maintenance dialog box.
In the Mandatory Items section, click on the 
button.
This will bring up the Event Dates dialog box. Here is where you will define the Date Blocks associated with the event.
In the Event Dates dialog box, Date Block 0 (db 0), represents the overall dates for the event. It will always be listed first. When an event is first booked, the event dates will default to a one day event. For mutiple event dates you need to change these dates to reflect the specific dates required by the event. You would first define the overall event dates, then set up individual date blocks within the overall dates. However, in this example, this is a one day event only, so no further adjustments are necessary.
Once a date block is established you can assign locations.
All locations available to you for the booking are listed on the Choose list box. This event requires Banquet Halls and Meeting Rooms. There are two ways to add locations to the event. You can double click on the required location in the Choose list box and it will appear in the Selected list box. Another way is to click on the Location to highlight it and then click on the right arrow button to move it over into the Selected list box. Repeat the process until all desired locations have been moved over.
Click on the button and you'll be returned to the Event Maintenance dialog box.
In the Mandatory Items section, click on the 
button.
This will bring up the Clients dialog box. Here is where you will assign external contact persons for the event. There is no limit to the number of contacts but you must have at least one to represent the client in the mandatory * title categories.
If you are booking a new event, there won't be any names assigned. Click on the 
button to assign a person to the event.
This brings up the Name and Address Selection dialog box.
Type in the name of the contact, last name first, and when you find the desired name, click on the button.
(NOTE: If the client is not on the Name & Address Selection list, you must enter him using the Add button.)
This will return you to the Clients dialog box, only this time the name of the contact person you just added appears in the combo box at the top of the dialog box.
The Choose and Selected list boxes will show all the categories available for external contacts. All categories with an * in front of them must be assigned to someone. In this example, Alfonso Burzinni is the contact for the 3 mandatory categories - Invoice/Bill to Contact, Lease Contact, and Main Contact. Double click on each category in the Choose list box to move them over into the Selected list box.
Click on the button and you'll be returned to the Event Maintenance dialog box.
In the Mandatory Items section, click on the 
button.
This will bring up the Staff dialog box. Here is where you will assign internal staff contacts for the event. If you are booking a new event, then your name will be the only one assigned. If you need to assign additional personnel to the event, you would use the Add Person button.
The Choose list box will show all the Job Descriptions available for internal staff people. The Selected list box lists all the jobs that apply to the name currently showing in the combo box at the top. As with all other mandatory fields, any job description fields that have an * in front of them must be assigned to someone. Double click on each job description in the Choose list box to move them over into the Selected list box
Click on the button and you'll be returned to the Event Maintenance dialog box.
Click on the button and you've just completely Booked An Event!
After you click on the OK button - the event is permanently in the system. You can cancel the event later, but the system will always maintain a record of it.
This completes all required entries for booking an event.
Enter additional booking data using the Optional Items section in the Event Maintenance dialog box.
The Optional Items section on the Event Maintenance dialog box are those additional functions that are available but are completely optional to use. You have a totally valid event after you complete the Mandatory Items entries. The Optional Items section can be accessed at any time whenever it is necessary to add, change or delete information.
[NOTE: This part of the tutorial is meant to familiarize you with the options in this section. Except in a couple of areas, step-by-step instructions are not provided.]
In the Optional Items section, click on the 
button.
This will bring up the Locations Selection dialog box. Here is where you can update rooms or locations in an event and assign equipment, services and food items.
Updating a location is accomplished by double clicking on it which will bring up the Locations dialog box.
You can update any equipment, services or food for a location.
Click on the button and you'll be returned to the Locations Selection dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Equipment/Services Selection dialog box. Here is where you can assign equipment and/or services to an event.
Updating an equipment/service is accomplished by double clicking on it which will bring up the Equipment/Services dialog box.
In this dialog box you can assign all equipment/services for a location at one time.
Click on the button and you'll be returned to the Equipment/Services Selection dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Food Services Selection dialog box. Here is where you can assign food services to an event.
Updating an food service is accomplished by double clicking on it which will bring up the Food Services dialog box.
In this dialog box you can assign all food services for a location at one time.
Click on the button and you'll be returned to the Food Services Selection dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Comments dialog box. Here is where you can enter and maintain any pertinent comments to an event.
The combo box at the top of the screen will contain the three different types of comments that can be entered for an event. Event Comments, Event Critique and Cancellation Comments.
Click on the button and you'll be returned to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Check Lists Selection dialog box. Here is where you can define the follow up or check lists for an event.
Updating a check list item is accomplished by double clicking on it which will bring up the Check Lists dialog box.
In this dialog box you can add a new item or maintain information on existing ones.
Click on the button and you'll be returned to the Check List Selection dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Comments dialog box. Here is where you can define attendance numbers per day, number of hotel rooms perday and assign a person responsible for that event each dayt.
