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Tracking Inventory for a Meeting Product

Owned by admin (Deactivated)
Jan 30, 2018

In cases where meetings have limited seating, the amount of available space can be tracked through Aptify's Inventory Management system. When inventory is required, the meeting must be configured with the appropriate inventory settings, including a ledger to track the inventory. This can be a time consuming task for organizations whose meetings are largely driven by available space, especially when managing events with a large number of sessions and meeting rooms. Aptify provides the ability to generate inventory meetings automatically based on the value in the Max Reg. field on the Meeting record's Meeting > General sub-tab.

This topic includes the following sub-topics:

Note to Administrators: This feature is disabled by default. Aptify recommends that an organization only enable this feature if your organization is prepared to manage meeting inventory exclusively using the new automated functionality. We strongly discourage mixing inventory methods for Meeting products as this can produce undesirable side-effects. In other words, allowing users to manually create PIL locations and PILE entries may result in inventory not being tracked correctly. To use this functionality, a system administrator must enable this functionality by setting the attributes described below, which are found on the Meetings Entities record's Configuration > Attributes tab:

  • The Generate Inventory attribute is used to determine whether or not inventory should be generated automatically. When set to 1, inventory will be generated automatically based on the value in a Meetings record's Max Reg. field. When set to 0 (the default value), inventory entries will not be generated automatically.
  • The Default Location attribute identifies the ID of the Inventory Location the system will use to automatically manage inventory for Meetings (when the Generate Inventory attribute is set to 1). Note that Aptify uses the location identified by this attribute if the Meeting's Product does not have a Default Inventory Location already specified. If this attribute is not specified or has a value of -1, Aptify uses the Inventory Location with the lowest ID to generate inventory for Meetings.

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