An "Effective Date" is the date on which the current Setup configuration - i.e. the current set of charges, costs, availability, and taxes - you see on the screen comes into effect.
Figure 406: Selecting Effective Date
When to Create Effective Date
You will create a new Effective Date when you want a certain set of charges, costs, availability, and/or taxes in EventPro Setup to change on a specific future date.
When you create a new Effective Date, you will make the relevant changes to the setup configuration in that screen, e.g. changing charges, availability, taxes, etc.
Then, when you book events that occur within the Effective Date, EventPro will automatically apply the appropriate financial information from that Effective Date.
Price Change Example
In this example, let's say that it's the year 2022. While planning for future operations, you intend to introduce annual price increases on January 1 of each year.
1.First, you create new Effective Dates for January 1, 2023 (called "Effective Date 2023") and January 1, 2024 (called "Effective Date 2024").
a.In Effective Date 2023, you set the Gold Buffet catering package price to $45 per person.
b.In Effective Date 2024, you set the Gold Buffet catering package price to $47.25 per person.
2.While still in 2022, you are already booking events ahead into 2023 and 2024. When you add the Gold Buffet catering package to Events, EventPro will automatically default the pricing according to the relevant Effective Date.
a.If you book an event occurring in 2023, and add the Gold Buffet catering package, the price will automatically default to $45 per person.
b.If you book an event occurring in 2024, and add the Gold Buffet catering package, the price will automatically default to $47.25 per person.
What happens if you already booked events that occur in 2023, and you create or edit the 2023 Effective Date after those events were created? Will the prices and availability be automatically updated in already booked events?
Not quite - this requires an extra step. Refer to the topic Update Financials in Effective Date.
Effective Date Dependence
Some information in Setup is dependent on Effective Dates, while other information is not. This affects whether or not a change takes effect across all Effective Dates, or just the currently selected Effective Date.
The Setup information dependent on Effective Dates is mainly related to finances and availability, including the following fields:
• Inactive
•Quantity
•Charge
•Surcharge
•Charge Taxes
•Minimum Margin
•Cost
•Cost Taxes
•Markup Type
•Markup Percentage
•Round to Nearest
•Markup Surcharge
Changes to these particular fields in a Setup record will only take effect in the currently selected Effective Date.
Other Setup information is not dependent on Effective Dates, meaning that changes made to those fields will take effect across all Effective Dates.
These are some examples of information not dependent on Effective Dates:
•System Settings are not included in Effective Date functionality. If you make a change to a System Setting in one Effective Date, that change will appear in all Effective Dates.
•Changes to color coding, such as the background colors you select for Statuses, Contact Coloring, and Venue Location Groups, apply across all Effective Dates.
•Changes to Item Codes apply across all Effective Dates, and they are automatically updated within existing Events. (An Event screen may require a refresh if already open.)
So, for example, let's say you are editing a Setup Resource item. If you are changing the item's charge and taxes, you need to pay attention to Effective Dates, and ensure that you are making those changes in the correct Effective Date.
On the other hand, if you are changing the Setup item's Item Code or Image, you don't need to worry about which Effective Date you are working in, since the changes will take effect across all Effective Dates.
Checking the Effective Date
When you open the EventPro Setup screen, it will default to the current Effective Date.
The screen will also revert to the current Effective Date if you refresh the screen or update Effective Dates.
It is always a good idea to double-check that you are working in the correct Effective Date before entering data.
Before making changes, check the Effective Date drop-down in the upper left corner of the Setup screen to ensure it's displaying the date you want to work in.
Accessing the Effective Date Control
The Effective Date control is only in the ribbon at the top of the EventPro window. If you minimize your navigation ribbon, the Effective Date will be hidden. Review Navigation and User Interface / Ribbon.
You have the option to add the Effective Date to your Quick Access Toolbar so that it is visible with or without the navigation ribbon. Review the topic Quick Access Toolbar.
Working with Effective Dates
To create, edit, delete, and otherwise work with Effective Dates, follow the links to the instructions below:
•Change Setup in Effective Date
