Contract Report for multi-year Events
I am looking for our Best Practice and possible options when it comes to creating a Contract Report for an event that is booked for multiple years.
Business Case: In a Convention Centre, an event or show with multiple editions (e.g., 2025/2026/2027/2028/2029) is contracted all at once. This results in five different events in Momentus, one for each year. Each event has its own Contract, including the Bookings and Service Orders.
However, we want to send the customer a single document that includes the information for all five editions (similar to what we provide to our clients ;-).
At the Contract level, though, I don’t have an option to generate a report that combines multiple records.
- Menu > Contracts: I have the option to show multiple Contracts across Events, but no option to run a Report.
- Menu > Contract Groups: I have the option to show all Contracts linked to the same Contract Group, but no option to run a Report
I know we could add all years in one Event, but that is not the preferred option because each event must be closed within its own (fiscal) year. (and the Event Functions and Orders and it becomes extremely unclear/complex with so many bookings, functions, and orders)
I also know we could probably use an Event Report in stead, but this means I don't have the functionality of Contract Clauses, which I need for different types of Contracts.
I already contacted other Consultants globally, and we discussed a few options like above (using one Event), but I would like to double check if there is any other solution.
Thanks in advance,
Minka
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Minka Verkaar i don't think Rich will be able to answer a best practice question. I'm tagging Martin Stephens in case he can help, he's the expert on best practices for reporting.
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I haven’t encountered a scenario where contract reporting needs to span multiple events. From what I understand, the requirement (enhancement request) is to create a contract at the account level and link it to multiple events, allowing consolidation of orders from multiple events under one contract.
“One ‘ring’ to rule them all and in the darkness bind them”.. :-)
The only workaround I can think of is creating a “Master” event (in addition to the individual events) that aggregates order information across all years and attaching a Master Contract to it. However, this approach is far from ideal—any changes to order details on related events would also need to be updated on the master event to keep the contract (and potentially payment schedules) accurate. This approach would keep your individual events intact for fiscal year closing but would result in additional work to manage the contract.
Enhancements to Contract Group reporting might help, but this still involves multiple contracts across events. We’d have to assume clauses are built consistently across events, which may not always be true. This is why I believe account-level contracts would be the most effective solution.
It might be possible to build a Crystal Report that consolidates contracts across multiple events by connecting events through Event Seasons or Contract Groups. However, this would be complex and still subject to the same issue of potential deviations in contract details.
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Thanks Martin Stephens for the background. I have enough information to go back to the customer.
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