create & manage programs...e360 quick reference create & manage programs page 3 2.23.2015...

e360 Quick Reference

Create & Manage Programs

2.23.2015 e360: Create & Manage Programs

Table of Contents Navigation ............................................................................................................................................................................... 3

Step 1 – Set Up Client Info ...................................................................................................................................................... 3

Search for Eved members ................................................................................................................................................... 3

Clients on Eved ................................................................................................................................................................ 3

Clients not on Eved ......................................................................................................................................................... 3

Client Tracking Information ............................................................................................................................................ 3

Client Contacts ................................................................................................................................................................ 3

Details for this Program ...................................................................................................................................................... 4

Hotels & Venues .............................................................................................................................................................. 5

Step 2 – Set Fees & Taxes ....................................................................................................................................................... 5

Step 3 – Select Your Products ................................................................................................................................................. 6

Search Products .............................................................................................................................................................. 6

Add a New Event ............................................................................................................................................................. 6

Action Buttons .................................................................................................................................................................... 7

Package Items in a Proposal ............................................................................................................................................ 7

Edit Line Item Details .......................................................................................................................................................... 8

Pricing Details Tab ........................................................................................................................................................... 8

Item Details Tab .............................................................................................................................................................. 8

Media Tab ....................................................................................................................................................................... 9

Edit Packages ...................................................................................................................................................................... 9

Add Line Item Button .......................................................................................................................................................... 9

Item Details Tab .............................................................................................................................................................. 9

Pricing Details Tab ......................................................................................................................................................... 10

Media Tab ..................................................................................................................................................................... 11

Change Product Catalog Item to Add Line Item................................................................................................................ 11

Section Headers ................................................................................................................................................................ 12

Copy Proposals, Items & Packages ................................................................................................................................... 12

Searching in the Copy Feature ...................................................................................................................................... 12

View Event & Program Spend Summary ........................................................................................................................... 14

Preview Your Proposal ...................................................................................................................................................... 14




Step 4 – Update Descriptions ................................................................................................................................................ 14

Step 5: Manage Payments ................................................................................................................................................... 14

Step 6: Finalize Your Proposal .............................................................................................................................................. 15

Terms & Conditions and Filing Cabinet ......................................................................................................................... 15

Proposal Output Settings .............................................................................................................................................. 15

Saving, Sending and Accepting Proposals ......................................................................................................................... 15

Sending Purchase Orders .............................................................................................................................................. 16

New Team Tab ...................................................................................................................................................................... 18

Program Owner ................................................................................................................................................................. 19

Company Collaborators .................................................................................................................................................... 19

Permissions ....................................................................................................................................................................... 19

Client Contacts .................................................................................................................................................................. 20

Supplier Contacts .............................................................................................................................................................. 20

Export and Print ................................................................................................................................................................ 20

User Titles ......................................................................................................................................................................... 21

Multi User Support ................................................................................................................................................................ 21

Checking Out Program Steps, Line Items, and Events ...................................................................................................... 21

Miscellaneous Rules .......................................................................................................................................................... 22

Managing Existing Programs ................................................................................................................................................. 23

Search and View Proposals ............................................................................................................................................... 23

Program Statuses .......................................................................................................................................................... 24

Payment Statuses .......................................................................................................................................................... 24

View & Edit an Existing Program ....................................................................................................................................... 24

Program Details – Action Buttons ................................................................................................................................. 25

Add and View Product Notes ........................................................................................................................................ 25

View Program History/Notes ........................................................................................................................................ 25

Closing Out Programs ........................................................................................................................................................ 26




Navigation Navigate to Programs > My Programs and click Create Program to begin building your program. e360 walks you step by step through the process of creating your proposal to your client.

Tip: Eved periodically auto-saves your proposal. However, if you close Eved or navigate to another website without saving your proposal, your changes will be lost. We recommend you save early, and save often!

Step 1 – Set Up Client Info

Step 1 – Set Up Client Info captures client contact and basic program information. Fields marked with * are required. There are two sections for client information – Set Up Client Information where you’ll set up the company client information, and Client Contacts where you’ll add as many individual client contact names as you’d like.

Search for Eved members

Clients on Eved

To search for a current Eved Member, begin typing the Member #, Company Name or City. This will automatically generate a Member List where you can select the correct company for this proposal. If you know the email address of the client who is currently on Eved, type the email address in the E-mail field and click Auto Fill to populate contact information into the client information section. Note that using a specific email address will add that client to your Client Contacts list and by default make them the Primary Contact for your proposal.

Clients not on Eved

For clients who are not on Eved, you’ll need to type in their contact information.

Client Tracking Information includes fields for your organization to use to track internal or client information. The PO# is a Purchase Order Number that may have been provided by your client. The Reference Code/Program is an extra field to track additional client required program code information.

Client Contacts

Add Client Contacts by clicking Add Another Contact. This will open the Add Client Contact window. Enter the First Name, Last Name, and Email Address for your contact, choose whether or not they will be the Primary Contact, and select a Permission from the drop down menu.




