With an event, you keep everything related to one production together. You create the event from Events and then use the event page for the overview, financial settlement, advancing, and activity.
Creating a new event
Go to Events in the main menu and click on Create at the top right. The New Booking form opens with the designation Event: New event.
Make the booking in this form as you are used to. Fill in the artist, date and times, location, client, and event name. Also, choose whether the event is Public or Private under Event. Click Create at the bottom right to open the event.
The status of the event is somewhat different from the status of a booking. A new event receives the status Draft. Open Edit on the event page to change the Event Status. You can manage the progress of the event with Draft, Proposal, Confirmation, Production, and Ready.
Adding one-off production costs
Use one-off production costs for expenses or sales items that are related to the event but not part of a separate booking. Open the Financial tab. In the Event Costs section, click on Add.
In the Add Production Costs window, fill in a description, amount, and VAT percentage under Sales. Optionally, add the relationship, purchase amount, and purchase VAT percentage under Purchase. You can also indicate that you want to keep track of a purchase invoice. Use Notes for additional information and save the cost item.
The cost item will then appear under Event Costs. There you will see the description, purchase, and sales back and can later edit or delete the item.
The event page
At the top of the event page, the name and period of the event are displayed. With Edit, you can change, among other things, the event status, event name, visibility, client, customer reference, and responsible agent.
The event page has four tabs:
- General: shows the client, contact person, dates, event type, booking number, and responsible agent. You will also see an overview of the bookings in the event and the status cards for the total excluding VAT, contract, advancing, invoicing, and purchases. Under Contract Status, you will find the progress of the contract, and under Note Fields are the event notes.
- Financial: provides a financial overview of the bookings and the one-off event costs. Here you see sales, purchases, and margin, and manage the invoices related to the event.
- Advancing: bundles the available advancing data for the event. Here you can check the filled-in data and, when permitted, supplement or tick them off.
- Activity: shows the timeline of changes and actions within the event and the associated bookings.
Good to know
Event status and booking status: the event status shows the progress of the entire production. The status of an individual booking is managed separately in that booking.
Setting to Ready: if the event is set to Production, you can set it to Ready from General once the production is completed.