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Reporting World

Events

Standard Events Reports

The Events Reports Template Group contains templates for managing Events and Activities.

When you activate the New Criteria item under the Reporting World in the Millennium Explorer, you will see the names of the standard reporting groups (libraries). When the Events group is selected, all standard templates available for that group will appear in an indexed page in the display frame to the right. Each template name in the group will appear in an alphabetical listing. You may scroll or use the index letters at the top of the page to locate the name of the desired template.

Each name appears as a hyperlink to the display of a Report Form, showing the suggested criteria and report options, which can be modified as necessary. Standard formats have also been established for each template.

Each report template in this library is described in the following document, with suggestions for user modifications. All report templates in this library utilize the Millennium standard Generic Event Worktable. Each utilizes a standard Millennium format definition of the same name as the report template. These were created using the third party software, Crystal Reports.

In this document, each template description includes a thumbnail view of a sample report that was produced using the report template that is being described. For a larger view of the sample report, click on the thumbnail and an additional browser will open, showing a scanned image of the print version of the sample report. When you are finished viewing the larger image, close that browser and return to this document in the original browser.

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A

Activity Profile

    

Purpose and Description:

This report gives comprehensive information related to an Activity. This includes the budgeted and the system-calculated figures that are displayed as the Activity Details in the Events World, and also the supporting details from the rows that are linked to the Activity. This includes the Expenses, the Items, the Organizers, and the Attendees for this Activity.

Criteria:

The standard criteria selects Activities for a prompted list of Activity Names.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is ascending order by Activity Name.

HTML Compatibility:

This report is equally suited for viewing in HTML or printing.

Customization Tips

Criteria:

Activities must be the key table. Only use fields from the Activities table and the Event table to modify the criteria to select the Activities that you want to profile.

Options:

Options should not be changed.

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Actual vs. Budgeted Expense

Purpose and Description:

This report lists the actual expense amounts versus the budgeted expense amounts, and the expense item name and comment for one or more Events and its Activities.  It shows all of the Event Expenses, and then displays each of the Activities expenses under its own name and indented below the Event's expense information

Criteria:

The criteria selects all Expense rows for a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Group by Event then Activity and sort by Expense item.

HTML Compatibility:

This report is satisfactory for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

Should not be changed.

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Actual vs. Budgeted Expense by Activity

Purpose and Description:

This report lists the actual expense amounts versus the budgeted expense amounts, and the expense item name and comment for one or more Activities.  This report does not show any of the expenses from the Event row(s) to which the selected Activities are linked.  When prompted, you may select the Expense rows linked to any set of Activities, based on the Event Code associated with the Activity and the name of the Activity. 

Criteria:

The criteria selects all Expense rows for a prompted list of Activities and for a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Group by Event then Activity and sort by Expense item.

HTML Compatibility:

This report is satisfactory for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

Should not be changed.

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Actual vs. Budgeted Expense by Event

Purpose and Description:

This report lists the actual expense amounts versus the budgeted expense amounts, and the expense item name and comment for one or more Events.  It does not include expense information from any Activities linked to those Events, but only those associated with the Event itself. 

Criteria:

The criteria selects all Expense rows for a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

Group by Event then sort by Expense item.

HTML Compatibility:

This report is satisfactory for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

Should not be changed.

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Attendance List by Activity

Purpose and Description:

This report lists all registrants and their guests (attendees) for a selected set of Activities.  It also lists the maximum number of attendees for each Activity and the total number of registrants.

Criteria:

The criteria selects all Attendance rows for a prompted list of Activities and a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

none

Sorting/Grouping:

This report is grouped by activity and then by registrant; Sort by attendee name.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Attendance must be the key table. Only use fields from the Attendance table and the Event table to modify your selection.

Options:

Should not be changed.

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Audio Video List

Purpose and Description:

This report will list the Audio Video Needs for an Event and/or Activity.  The report will print the date and time needed, location, Contact Name, Phone Number, Event, and Activity.  The report will be grouped by Audio Video Equipment and sorted by Date and Time Needed.

Criteria:

Selects all Other Info rows where the type is Audio Video (av) and the Event is from a prompted list of Events. 

Report Options:

Allow Multiples

Parameters:

none

Sorting/Grouping:

This report is grouped by Other Info type and sorted by date and time needed

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

Should not be changed.

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B

Budgeted Expense by Expense Type

Purpose and Description:

This report lists the Expense information for an Event and its Activities, organized by the expense type.  The expense item name, cost, and comment are listed on the report along with a total of the expenses for the Event (including the Activities) and the Budgeted Cost for the Event.

Criteria:

Select all Expenses from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Grouped by Event, then Activity, then Expense Type.  Sorted by Item.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

The options should not be changed.

