Creating an Exhibit Product – Web Client Help Center

Application Security: ProductSetup.ExhibitProduct

ThreeSixty Web Client allows you to create new exhibit products.

To create a new exhibit:

From Exhibit Central, select Create a New Exhibit.
Alternatively, you can select Create Exhibit from the left navigation menu.
The Product Setup screen appears, as shown below.
Enter the Product Code and Parent Product.
The Parent Product defaults to the value entered as the Product Code.
Select the Product Type from the drop-down.
This article reviews creating a master Exhibition product. The Product Type you select determines what information you can edit in the Exhibit Setup. Please see Creating Other Exhibit Product Types.
Select the Product Class from the drop-down. Values in the drop-down are populated based on the non-fixed codes defined for the XBT "PRODUCT_CLASS" system type.
Use the Subproduct toggle to select if the product is a subproduct.
When you select Yes for the subproduct toggle, the Parent Product field becomes a lookup to search for the parent product.
Enter the Product Name.
The Invoice Description defaults to the same value.
If necessary, enter the Product Manager Email.
Select "Yes" or "No" for the Master Product option. When set to NO, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code. The toggle defaults to YES.
Select "Yes" or "No" for the Members Only option. When set to YES, the system allows only members to buy this product.
Select "Yes" or "No" for the Copy GL and Revenue Accounts from Parent Product option.
Select "Yes" or "No" for the Allow Price Update option. When set to YES, the Unit Price field is editable on the Order Entry screen and the Line Item Details screen.
Select "Yes" or "No" for the Zero-Price option.
Select "Yes" or "No" for the One Price Only option.
Select the Product Status from the drop-down. This is the status of the product. Values include Active, Cancelled, and Discontinued.
Select "Yes" or "No" for the Available to Order option. When set to YES, sets this as an active product for purchase by customers.
Select the Available From date. Defaults to the system date, but it can be overridden. The date from which the product will be available from.
The Available From date cannot be changed if orders have already been created for it.
Select the Available To date. This field is usually left blank unless there is a specific date on which registrations will close. If a date is entered, the product will not be available for orders after this date.
Select Continue.
The Exhibit Setup step displays, as shown below.
From the Logistics section:,
1. Select the Booth Pricing from the drop-down.
2. Select the Begin Date and Time. Defaults to the system date, but can be overridden. The official published date and time of the exhibit.
3. Select the End Date and Time. Defaults to the system date, but can be overridden. The official published ending date and time of the exhibit.
4. Select "Yes" or "No" for the Enforce Inventory option.
5. Select the Last Registration Date. The last day on which a registration can be entered into the system. It defaults to the end date.
6. Select the Last Refund Date. The last day on which a refund can be processed for the product. It defaults to the end date.
7. Enter the Points for this Product.
From the Badge Default Information section:
1. Enter the Number of Free Badges per "Booth" or "Square foot".
2. Enter the Min Primary Free Badges amount.
From the Default Priority Points section:
1. Enter the Points per Booth amount.
2. Enter the Points per Square Unit amount.
3. Enter the Points per Dollar amount.
From the Location section:
1. Enter the Primary Location.
  This is a free-form text field where you can enter information about the location of the meeting.
2. Search for and select a Facility.
Select Continue.
The Rates and Pricing step displays, as shown below.
From the Add Rate Structure and Rate Code section:
1. Select a Rate Structure from the drop-down.
2. Select a Rate Code from the drop-down.
  The Description defaults to the selected rate code, but can be changed if needed.
3. Select a Short Pay code from the drop-down.
From the Additional Options section:
1. Enter the Priority.
  This determines the order the rate codes display on the Order Entry screen. The rate code with the lowest display order displays first.
2. If necessary, enter an Agency Discount percentage.
  This is the percentage to be applied for an agency discount when creating an order for this product.
3. If necessary, enter a Sales Commission percentage.
  This is the percent of sales commission that the salesperson receives when this product is purchased within the rate structure/ rate code selected.
4. Select whether or not this is the Default Rate.
  This rate code defaults for the order when creating an order. For instance, some organizations want to show member savings, but to do that the structure and price must be known to consider the "list price". Only one rate code within a given rate structure for a product can have this checkbox selected.
5. Select whether or not this is a Web Enabled Rate.
  This indicates that the rate structure/code can be used in ThreeSixty e-Business.
6. Select whether or not this is the Default Web Rate.
  This indicates that the rate structure/code is the default rate in ThreeSixty e-Business.
7. Select Add.
  Repeat the steps above to add additional rate structures/codes.
From the Add New Price section:
1. Select the appropriate Rate defined above from the drop-down.
2. Select the Currency from the drop-down.
3. By default, the Valid From date is set to today's date, but can be changed.
4. If necessary, select a Valid Through date.
5. Enter the Price.
6. If necessary, enter the Min Price To Activate amount.
7. If necessary, enter the Max Auto Write-off amount.
8. Select whether or not you want the price to Show as Web Sale Price.
9. If set to "Yes", enter a Strikethrough Price.
10. Select whether or not you want to Show Price End Date.
11. Select Add.
  Repeat the steps above to add additional prices.
Select Continue.
The GL and Revenue Accounts step displays, as shown below.
The Begin Date defaults to today's date, but can be changed if needed.
Enter the Pay Priority.
This establishes the order by which line items on a multi-product order are paid. The lowest priority number is paid first, with zero being paid before any other.
Select a Receivable Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Writeoff Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Cancellation Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Discount Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Deferred Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Agency Discount by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Deferred Agency by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Trade for Services by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
Select a Space Credit by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
From the Tax/VAT Control section, select whether or not the product is Taxable.
If you select "Yes":
1. Select the appropriate Tax Category from the drop-down.
2. Select whether or not you to want to Charge VAT tax on the product.
  If you select "Yes":
  1. Select the appropriate VAT Category and VAT Country from the drop-downs.
From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down.
If you select "On Specific Date":
1. Select the appropriate Recognition Date.
Select Save.
From the Revenue Accounts section:
1. The Begin Date defaults to today's date, but can be changed if needed.
2. Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
  Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
3. Select Save.
Select Done.
The new meeting product will open within the Exhibit Summary.

