Video walkthrough (must watch)
Intro. How does our booking migration technology work.
It’s pretty clever stuff.
We use artificial intelligence to read each booking PDF and then turn the PDF into a digital document.
After this we manually review each of your bookings for quality control (sometimes there will be small QC issues but more on this later).
You then just need to match the booking line items to stock in Marquee Tech.
Step 1. Matching Stock to line items
The first thing you will need to do is match line items to stock items in the Marquee Tech system.
To do this simply match the booking line item to a stock item in Marquee Tech and then click Match.
Step 2. If you describe stock items differently for each booking
What you may find is that you call the same stock item different for each customer.
For example
In the above example all 3 products are “Trestle Tables” they have just been named differently for each booking.
To match these line items to a stock item all you need to do:
1. Is type “Trestle Tables” in the drop down search
2. Click the green Match button
Step 3. Good news! You only have to match line items once.
Our stock matching algorithm is also pretty clever, because once you match a line item to a stock item, all other bookings with that line item will be automatically matched for you.
For example if you match trestle tables in booking 1, then every other booking with trestle tables will have been automatically matched for you.
This means once you have stock matched a few bookings, your work load for other bookings will decrease.
The more stock you match, the smarter the system becomes and the less stock matching you will have to do.
See this working in the video below.
In the video below I have opened a booking for the very first time.
When I click on the Matched tab, you can see the trestle tables that we matched earlier have automatically been matched for you.
Step 4. Stock matching tents
In the booking invoice below we have 5x tent’s that need to be matched.
When matching tents it is important to remember to factor in the first additional bay/tent.
For example, if you are hiring 3x Oriental Canopies, you only need to add 2 additional bays.
This is because you match the first unit then add the 2x additional units to create 3 in total.
The table below breaks this down for you.
This is how this would look on Marquee Tech
Step 5. How to un-match a stock item
To un-match a stock item, all you need to do is click "Matched Stock" and then "Remove Match".
Like this:
Step 6. How to find the stock matching tool
When you click on a booking that has been migrated, simply scroll down to the quote and click this link.
You can find this at the bottom of the booking page.
Step 7. Potential quality assurance issues
1. No event date on booking. If there is no event date on the booking, we will default the date to Jan 1st 2022
2. No email address. PDFs do not include email addresses so you will have to manually add these.
3. Payments already made. You will have to manually mark previous invoices and deposits as paid with the amount paid.
Step 8. Stock and load lists
Once you have matched line items to stock items your load lists and stock reports will automatically re-calculate.
Step 9. How to see all bookings in the system
Click here for all bookings in 2022
Click here for all bookings in 2023
So what was the mistake in the video?
When I added the additional bays for the 9mx18m clear span I should have added 5x additional bays (not 4x additional bays).
This is because 4x additional 3m bays would have created a tent length of 15m (not 18m).
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