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Budgeted Expense by Expense Type by Activity

Purpose and Description:

This report lists the Expenses for one or more Activities, organized by the Expense type.  The expense item name, cost, and comment are listed on the report along with a total expense for the Activity and the budgeted cost for the Activity. 

Note that the budgeted cost amount is copied from the Activity data row and that amount will reflect the amount that was budgeted for the Activity. 

Criteria:

Select all Expenses from a prompted list Events and a prompted list of Activities.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Grouped by Event, then Activity, then Expense Type.  Sorted by Item.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

The options should not be changed.

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Budgeted Expense by Expense Type by Event

Purpose and Description:

This report lists the Expenses for an Event, organized by the Expense type.  The expense item name, cost, and comment are listed on the report along with a total of the Expenses for the Event.  It also shows the budgeted cost for the Event. 

Note that the budgeted cost is copied from the Event data row and that amount will reflect the amount that was budgeted for the Event and associated Activities.  This report shows only the Expenses associated with the Event,but not the Expenses from the linked Activities.

Criteria:

The report selects all Expenses from a prompted list of Events. 

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Grouped by Event, then Expense Type.  Sorted by Item.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

The options should not be changed.

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E

Equipment List for Event Speakers

Purpose and Description:

This report will list the pieces of equipment needed by the speakers for an Event.  The report will also list the start and end dates, start and end times, duration, and location.  The report will is grouped by Event, Activity, Speaker Name, and then sorted by Start Date, and Start Time.

Criteria:

The criteria selects all Speaker rows where the Event Code is equal to a prompted reply.

Report Options:

Allow Multiples

Parameters:

none

Sorting/Grouping:

This report will is grouped by Event, Activity, Speaker Name, and then sorted by Start Date, and Start Time.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Speakers must be the key table. Only use fields from the Speakers table and the Event table to modify your selection.

Options:

The options should not be changed.

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Event Organizers

Purpose and Description:

The report is an alphabetical list of the organizers for an event.  The report also shows the start and end dates, event, and activity for each organizer. The report may be shown as an alphabetical list of the names of the organizers, or it may be grouped by organizer type.

Criteria:

The criteria selects all organizers from a prompted list of Events. 

Report Options:

Allow Multiples

Parameters:

Parameter1: 1 = Sort by Name;  2 = sort by Organizer Type.

Sorting/Grouping:

Group by a calculated field based on parameter1; Sort by organizer name and start date.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Organizers must be the key table. Only use fields from the Event table to modify your selection.

Options:

The options should not be changed.

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Event and Activity Summary

Purpose and Description:

This report is a summary of the information for an Event its Activities. It shows the "bottom line" information without showing all the details of the supporting or linked data rows. The report includes the Names of the Event and Activities, Start Dates, Max # of Guests, Total # Invited, Total # Registered, # Guests, Income, Expenses, and Profit/Loss for the Event and each Activity.

Criteria:

The standard criteria selects all Events from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is by Event Name, then Activity Name

HTML Compatibility:

This report is equally suited for viewing in HTML or printing.

Customization Tips

Criteria:

Event must be the key table. Only use fields from the Event table to modify your selection.

Options:

Options should not be changed.

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Event Profile

   

Purpose and Description:

This report is a detailed view of all the information for an Event. It shows all displaying fields from the Event, details from Expenses, Items, Organizer, and Solicitor data rows linked to the Event, and the details from all of the Activities that are linked to the Event. The Activity information includes the displaying data from the Activity row, but is not designed to include the supporting or linked rows for the Activity.

Criteria:

The standard criteria selects all Events from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is Event Name, then Activity Name.

HTML Compatibility:

This report is equally suited for viewing in HTML or printing.

Customization Tips

Criteria:

Event must be the key table. Only use fields from the Event table to modify your selection.

Options:

Options should not be changed.

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L

Lodging List by Hotel

Purpose and Description:

This report shows lodging information for an Event, organized by hotel.  It shows the room type, room number, the number of people, arrival and departure date, confirmation number, and event name.

Criteria:

The report selects all Other Info rows that are used for Lodging information, and from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

This report is grouped by hotel name and room type and then sorted by guest name and arrival date.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

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Lodging List by Name

Purpose and Description:

This report shows lodging information for an Event, organized by guest name.  It shows the hotel, room type, room number, the number of people, arrival and departure date, confirmation number, and event name.

Criteria:

The report selects all Other Info rows that are used for Lodging information, and from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

This report is grouped by guest name and then sorted by hotel name,  room type, and arrival date.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

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M

Mailing Labels

Purpose and Description:

This report is a printout of mailing labels, using a 1.5 by 4 inches, one across layout. It shows the name and Address info from the specified Guest rows. If no Address information is available from the data, a label is generated showing the name only.

