Vendor tag based invoicing can be configured to accomidate automatic invoicing that is tied to specific tags. As an example, lets assume you have two categories of vendors: a full time vendor and a part time vendor. Now lets say you charge your full time vendors $40 dollars per event and your part time vendors $50 dollars an event. Once easy way to streamline this would be to use Tag Based Vendor Fees. Below we will walk you through configuring for this example.
Configuring Vendor Tag Fees
To start, create your event or event season as you normally would. Below, we are selecting an event season we have already created.
Select Events under Event Configuration.
Then select the event overview by clicking the grey arrow icon to the far right of the event listing.
In your event overview, click the gray Edit button at the top right.
Scroll down to the Vendor Type Fees section.
Under Vendor Tag Fees, click the gray +Add tag fee button. This will open up a single tag fee line. Notice below that it allows you to Name the tag, assign an Action and set a Price. Also, note that it allows you to specify which days of the week this tag configuration is valid for. The Applies to section is for more advanced configurations where you have a tag fee that you only want to work on specific days of the week. In most cases you can leave all selected.
Note that there are 3 Action types defined below:
- Add amount price per space - this will add the tag amount to any other configured booth fees
- Override amount per space - this will override any other booth fees and only apply the tag amount
- Override overall total - this will override the total amount. used then you want to apply the fee regardless to the number of booths a vendor is assinged on a single event day.
For our example we will create two entries. One for a tag we will call full-time and one for a tag called part-time where the full-time tagged vendors will get invoiced $40 per booth and the part-time vendors will get invoiced $50 per booth.
Since we are using the Override amount per space Action each vendor will get the tag fee for each booth they are assigned. So, if you have a full-time vendor who attends an event day and has 2 booths they would get invoiced $80, $40 per booth. If you wanted it so that they were only invoiced $40 regardless of the number of booths assigned for that day you would use the Override overall total Action.
Now that our Tag Fees are configured, lets save with the blue save button at the bottom right.
Using Vendor Tag Fees
For this example, we have 2 vendors: Peapod Farms and Honey Bee Hives. We will tag Peapod Farms as "full-time" and Honey Bee Hives as "part-time".
In your Dashboard, Select Vendors from the lefthand toolbar. Here you can see our 2 vendors with no Tags yet configured (as seen under the Vendor Tags filter highlighted below).
Select your vendor (in our case Honey Bee Hives)
Then, under the Tags section add the part-time tag. Click on the pencil edit icon as shown below.
Then, type in "part-time" and click the blue Save button to the far right.
You tag will now be saved against that vendor.
(For this example we also added the "full-time" tag to Peapod Farms.
With both tags added, you will now see them listed under the Vendor Tags filter section.
Now, lets assign our vendors some booths to see how the tag based invoicing works.
In Scheduler, we assign Honey Bee Hives to one booth which generates a $50 booth fee since they had the "full-time" tag.
We assign Peapod Farms to another booth which generates a $40 booth fee since they had the "part-time" tag.
If we assigned Peapod Farms a second booth on the same day it would generate a $80 fee since we used the Override amount per space Action and not the Override total.
Remember, Tag Based Fees will register the amount owed but you will need to create the invoice. One easy way to do that for an entire day is to right click in the column header (where the date is). This will open a dropdown with an option to Create all invoice(s).
Selecting Create all invoice(s) will prompt you to set a due date.
Notice, when you create the invoices the little dots in each cell went from grey to blue. This indicates the invoices have been created. They will turn green when the invoices are paid.
Going back to your Dashboard and selecting Invoices you can search and view individual invoices. Below you can see the $50 invoice we just created for Honey Bee Hives.