Event and Activity Items
The Items table serves as the catalog of all merchandise and meals that you want to associate with an Event, or with a particular Activity within the Event. Therefore, rows in this table are not associated with any particular constituent but are linked to either a specific Event row or Activity row. In a sense, the Items data table acts as a Value-based (super) Lookup table for the Guest Items data table. Once a row has been defined in the Items table, then and only then is that item available for use in the Guest Items data table. When you select an item for the Guest Items row, in addition to the name, several other pieces of information are copied from the Item row to the Guest Item row. In addition, when you do so, the data regarding the count of the units that remain available for distribution are automatically adjusted accordingly in the Items row.
This table is designed to allow you the ability to track the exact number of units of a particular size and/or color of item that you have available and the number that were initially available. It may be used as an inventory control, and if you choose to maintain that information using Millennium, there should be a one to one correspondence between the number of rows in this table and the number of unique items that you will deal with.
For example, let's say that you have a Walk-a-thon (an Activity) scheduled as part of a Fall Festival (the Event). Each walker will be given a shirt saying Walk for Fun(ds) and you have ordered 2000 shirts, in large and extra large, and in green and blue. You would first create one entry in the Item Name lookup table for the name of the item. You might name it Walk for Fun(ds) Shirts and assign a code of your choosing. You would then create two entries in the Item Color lookup table - one for green and one for blue. Finally, you would create four rows in the Items table - each using the Item Name (itemname) that you just created, and a beginning inventory (itemtavail) of 500. One would show the color (itemcolor) blue, and the size (itemsize) L, another would show the color as blue and the size as XL. The third row would show the color as green and the size as L, and the fourth would show the color as green and the size as XL. Any Guest Item rows that are created to assign any one of these four Items will be linked to the Guest's Attendance row for the Walk-a-thon Activity.
If at the same time, all participants in any of the Fall Festival's Activities, are offered a Fall into Step bumper sticker, you would also create an entry in the Item Name lookup table specifying that name. Then, you would create an entry in the Items data table describing that item, using the color, size, beginning inventory or any other information that is relevant. Any Guest Item rows that are created to assign the bumper sticker will be linked to the Event Guest row.
When Items rows are created, the # Used field (itemused) defaults to zero and the # Remaining (itemavail) defaults to the same value that you entered in the Inventory (itemtavail) field. Then, as Guest Item rows are created and entries from the Items table are identified as Guest Items, the # Used field is automatically increased and the # Remaining is automatically reduced in the corresponding Items row. Therefore, the # Used and # Remaining fields appear in the display of Items data but they are not included in the maintenance forms because that data is system-generated.
Display Items Linked to an Event
- Access the Event whose Items data you want to view. For more information see, Accessing an Existing Event.
- In the Millennium Explorer, click on Event Info.
- Click Items under Event Info. The system will display all of the Items that are linked to the Event you accessed in step 1.
Display Items Linked to an Activity
- Access the Event whose Activity's Items data you want to view. For more information see, Accessing an Existing Event
- In the Millennium Explorer, click on Activities to expand that item.
- From within the data display area, click on the desired Activity name. For more information see, Accessing an Existing Activity.
- Click Items under Activities. The system will display all of the Items that are linked to the Activity you accessed in step 3.
Create a New Item Row
- Verify that the name of the Item that you want to create has already been created as an entry in the Items Name (itemname) lookup table and if needed, that the Item Color (itemcolor) lookup table includes an entry for the desired color.
- To create an Item linked to an Event, begin by following the instructions for accessing the display of Items linked to an Event, shown directly above. To create an Item linked to an Activity, begin by following the instructions for accessing the display of Items linked to an Activity, shown directly above.
- Pass the mouse pointer over the Items section header Edit button, or the edit button to the left of any existing Item rows, to access a context menu. Click Insert or Insert via Default.
- You will be given an Insert form either blank or with your current active default definition for Items. If you want to use a default definition that is not currently flagged as your active one, then point to the Choose Default item from the section header Edit button instead, and click on the name of the desired default definition.
-
Enter the appropriate data for each of the data columns.
Item Name - choose an entry from the list of values from the Item Name lookup table.
Size - type a size designation (if appropriate). Please note that Size is NOT a lookup table driven field.
Item Color - choose an entry from the list of values from the Item Color lookup table.
Cost - type the cost of this item.
Beginning Inventory - type the number of units of this item that you have in stock (or allotted) before the Event Registration has begun.
Comment - type any free text information concerning this Item.
-
When all data appears in the form as you want, click on Insert to create the Items row.
OR
Click Cancel to halt the process without creating a new row.