Note that if this contact is a user with an existing Eved account, the Permission will default to what their Eved admin has set up for them in their account. You will not be able to override the permissions they have in their Eved account.

Key Terms:

Primary Contact: This is the main point of contact for your client’s company for this program. They will be the only Client Contact that receives email notifications when updates and changes are made to the proposal. Only one person can be the primary contact.

Client Contacts: You can send your proposal to multiple people. Each will need to be entered as a separate Client Contact, with one being selected as the Primary Contact.

Permissions: These help you control how each client contact can interact with your proposal in their Eved account. You can choose from four different permissions:

o Approve Proposal: Allows the user to approve the proposal/invoice.

o Pay Proposal: Allows the user to schedule and make payments towards the proposal/invoice.

o Approve & Pay Proposal: Allows the user to approve the proposal/invoice schedule and make payments towards the proposal/invoice.

o View Only: Allows the user to view the proposal/invoice but does not allow them to interact with it in any way.

Details for this Program

In Step 1, you’ll also set up the basic details for your program, like:

Program #: Eved generated number based on your member number and a sequential number. This number will also be the invoice number when your client accepts the proposal. The last digits in this number will update each time you save a revised version of the proposal or invoice.

Program Name: Name of the program which may include several events. The program name will be the same as

the event name if there is only one event in the program.

Program Overview: Provide an optional description of your overall program.

Program ID: This field is open for you to use for internal records

Contract #: Additional field for tracking non-Eved contract or other ID #s needed

Program Start and End Date: Enter either a specific calendar date, a “TBD” date, or a free form date like “Spring 2014” or “January.” You can enter in specific dates down the line when you have those dates established with your client.




o Your client cannot accept a proposal until a specific calendar date is selected for this proposal.

Program Owner: This will default to the logged in user creating the proposal, but you can select anyone from your company to be the Program Owner. This is the point of contact your client will see and the person who will get all Eved email notifications related to this program.

o If you do not select yourself as the Prepared by person, you must add yourself as a Collaborator if you want to receive email notifications related to this proposal.

Total Attendee Count: This is an optional field turned on in your Company Settings by your Eved Admin. If you enter your estimated total event attendees in this field, when you use the Program Spend Summary later on you’ll be able to view your Revenue and Profile per attendee.

Hotels & Venues

Click Add Another Venue to add hotels and venues to your proposal one at a time. Begin typing into the Hotel/Venue field to pull information one existing hotels and venues saved in your company’s Eved account or enter in information for a new hotel or venue and click Save to add the venue to your proposal.

Enter the full and correct name and address of the venue the first time you’re using and Eved will store that information for future use. Once the venue information is stored, you need only enter in the name of the venue from then on and Eved will automatically populate the rest of the venue information for you.

Select your Primary Venue using the radio button. Click to

edit the venue or to delete.

When you’re done, click Build a Proposal to continue to Step 2 – Set Fees & Taxes.

Step 2 – Set Fees & Taxes Review the fees and taxes that apply to this proposal. To review your Current Fees & Taxes set up by your Eved admin, click View. If you need fees that are not displayed here, you will need to have your Eved admin add those to your company’s Product Settings. Taxes not included on your template can be added in the Other Taxes section here and will only apply to this proposal.

Tip: Most of the fee display fields will be determined by the supplier products selected (suppliers add fees when they load products) and from your proposal template. If you will be adding products that are not currently in your proposal catalog, you may need to add a tax that is currently not associated with any supplier products.

Click Next to move to Step 3 in process or click Cancel > Delete Proposal to delete proposal.




Step 3 – Select Your Products Step 3 covers all activities related to adding products within and outside of your proposal catalog. It also covers

functionality to analyze your margin and the client’s spend. Click to expand your Product Catalog search.

Search Products

Start identifying products and packages for your first event. The Start Your Search bar at the top searches across all fields for your search criteria Enter the search words related to the product you’d like to use in the Start your search field > Click Go. Narrow your search results by entering values into one or more of the available filters > Click Search to see a list of products will appear based on your search criteria. When you identify a product for the proposal, enter the Quantity you need and click Add. The selected product will be added to a listing of Items for Your Proposal below. When adding Packages from your Product Catalog, you must add at least the minimum quantity set for that package.

Your Eved admin can now set up completely customized search filters and “tag” products in your product catalog with these filter terms to make your product search easier and highly personalized for your company’s needs. If these filters are set up, they will show in the far right hand side of the search screen. Directly below the product catalog is the start of Items for Proposal. Use the required Description field to enter a rich event description that brings your event to life. There is a 2500 character limit on the description.

Add a New Event

e360 allows you to add multiple events to your proposal. Click the Add an Event Button > Enter Event Date and Description for your new event. To change the order of multiple events, click on the

grabber bar icons and move the events into your desired order. Additionally, you can expand and collapse the detailed views of your events in a program to a single line title.

Once you’ve built multiple events, you can add an item to more than one event. Click the box next to each event you’d like the item added to in your proposal, then click Add to Proposal to add the item to multiple events in one click.