The combo box at the top of the screen will contain the three different types of daily items. Daily Event Attendance, Daily Event Person and Rooms Forecast.
Click on the button and you'll be returned to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Attached Objects Selection dialog box. Here is where you can see all objects that are currently attached to the event.
Updating an attached object is accomplished by double clicking on it which will bring up the Attached Objects dialog box.
In this dialog box you can add a new attached object or maintain information on existing ones.
Click on the button and you'll be returned to the Attached Objects Selection dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
In the Optional Items section, click on the 
button.
This will bring up the Miscellaneous dialog box.
Here you can define the miscellaneous items for an event that do not fit in any other category.
Clicking on the 
button will bring up the Rate Adjustment dialog box.
This dialog box will show the item being adjusted.
Click on the button and you'll be returned to the Miscellaneous dialog box.
Clicking on the 
button will bring up the Payment Schedule dialog box.
This dialog box will show when an event needs to make a payment and how much they need to pay at that time.
Click on the button and you'll be returned to the Miscellaneous dialog box.
Clicking on the button again will return you to the Event Maintenance dialog box.
Special actions that may be performed on an event are accomplished using the Utilities section in the Event Maintenance dialog box.
The Utilities section on the Event Maintenance dialog box are those additional functions that are available but are completely optional to use.
[NOTE: This part of the tutorial is meant to familiarize you with the options in this section. Except in a couple of areas, step-by-step instructions are not provided.]
In the Utilities section, click on the 
button.
NOTE: This button will not be active unless you are starting with a complete event first. If not, it will be grayed out.
This will bring up the Rebook Event dialog box.
Here is where you can make an exact copy of the event to new dates.
The copied event will be identical in every way but will have it's own Event ID number and will be a totally separate event after it has been copied.
You can define an unlimited number of dates to rebook at one time.
Click on the button and the rebooking process will start.
Once the events have been rebooked, you will be returned to the Event Maintenance dialog box.
In the Utilities section, click on the 
button.
This will bring up the Cancel Event dialog box.
This utility is used to cancel an event
An event can not be deleted as it is always kept in the system for statistical purposes.
Once you complete the cancellation process, you will be returned to the Event Maintenance dialog box.
In the Utilities section, click on the 
button.
This will bring up the Cross Reference dialog box.
This utility is used to tie this event in with another event.
This function would typically be used if one event was holding several dates and/or the events are under more than one contract. You can then have all events appear on one contract.
Once you complete the cross referencing process, return to the Event Maintenance dialog box.
In the Utilities section, click on the 
button.
This will bring up the Produce Contract dialog box.
The name on this utility is somewhat of a misnomer.
It's purpose is to place the data for the current event into a proper format so that it can be used by a word processor or other third party application.
Having this feature opens up a wide range of possibilities to include merging (using Mail Merge) the event data with text in a word processor to produce a contract or lease.
The difference between word processors is how they identify records and fields.
Setting the Records and Fields.
Back on the Scheduling Administration main menu, click on the Options drop down menu and click on Print Options.
This will bring up the Print Options dialog box.
Click on the 
button.
This will bring up the Print to File dialog box.
Here you can define what to use for records and what to use for fields.
ConCentRICs can then generate the file just as the word processor or other third party application you want to interface to, would expect to see it.
Back on the Produce Contract dialog box (cropped section).
All of the information can not be properly be handled in one data file and ConCentRICs divides it up into three contract files.
Once you pick one to generate, you will see a standard Windows file selection box. After the file is generated you will be returned to the Produce Contract dialog box.
Click on the 
button.
The Produce Contract - Event Data file selection box will appear.
Here you can select the location and name of the file.
If the file you select already exists, you will get a box warning you and ask if you want to use it anyway.
You can cancel and select a different file or click on the button and the file will be overwritten with the data from the current event.
Clicking on the 
or the 
buttons will bring up similar standard Windows file selection boxs with just a dialog box title change to reflect which button you clicked on.
Earlier it was mentioned that you could come back in any time whenever it is necessary to add, change or delete information in the Event Maintenance dialog box .
Even though you can access this dialog box through many applications in ConCentRICs, here is one way.
Back on the Scheduling Administration main menu, double click on the Event Inquiry icon.
The Event Inquiry dialog box will appear.
As this was the last event we worked on, the Burzinni Family Reunion event will appear.
If this was not the event you wanted you would have to click on the Search button and find it.
This dialog box is covered in more detail in another tutorial.
All you have to know here is to click in the Event Maintenance option..
When you do, you are immediately taken to the Event Maintenance dialog box.
From here you can access any applicable buttons and perform maintenance on the event.
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Copyright 2012 Resource Information and Control Corporation. All rights reserved.
Last Modified: Thursday, January 05, 2012 at 6:00 PM.