Document Number: CES-WKI-207 Revision Number: 1 Approved By: Assistant Director of KBHCCD Effective Date: 6/27/2014 Description of Last Change:

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1 PURPOSE: This work instruction establishes uniform guidelines for printing documents in EBMS. SCOPE: This work instruction shall apply to all Kay Bailey Hutchison Convention Center Dallas (KBHCCD) personnel that print documents in EBMS. RESPONSIBILITY & AUTHORITY: All managers and supervisors are responsible for ensuring that employees follow this work instruction. SAFETY: Follow all applicable City of Dallas safety guidelines associated with this work instruction. ENVIRONMENT: Follow all applicable City of Dallas Environmental procedures associated with this work instruction. DEFINITIONS: Event Business Management Software (EBMS): Version 19 desktop version currently being utilized. Version 20 Optional web based version. Event Master List of all events in the facility. Booking Calendar Calendar view of all events in the facility. Service Orders Primary form of adding services and equipment for an event. Must have function created to add. Work Orders Part of service orders broken down by department. Complete Work Orders/Close Service Orders can be reversed until an invoice is created. WORK INSTRUCTION: 1. Convention Center staff shall log into EBMS and go to Event Master view. 2. Find the show event by typing in the name of the show under description or scrolling through the list to find then hit enter. 3. Once the event is found double click on the event. 4. From here find the service order icon (yellow folders) 5. You will see the Order Tab and the Order Account Name 6. To print Proforma Service Invoice/Receipt the following steps shall be taken: 1 of 6

2 6.1. Under Order tab you will see Order Account name click on the order you want to run an invoice/receipt on Click on the Reports icon at the top of the screen From the drop down list click Proforma Services Order Invoice 6.4. Then click OK twice and give computer time to populate the invoice in PDF Click on the printer icon at the top left hand side. Note 6.2 Note 6.1 Note To print a work order the following steps shall be taken: 7.1. Under the Items tab highlight the first entrance (ex: 15 amp 120V 1 P) 7.2. Right click on the highlighted 15 amp 120V 1P 7.3. Click Edit Order 7.4. At the top of the screen click on the Report Icon 7.5. From the list click on Work Order All Items 2 of 6

3 7.6. Click OK to populate the order then click the printer icon at the top left hand corner. Note 7.1 Note 7.3 Note 7.2 Note 7.4 Note of 6

4 8. To print multiple items on a single work order (i.e. electrical and plumbing) the following steps shall be taken: 8.1. Click on the order you want to print Click on Options at the top of the screen 8.3. Click on Work Orders If you don t not see the work order click on the Refresh button 8.4. Click on the Report icon at the top of the screen 8.5. Select Work Order All Items 8.6. Click OK and wait for the order to populate then print Note 8.2 Note 8.3 Note 8.4 Note Note 8.5 Note of 6

5 9. To print an itemized spread sheet of all work orders in excel the following steps shall be taken Under the item tab highlight the first entrance (ex: 20 amp 120V1P) 9.2. Go to the top of the screen and click the Task icon 9.3. In the drop down list choose EMBS EZEXPORT then click OK twice 9.4. When you click Yes the spread sheet will populate 9.5. Click on the page layout tab to over to print title click on the arrow in the lower right corner, change to landscape 9.6. Print spreadsheet. REFERENCES: Event Business Management Software (EBMS) RECORDS: Note 9.1 Service Work Order (Work Ticket) Single Work Orders (i.e. Electrical, Plumbing) Service Order Confirmation Note 9.1 (Proforma Service Invoice/Receipt) Itemized report of Work Orders Note 9.2 Note of 6

6 Note 9.5 REFERENCES: EBMS RECORDS: Work Order Service Order Confirmation (Performa Service Invoice Receipt) Final Invoice Itemized spreadsheet of work orders 6 of 6