METHOD FOR SENDING A QUOTE.

1. Open a new EventCalc.xls spreadsheet.

2. Copy data (highlight lines 00 through 27) from online quote request and paste onto “DATA” sheet of eventcalc.xls (put your cursor on the yellow "client type" block, cell A5). Click the "IMBED" key and "yes".

3. Complete mileage, zip +4 and other empty blocks (make sure event location has an address).

4. Complete the equipment list and double check labor & mileage to make sure we are covered.

5. Save the EventCalc.xls file with the correct event ID# and in the correct file on the info server in the 2008-SL or 2008-KC directory (whichever warehouse is correct). Copy the –S file you just saved and paste onto the info server under the S2008-SL or S2008-KC directory, whichever warehouse is correct.

6. Make sure your default printer is set for adobe distiller. Press the quote button on the “LIST” sheet. Save the pdf file locally (save with the event ID and the –S extension). Next, EVENTQUOTE.doc should open automatically (if not, download from info server /events). Press File a “Send to mail recipient”. The user’s email should have already automatically been copied to your clipboard (if not, copy it now). Paste the user’s email into the “send to” location. CC: events@theeventline.com. Do insert a file and search and find the -S file you just saved. Insert the file into the email. Once your letter and attachment is ready a send the quote email.

METHOD FOR SENDING BOOKING DOCUMENTS.

1. Open the correct eventcalc.xls file (has the event ID in the file name).

2. Make sure your default printer is set for adobe distiller. Press the “CONTRACT” button on the “LIST” sheet. Save the pdf file locally (save with the event ID and the –S extension, then the –C extension, then –X extension, then –CL extension). Next, EVENTDOCS.doc should open automatically (if not, download from info server /events). Press File a “Send to mail recipient”. The user’s email should have already automatically been copied to your clipboard (if not, copy it now). Paste the user’s email into the “send to” location. CC: events@theeventline.com. Do insert a file and search and find and highlight the –S / -C / -X / -CL files you just saved. Insert these files into the email. Once your letter and attachment is ready send the event documents email.

3. If any changes were made to the eventcalc.xls file, save the updated file in the correct 2008-SL or 2008-KC directory (whichever warehouse is correct).

METHOD FOR BOOKING/SCHEDULING AN EVENT.

1. Open the correct eventcalc.xls file (has the event ID in the file name).

2. Make sure your default printer is set for adobe distiller. Press the “SCHEDULE” button on the “DATA” sheet. Save the confirmation pdf file locally (save with the event ID and the –K extension. Next, the confirmation pdf file should open automatically (if not, open it from where you saved it locally). Press File a “Send to mail recipient”. The user’s email should have already automatically been copied to your clipboard (if not, copy it now). Paste the user’s email into the “send to” location. CC: events@theeventline.com. Once your letter and attachment is ready a send the event documents email.

3. Copy the confirmation file you just saved and paste onto the info server under the S2008-SL or S2008-KC directory, whichever warehouse is correct.

4. On the “DATA” sheet press the “QUICKBOOKS” button. Open Quickbooks a Clients a Add New Client. Put your cursor in the “address block” and click paste. All the customer data will be pasted into this block. Cut and paste it into all of the correct blocks. Save the new client. Make sure the zip+4 is used at the beginning of the “display name as” field, then the company or user’s name.

5. In Quickbooks go to COMPANY a RECURRING TEMPLATES and highlight, then click “USE” the correct invoice template for the warehouse the new event will be served from. Find the new client and add the invoice for this newly booked event. Fill in the correct item fields and costs (add any others that are needed and delete any lines that are not being used). In the INVOICE DATE field, use the event date (dash) number of event that day (ie: 010108-1 or 010108-2…..). If you don’t know the number of event that day, QuickBooks will let you know if the number has already been used. Just use the next one and then the next one until you find the next unused number. In the SERVICE DATE field of each line item, use the event date. CLICK START a SETTINGS a MY NETWORK PLACES a ADD A NETWORK PLACE. CLICK "NEXT" ON THE WIZARD. SELECT "CHOOSE ANOTHER NETWORK PLACE" AND CLICK "NEXT".

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