Tagging Asset Reservations in Shipments

Asset reservations can now be tagged in Shipments for your Events in ExhibitDay.

Tagging a Reservation

Once you have made reservations for Assets (under the Event [Assets] tab), you can tag those reservations in any of your Shipments (under the Event [Shipments] tab).

Tagging Asset Reservations for Trade Shows and Exhibits in Shipments

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Specifying the Check-in (Return to Storage) for Collateral and Multi-Quantity Asset Reservations

You can now specify a Check-in/Return Date for Collateral and Multi-Quantity Asset reservations in ExhibitDay.

When reserving a Collateral/Multi-Quantity Asset for an event, use the “Return to Storage / Check-in” section of the reservation form to specify if/when the items will return back to storage.

Check-in Return of Trade Show Asset to Storage

When to choose the ‘Unspecified / TBD’ option:

In certain cases, the items that get checked out either do not return back to storage at all, or, only some portion of the quantity checked-out gets returned back to storage. For example, if 500 Logo Pens are checked out for an event, some or none of the Logo Pens may return back to storage after the event. In such scenarios, choose the ‘Unspecified / TBD’ option. If/when any portion of item(s) end up getting sent back to storage, you can make a manual inventory adjustment entry for this asset at the storage location the items are returned to.

Also, in certain scenarios, some portion of the items checked-out may even go to a different location after the event (e.g. 15 chairs are checked out for an event, 5 of them return to the original storage location and 10 get shipped directly to a different event and get returned at a later date); in such cases, it is also recommended that the ‘Unspecified / TBD’ option be selected so that manual inventory adjustments are made upon actual arrival of the items at each location.

When to choose the ‘Everything comes right back after the event’ option:

Choose this option only if you know that all quantities of this asset checked-out for this reservation will return back to the same storage location after the event. The system will automatically make the inventory adjustment entry (increase) for the check-in on the specified return date. For example, if 15 chairs are reserved for an event, and after the event, all 15 chairs will return to the same storage location they were checked-out from, then you can select this option and specify the return date — this way, the system will automatically mark an inventory increase on the return date, and you won’t have to ‘check-in’ (by adding an inventory adjustment entry for the return).

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Charging Expenses to Cost Centers

You can now charge expenses for your trade shows and exhibits to Cost Centers in ExhibitDay.

Cost Centers

Cost Centers are Departments or Business Units within your organization to which costs can be charged (for accounting purposes).

When entering the cost of specific items for your Events (e.g. Booth Reservation, Travel, Shipments, Sponsorship, etc.), you can optionally specify the Cost Center(s) that the cost should be charged to.

Configuring Cost Centers in your Workspace

You can manage your list of Cost Centers under Workspace Settings > Workspace Customizations > Customize Cost Centers.

Manage Cost Centers for Trade Shows and Exhibitions

Charging a Cost to a Cost Center

To specify a Cost Center to charge to (when entering the cost of an item), click the ‘Specify Cost Center’ link next to the text-box for the cost, then select the Cost Center you would like to charge the amount to.

Select the Cost Center to allocate a cost to

Charging a Cost to Multiple Cost Centers

If the amount being entered should be charged to multiple Cost Centers, use the ‘Split Amount’ link to specify the Amount/Cost Center breakdown. For example, if the total amount for an item is $750, and that amount should be charged evenly across three Cost Centers ( ‘CC1’, ‘CC2’ and ‘CC3’), enter $250 and select ‘CC1’, then, click ‘Split Amount’ and enter $250 and select ‘CC2’; do the same thing for ‘CC3’…

Split Expenses Across Multiple Cost Centers

Expenses by Cost Center Report

To view a report of your annual expenses broken down by Cost Center, click on the Annual Budgets (all events) link in the top-right navigation menu. Then, click on the Expenses by Cost Center tab.

You can filter the report by Cost Center and export all expenses (for the budget year) to a spreadsheet (in .csv format).

Trade Show Expenses by Cost Center Report

Note: The ability to specify Cost Centers for expenses is only offered to ExhibitDay Workspaces that are on the ‘Enterprise’ plan. If you wish to enable this feature, please contact us about setting up a custom Enterprise engagement with your organization.

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Optional Accessories for Capital Assets

You can now add Optional Accessories to your Capital Assets in ExhibitDay.

Optional Accessories

Optional Accessories are supplemental add-on items that can be optionally requested when reserving a Capital Asset. The person making the reservation can specify the quantity for each Optional Accessory (depending on the specific nature of the reservation).

Example:
If the Asset is a Laptop Computer, the Optional Accessories could be a Carry-on Case, a Mouse, a Keyboard, or a Power Adapter; when a user reserves the Laptop, they may specify (1) Keyboard, and (2) Power Adapters to be included.

Adding Optional Accessories to Capital Assets

Optional Accessories for a Capital Asset can be configured from the Asset Edit page (in the Manage Assets area).

Configuring Optional Accessories for a Capital Asset

The Maximum Quantity (that can be requested)

The Maximum Quantity (that can be requested) is the maximum number of units of an Optional Accessory that can be specified (by the person making the reservation) when reserving the underlying Asset.

Example:
If the Asset is a Laptop Computer and the Optional Accessory is a Power Adapter, and you want users to be able to request a maximum of only 2 Power Adapters when reserving the Laptop, then set the value of its Maximum Quantity to 2.

The Default Quantity

The Default Quantity is the quantity (of the Optional Accessory) that is selected by default when making a new reservation for the underlying Asset.

Example:
If the Asset is a Laptop Computer and the Optional Accessory is a Power Adapter with a Default Quantity of (1), whenever a new reservation for the Laptop Computer is made, by default the system will select (1) as the quantity for the Power Adapter. The user making the reservation may choose to change that quantity (depending on the specific nature of that reservation).

Note: If you don’t want to set a Default Quantity (i.e. you want the person reserving the underlying Asset to decide how many units of this Accessory they want to include in the reservation), then enter 0 for the Default Quantity.

The Availability Status

The Availability Status of an Optional Accessory determines whether or not the Accessory is available when making new reservations for the underlying Asset.

If the Availability Status is set to ‘Active/Available’, then the Optional Accessory is included in the list of selectable Accessories.

If the Availability Status is changed to ‘Temporarily Unavailable’, then the Optional Accessory will not be included in the list of selectable Accessories (for any new reservations of the underlying Asset).

Requesting Optional Accessories when Making a Reservation

If a Capital Asset has Optional Accessories configured, the Asset Reservation screen will allow the user to select the quantity for each Optional Accessory they would like to add-on to the reservation.

Selecting Accessories when Reserving and Asset

Optional Accessories in the Inventory Pull Sheet

If a reservation for a Capital Asset has Optional Accessories specified, the Requested Accessories will be listed on the Pull Sheet.

Asset Pull Sheet with Optional Accessories

Important Notes

  1. An Optional Accessory cannot be reserved by itself; it is something that can be optionally added-on only when reserving the underlying Asset.
  2. Optional Accessories are not tracked like Assets; the system does not keep track of the status, the storage location, or inventory levels (available quantities) of Optional Accessories. It is assumed that there is typically sufficient inventory available in storage to fulfill the requested number of Optional Accessories for a given reservation. If tracking the status and inventory levels of an item are required, that item should be entered as its own stand-alone Asset.
  3. ‘Required parts’ of an Asset should not be entered as Optional Accessories. For example, if the Asset is a Booth, and its parts always consist of Frames/Panels/Rolling Case/Lights (which collectively make up the Asset), do not enter these parts as Optional Accessories; the required parts can be specified in the ‘Pull Notes’ textbox (when Editing the Asset Information).

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