Copying a Meeting/Session Product

If you need to create multiple meeting products that have similar setups, Personify360 offers a Copy Product functionality to make this process easier and less time-consuming. The Copy Product functionality allows you to take the setup of an existing meeting product and copy over any or all of its specific setups, including GL accounts and pricing setups, by simply checking off the setups you want to recreate for the copied product. The Copy Product functionality is available for all subsystem products and all product types within all subsystems.

As of 7.5.2, you have the ability create a set of meetings that will occur over a period of time and this is known as repeating meetings. The purpose of the repeating meetings functionality is to provide an efficient way to create meeting products in Personify360 that will occur on the same day and time over an extended period of time. The repeating meetings functionality uses the Product Copy's screen. You can create a repeating meeting for an existing meeting product on this screen by checking the Repeating checkbox. Repeating meetings can only be created for parent meeting products. The only parent meeting products are M, COURSE, and EXAMPROCT. For more information about the best practices and logic behind repeating meetings, refer to Creating a Repeating Meeting.

The copy product functionality cannot be used to create a session product from a master meeting product. Instead, you must create the session product from scratch. For more information, please see Creating a Session Meeting Product.

The Copy Product screen consists of the following tabs:

·            1 – New Product to be Created
Used to set up the general product information, such as Product Code and Product Description.

·            2 – Copy Parameters
Used to define the parameters that should be copied from the old product to the new product.

·            3 - Repeat Options
As of 7.5.2, if you check the Repeating checkbox on the first tab, this tab displays. It is used to identify the frequency (i.e., monthly, weekly, daily, or yearly) and how many occurrences you would like for your repeating meeting. For more information about the best practices and logic behind repeating meetings, refer to Creating a Repeating Meeting.

·            4 - Review and Create Meetings
As of 7.5.2, if you check the Repeating checkbox on the first tab, this tab displays. It is used to create the repeating meetings. For more information about the best practices and logic behind repeating meetings, refer to Creating a Repeating Meeting.

To create a new product by copying an existing:

1.    From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2.    Click Search to find a product or click Create New Product.

3.    From the Related Tasks task category, click Copy this Product.
The Product Copy screen displays with information on the original product appearing at the top of the screen, as shown below.

4.    On the 1 - New Product to be Created tab, enter the Product Code of the new product.
If you are creating a repeating meeting, disregard this field, because once you check the Repeating checkbox, it is disabled.

The Product Code can be the same if the user changes the Parent Product. The Parent Product and Product Code of the new product cannot be the same as the product being copied.

5.    If necessary, select a new Parent Product.
If you are creating a repeating meeting, enter up to 13 characters for the parent product and the system will append 11 characters to the code that will identify the start date and time (military). For more information about this logic, refer to Logic Behind Creating the Parent and Product Code for Repeating Meetings.

6.    Select the Product Class of the new product.
This value defaults from the original product, but may be changed as needed.

7.    Enter the Product Description and Invoice Description.

8.    If necessary, modify the Start Date/Time, End Date/Times, and Date Available for Sale.
These values defaults from the original product, but may be changed as needed.
If you are creating a repeating meeting, disregard the Start Date/Time and End Date/Times fields, because once you check the Repeating checkbox, they are disabled. These fields are defined on the 3- Repeat Options tab, which displays once the Repeating checkbox is checked. See Creating a Repeating Meeting for more information.

As of 7.4.2, when copying a meeting product, if you have different price rates set up for the date/month that a user registered for a meeting (e.g., early registration price, late registration price, etc.), the system will copy that rate structure over to the new meeting product. See Defining Rates and Pricing for more information.

9.    If necessary, check the Repeating checkbox.
As of 7.5.2, this checkbox identifies that the meeting(s) to be created will be repeating events. When this meeting is copied and this checkbox is checked, additional tabs are visible on this screen, so you can define the repeating event rules. Repeating meetings can only be created for parent meeting products. The only parent meeting products are M, COURSE, and EXAMPROCT. To see the additional steps necessary in order to create a repeating meeting, refer to Creating a Repeating Meeting.  

10.  Click Next.
The Copy Parameters tab display, as shown below.

11.  On the 2- Copy Parameters tab, select the appropriate radio button in the System Accounts section.

·            Use Default System Account
When selected, the system will copy the system accounts defined as default system accounts for the subsystem of the product being copied.

·            Copy System Accounts
When selected, the system copies the Product_Account record from the original product.