Action Buttons

Use the grabber bar icons to change the order of your products. The number next to the Supplier name will automatically update to reflect its new order in the list.

Click to expand cost and pricing details for the item. The button will collapse these details

Click to add a note to a product. When a program is in a draft form, you’ll only be able to add notes within your own company and to share with your suppliers. Once a program has been sent to your client, you’ll be able to add and share notes with your client as well.

Click to delete a product

Click Add Fee/Discount button to add a special line item fee or discount under one event.

Click Add an Expense to add an expense as a line item. This expense will not show to your client and will not generate or show up on purchase orders. Add Program Fees/Discount

Click the Add Program Fees/Discount button to add fees or discounts to the overall program by choosing the appropriate Category, adding an optional description, and entering the Dollar Amount, % of Subtotal without Taxes and Fees, or % of Subtotal with Fees.

These Program Fees/Discounts will display as their own event to separate the overall program fees and discounts from those that apply per event or per line item.

Package Items in a Proposal

In addition to building Packages in your product catalog, you can combine line items within any proposal into a package. Check the boxes next to two or more items to activate the Package button and build from there. See the Quick Reference Guide for e360 Packages for further instructions.

https://evedonline.eved.com/assets/attachments/qr/QR-e360-CreatePackages-V02.pdf





Edit Line Item Details

Click to Edit Line Item Details. There are three tabs in this screen- Pricing Details, Item Details, and Media. For items added from your Product Catalog, the top of the screen will read as Edit Catalog Line Item.

Pricing Details Tab

Pricing Details allows you to enter in your Supplier Costs, Client Pricing, and applicable Fees & Taxes.

Any changes will prompt a change in the total Amount. Changes to Unit Price will prompt a change in Margin. Changes to Margin will prompt a change in Unit Price. Updates to Unit Cost will impact Margin.

You can manage Quantities and Hours shown to suppliers and clients independently of each other.

Fees can be added or overridden by typing in a new percentage or a new dollar amount.

Add taxes to taxable fees by checking the box next to the fee and selecting the appropriate tax percentage.

Check Cost Comparison box if you want a product to only appear as an Optional Item in the proposal and not be included in the cost or margin calculations. These line items will be marked as OPT in both your Step 3 view and the Client Interactive view.

Add supplier or client discount as a percentage or flat amount.

Item Details Tab

Item Details has the following fields:

Item Name: This will default to the item name listed in your product catalog, but you will be able to change it here. This item name will appear on proposals/invoices to your client as well as POs to your suppliers, as it always has.

Client Description: This is the description of the item your client will see in their proposal/invoice. Your supplier will never see this description.

Supplier Description: This is the description of the item your supplier will see on their PO. Your client will never see this description.

Supplier Category: The standard category and custom sub-category (if applicable) that your supplier has set for this product. Your client will not see this category.

Category: The standard category and custom sub-category (if applicable) that your company has marked for this product. Both your supplier and your client will see this category.

Internal Notes: These informational notes are added to items in your product catalog by your Eved admin. This field is not editable. If no internal notes have been added to this product, it will simply say “none.”




Audio/Video Link: Add a link to a video or audio file uploaded on another website like YouTube.

Display: Check the box next to “item is not to be shown to the client” to hide the item. The price to the client must be $0 if you hide the item. The item will show on supplier purchase orders, but not on the client views of the proposal.

Check Cost Comparison box if you want a product to only appear as an Optional Item in the proposal and not be included in the cost or margin calculations. These line items will be marked as OPT.

Media Tab

Media allows you to upload, remove, set default, and re-order photos and add, remove and share product documents. To replace or add photos click Add Photos > Choose File to find an image in your files. Click X to delete a photo. You can have up to three photos associated for each product. You can also use our photo cropper tool to make an ideal thumbnail image for your item. Cropping your photo will optimize your image in the PDF view of the proposal as well. Click Save Changes in any tab when you are done editing the product.

Edit Packages

You can also edit Packages set up in your Product Catalog. Click to open the Edit Your Package window. You will be

able to edit both the package itself as well as the line items within the package. Click next to a line item within the package. Note that for each line item, you will only be able to edit the Cost Details, as the price details are calculated within the entire package itself. You will have access to the Item Details and Media tabs, just as you do when normally editing items from your product catalog. For more information on Packages, see the Quick Reference Guide for e360 Packages.

Add Line Item Button Add Line Item allows you to add a product to the proposal that is not part of your current product catalog. Products loaded through Add a Line will only be available for the proposal being created. If the product is being used in more than one proposal then you need to work with the specific supplier to get them to add their product or have your admin add it to your Product Catalog. There are three tabs in this screen- Item Details, Pricing Details, and Media.

Item Details Tab

Item Details has the following fields:

Item Name: This will default to the item name listed in your product catalog, but you will be able to change it here. This item name will appear on proposals/invoices to your client as well as POs to your suppliers, as it always has.

Client Description: This is the description of the item your client will see in their proposal/invoice. Your supplier will never see this description.

