You must close an event before event MEETING and MEETFUNC activity records can be created. When closing a completed event, a registrant's order data is replaced with an event MEETING activity record.
If the Create Detail Activity checkbox is selected on the Event Function Detail window for a specific function, a MEETFUNC activity record will be created for this function when the event is closed. you can tell at a glance which event functions have this checkbox selected by looking at the function list in the Define an Event - event details window. The Activity column specifies YES if the checkbox is selected.
You must ensure that you have selected the Create Detail Activity checkbox for the desired functions before you close the event.
If the Delete Event Definition on Close option is enabled on the Event System Preferences window the definition and planning records for the event are purged when you close the event. If this option is disabled, the event and product planning information remains in iMIS, the event detail is purged, and a C appears in the Status field to indicate that the event has been closed.
You can close an event any time after completing all event registrations. Open receivables are tracked in AR/Cash for any outstanding balances.
If you are licensed for CEU and tracking continuing education unites for one or more functions within the event that you are closing, you must update the attendance for those functions before closing the event. If an individual is marked as a no-show, you must remove that individual from the function to avoid creating a MEETFUNC activity record for the no-show.
- In the Advanced Accounting Console, open the event.
- Review the Activity column in the function list to ensure that a value of YES is displayed for every function for which you want MEETFUNC activity records created when you close the event. To change an Activity value to YES, edit the function and select the Create Detail Activity checkbox in the Event Function Detail window.
- Click More and select Close Current Meetings. If the system finds current registrants, a message is displayed stating that the event has current registrants.
- Click Yes. A system message prompts you to verify closing the event.
- Click Yes. A message is displayed notifying you that all event details will be removed and that activity history will be generated for all of the registrants.
- Click Yes to close the event.