Tent Packages

Before beginning, you should have a drawing and a parts list of each tent size you will be creating. Please read through this entire process so you understand how each step will affect the next. It is recommended that you test your build after each step to ensure accuracy; test by adding to a contract.

Overview:

1.   Create an Item Record for each tent part.

2.   For serialized tent tops create a header and serialized Item Records for all top sizes.

3.   Create packages for securing methods (i.e. stakes, concrete weights, water barrels).

4.   Create packages for suggested items (i.e. lighting, walls, gutters, liners, décor).

5.   Create a Rental - Dynamic Qty Package Item Record for each tent size you carry.

6.   Build the package / kit list for each tent size.

7.   Build the suggested items list for each tent size.

8.   Add Item Questions and Securing Items for each tent size.

1.   Create Item Records for all tent parts (i.e tops, pipe, fittings, masts, cables, straps, flags, stakes, barrels, weights). All items you wish to inventory and show on a load list.

• It is recommended that you preface the item name with “__” (two underscores). This will help you visually when reviewing the package/kit on a printed load list or a computer screen.

• If the item is simply for loading purposes and not for inventory control enter 99,999 in the qty field so it will not be visible on the overbooking report. (This assumes you do not inventory the item and do not care to keep track of the quantity.) Otherwise please enter the quantity you own.

• Entering a quantity in the sub rent field will allow you to overbook the item by the number entered in this field. For unlimited overbooking, entering 9,999 is recommended.

• Enter rental rates. This is not necessary, but if you will ever rent a tent part by itself it would be nice to know what the rate would be.

• If you do not charge for the part and the rental rate is built into the tent price then the rental type should be set to “Rental – Accessory”. With this option checked, when the item is included in a package / kit on a contract, the rental rate will default to zero. If you do charge for the part, leave the rental type set to “Rental – Item”.

• On the Options tab check the box “No Print on Contract”. With this option checked you must select Component Items to see the Item Record in the Inventory Selection screen. NOTE: If the item has a price it will always print on the contract.

• If you have a default sort defined for tenting enter it in the record.

• Repeat until all tent parts have been entered.

TIP: Right-click a like item and select copy; Change the Item Key, Item Name, Qty, and Rental Rates.

Example: Item Record

Example: Tent Pipes

Example: Tent Tops

Paired tops need to be entered per piece. In the above example, there are male, female, and one-piece tops. You could have a right & left hook & loop, or some variation of this. You want to input each piece accordingly.

2.   If your tent tops are serialized you will need to create headers and serialized Item Records.

3.   Create a Rental -  Package for each possible method of securing a tent (i.e. stakes, concrete weights, water barrels, steel plates, etc.…).

• Start by creating a unique record for tent stakes.

• The key should be generic such as “SECUREa-1”. This will allow you to easily make changes to this method in the future.

• The name field can be whatever you would like. It should, however, be something your staff will understand. This will not print on the contract.

• Leave the quantity field set at zero. This field will be calculated based on the availability of the item.

• Leave the rental rates as is.

• Rental type should be set to “Rental – Package”.

• On the Options tab check the box “No Print on Contract” and “Suppress Avail Check”.

• If you have a default sort defined for tenting enter it in the record.

• Next, select TOOLS then PACKAGE ITEMS (if your method requires the user to make a choice you should use Suggested Items otherwise use Package Items).

i. Right-click the first grey square in the item key column; find and select the item for that method.

• Repeat Step 3 for each securing method.

Example: Dynamic Item Package for Securing Methods

4.   Create a Rental - Package for all suggestion packages you would like (i.e. lighting, walls, gutters, liners, décor, etc.…). If you have a wall that only works on certain tents create a separate suggestion package for each grouping of a wall (i.e. PKG – WALL 10x KIT, PKG – WALL 15x KIT, etc.…) And if you have lighting that only works in small tents create separate packages (i.e. PKG – LIGHTING 10X – 20X – KIT, PKG – LIGHTING 30X – 40X – KIT ETC…)

• Start by creating a unique record for each package.

• The key should be generic such as “PKG-WALL-KIT”.

• The name field can be whatever you would like. It should, however, be something you will understand in the future. This will not print on the contract.

• Leave the rental rates blank.

• Rental type should be set to “Rental – Package”.

• On the Options tab check the box “No Print on Contract” and “Suppress Avail Check”.

• If you have a default sort defined for tenting enter it in the record.

• Next, select TOOLS then SUGGESTED ITEMS (if your option requires the user to make a choice you should use Suggested Items otherwise use Package Items).

i. Right-click the first grey square in the item key column; find and select the first item for this package. Repeat this step until you have all suggested items listed for this package.

• Repeat Step 4 for additional suggestion packages.

Example: Dynamic Item Package for Suggestions

5.   Create a Rental - Dynamic Qty Package Record for each size tent offered.

• ADD a new item record or MODIFY an existing record for each size tent.

• Leave the quantity field set at zero. This field will be calculated based on the availability of the parts.

• Set your rental rates for the package.

• Rental type should be set to “Rental – Dynamic Qty”.