Internal Notes: These informational notes are added to items in your product catalog by your Eved admin. This field is not editable. If no internal notes have been






added to this product, it will simply say “none.”

Audio/Video Link: Add a link to a video or audio file uploaded on another website like YouTube.

Display: Check the box next to “item is not to be shown to the client” to hide the item. o The price to the client must be $0 if you hide the item. The item will show on supplier purchase orders, but

not on the client views of the proposal.

Check Cost Comparison box if you want a product to only appear as an option in the proposal and not be included in the cost or margin calculations. These items will show as OPT.

Pricing Details Tab

Pricing Details has the following fields:

Supplier Name: Choose the Supplier Name from the drop down menu. The Contact Name, Email Address and Phone fields will automatically populate. If the supplier is not currently listed, use your company name as a place holder to prevent Purchase Order emails notifications being sent to the wrong suppliers.

Supplier Description: This is the description of the item your supplier will see on their PO. Your client will never see this description. Note that initially your Supplier Description will default to your Client Description until you edit it.

Enter in your Supplier Costs, Client Pricing, and applicable fees and taxes. Fees can be added or overridden by typing in a new percentage or a new dollar amount.

Any changes will prompt a change in the total Amount. Changes to Unit Price will prompt a change in Margin. Changes to Margin will prompt a change in Unit Price. Updates to Unit Cost will impact Margin.

You can manage Quantities and Hours shown to suppliers and quantities shown to clients independently of each other.

Add taxes to taxable fees by checking the box next to the fee and selecting the appropriate tax percentage.

Add supplier or client discount as a percentage or flat amount.

If this is a bundled product (combines components from several suppliers into a single priced item to a customer) click + next to the last supplier name listed under Suppliers > and you will be able to select an additional supplier from the drop down menu next to Supplier Name. Click Save Changes will prompt that supplier to move to the list under Suppliers. The supplier name will show as Miscellaneous Suppliers in Step 3.

When editing line items created via the Add Line Item button, the top of the screen will read as Edit Line Item to help you distinguish these line items from products added from your catalog.




Media Tab

Media allows you to upload, remove, set default, and re-order photos and add, remove and share product documents. To replace or add photos click Add Photos > Choose File to find an image in your files. Click X to delete a photo. You can have up to three photos associated for each product. You can also use our photo cropper tool to make an ideal thumbnail image for your item. Cropping your photo will optimize your image in the PDF view of the proposal as well.

Change Product Catalog Item to Add Line Item

The Pricing Details tab for any catalog item will now have a Change Supplier button available. Click Change Supplier to

convert any catalog item to act like an Add Line Item product. Using this button takes the following actions:

The Item Number will be removed from the new add line item, since item numbers are only for catalog items and are not part of an add line item.

The existing supplier will initially be set as the Add Line Item supplier, but you can change the supplier or add an additional supplier to the line item.

o If you change the supplier for item, the supplier will not receive a related PO until a new PO is sent, even if the supplier previously had other line items in the event. For the supplier that is no longer associated with the line item, they will also need to receive either a cancelled PO if this was their only line item for the event, or receive an updated PO showing that this item has been removed if they have other line items in the event.

Changing the supplier will affect what Fees & Taxes are applied to the Supplier Costs side of the line item. The Fees & Taxes setup in Eved for the new supplier will be used – even in the event the new supplier has not set up Fees & Taxes, in which case the Fees & Taxes will be cleared out.

o If you keep the original supplier, an updated PO will not be sent out if this is the only change you made to the line item and you use the Send purchase orders to suppliers option in Save & Send in Step 6 – Finalize Your Program. The supplier does not need an updated PO until other changes are made.

The item will no longer be associated with the catalog item. It will act like an Add Line Item for the supplier.

The Category field will remain the same, but you can change it as needed. o Changing the category will affect what Fees & Taxes are applied to the line item. The Fees & Taxes setup for

the new category will be used – even in the event the new category does not have Fees & Taxes setup, in which case the Fees & Taxes will be cleared out.

The following fields will remain the same: o Item Name o Client Description o Supplier Description o Internal Notes o Audio/Video Link o Display to client checkbox

Cost comparison checkbox

All Media associated with the catalog item will be kept in the line item.

Any applicable Partner Commissions previously set up will remain.




Section Headers

Click the Add Section Header button at the bottom of any

event to open the Add Section Header window and build

a Section Header for your proposal.

Enter a Section Name (Required), Description,

Audio/Video Link, Add a Photo and add documents to

the File Cabinet. Section Headers help you organize your

items within events and provide rich descriptions, images,

links and files with additional event details for your client.

Copy Proposals, Items & Packages Next to Items for Your Proposal is the button to Copy a Package or Event. This feature allows you to copy an entire proposal or copy line items or packages from another e360 Proposal or e360 Invoice.