Criteria:

The standard criteria selects all Attendance rows from a prompted list of Activities and Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is by ZIP Code and then by Attendee Name.

HTML Compatibility:

This report is intended for printing but may be viewed in HTML

Customization Tips

Criteria:

Attendance must be the key table. Only use fields from the Attendance table and the Event table to modify your selection.

Options:

Options should not be changed.

Format:

The format might be edited to suppress labels for those Guests without Address information.

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N

Name Tags

Purpose and Description:

This report is designed to print Name Tags for Guests. When data is available, it will print the Name Tag Line 1, Line 2, Line 3, and Representative of information from the Guest row. Below that info, the Event Name, Guest City and Guest State are shown.

Criteria:

The standard criteria selects all Event Guest rows from a prompted list of Events. Only those Name tags have not yet been printed will print.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is alphabetical by Guest name.

HTML Compatibility:

This report is intended for printing but may be viewed in HTML

Customization Tips

Criteria:

Event Guest must be the key table. Only use fields from the Event Guest table and the Event table to modify your selection.

Options:

Options should not be changed.

Format:

You may choose to change the sizes or positions of the data on the Name tag to conform to a preprinted form that you use. You may want to remove the Activity line if the Name tags are to be used for an entire Event.

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P

Place Cards

Purpose and Description:

This report prints information to be used as a seating place card at an Activity. It shows the Attendee's Name, Table #, Seat #, the Event Name, and the specified Activity.

Criteria:

The criteria selects all Attendance rows for a prompted list of Activities and a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

Sort: 1 = Alpha; 2= Alpha by Seat by Table; 1

Sorting/Grouping:

The standard sort for this format is parameter driven.

HTML Compatibility:

This report is equally suited for viewing in HTML or printing.

Customization Tips

Criteria:

Attendance must be the key table. Only use fields from the Attendance table and the Event table to modify your selection.

Options:

Options should not be changed.

Format:

The format may be edited as desired to conform to the particular size or layout of your preprinted forms.

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R

Registrants with Outstanding Fees

Purpose and Description:

This report is an alphabetical list of those registrants who have a balance remaining on the expected fees for an Event.  The report shows the registration cost, amount paid, balance, and amount pledged for each registrant. 

Criteria:

This report selects all Registration rows with a balance greater than zero, and from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Group by registrant name.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Registration must be the key table. Only use fields from the Registration table and the Event table to modify your selection.

Options:

The options should not be changed.

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S

Seating List

Purpose and Description:

This report is a list of Attendees at an Activity, organized by Table Number, which may be used as a master list of seating assignments. The list shows the Guests in alphabetical order within each table. For each Guest, Seat #, Food Request, and Special Needs information is shown.

Criteria:

The criteria selects all Attendance rows for a prompted list of Activities and a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The standard sort for this format is alphabetical by guest name within table number.

HTML Compatibility:

This report is equally suited for viewing in HTML or printing.

Customization Tips

Criteria:

Attendance must be the key table. Only use fields from the Attendance table and the Event table to modify your selection.

Options:

Options should not be changed.

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Solicitor Listing with Registrants

Purpose and Description:

This report is an alphabetical list of solicitors for an Event.  The report also lists the solicitor goal, the registrants, and the amount pledged for each registrant.  A percent to goal figure will appear on the report.  The report will be grouped by solicitor and sorted by registrant name.

Criteria:

The criteria selects Event Solicitor rows for a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The report is grouped by solicitor and then sorted by registrant name.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Event Solicitor must be the key table. Only use fields from the Event Solicitor table and the Event table to modify your selection.

Options:

The options should not be changed.

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Speaker List by Activity

Purpose and Description:

This report shows a list of Speakers for an Activity.  It also shows the starting and ending date and time, the duration, and the location for the presentation. This report does not include Speakers for the Event to which the Activity is linked.

Criteria:

The criteria selects all Speaker rows from a prompted list of Activities and a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

The report is grouped by Event, then Activity.  It is then sorted by speaker name, start date, and start time.

HTML Compatibility:

 

Customization Tips

Criteria:

Speaker must be the key table. Use only fields from the Speaker table and the Event table to modify your selection.

Options:

The options should not be changed.

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Speaker List by Event

Purpose and Description:

This report shows a list of Speakers for an Event.  It also shows the starting and ending date and time, the duration, and the location for the presentation.  This report does not include Speakers for any of the Activities within the Event.

Criteria:

The criteria selects all Speaker rows from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

The report is grouped by Event, then Activity.  It is then sorted by speaker name, start date, and start time.

HTML Compatibility:

 

Customization Tips

Criteria:

Speaker must be the key table. Use only fields from the Speaker table and the Event table to modify your selection.

Options:

The options should not be changed.

