Defining Meeting Product Equipment and Supplies Paige Freeman May 18, 2023 19:52 Updated Prior to allocating requirements for the active session, an inventory of available vendors, requirements, quantities, and date/time ranges must be defined. Once defined, resources may be requested and assigned to individual sessions, essentially eliminating the double-booking of resources. Inventory defined for a meeting product will be carried over to any session products defined for the meeting. To define meeting equipment and supplies: From the Logistics tab, select Equipment and Supplies.The Equipment and Supplies screen displays. Click the edit pencil icon. The Edit Equipment and Supplies Inventory screen displays. Select the Enable Predefined Equipment and Supplies Inventory toggle if necessary. When set to "Yes", indicates you must set up vendors, supplies, and an equipment inventory prior to scheduling that inventory for meeting sessions. Click Save. Click New Equipment.The Add Equipment and Supplies screen displays. Select the Requirement from the drop-down. If necessary, select the Sub-Requirement from the drop-down. Enter the Quantity of the inventory item. If necessary, search for the customer who will provide the inventory item in the Vendor field.. Select the Status from the drop-down. If necessary, search for the Staff member assigned. Select the Begin and the End dates and times from the drop-downs. Select the Currency. Enter the Cost. Enter any Comments. Click Save. Screen Element Description Equipment and Supplies Enable Predefined Equipment and Supplies Inventory Toggle. When set to "Yes", indicates you must set up vendors, supplies, and an equipment inventory prior to scheduling that inventory for meeting sessions. If Yes, once you use the inventory, you cannot assign any more because the inventory is predefined. When set to "No", you can order more requirements if necessary because you did not predefine the inventory. If this toggle was set to "Yes" for the master meeting product, it will be set to "Yes" and read-only for the associated session product. Used for this meeting Requirement Drop-down. The type of requirement being provided, for example, computer equipment, light cannon, or food service. Values in the drop-down are populated based on the non-fixed codes defined for the MTG "REQUIREMENT" system type. Sub-Requirement Drop-down. A requirement type can be sub-coded. For instance, a specific type of computer equipment, a specific meal, etc. Values in the drop-down are populated based on the non-fixed subcodes defined for the codes defined for the MTG "REQUIREMENT" system type. Quantity Text box. The number or amount that is available. If the enforce inventory flag is checked, then only this number can be reserved at one time. Defaults to 1. Vendor Search field. The supplier that is providing the inventory requirement. Status Drop-down. The status of the request. Values are “Reserved” and “Requested.” You can set these values in the system types and codes. This value is used for reporting purposes and is not enforced. Values in the drop-down are populated based on the non-fixed codes defined for the MTG "REQUIREMENT_STATUS" system type. Staff Search field. The associated staff member. Begin Date/Time Drop-down. The date and time range during which this item or service is available to start. End Date/Time Drop-down. The date and time range during which this item or service is available to end. Currency Drop-down. The currency code of the cost figure. Defaults to the base currency of the system. Cost Text box. The cost of the item. This is for reference only and is not used for any financial transaction creation. Comments Text box. Free-form field used to add additional comments about the requirements inventory.