Searching in the Copy Feature

In the search field you can locate an e360 Proposal or e360 Invoice through the following search terms:

Client Name

Program Name

Program Number

Name of the user who prepared the program

Supplier Name for Received e360 Proposals

After you’ve entered your search criteria and clicked Search, the Select a Program list will populate with all the proposals and invoices related to your search. Voided proposals will not be returned in the search results. Clicking on a Program Number or Program Title from the Select a Program list will populate the Select an Event, Package or Items with the Event, Package and Item information from the selected program. Clicking Copy on the bottom right will take you to the confirmation screen where you can copy the items to your new proposal and return to Step 3.




You can choose to either:

Copy Only Event – If you only check the box next to the Event, the event information will be copied (i.e. event name, description, venues, etc) into the new proposal. None of the items or packages attached to the event will be copied.

Copy Event and Items or Packages Under the Event – Selecting the Event, Items and Packages underneath will copy all of the existing event information and line item information from the proposal. You can select as many or as few line items or packages as you’d like.

Copy Packages and Items Without an

Event – If you do not check the box to

copy the Event but you do select Items

and Packages underneath the Event,

then the package and line items being copied will be added as a new event titled "Copied Items" in your

proposal.

Tip: Copying packages will copy both the main package and any alternative packages connected to it.

Some items or packages may have changed or been removed since the old proposal or invoice was created. The following visual indicators will be displayed to bring these changes to your attention:

Product is no longer available: This item is no longer listed in the product catalog. You will see an N/A in place of the check box as this item cannot be copied to the new proposal. This message and N/A will also display if all items in a package are no longer available.

Pricing for this product has changed: The line item has a different supplier cost in the product catalog than when the proposal or invoice was created. The most current cost in the product catalog will be displayed when you return to Step 3. Additionally, the margin percentage will be recomputed based on the new cost. If the product was a part of a package, the price per person will be recomputed based on the existing margin percentage for the package. Note that the price charged to your client and the product or package margin is not tied to the product catalog, so the client price used in the proposal you are copying from is what will be pulled into the proposal you are currently building.

Package contains at least one product that is no longer available: One of the items in a package is no longer listed in the product catalog. The per person price for the package will remain and the margin percentage will be recomputed.




View Event & Program Spend Summary

Click Event Spend Summary at the bottom of a specific event to see the cost and spend summary and margin information for an event within the proposal. Click Program Spend Summary at the bottom of page to view the cost and spend summary and margin information for the entire proposal. You can save Spend Summaries to your computer by clicking Export to Excel at the bottom right hand corner of the Spend Summary window. If your admin has turned on the ability to add a Total Attendee Count in Step 1 and you add the estimated number of attendees for your program there, the Program Spend Summary will show Revenue and Profit per Attendee in the Program Spend Summary under the Profit Margin section.

Preview Your Proposal

Click Preview Proposal to enter the Client Interactive View in a new tab. This will show you exactly how your proposal will look to your client when they are logged into Eved. Additionally, you can click PDF to preview your proposal in PDF format.

Step 4 – Update Descriptions In this step, if you haven’t already made these changes using Edit Line Item in Step 3, you can enhance the products or descriptions in your proposal. The displayed description for each product is either the one your supplier entered when they uploaded their products or it is an updated description that your company entered when the product was added to your catalog.

Step 5: Manage Payments Step 5 allows you to set up Requested Payments from your client so payment expectations are clear up front.




Select the Payment Type and enter a Description, Due Date and Invoice Amount, then click Add to Payment and the Remaining Proposal Balance will adjust based on this payment amount. Use the description field to convey payment policies, for example “70% deposit required two weeks before event.”Requested payments must add up to a Remaining Proposal Balance of $0.

Received Payments display below these requested payments. To post a payment you received directly from a client outside of Eved click Post Payment. In the Post Payment window, enter the Payment Amount, Payment Method, Payment Date, Reference Number and Payment Notes and click Post Payment to apply this payment to your proposal.

Step 6: Finalize Your Proposal Terms & Conditions and Filing Cabinet

Select from Terms & Conditions options.

In the Filing Cabinet screen, you can click Browse to add files from your computer. Add a Document Title so anyone viewing the proposal is clear as to what is attached in each file and use the check box next to Allow clients to view doc to control which documents clients see. Some companies have default documents in each Filing Cabinet, so check here to see if those are added if you know your organization has these standards in place.

Proposal Output Settings

Proposal Output Settings gives you the option to not display event dates and times on this proposal or to not display pricing on this proposal. This is a great option for preliminary proposals for presentation purposes only. You can also opt to send the proposal with all events collapsed.

Invite Additional Users allows you to add additional Eved members of your company to View, Edit or Send this proposal. All Finance Administrators will already have access to all proposals.

Saving, Sending and Accepting Proposals There are three options to save and exit the proposal you’ve created.

Click Save & Exit to save the proposal but not send it to your client or send tentative holds to suppliers.

Save & Send allows you to send the proposal to your Client Contacts and/or to send tentative holds to suppliers. In Send proposal to client, check the boxes next to the Client Contacts who you’d like to receive the proposal. Note that the Primary Contact will be bolded in this list. You must choose at least one contact to send the proposal to. Remember that regardless of who you send the proposal to in Save & Send, only the Primary Contact will receive additional email notifications related to the proposal.The Send From drop down menu allows you to send your proposal from any Eved user on your account. Select who you’d like as the sender to your client for your current proposal.