Screen Element	Description
Product Code	Text box. The actual Product Code used. For the main exhibition, the Product Code and Parent Product are identical. For booth and other exhibition products, the Product Code describes the actual product and cannot be the same as the Parent Product. However, the Product Code for one exhibition can be the same for another exhibition. When creating new records, the Product Code will default the Parent Product to the same code but can be changed.
Parent Product	Text box. The Parent Product associated with the product. It duplicates the Product Code for exhibitions and holds the show code for other exhibition product definitions within that show. Defaults from the Product Code for new records. This code will be used for all booths, badges, and other XBT subproducts related to the exhibition.
Product Name	Text box. The name of the product.
Invoice Description	Text box. Defaults to the Product Name. If your Product Name is extraordinary long, you can edit the Invoice Description to 50 characters. If the Invoice Description is longer than 50 characters, it will be cropped off the invoice.
Product Manager Email	Text box. The product manager's email address.
Product Type	Drop-down. The type of products include: Badge Charges. This defines badge fees for an organization. Booth Rental. This defines booth subproducts, that are typically defined by size and type. This is the only product type that allows booth inventory definitions and booth rentals. Booths are unique by Show, Location, and Booth Number. Exhibition. This defines the show itself with optional registration fees. GL accounts and payment schedules can be copied easily from one show product to another. This can only be used with the Parent Product. Booth Share. This indicates that the ship-to of this record is sharing the booth. The share product may or may not have an associated cost. The Booth Products screen must be available to record products of the second company. The original company holding the booth is responsible for the money of the share. No booth number will be stored with the share record since it will automatically follow that of the original record. Special Charges. This follows the same rules as sponsorships and can cover anything from banners to mailing labels. There can be as many of these products as desired. Sponsor In Show. This defines the sponsorship(s) or sponsor(s) in an exhibition or show. This is used if the organization is not using advertising to track XBT sponsors. Values in the drop-down are populated based on the codes defined for the fixed XBT "PRODUCT_TYPE" system type. For information on creating other exhibit product type products, please see Creating Other Exhibit Product Types.
Product Class	Drop-down. This provides further classification of the product. For example, Show, Sponsor, Exposition, or Technology Show. This field is used for reporting purposes only. Values in the drop-down are populated based on the codes defined for the non-fixed XBT "PRODUCT_CLASS" system type.
Subproduct	Toggle. When set to YES, indicates this product is a subproduct. When set to YES, the Parent Product field becomes and advanced chooser to search for and select the Parent Product.
Master Product	Toggle. When set to YES, it indicates this product can stand alone, meaning the product can be purchased without the requirement that another product be purchased first. When set to NO, it implies that the product cannot be entered directly without already having another product with the same parent product but different product code. A subproduct of an exhibition would be set to NO. The toggle defaults to YES when the product code and parent product code are identical.
Members Only	Toggle. When set to YES, it sets that only members can buy this product. Only pertains to current active members. When a product is marked as member-only, only customers who qualify for a rate structure that has been defined for the product being purchased (on the Rates and Pricing screen) and is marked as Can Purchase Member Products (on the Rate Structure Maintenance screen) can buy the product. Therefore, if the customer only qualifies for rate structures that aren't marked as Can Purchase Member Products, then that customer will not able to buy the member-only product. Additionally, if the customer qualifies for a rate structure that IS marked as Can Purchase Member Products, but that rate structure is NOT ALSO defined on the members-only product, then that customer will not be able to buy the members-only product.
Copy GL and Revenue Accounts from Parent Product	Toggle. This toggle is only available if the Subproduct toggle is set to YES. Setting this toggle to YES will copy the GL and Revenue Accounts from the selected Parent Product.
Allow Price Update	Toggle. This toggle should ONLY be set to YES for BOOTH RENTAL products in which the user should manually enter the price of the booth at the time of the order creation. Hence, the automatic booth price calculation based on the booth dimensions and price is NOT applicable. When set to YES, the Unit Price field on the Order Entry screen will be available for editing until invoice. Please note that the price of the booth should be set BEFORE assigning the booth.
