Configuring event options

Do the following to add user-defined Event Description Fields:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options.
2. In the Configure event options window, click Edit.
3. Enter the field names in the Event Description Fields that you want to display on the Event Description window. The user-defined fields entered on the Configure event options window display as data entry fields on the Event Description window.
4. Click Save.

Do the following to add user-defined event Registration Fields:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options.
2. In the Configure event options window, click Edit.
3. Enter the field names in the Registration Fields that you want to display on the Register a customer window's Other tab. The user-defined fields entered on the Configure event options window display as data entry fields on the Other tab.
4. Click Save.

Do the following to add field names to the Exhibition - Years Exhibited Field:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options.
2. In the Configure event options window, click Edit.
3. Enter the field name in the Exhibition - Years Exhibited Field that will store the calculated number of years exhibited.
4. Click Save.

Do the following to delete and event definition on close:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options and click Preferences.
2. In the Event System Preferences window, click Edit.
3. Enable the Delete Event Definition on Close option. Enabling this option has significant implications. If enabled, all event definition records and function definition records are deleted when you close the event. If you do not enable this option, you can retain the event definition and summary records, which might be important to you when cloning events. The event remains listed on the Define an event window with a status of C.
4. Click Save.

Do the following to copy customer type codes to registrant class codes:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options and click Preferences.
2. In the Event System Preferences window, click Edit.
3. Enable the Copy Membership Type to Registrant Class option. iMIS can copy the customer type code directly to the registrant class code if you need to assign fees or group registrants at the customer type level. All non-represented types map to the basic Member (M) or Non Member (NM) classes. You can directly override any system-assigned class on the Event Registration window. If you want to use customer types to define your registrant classes, you can copy the existing customer types from the Set up customer types window to the Set up registration classes window. For example, if you have a student type (customer type = STU) that you need to assign different product fees to, enter the same customer type code on the Set up registration classes window. You can select the customer types that you want to use only by entering matching codes for those types.
4. Click Save.

Note: You must have the same information on both the Set up registration classes and Set up customer types windows for the customer types to display in the Event Function Definition - Fees window.

The Enable Duplicate Registration/Registrant checking option on the Event System Preferences window turns on duplicate checking for registrants. It might be useful if you routinely register customers who do not have records in the customer database. When this option is enabled and a suspected duplicate registrant is entered, a message appears on the Register a customer window stating that the customer is already registered for the event.

Do the following to enable the Enable Duplicate Registration/Registrant checking option:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options and click Preferences.
2. In the Event System Preferences window, click Edit.
3. Enable the Enable Duplicate Registration/Registrant checking option.
4. Click Save.

Do the following to display a warning message when an event is full:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options and click Preferences.
2. In the Event System Preferences window, click Edit.
3. Enable the Display Warning Message when Event is full option.
4. Click Save.

Do the following to set up event and function name calculations:

1. In the Advanced Accounting Console, go to Settings > Events > Configure event options and click Advanced.
2. In the Events Advanced Features window, click Edit.
3. Enter the SQL string that executes the stored procedure in the Event Name Calculation field or the Function Name Calculation field. For example, enter Meeting_Calc 'MeetingCounterName' in the Event Name Calculation field.
4. Click Save.

Creating a stored procedure

Do the following to create a stored procedure:

1. In the Advanced Accounting Console, go to Utilities > SQL Query to open the SQLQuery window.
2. Click New.
3. Enter the SQL command in the SQL Command Text field. For example, the following SQL command will create a stored procedure to generate unique, consistent event codes that include the year and event number count:

CREATE PROCEDURE Meeting_Calc @MeetingCounterName varchar (30) AS

Declare @MeetingCounter int, @Count int
select @Count=Count(*) from Counter
where COUNTER_NAME=@MeetingCounterName
if @Count=0
begin
insert into Counter (COUNTER_NAME,LAST_VALUE)
values (@MeetingCounterName,1)
select @MeetingCounter=1
end
else
begin
update Counter set LAST_VALUE=LAST_VALUE+1
where COUNTER_NAME=@MeetingCounterName
select @MeetingCounter=LAST_VALUE from Counter
where COUNTER_NAME=@MeetingCounterName
end
select convert(varchar,datepart(yy,getdate()))+convert(varchar,@MeetingCounter)

4. Click Execute.