XERPIUM EVENT — Enterprise Event Organizer Solution

Summary

Enterprise Event Organizer Ecosystem

XERPIUM EVENT ORGANIZER is a complete ERP solution for the event organizer business — from master data, event planning, budget, timeline, QR invitations, digital check-in, to accounting & dashboards.

ACARA

Event, Venue, Vendor

QR

Invitation & Check-in

BUDGET

Budget vs Actual

ACCOUNTING

COA & EO Reports

📅

TIMELINE

D-day Schedule

✅

CEKLIS

Event Checklist

👥

GUESTS

Guest Management

📈

DASHBOARD

KPI Real-time

Master Data

Master Data Event Organizer

Structured master data for all EO entities — event type, venue, vendor, client, team.

📍

eo.event.type — Tipe Acara

Event Types — Wedding, Birthday, Corporate, Concert, Exhibition, Seminar, Gala Dinner, Festival
Code — Unique code per type, sequence order
Base Price — Default package price per event type
Default Duration — Default hours, auto-filled when creating an event
Event Count — Computed counter of events per type

🎭

eo.venue — Venue / Location

Facilities — Sound system, lighting, AC, parking, WiFi, projector (boolean)
Pricing — Price per hour, price per day (monetary)
Capacity — Required, positive constraint
Location — Address, city, province, country, GPS coordinates
Contact — Contact person name, phone, email
Unique Code — Venue code unique constraint
Conflict Detection — Venue double-booking check on event create

💼

eo.vendor — Vendor / Partner

Categories — Catering, Decoration, Sound System, Lighting, Photography, Security, Transport, MC, Entertainment, Florist
Rating — Rating 1-5, price per event, contract start/end
Active Status — is_active boolean for vendor availability
Linked Partner — res.partner for financial integration
Event Count — Computed events assigned to vendor

👥

eo.client + eo.team — Client & Team

Client Types — Individual, Corporate, Government
Company Info — Company name, Tax ID, total spending (computed)
Rating — Client rating, event count
Team Members — Internal team with roles, assignment per event
Integrations — res.partner linked for invoicing

📈

Master Data Views — Event Type, Venue, Vendor, Client

Form & Tree View with computed fields, facility badges, maps

Event Management

End-to-End Event Management

Complete flow from draft event to completed — with timeline, checklist, budget, expense tracking.

Draft

→

Confirmed

→

Planning

→

Executing

→

Completed

📅

eo.event — Event Core

Basic Info — Name, client, event type, venue, project manager
Schedule — Start datetime, end datetime, actual start/end tracking
Financial — Total budget, total expense, profit, profit margin % (computed)
Guest Stats — Guest count, invitation count, attendance count (computed)
Checklist Progress — checklist_done / checklist_total, progress % auto
Sales Integration — sale_order_id, invoice_ids (one2many to account.move)
Vendor & Team — Many2many vendor_ids, team_ids
Venue Conflict Check — @api.constrains check double booking venue & date

📄

eo.timeline — Event Timeline

Event Schedule — Per-item timeline with start/end datetime, sequence
Assigned To — eo.team member responsible per timeline item
Status — Pending → In Progress → Done → Blocked
D-day Planning — Event program from preparation to completion

✅

eo.checklist — Event Checklist

Categories — Venue, Catering, Decoration, Sound, Lighting, Photography, Entertainment, Transport, Guest Management
Priority — Low, Medium, High — due date tracking
Responsible — Team member assigned per checklist item
Progress — is_done boolean, progress % computed per event

💰

eo.contract — Contracts & Sales

Contact Info — Client contact, event type, date
Pricing — Base price + add-ons, discount, total amount
Payment Terms — DP %, installment count, due dates
Sales Order — Auto-create sale.order from event via action_create_sale_order
Invoice Link — Invoice IDs from sale.order

Event Lifecycle — From Contract to Completed

1 Create Event: eo.event → draft

2 Setup: timeline + checklist + budget

3 SO & Invoice: action_create_sale_order → invoice

4 Execute: action_execute → actual_start

5 Complete: action_complete → actual_end → profit report

📅

Event Form — Timeline, Checklist, Budget, Vendors, Invitations

Tabbed interface: Timeline Gantt, Checklist progress bars, Budget variance %, Guest list

Finance

Budget & Expense Tracking

Budget planning per category, real-time expense tracking, variance analysis for every event.