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Speaker List by Speaker

Purpose and Description:

This report shows a list of people who are scheduled to act as a Speaker.  The report shows the Speakers name and gives a list of all of the Events or Activities for which the person is scheduled to make a presentation.  It also shows the starting and ending date and time, the duration, and the location for each of the presentations.

Criteria:

The criteria selects all Speaker rows from a prompted list of last names.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

The report is grouped by Speaker name and then sorted by Event, Activity, start date, and start time.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Speaker must be the key table. You may want to narrow the selection to Speaker rows associated with a particular Event or a particular time period, but only use fields from the Speaker table and the Event table to modify your selection.

Options:

The options should not be changed.

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Special Needs Guest List by Activity

Purpose and Description:

This report is an alphabetical list of Guests with special dietary or disability needs for a prompted list of Activities.  The report shows the Guest name, the dietary need, disability, Event name and Activity name.  This report does not show any Special Needs information that is linked only to the Guest row (those that are Special Needs for the entire Event), but only those that are linked to Guest's participation in an Activity.

Criteria:

The report selects Other Info data rows that are used for Special Needs, and which are linked to an Attendance row, and which are associated with a prompted list of Events and a prompted list of Activities.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Grouping and sorting are by guest name.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

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Special Needs Guest List by Event

Purpose and Description:

This report is an alphabetical list of Guests with special dietary or disability needs for a prompted list of Events.  The report shows the Guest name, the dietary need, disability, and Event name.  This report does not show any Special Needs information that is linked to the Attendance row (those that are Special Needs for a particular Activity), but only those that are linked to the Guest row (a need that is applicable for the entire Event.).

Criteria:

The report selects Other Info data rows that are used for Special Needs, and which are linked to an Event Guest row, and which are associated with a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

Grouping and sorting are by guest name.

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

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T

Tournament Team Assignments by Activity

Purpose and Description:

This report lists the team assignments for the guests who are participating in an Activity that has associated Tournament Needs.  The report also shows the starting hole, handicap, locker, course, and tee time for each team member. 

Criteria:

The report selects Other Info rows that are used for Tournament needs, that are linked to Attendance rows, and that are associated with prompted lists of Events and Activities.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

The report is grouped by Team Name, and then sorted by team member.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

The key table must be Other Info.

Options:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Format:

The format may be edited to use additional sort orders or groupings.

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Tournament Team Assignments by Event

Purpose and Description:

This report shows the Team Assignments for a Tournament within an Event.  The report shows the starting hole, handicap, locker, course, and tee time for each team member.  The report will be grouped by Team and sorted by team member name. 

Criteria:

The criteria selects Other Info rows linked to Event Guest rows that are used for Tournament information, and from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None.

Sorting/Grouping:

The report is grouped by Team Name, and then sorted by team member.

HTML Compatibility:

This landscape report is not suitable for viewing in HTML.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

Format:

The format may be edited to use additional sort orders or groupings.

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Transportation Needs by Guest

Purpose and Description:

This report will list the transportation needs for each Guest for an Event. It shows the date of travel, departure time, arrival time, transportation mode, flight/train number, departure location, and connection location.  

Criteria:

The criteria selects Other Info rows that are used to track transportation needs and which are from a prompted list of Events.

Report Options:

Allow Multiples

Parameters:

None

Sorting/Grouping:

The report is grouped by guest name, and sorted by date of travel.

HTML Compatibility:

This landscape report is not suitable for HTML display.

Customization Tips

Criteria:

Other Info must be the key table. Only use fields from the Other Info table and the Event table to modify your selection.

Options:

The options should not be changed.

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V

Vendor List

Purpose and Description:

This report lists vendors used for the selected Event and/or Activity.  It is sorted by Event, then Activity, then by vendor name.  By varying the parameter settings, this report may produce several versions of output. 

1.  The report may show a list of Vendors from Expenses linked only to the selected Event rows.  (Parameter1 = Y, Parameter2 = N)
2.  The report may show a list of Vendors from Expenses linked only to the selected Activity rows.  (Parameter1 = N, Parameter2 = Y)
3.  The report may show a list of Vendors from Expenses linked to both the selected Event and Activities rows.  (Parameter1 = Y, Parameter2 = Y)

Criteria:

The criteria selects all Expense rows for a prompted list of Events and a prompted list of Activities, where the Vendor name is not blank.

Report Options:

Allow Multiples

Parameters:

Parameter1 = Print Event Vendors? (Y/N)
Parameter2 = Print Activity Vendors? (Y/N)

Sorting/Grouping:

The report is grouped by Event, Activity, then vendor, and then sorted by Expense item. 

HTML Compatibility:

This report is suitable for viewing in HTML.

Customization Tips

Criteria:

Expenses must be the key table. Only use fields from the Expenses table and the Event table to modify your selection.

Options:

The options should not be changed.

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