Zero Price	Toggle. When set to YES, indicates this product is available for $0, so you can validate the product without entering pricing and GL account information. You still must enter a default rate code. If this toggle is set to YES, the Waive Shipping toggle is set to YES and disabled on the Rates Pricing screen.
One Price Only	Toggle. When set to YES, indicates pricing cannot be targeted solely to one rate structure and all rate structures receive the same price. Processing time is quicker when the product is available to all purchasers and this toggle is set to YES. When set to NO, indicates the rate structures apply to the price of the product.
Product Status	Drop-down. The status of the product. For example, Active, Cancelled, or Discontinued. If the product has been defined to display on the web and this status is set to "Cancelled" (C), the "CANCELLED" product alert will display on the Product Listing and Product Detail pages on the web for this product, as shown below.
Available to Order	Toggle. When set to YES, it indicates that the product can be ordered and that the product is available for independent sale. Some products may only exist as components of other products.
Available From	Date picker. Defaults to the system date, but it can be overridden. The date from which the product is available. This date must equal the earliest start date of the product.
Available Through	Date picker. The last date the product is available.
Exhibit Setup
Booth Pricing	Drop-down. Identifies whether the price for the exhibition product will be calculated based on the flat amount price defined for the product or whether the defined price is a square unit price (where the total price is calculated by multiplying the square unit price by the total number of square units of booth). Values in the drop-down are populated based on the fixed codes defined for the XBT "BOOTH_PRICING" system type. If the Allow Price Update toggle is set to YES for the BOOTH RENTAL product on the order, it is assumed that staff will manually enter the Unit Price of the booth on the Order Entry screen BEFORE assigning the booth. Therefore, the automatic booth price calculation based on the booth dimensions and price is NOT applicable.
Begin Date and Time	Date picker. The beginning date and time of the exhibition. This date is set for the exhibition product and then populates automatically for all of the exhibition’s subproducts (except for badges).
End Date and Time	Date picker. The end date and time of the exhibition. This date is set for the exhibition product and then populates automatically for all of the exhibition’s subproducts (except for badges). This date is also the last registration date and the last refund date.
Enforce Inventory	Toggle. When set to YES, indicates this product is inventoried and the booth numbers are known. When set to NO, indicates this product is non-inventoried and the booth numbers will be created ad-hoc. This field is only necessary if the Product Type is “Exhibition” because all subproducts are automatically populated based on the parent product’s value. If you change this field from inventoried to non-inventoried, you receive a message asking if you want to delete all the unassigned booths. This toggle must be set to YES to add booths using the Booth Inventory page.
Last Registration Date	Date picker. The date the registration period ends. This defaults to the end date of the exhibition, but it can be changed. This date is set for the exhibition product and then populates automatically for all of the exhibition’s subproducts (except for badges). This date is compared to the order date when the exhibition registration is entered. If a batch is open when the registration is entered, the order date is set to the batch date, not the system date.
Last Refund Date	Date picker. The last date on which refunds can be generated for this exhibition. This defaults to the end date of the exhibition, but it can be changed. This date is set for the exhibition product and then populates automatically for all of the exhibition’s subproducts (except for badges). If a batch is open when the refund is being generated, the system compares the Last Refund Date to the batch date.
Points for this Product	Text box. Exhibitors can be awarded priority points for signing up for an exhibition. Enter the number of points that will be awarded for those who rent or share this booth.
Number of Free Badges Per Unit	Text box and drop-down. The number of free badges an exhibitor receives based on booth record or square foot.
Min Primary Free Badges	Text box. The minimum number of badges an exhibitor receives per booth record or square foot. Defaults to zero.
Points Per Booth	Text box. The standard number of priority points granted for each booth rented. Defaults to zero.
Points Per Square Unit	Text box. The standard number of priority points granted for each square unit of booth space rented. Defaults to zero.
Points Per Dollar	Text box. The standard number of priority points granted for each dollar spent on booth registration. Defaults to zero.
Primary Location	A free-form field where you can define more information for the exhibit location.
Facility	Search field. Search for and select a facility to add to the exhibit.