eo.budget — Budget Lines

Field	Description
Name	Budget line name (translate)
Category	Revenue, COGS, Operating Expense
Budget Amount	Planned amount (monetary)
Actual Amount	Realized amount from expense entries
Variance	Budget - Actual (computed)
Variance %	Percentage variance (computed)
Account	account.account link

eo.expense — Expense Items

Categories — Venue, Catering, Decoration, Sound, Lighting, Photography, Entertainment, Transport, Talent
Linked Budget — eo.budget_id for variance tracking per line
Vendor — eo.vendor_id or res.partner
Receipt — Binary receipt upload, receipt filename
Approval Flow — Draft → Approved → Paid → Rejected
Journal Entry — Link to account.move once posted to accounting

eo.payment — Payment Schedule

Payment Stages — 50% DP, 50% Settlement (customizable)
Due Date — Per termin, amount, currency
Invoice Link — account.move for each term
Status Tracking — Pending, Partial, Paid, Overdue

Profitability per Event

Total Budget — Sum of all budget line budget_amount
Total Expense — Sum of all budget line actual_amount
Profit — Total Budget - Total Expense
Profit Margin — (Profit / Total Budget) * 100, stored computed
Amount Total — Sum of invoices linked to event

💰

Budget Variance Report per Event

eo.budget lines with traffic-light variance %, expense approval flow, payment schedule

Digital Invitation

QR Code Invitations & Digital Check-in

Digital invitation system with auto-generated QR codes, web check-in, and real-time attendance tracking.

Draft

→

Sent

→

Delivered

→

Opened

→

Confirmed

→

Attended

📧

eo.invitation — Digital Invitation

Auto-sequence — INV/2026/00001 format
Invitation Types — VIP, Regular, Family, Media, Sponsor
QR Code — Auto-generated on create (qrcode + PIL pipeline)
QR Token — UUID v4 unique token per invitation
Check-in URL — /eo/checkin/{token} public endpoint
Plus One — +1 guest tracking, +1 name, checked status
Seating — Seat number, table number assignment
RSVP — RSVP deadline, confirmed date, sent date tracking

🕵

eo.guest — Guest Management

Guest Identity — Name, email, phone, company name
Category — VIP, Regular, Media, Sponsor, Vendor, Internal
Dietary — Dietary preferences, notes
History — Total events attended, total invitations
Bulk Invitation — Wizard: select guests → send mass email
Print — Invitation card QWeb report

QR Code Technology Stack

Library — qrcode (Python) + PIL/Pillow
Error Correction — ERROR_CORRECT_H (30% recovery)
Box Size — 10 pixels per QR module
Token — UUID v4, unpredictable
Image Storage — Base64 PNG in Image field

Check-in URL — /eo/checkin/{token}
Auto-check IP — IP address captured on scan
User Tracking — checkin_by (res.users), checkin_datetime
+1 Feature — plus_one_checked boolean
Email Template — Built-in invitation email with QR

U

Send invitations to 50 guests for the Grand Opening event on June 15

AI

resolve Event "Grand Opening" found. 50 guests from the existing database.
execute 50 invitations created with QR codes. Sending via email template.

U

Cek attendance Grand Opening

AI

query Attendance: 42/50 checked in. 8 no-show. Check-in rate: 84%.

📧

Invitation Management — QR Code, Bulk Send, Check-in Dashboard

Invitation form with QR code preview, guest list with check-in status, attendance heatmap

Analytics

Dashboard & KPI Event Organizer

Real-time analytics dashboard to monitor events, finances, guests, and profitability.

EVENTS

Active Events

REV

Total Revenue

GUESTS

Total Invited

PROFIT

Margin %

EO Dashboard — KPI Widgets

Widget	Metric	Source
Events by State	Count per state (draft/confirmed/planning/executing/completed)	eo.event
Revenue by Month	Total invoiced amount per month (line chart)	account.move
Budget vs Actual	Budget vs actual per event category (bar chart)	eo.budget
Top Client	Clients by total spending (ranked)	eo.client
Invitation Stats	Sent vs attended vs cancelled (pie chart)	eo.invitation
Upcoming Events	List + countdown (next 30 days)	eo.event
Venue Utilization	Events per venue (bar chart)	eo.venue
Profit Margin Trend	Margin % per month (area chart)	eo.event

AI Dashboard Features

Auto-Generate — "Create an event organizer dashboard" → full dashboard
NL → SQL — "Revenue this month" → real-time SQL query
Chart Insight — AI analysis of booking trends, peak season
Copilot Chat — SSE-streamed chat with dashboard context
Conditional Formatting — Overdue invoices red, completed green

Chart Types Available

tile line bar bar_h area pie doughnut scatter radar funnel gauge bullet map list todo stacked_bar waterfall

📈

Dashboard Studio — Event Organizer KPI

Revenue Trend, Event Status Pie, Budget vs Actual Bar, Attendance Funnel, Profit Margin Gauge

Accounting

Event Organizer Accounting

EO-specific Chart of Accounts with 181 accounts — event revenue, COGS, operating expense, integrated B/S & P&L.