Click Continue to save and send this proposal to your client and/or send tentative holds to your suppliers. This will open the Create Proposal Email for Your Client window. You can CC or BCC any additional email addresses to the proposal email and add custom comments to your client. Click Send & Exit to send the proposal email.

Accept & Exit allows you to accept the proposal on a client’s behalf by entering a Note describing why you are accepting on your client’s behalf and clicking Accept & Exit. This action will prompt the proposal to become a contract and generate purchase orders to suppliers.

Sending Purchase Orders

Check Send tentative holds to suppliers checkbox to send tentative purchase orders listing items you included in this

proposal to all of your suppliers. Tentative holds can be sent to your suppliers before you sent the proposal to your

client. This will give the suppliers some extra time to see if they are able to fulfill the items on the proposal before you

sent it to your client. In your company’s Template Settings, your Eved admin can choose to turn off the automated PO

notifications that are sent when a proposal is accepted by or on behalf of a client. You can also manage Purchase Orders

for suppliers through the POs tab.

From the POs tab you’ll be able to take the following actions:

Sort and search POs by…

o Status – Current status of the Purchase Order (Tentative, Definite, Confirmed, Invoiced, Paid or Cancelled) that

auto-updates as action is taken on the PO

o PO – PO Number




o Amount – Total amount of the purchase order

o Supplier – Name of the supplier

o Sent – Date the last PO revision was sent to the supplier. If you have an unsent, up to date version of the PO that

you need to send to your supplier, this column will be blank in your POs list.

o Accepted - The date your supplier accepted the latest version of the PO sent to them

You can Preview the PO before you send it to your suppliers by clicking on the PO number in the PO column. POs will

update automatically as you build your proposal and save changes, so you’ll always be able to preview the most up to

date PO your supplier will receive. Use this interactive view to quickly Add Notes.

Selecting one or more POs from your list via the checkbox on the leftmost column will activate the Print and Send

buttons. Choose to Print or Send one or more POs at a time for any given supplier depending on whether or not they

are transacting on Eved and whether or not you’re ready to send them a new PO for this program. You can only send

POs to one supplier at a time.

o Note: Like in other areas of Eved, the names of suppliers who have entered their ACH information and are

transacting online through Eved will show up in black in the PO tab while the names of suppliers who have not

entered in ACH information will show up in red.

When you click Send, the new Send Purchase Order pop up window will now allow you to add an additional supplier

contact so you can send your PO to contacts at that supplier’s company other than the ones already available in

their Eved account.

o If the supplier has multiple users on their Eved account, each user will be available in the Supplier Contact drop

down menu.

o To add a contact not available in the Supplier Contact drop down list, click Add Contact.

This will open the Add Contact window. Enter a

First Name, Last Name and Email address for

your new supplier contact and click Add Contact.

You will now see your new contact’s name in the

Supplier Contact drop down menu.




Note: You only have to add an additional supplier contact once. Once you have added a new contact,

their name will show in the Supplier Contact drop down menu from that point forward. It is very

important that you spell the name and email of the contact correctly the first time you add them so the

correct information is stored for future use by all users at your company. You cannot edit contacts once

they are added.

o From the Send Purchase Order window you will also be able to CC or BCC anyone to the email notification sent

out to your supplier, edit the Subject line of the email, and add a personal Note to your supplier.

New Team Tab Each Program will now have the Team Tab available to manage collaborators and client and supplier contacts.




The Team tab consists of the following sections:

Program Owner

Once a program has been created in Eved, the Team tab will be activated. Whoever was selected as the Program Owner

when creating the program will be automatically set as the Program Owner in the Team tab. Change the Program

Owner to any other user at your company at any time by clicking Change and using the drop down menu to select the

new Program Owner’s name. Click Save to lock in this change. Program Owners by default have all permissions, but you

can update these at any time.

Company Collaborators

To add additional Collaborators to this

program, click the Add Collaborators button at

the top of the Team tab. This will open the Add

Collaborators window, where you can use the

Company Member drop down window to invite

as many users as you would like to work with

you on this program. Enter an optional Custom

Message that will show in the email notification

sent to these Collaborators, and click Save to

send the notifications out.

Permissions

Once you’ve added Collaborators, you’ll be able

to use the Permissions section to control

program permissions and email notification

settings for users on this team.

The following permissions settings are available

for each user added to the Team tab, including

the Program Owner:

Receives Client Notifications: User will be copied on any client notifications related to the program, including when:

o Clients receive versions of the program.

o Clients accept proposals.

o Clients add notes to line items or documents to the Filing Cabinet.

Receives Supplier Notifications: User will be copied on any supplier notifications related to the program, including:

o Invoices are sent by suppliers.




o Suppliers add notes to line items or documents to the Filing Cabinet.

Receives WO Notifications: User will be copied on all Work Order notifications in Eved.

