Tracking Inventory Automatically

When a user specifies a maximum number of registrants for a meeting, Aptify automatically does the following:

• Selects the Require Inventory option on the Meetings record's Inventory tab.
• Creates an inventory ledger for a predefined virtual inventory location based on a global default location (as configured on the Meetings entity by an administrator) or the value in the Meetings record's Default Inventory Location field (if a value is specified).
• Creates the necessary inventory entries within the ledger based on the value in the Max Reg. field.

If the space available for a meeting changes, a meeting coordinator simply modifies the value in the Max Reg. field at a later date and the inventory entries are adjusted accordingly.

In addition, if a Meeting product is linked to a meeting room, the Capacity field on the Meetings record's Location tab is taken into consideration when determining the amount of inventory needed. For example, if you choose a meeting room with a capacity for 50, the value in the Max Reg. field must be less than or equal to the meeting room's capacity.

If you don't want to track inventory for a particular meeting, simply leave the Max Reg. field set to 0. In this case, when the Meetings record is saved, the Required Inventory option is not selected and an inventory ledger is not created. If you want to track inventory at a later date, you can do so by setting an appropriate value in the Max Reg. field.

If you no longer want to track inventory for a meeting, you can disable inventory checking with the following steps. Note that if a meeting has one or more registrants (in other words, a meeting order was created that deducted inventory), inventory checking cannot be disabled.

Follow these steps to setup automatic inventory tracking:

1. Set the Max Reg. field on the Meetings record's Meetings > General sub-tab to 0.
2. Clear the Requires Inventory option.
3. Save the Meetings record.