Chart of Account — Event Organizer

Group	Count	Example Accounts
Revenue (41)	41 accounts	Event Revenue, Sponsorship, Ticket Sales, Penalty Income
COGS (51)	51 accounts	Venue Rental, Catering, Decoration, Sound System, Lighting
Operating Expense (61)	61 accounts	Marketing, Transport, Crew Wages, Office, Utilities
Current Assets	10+ accounts	Cash, Bank, AR Event, AR Sponsorship, Inventory
Current Liabilities	8+ accounts	AP Vendor, Deferred Revenue, Tax Payable
Equity	4 accounts	Capital, Retained Earnings, Current Year Earnings

EO Accounting Features

Invoice per Event — Automatic invoice from event sale.order
PPN 11% — Auto-calculate VAT on event invoices
Revenue Recognition — Deferred revenue for event down payments
Expense Matching — COGS per event matched with revenue
Profit per Event — P&L report per event
Multi-Currency — Overseas vendor/client transactions
Analytic Accounts — Cost center per event

💰

Chart of Accounts — Event Organizer

COA structure: Revenue 4xxx, COGS 5xxx, Expense 6xxx

Ecosystem

Cross-Module Integration

Event Organizer fully integrated with the entire XERPIUM ecosystem.

💰

EO ↔ Accounting

Automatic invoice from event via sale.order
EO-specific COA, 11% VAT, B/S & P&L per event
Budget variance & profit margin tracking

📦

EO ↔ Inventory

Merchandise, tools, event materials stock
Consumption tracking per event
Reordering for recurring events

👥

EO ↔ CRM & Sales

Lead from CRM → convert to event
Sale.order auto-created from event
Quotation templates per event type

🤖

EO ↔ AI Assistant

Search events, vendors, guests via natural language
Generate sales report per period
Create bulk invitations via command

📅

EO ↔ Calendar

Event schedule synced with calendar
Timeline items as calendar events
Venue booking calendar view

👥

EO ↔ HR

Team assignment per event
Crew scheduling & attendance
Vendor contract management

📈

EO ↔ Dashboard

vit_dashboard_event_organizer — 14 KPI
Dashboard Studio: drag & drop charts
AI auto-generate dashboard & insight

🔗

EO ↔ Dynamic Stage

Configurable workflow per event state
Python hooks, server actions, RBAC
Auto-sync stage ↔ native state

Comparison

Why XERPIUM Event Organizer?

Aspect	Spreadsheet / Manual	XERPIUM Event Organizer
Master Data	✗ Separate notes	✓ Event Type, Venue, Vendor, Client, Team
Venue Booking	✗ Prone to double booking	✓ Automatic conflict check, calendar view
Event Timeline	✗ Word/Excel documents	✓ Digital timeline, status tracking, team assignment
Checklist	✗ Manual paper checklist	✓ Per category, priority, due date, progress %
Budget & Expense	✗ Manual tracking, error prone	✓ Budget vs actual, variance %, approval flow
Invitation	✗ Printed paper invitations	✓ Digital QR code, email, web check-in
Check-in	✗ Manual guest book	✓ QR scan, auto-attendance, +1 tracking
Invoice	✗ Create invoices manually	✓ Auto from sale.order, installment tracking
Profit per Event	✗ Manual calculation	✓ Real-time profit & margin computed
Dashboard	✗ None	✓ 14 KPI, AI-powered, 19 chart types
AI Assistant	✗ Not available	✓ 100+ tools, multilingual
License	Paid per user/app	SaaS / On Premise — all included

Portfolio

XERPIUM Industry Portfolio

Industry	Module	Dashboard	Report
Inventory & WMS	275+	✓	✓
Manufacturing	230+	✓	✓
Purchase	105	✓	✓
HR & Payroll	29	✓	✓
Aerospace	10	✓	✓
Accounting	9	✓	✓
University	9	✓	✓
Distribution	8	✓	✓
Koperasi	8	✓	✓
Retail & POS	7+	✓	✓
Gold Mining & Refinery	7	✓	✓
Aviation	6	✓	✓
Coal Mining	6	✓	✓
Hospital & Pharmacy	6	✓	✓
Hajj & Umrah Travel	6	✓	✓
Logistics	5	✓	✓
Hotel & Property	5	✓	✓
Beauty Clinic	5	✓	✓
Rental	4	✓	✓
Livestock	4	✓	✓
Fishery	4	✓	✓
Software House	4	✓	✓
Event Organizer	4	✓	✓
Satellite City	2	✓	✓
Education Foundation	2	✓	✓
Food & Beverage	1	✓	✓
Civil Construction	1	✓	✓
Garment	1	✓	✓
Agriculture	1	✓	✓
Theme Park	1	✓	✓
Data Center / IT	1	✓	✓
Palm Oil	1	✓	✓
Feedmill	1	✓	✓
Building Management	1	✓	✓
Auditor	1	✓	✓

XERPIUMEVENT