Receives Status Notifications: User will be copied on any general program status notifications, including:

o Program close out notifications.

o Documents are added to the program Filing Cabinet.

o Clients pay invoices.

Can Approve Invoice: User will be able to approve invoices received from suppliers.

Display on Program: User’s name and title will be displayed on the program sent to the client.

Display on POs: User’s name and title will be displayed on POs sent to suppliers.

The following users will be able to add and update collaborators and their permissions in any program:

Any user who is an admin.

Any user who has the Programs – Create Programs permission.

Any user who has the e360 – Create & Edit Programs permission.

Client Contacts

This section mimics the Client Contacts section in Step 1 – Set Up Client Info when creating and editing a program. You

can use either area to control your list of client contacts and set client Permissions and Primary Contact for the

program. To add a contact, click Add Client Contact at the top of the Team tab.

Supplier Contacts

The Supplier Contacts lists all suppliers who received POs within this program. This section will show the Name, Email

Address, and Office and Mobile Phone number of the supplier representative for this PO at each supplier company.

Export and Print

You are able to Print or Export the Team list for any program in PDF, Word or Excel format, using the Export button at

the top of the Team tab. Click Export and select your desired file format. This is a great document to have on hand at

site visits or during the program.




User Titles

Your admin can set specific titles for users in the Team Tab that will show to your suppliers in two different ways. When

they add users under Admin > Users, they can give users Titles. Set your own title by clicking My Account at the top of

any page on Eved, entering in a Title and clicking Save Changes.

Admins can also provide additional title options in Settings > Program > Team Tab. Titles added here will be available in

the Team Tab for every program as a drop down menu, allowing you to set titles for collaborators on a per program

basis. In this case, you will not be able to enter your own title. If you do not select a preset title from the drop down

menu, no title will show for you in the program.

Multi User Support Previously, e360 users could only work one at a time in e360 programs. Now, Eved allows multiple users to work within

the same program while locking down individual line items and the POs they correspond to in order to maintain data

and versioning integrity.

Checking Out Program Steps, Line Items, and Events

Multi user support works differently depending on which step you are working in when editing an e360 program.

For Steps 1, 2, 5 & 6 (Editing Program Details, Settings and Payments) – Once a user has clicked into an editable

field in these steps, the entire step is locked down. Other users will be notified that this step is locked by a

banner at the top of the page which will read “[User First & Last Name] is editing this step of the program. You’ll

be able to make changes when they’re done with their work.”

o This message will also include a thumbnail of the user’s Eved profile photo.




For Step 3 (Editing Line Items and Events) – The entire page is never locked. Instead, individual line item or

event details are locked as users edit them. Once a user clicks in to an editable field or opens the Edit Line Item

window, the line item or event detail section will become locked.

o “In-line editing” of fields like item quantity and event details is not allowed once two or more users are

working in Step 3. Users will be informed of this when they attempt to click into an in line field via a pop

up that will read “Other users are in this step, so in line editing cannot be enabled. Please click the Edit

button next to an event, item or package to make changes.”

o Other users see the locked item as highlighted in a unique color, accompanied by a thumbnail of the

user’s Eved profile photo. Hovering over the photo will show the user’s name.

For Step 4 (Editing Descriptions and Images) – The entire page for Step 4 is locked once a user has clicked into

an editable field in this step, if there are no users in Step 3. Other users will be notified that this step is locked by

a banner at the top of the page which will read “There are other users in Step 3 and/or Step 4. You'll be able to

make changes in Step 4 when they're done with their work.“

o If there is at least one user in Step 3, then Step 4 becomes locked because the changes on these two

sections relate to one another. The user who was previously working in Step 4 will be informed of the

change via the same banner at the top of the page used in the scenario above.

Miscellaneous Rules

A program cannot be voided, rejected or closed when one or more other users are working within it.

If any step, line item or event detail is locked by a user, no other users can send a program to the client, accept a

proposal on behalf of a client, mark a proposal as “Lost Business,” close a program, or delete a program.

A PO cannot be sent to the supplier if any event or line item related to the PO is currently locked in Step 3

and/or 4 or if Step 1 or 2 is locked by a user, because information being edited in these areas could potentially

affect the PO.

The program Partner Commissions tab will be locked if one or more users are in Step 3 or Step 4.

If multiple users are on the same page and one user clicks into an editable field, the page refreshes to show the

step, line item, or event detail as locked.




When a user leaves an event, line item or step, the page will refresh to show that the event, line item or step is

no longer locked. The lock messages that previously showed on the page will be removed during the refresh.

When a user is done editing, and the page refreshes for any user currently in the same step to show that the

step, line item, or event detail is now unlocked.

All users on the same step will be working off of the same temporary version. The users will still need to click

Save at the bottom of Step 3 for all of their changes to be saved to the program. Once a user clicks Save at the

bottom of the step, then all changes made to that point will be saved.

If a user does not have a profile picture, the standard Eved user icon will be shown in its place. This is a good

time for users to add and update their profile pictures in Eved if they have not done so.

