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Event Income - Registration Fees

The following information is covered in this topic:

Concepts
Display Fees
Create a new Fee row as the Registration is created
Add a new Fee to an existing Registration
Edit existing Fees
Customize Fees data display and maintenance forms
Event Income table field descriptions
Event Income table indices

Concepts

When a constituent registers for an Event there is usually a registration fee involved. This fee is likely to be dependent on the number of Guests covered by the Registration and the specific Activities that each Guest will attend. The system will automatically calculate and maintain the total amount that the registrant owes for this Event in the Cost (regcost) field in the Registration row. When the registrant makes a payment toward that cost, a row is created in the Event Income (event_income) table to track each payment. You can track registration fee payments made at one time or in multiple installments.

When entering a Registration Fee, you may enter data for the Amount Paid, the Tender, Date Paid, Check Number, ABA Number, Deposit Number, and Comment. When you create the row, the system will automatically update the Paid (regpaid) and Balance (regbalance) fields in the Registration row to which the Event Income row is linked. At the same time in the corresponding Event row, the Event Registration Paid (evntregpd) field is increased and Event Registration Due (evntregdue) field is decreased by the amount of the Event Income row.

If a Registrant includes all or part of the fee along with the Registration information, you may create the Fee row as part of the same process when entering that Registration, Guest, Attendance, and Guest Items information. See the topic, Registration Process for more information on that sequence.

When registration fees are received after the Registration information has been entered, fee rows may be added to existing Registrations via the Registration display.

If Fees are tendered by Credit Card, Bank Draft, Securities, or a Gift in Kind, the system will automatically prompt with a data insert form for the creation of a linked row in the corresponding data table. Such linked rows will hold additional information on the method of tender. When the Fee information is displayed, the linked, supplemental information is incorporated into the display of the Fee row. The linked information may be edited from its own edit button to the left of its display.

Viewing Fee information

Registration fee rows are always linked to a particular Registration row and when displayed, they are shown below the Registration row to which they are linked, in the Fee section. The Fee section is shown only if Fees have already been entered for the registrant, and only if the Registration display mode is set to Long, or set to Short and the user option to Display Linked Data in Short Display is activated.

Display Fees

Locate the Event.
1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
2. Type in the event code or event name in the Event Code/Name box and click Search.
3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.
Locate the Registration record.
After you locate the Event:
1. In Millennium Explorer, click Registrations to display the Search/Create Registration page.
2. Type the registrant's name or id number into the Name/ID box (format for the name is Last/First Middle)
3. Click Search. The Registration page displays (if the search returns more than one name, the Registration page displays after you click on the name you want).
Locate the Fee section. Existing Fee rows that are linked to the Registration will be displayed.
If you do not see the Fees section:
- Display the Registration record in Long display.
- If you still do not see the Fees section, then no Fees for the registrant have been entered.

Create a new Fee row as the Registration is created

Initiate the creation of a new Registration row for the current Event. The Express Registration form displays. Complete as desired, entering Registration and Guest details, and assigning to the Guest, if desired, any of the available Event Items, Activities and Activity Items. To enter the details for, and assign items or activities to, additional Guests, click the Add A Guest button located at the bottom of the Express Registration form for each of the registrant's Guests.
Once the Express Registration process for the registrant is complete, click on the Enter a Fee button located at the bottom of the Express Registration form.
On the Fee insert form, enter the desired data in the following text boxes:

Amount Paid - This field will default to the registration's cost (regcost). You may replace the default amount with the amount of this payment, if different.

Tender - Choose an entry from the pull down list of lookup table entries. If you choose the standard entry for Bank Draft, Credit Card, Securities, or Gift in Kind, see the final step in these instructions. If you choose other Tender Types, skip that step.

Date Paid - Type the date that the payment was made, using appropriate date formatting for your system.

Check # - Type the number from the check (if any).

ABA # - Type the Bank routing number from the check (if any)

Deposit # - The number of the deposit of which this money will be part.

Comment - type any free text information concerning this Event Income.
When all data appears in the form as you want, click on Insert to create the row,

OR

click Cancel to halt the process without creating a new row.
If you chose the Credit Card entry for the method of Tender for the row, the system will automatically prompt for the creation of a linked Credit Card row. Review the Tender Data Maintenance - Transactions Tendered by Credit Card topic for more information about completing the Credit Card insert form.

If you chose the Bank Draft entry for the method of Tender for the row, the system will automatically prompt for the creating of a linked Bank Draft row. Review the Tender Data Maintenance - Transactions Tendered by Bank Draft topic for more information about completing the Bank Draft insert form.