12.  If necessary, check the Impose Mask on System Accounts checkbox.

a.    When checked, you must enter a GL account mask. When you enter a GL account mask, the system will validate that the resulting GL account is a valid GL account in the FGL_Account_Master table.
If it does not exist in the table, then a warning is issued and the user must define these accounts manually.

13.  From the Recognition Method drop-down, select a value. This field controls how revenue recognition for the order will be handled and the values are populated based on the fixed REVENUE_RECOG_METHOD system type for the MTG subsystem. Options include the following:

·            Begin Date: revenue will be recognize at the meeting begin date.

·            End Date: revenue will be recognize at the meeting end date.

·            On Invoice: selected by default for meeting products.

·            On Specific Date: typically not used for meeting products.

·            At Year End: refers to the fiscal year end; typically not used for meeting products.

14.  From the Recognition Date drop-down, select a value. This field is only enabled when "On Specific Date" is selected from the Recognition Method drop-down. The Recognition Date field indicates the specific date that revenue should be recognized. After this date, sales transactions will hit the real revenue account rather than the deferred revenue account.

15.  Check the appropriate checkboxes in the Revenue Accounts section.

·            Copy Revenue Accounts
When checked, the system copies the records from the Product_Revenue_Distribution.

·            Impose Mask on Revenue Accounts 
When checked, you must enter a GL account mask. When you enter a GL account mask, the system will validate that the resulting GL account is a valid GL account in the FGL_Account_Master table.

16.  If necessary, enter the GL Account Mask.
This field is enabled if either of the “Impose Mask” checkboxes are checked.
When checked, it will accept a mask and then update the account based on this mask. The system must validate that the resulting account is a valid account. You can define the pattern for the GL account here.

17.  Check the appropriate checkboxes of the parameters to copy.
The parameters include the following:

·           Rates and Prices: copies information defined on the Rates and Pricing screen.

·           Components: copies information defined on the Components screen.

·           Cancellation Fees: copes information defined on the Cancellation Fees screen.

·           Shipping Fees:copes information defined on the Shipping Fees screen.

·            Product Images: as of 7.5.2, copies the information defined on the Product Images screen.

·           Web Text Info: copies information defined on the eBusiness Controls, Brief Description, Long Description, and Search Engine Optimization (as of 7.6.2) screens.

·           Ebus Controls:copies information defined on the eBusiness Controls, Related Links, and Search Engine Optimization (as of 7.6.2) screens.

·           Categories/Keywords: copies information defined on the Search Categories screen.

·           Relationships: copies information defined on the Related Products, Related Customers, Related Files, Fundraising Links, and Product Segmentation screens.

18.  If necessary, check the Subproducts checkbox.
When checked, the application copies over any meeting sessions. The setup of the sessions remains the same. You may need to update its availability dates to align with the new product.

19.  If necessary, check the Meeting Location checkbox.
This is the location you selected within the Meeting Products section of the product’s General Setup screen.
When checked, this links the new product’s location to the previously selected location. See Defining Meeting/Session Room Inventory for more information.

20.  If necessary, check the Requirements checkbox.
Requirements are equipment and services, such as podiums, microphones, coffee service, etc., defined for the original product.
When checked, this copies over the same requirement for the meeting product as the original product.
For more information, please see Defining Meeting/Session Product Requirement Inventory.

21.  If necessary, check the Questionnaire checkbox.
As of 7.5.2, when checked, if your existing meeting product has a questionnaire attached to it, the system copies the questionnaire from the existing meeting to the new meeting being created. For more information about attaching a questionnaire to your meeting product, refer to Creating a Meeting Product Questionnaire.

22.  If necessary, check the Rotating Images checkbox.
As of 7.5.2, when checked, if your existing meeting product has images saved to it, the system copies the rotating image records from the existing meeting to the new meeting being created. For more information about adding rotating images to your meeting product, refer to Adding Rotating Images.

23.  Depending on whether or not you checked the Repeating checkbox on the New Product to be Created tab, will determine your next step.

a.    If you did NOT check the Repeating checkbox, review all your fields, and after review, click Copy Product.
If no errors occur, the new product opens on the Product Maintenance screen.
If you receive an error stating, "Another object with the same key already exists,” return to the “New Product to be Created” tab and make sure you entered a Product Code different from the original product’s code.

This process does not automatically validate the product. You still need to click Validate Setup, as with other product setups, to finalize the product.

While the Copy Product functionality can copy the Web Text Info from the original product’s e-Business control, you should open the new product’s setup and review the e-Business to ensure it’s active and appears only when desired.

b.    If you checked the Repeating checkbox, refer to Creating a Repeating Meeting to see the additional steps necessary in order to create your meeting products.