Managing Existing Programs

Search and View Proposals The My Programs list shows your company’s full list of programs. Scroll through the list, sort Headers from ascending to

descending or from A Z or Z A by clicking the header name you’d like to sort. Sort hidden fields by clicking the

header name to see other search options and use Apply Filter to change your search field.

Use the Search programs field to search the entire list. Search by:

Program Status or Payment Status

Program number

Start Date, End Date or Due Date

Program Name, client Company name, client Contact Name, or Venue

Program Amount

Program Balance due

Program Owner

Date Sent

Save your custom search by using the Default View drop down menu, typing in a name for your search and clicking Add.

Export or Print your current view and choose to export or print All columns or Only Visible Columns.




Program Statuses

To help your company quickly and easily understand the current state of a program in Eved, each program has a

Program Status that updates throughout the program life cycle from proposal to invoice. These statuses are:

Draft – A new program that has been created and saved, but not yet sent to or accepted on behalf of the client.

Proposal – The first version of the program has been sent to the client but not yet accepted.

Contract – The program has been accepted by the client.

Invoice – The program has been closed out but has not yet been paid in full by the client.

Closed – The program is closed and paid in full by the client.

Lost Business – The client has rejected the proposal.

Cancelled – The program has been voided.

Any Program Status can have a sub-status of Not Sent, meaning the program was not sent directly to the client via Eved.

Payment Statuses

To help your company quickly and easily understand what payments have been made by or are pending from clients,

each program also has a Payment Status that updates throughout the program life cycle. These statuses are:

Open – This is the default payment status for any program that is not in any of the other payment statuses.

Overdue – One or more of your requested payments are past the set due date and remain unpaid.

Scheduled – The client has scheduled at least one payment to be made in the future. Once the scheduled

payment is processed, the program will revert to another, applicable payment status.

Paid – The program has been paid in full.

View & Edit an Existing Program From My Programs, click any Program # to enter the Program Details page and see the current version of your program in the Client Interactive View.




Programs can only be viewed by one person from your company at a time. If another user is editing at the same time you’re trying to view a Program, you’ll see a message indicating that the proposal or invoice is in Read Only mode, along with the name of the user who is currently working in the program.

Program Details – Action Buttons

Click Program Spend Summary to view the current spend summary. Click Export to export the current version of the program as a PDF, Word document or Excel spreadsheet. Click Edit Program to leave the interactive view, enter Step 3- Select Your Products and begin editing this program.

When editing a Pending Proposal, a link will appear next to the step name that says Proposal Changes in Progress – Revert back to previous version. Clicking that link will revert the proposal back to the previously saved version.

Use the Delete button to delete any program in draft stage that has not yet been sent to the client. Use the Lost Business button to indicate that the client has not accepted your proposal. After a program is marked as Lost Business, the Reopen Proposal button will become available in the event this proposal needs to be reopened in the future. Use the Cancel button to void the program. A program can be voided up until the first payment is applied through Eved.

Once a program has been sent to the client or accepted on behalf of the client, the Send Invoice button will be available to resend the last version of the Program sent to the client. If you need to send an up to date version of the program with any outstanding changes, you’ll need to use Step 6 – Finalize Your Program and the Save & Send option there.

Add and View Product Notes

Use the notes feature in Eved to collaborate and share information with your client, your suppliers, and fellow users at your company on a program or line item level.

is the notes icon when no notes are present. is the notes icon when new notes are present.

is the notes icon when notes are present but have already been read.

Click next to a specific product to add your own notes as well as view the Note History Log and see notes entered and shared between you and your client, your suppliers, and fellow users at your company.

View Program History/Notes

Click View History/Notes at the bottom of page on Steps 3 though 6 to view Proposal History/Notes including notes. The PDF Sent and PO’s Sent sections allow you to click on a specific program or PO version and view the historical PDF sent on the date in question. Add overall program notes by entering a new comment under Add a Note.




Click Download Revisions to download previous versions of the proposal. Click View All Invoices (PDF’s) to open all previous versions in PDF format in a new browser tab. Click Print to open a printer friendly view of your history/notes.

Closing Out Programs After the Program End Date listed in Step 1 – Set Up Client Info, the e360 Program will need to be closed out. Closing Out a program means that the event is over, the e360 program has been updated to reflect all the final products and services that were delivered, and the final costs & pricing has been confirmed by the suppliers and accepted by the customer.

From Programs > My Programs > click on the Program # > click Edit Program and follow these steps to close out:

1. Click on Step 7: Close Program. 2. Check the Final Confirmation checkbox. Make sure you updated the invoice with your final charges. 3. If there is an Outstanding Balance, select a payment method on the Planned Payment dropdown. 4. Add Notes by typing them in the Close Out Notes text box. Check the box to add the notes to supplier POs. 5. Click Filing Cabinet to upload up to ten documents. 6. Check the box to Send a Rating Request to your customer. Ratings appear on your profile in the Eved network. 7. Click Rate and Review to add your star ratings and comments to your Suppliers’ profiles. 8. Click Close Program to save all your changes and send your notes, documents and rating requests.