If you chose the Securities entry for the method of Tender for the row, the system will automatically prompt for the creation of a linked Securities row. Review the Tender Data Maintenance - Transactions Tendered by Securities topic for more information about completing the Securities insert form.

If you chose the Gift in Kind entry for the method of Tender for the row, the system will automatically prompt for the creation of a linked Gift in Kind row. Review the Tender Data Maintenance - Transactions Tendered by Gift In Kind topic for more information about completing the Gift in Kind insert form.

Add a new Fee to an existing Registration

Locate the Event.
1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
2. Type in the event code or event name in the Event Code/Name box and click Search.
3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.
Locate the Registration record.
After you locate the Event:
1. In Millennium Explorer, click Registrations to display the Search/Create Registration page.
2. Type the registrant's name or id number into the Name/ID box (format for the name is Last/First Middle)
3. Click Search. The Registration page displays (if the search returns more than one name, the Registration page displays after you click on the name you want).
Point to the Edit button located to the left of the registrant's name.
Click Link > Fee or Link > Fee via Default. The Fees insert form displays.

Another way:

If at least one Fee is already entered, you can add an additional Fee to the registration by pointing to an Edit button located either in the Fee section header, or to the left of the existing fee. Click Insert or Insert via Default.
Complete Steps 3,4, and 5 in the Create a New Fee Row as the Registration is Created section of this topic.

Edit existing Fees

Locate the Event.
1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
2. Type in the event code or event name in the Event Code/Name box and click Search.
3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.
Locate the Registration record.
After you locate the Event:
1. In Millennium Explorer, click Registrations to display the Search/Create Registration page.
2. Type the registrant's name or id number into the Name/ID box (format for the name is Last/First Middle)
3. Click Search. The Registration page displays (if the search returns more than one name, the Registration page displays after you click on the name you want).
Point to the Edit button to the left of the Fee. Click Update/Delete. The Fees update form displays.
Tab or mouse click to each text box containing data that you want to edit. Make the desired changes. If you perform an edit to the Tender field, changing it from Credit Card, Securities, or Gift in Kind to a different tender, any linked secondary rows will automatically be deleted. If you enter a different tender of Credit Card, Securities or Gift in Kind, you will be prompted to enter information for a new, linked secondary data row.
Click Update to make the changes to the data,

OR

Click Delete to remove the data row from the system,

OR

Click Cancel to close the update form. There will be no changes to existing data.

Customize Fees data display and maintenance forms

Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
Access the Events version of the Custom Display Designer by using Millennium Explorer, Tools>Display Design>Events.
Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu. Point to the Fees menu item and then click on the Fees item.
Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
Utilize the Custom Display Designer's editing tools to make your customizations.
Click the Save item on the Navigation Tool Bar to save and apply your changes.

(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)

Event Income Field Descriptions

Registration Fees data is stored in the event_income data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you want to override these default settings, you must customize your display definition.

Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.