Example: Rental - Dynamic Qty Package

After you have entered all Dynamic Item Package sizes, you should have a list resembling this:

Note: The Item Key is purple for Rental - Dynamic Qty Packages.

6.   Build the package / kit list for each tent size.

• Use the same item record created in Step 6. (This item should have a qty of 99,999 and the key will be colored green). Most likely a 10’x 10’ tent.

• Select TOOLS at the top of the screen then chooses PACKAGE ITEMS.

• Starting with the first line, right-click or double click the grey box in the item key column.

• Use your parts list and enter every part required to construct this size tent. Be consistent in the order of the items select. (i.e. Tops first, fittings second, poles third (large to small), misc. parts fourth, etc.…)

• At this point you will want to set up any special rates if needed. If you marked all your parts as Rental-Accessory items you will not need to change the rates for those items; they will default to a zero price on the contract. The price of your Dynamic Package will be based on how this screen is setup.

Example: Part list for a 20’x30’ Tent

7.   Build the suggested item list for each tent size.

• Use the same item record from Step 6.

• Select TOOLS at the top of the screen then chooses SUGGESTED ITEMS.

• Starting with the first line, right-click or double click the grey box in the item key column.

• Use your packages created in Step 6. If you enter a qty of 1 this will force your counter person to go through each package. If you enter zero your counter person will have to select a package to view it.

Example: Suggested Items List for a 10’x10’ Tent

Note: You can create a package for any group of items to create suggestion packages.

This is a great tool if you think you will ever add or delete items that you offer. Let’s assume that in 5 years you stop offering a wall. If you would have entered that wall on 40 different tent sizes you would have to delete it from 40 item records. By creating suggested item packages, you can now adjust one item record (the suggested item package) and the change affects any record using that suggested item package.

8.   Add Item Questions and Securing Items for each tent size.

• Use the same item record from Step 5.

• Select OPTIONS at the top of the screen then chooses to MODIFY.

• Select the NOTES tab.

• Enter the questions you want your staff to ask when this item is selected. (the asterisk forces an entry from the user)

• Enter all securing methods as follows:

o {OSECUREa-1#*4}- repeat for each type.

o Entering your securing methods in this manner will generate a Yes or No question for each type. Example: Does the customer want a “PKG – TENT STAKE”? It will ask this question for each securing method. This allows for the counter person to say yes to all methods or none.

o the {} links to this item.

o the upper case “O” (it is the letter “O”) indicates a link item and will ask the user.

o “secure-1” is the item you are linking to.

o “#*4” # means to add a quantity of, and *4 means the quantity selected multiplied by 4. (i.e. if you select 3 tents a qty of 12 would be added to the contract). 

Example: Item Notes.

            TIP: Use the copy / paste feature to quickly enter the information then adjust the quantities.

This can also be accomplished by creating a suggestion package as in Step # 4.

It is recommended that you create one size first and test it for accuracy. Once you have created a single size successfully, copy the 10’x10’ item and change to the key, name, suggested items, and package items accordingly. This will save you tremendous amounts of time.

Here is an overview of what item records will need to be created and the hierarchy.

Tent, 10’x10’ White Festival                   - Rental – Dynamic Qty - Holds all parts for a 10’x10’ Frame Tent.

      Notes Section:                                  - Item Questions <q*Surface><q*Wall>

                                                               - Auto Link Items {oSECUREa-1#*4} {oSECUREb-1#*4}

      __Top, 10’x10’ White 1 pc.               - Rental Item – Tent Part.

      __Flag, White                                   - Rental Item – Tent Part.

      __Pole, 9’4” x 2” White                     - Rental Item – Tent Part.

      __Pole, 7’8” x 2” Black                     - Rental Item – Tent Part.

      __Mast, 4’5” x 2” Green                  - Rental Item – Tent Part.

      __Ftg, Corner 3 Pt. 2”                     - Rental Item – Tent Part.

      __Ftg, Base Plate 2”                        - Rental Item – Tent Part.

      __Cable, 13’5” Yellow                      - Rental Item – Tent Part.

      Pkg – Wall - Kit                                 - Rental - Package – Holds wall that can be used on a tent.

          Wall, 10’x8’ White Solid                - Rental Item – Wall.

          Wall, 20’x8’ White Solid                - Rental Item – Wall.

          Wall, 10’x8’ White Window           - Rental Item – Wall.

          Wall, 20’x8’ White Window           - Rental Item – Wall.

      Pkg – Lighting - Kit                           - Rental - Package – Holds lights that can be used on a tent.

          Light, 6 Globe String 20’               - Rental Item – Light.

          Light, 4 Globe Chand White         - Rental Item – Light.

          Light, Par 56 500watt                   - Rental Item – Light.

      Pkg – Gutter - Kit                              - Rental - Package – Holds gutters that can be used on a tent.

          Gutter, 10’ White                          - Rental Item – Gutter.

          Gutter, 15’ White                          - Rental Item – Gutter.

          Gutter, 20’ White                          - Rental Item – Gutter.

Remember, this is one demonstration for creating Rental – Dynamic Qty Packages for tenting. This procedure can be modified to accommodate any situation that may be required. By applying the procedures discussed in this document, the possibilities are limitless. Use your imagination.