Field Name Field Label	Lookup Table	Type SQL/Oracle Length [Default] {Check}	Description
einckey non-displaying	none	numeric/number 13,0	The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (System field)
eincdoc non-displaying	none	char 1 ['N']	This field holds a Y/N flag to indicate the existence of a linked document for this row. (System field)
eincdate no label	none	datetime/date [getdate()]	The date that this row was last updated. This field is automatically entered by the system. (System field)
eincuserid no label	none	varchar/varchar2 30 [suser_sname()]	The User ID of the operator who last edited this row. It is automatically entered by the system. (System field)
eincugroup non-displaying	none	char 1 [' ']	This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (System field)
eincevncod non-displaying	none	char 10 [' ']	This system-generated field holds a copy of the Event code from the Event with which this row is associated. (System field)
eincevent Event	none	varchar/varchar2 110	This system-generated field holds a copy of the Event Name from the Event with which this row is associated. (System field)
eincpaid Amount Paid	none	money/number (19,4)/(16,2) [0]	This field shows the amount that has already been paid toward the Registration for the Event. When the row is being created, this field will default to the Registration Balance amount in the insert form.
eincpddate Date Paid	none	datetime/date	This field is intended to show the date on which the registration fee was paid. It is manually entered by the operator and therefore the institution may determine whether this shows the first or most recent income toward the registration.
eincgiftky non-displaying	none	numeric/number 13, 0 [0]	If this Event Income row was generated from the creation of a Gift, this system-generated field holds a copy of the key field from that Gift row. This field is reserved for future use. (System field)
einclnkfl non-displaying	none	char 2 [56]	This system-generated field is a copy of the file number for the table to which this row is linked. This will be the Registration table, number 56. (System field)
einclnkky non-displaying	none	numeric/number 13, 0 [0]	This system-generated field holds a copy of the key field from the Registration row to which it is linked. (System field)
eincfnum non-displaying	none	char 2 ['60'] {'60'}	This system-generated field shows the number of the Event Income table(60). (System field)
einccrdate non-displaying	none	datetime/date [getdate()]	This system-generated field shows the date on which the row was created. (System field)
einccomm not labeled	none	varchar/varchar2 4000	This is a free text comment that may be associated with this row.
eincothrfl non-displaying	none	char 1 ['N'] {'Y', 'N'}	This is a system-use field that flags the row for the presence of linked Other Info row(s). (System field)
einctender Tender	Tender	char 6 [' ']	This field shows the entry from the Tender lookup table that describes the form in which the payment was received.
eincccflag non-displaying	none	char 1 ['N'] {'Y', 'N'}	If this income was received via a credit card transaction, this system-generated field will flag the system as to the existence of a linked Credit Card row. (System field)
eincchckno Check Number	none	char 12	If this income was received via a personal check, this field may be used to show the Check Number.
eincaba ABA Number	none	char 10	If this income was received via a personal check, this field may be used to show the ABA number
eincdepost Deposit	none	char 10	This field may be used to show the number of the deposit to which this income belongs.
eincdate1	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate2	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincmny1	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny2	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincnum1	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum2	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincyesno	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
einclook1	Event Income Lookup1	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
einclook2	Event Income Lookup2	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
einclook3	Event Income Lookup3	char 6	This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row.
einctext	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
eincsecflg non-displaying	none	char 1 ['N']	This field is a flag to indicate that the method of tender for this Event Income is Securities. (System field)
eincgikflg non-displaying	none	char 1 ['N']	This field is a flag to indicate that the method of tender for this Event Income is Gift in Kind. (System field)
eincgiftfl non-displaying	none	char 1	This field is a flag to indicate that the method of tender for this Event Income is a Gift Transaction. (System field)
eincduesfl non-displaying	none	char 1	This field is a flag to indicate that the method of tender for this Event Income is a Dues Transaction. (System field)
eincpend non-displaying	none	char 1 ['N'] {'N' or 'Y'}	This field is a flag to indicate that this data row has linked information in the 'pending' event_income table as a result of data entry by the constituent via the Online Constituent Directory. That linked info is awaiting incorporation into this data row. (System field)
eincupkey non-displaying	none	numeric/number 13, 0	This field holds the timekey of the pending data row that may be updated from the event_income_pending table. (System field)
eincccfail	none	numeric/number 2,0	Paya Payment Services Failure. This field holds the number of credit card or bank draft payment processing attempts that fail. (System field)
eincdate3	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate4	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate5	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate6	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate7	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate8	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdate9	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdte10	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdte11	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincdte12	none	datetime/date	This custom field may be defined and used by your institution to track any date information associated with this data row.
eincmny3	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny4	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny5	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny6	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny7	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny8	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny9	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny10	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny11	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincmny12	none	money/number (19,4)/(16,2)	This custom field may be defined and used by your institution to track any monetary information associated with this data row.
eincnum3	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum4	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum5	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum6	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum7	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum8	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum9	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum10	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum11	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincnum12	none	numeric/number 10, 0	This custom field may be defined and used by your institution to track any numeric information associated with this data row.
eincchk1	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk2	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk3	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk4	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk5	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk6	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk7	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk8	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk9	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
eincchk10	none	char 1 ['N'] {'N' or 'Y'}	This custom field may be defined and used by your institution to flag this data row for any purpose.
einctxt1	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
einctxt2	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
einctxt3	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
einctxt4	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
einctxt5	none	varchar/varchar2 255	This custom field may be defined and used by your institution to track any free text information you want to associate with this data row.
eincadesrc non-displaying	ade_source	char 30	If this row is created or updated from data that originally came from the event_income_pending table, then this field will hold information about the data's import source. Data from the Online Constituent Directory will have a source of Online Directory. Data from Soft Edit users will have a source of Soft Edit. Data whose import source is the ADE Import Tool can be assigned a value (other than Online Directory or Soft Edit) from the ade_source lookup table by the user who executes the utility, or the source can be blank.

Indices - Event Income

Index	Primary	Fields
pk_event_income	Y	einckey
event_income02		eincevncod
event_income03		einclnkky, einclnkfl
event_income04		eincgiftky
event_income05		eincuserid

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