Edit Existing Item Data
- To edit an Item linked to an Event, begin by following the instructions for accessing the display of Items linked to an Event, shown directly above. To edit an Item linked to an Activity, begin by following the instructions for accessing the display of Items linked to an Activity, shown directly above.
- Pass the mouse pointer over the edit button to the left of the desired row to access a context menu. Click Update/Delete. An Update form showing the current data will be presented.
- Tab or mouse click to each text box containing data that you want to edit. Make the desired changes.
-
Click the Update button to make the changes to the data,
OR
Click Delete to remove the data row from the system,
OR
Click Cancel to halt the process without making any changes to the data row.
Customize the Items 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, .
- Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu, and then click on the Items 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 Save to save and apply your changes.
(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)
Items Field Descriptions
Items data is stored in the items 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 wish 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 |
|---|---|---|---|
|
itemkey 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) |
|
itemdoc 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) |
|
itemdate no label |
none |
datetime/date
[getdate()]
|
The date that this row was last updated. This field is automatically entered by the system. (system field) |
|
itemuserid 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) |
|
itemugroup 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) |
|
Item |
Item Name |
char 6 [' ']
|
This field is used to name the item described in this row. It is controlled by the Item Name lookup table. |
|
Size |
none |
varchar/varchar2 65
|
This free text field may be used to describe the size of this Item. |
|
Color |
Item Color |
char 6 [' ']
|
This field may be used to describe the color of this item. It is controlled by the Item Color lookup table. |
|
Cost |
none |
money/number (19,4)/(16,2) [0]
|
This field may be used to track the cost of an individual unit of this item. |
|
# Remaining |
none |
numeric/number 10,0 [0]
|
This system-generated field shows the number of units of this item that are remaining in stock. It is calculated as the difference in the Inventory (itemtavail) and the # Used (itemused). (system field) |
|
# Used |
none |
numeric/number 10,0 [0]
|
This system-generated field defines the number of items from inventory that have already been used. This number increases automatically as Guest Item rows are created using a particular entry in the Items data table.(system field) |
|
Inventory |
none |
numeric/number 10,0 [0]
|
This field is used to establish a count of the total number of units of this item that were originally available - the beginning inventory.(system field) |
|
itemlnkfl non-displaying |
none |
char 2
|
This system-generated field holds the number for the table whose row this Item row is linked. This will be either Events (21) or Activity (52). (system field) |
|
itemlnkky non-displaying |
none |
numeric/number 13,0
{>0} |
This system-generated field holds a copy of the key field from the Event or Activity row to which this Item row is linked. (system field) |
|
itemfnum non-displaying |
none |
char 2 ['55'] {'55'} |
This system-generated field holds the table number of the Items table (55). (system field) |
|
itemcrdate non-displaying |
none |
datetime/date
[getdate()]
|
This system-generated field shows the date on which the row was created. (system field) |
|
not labeled |
none |
varchar/varchar2 4000
|
This is a free text comment that may be associated with this row. |
|
itemothrfl 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) |
|
itemevncd 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) |
|
itemevent 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) |
|
itemactvty Activity |
none |
varchar/varchar2 110
|
This system-generated field holds a copy of the Activity Name with which this row is associated. (system field) |
|
itemdate1 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
itemdate2 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
itemmny1 |
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. |
|
itemmny2 |
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. |
|
itemnum1 |
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. |
|
itemnum2 |
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. |
|
itemyesno |
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. |
|
itemlook1 |
Items 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. |
|
itemlook2 |
Items 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. |
|
itemlook3 |
Items 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. |
|
itemtext |
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. |
|
itemtype non-displaying |
Table Groups |
char 6 [' ']
|
This system-generated field is a copy of the Type (Group) field from the Item Name lookup table entry that is used in the itemname field in this data row. When choosing Items for a Guest, the system will display Items with an itemtype of 'menu' in a separate list and will permit you to select no more than one menu Item for each Guest.(system field) |
|
itemstndrd Standard |
none |
char 1
|
This custom field may be defined and used by your institution to flag when an Activity is set to Standard during Express Registration. |
| itemdate3 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate4 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate5 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate6 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate7 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate8 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdate9 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdte10 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdte11 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemdte12 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| itemmny3 | 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. |
| itemmny4 | 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. |
| itemmny5 | 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. |
| itemmny6 | 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. |
| itemmny7 | 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. |
| itemmny8 | 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. |
| itemmny9 | 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. |
| itemmny10 | 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. |
| itemmny11 | 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. |
| itemmny12 | 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. |
| itemnum3 | 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. |
| itemnum4 | 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. |
| itemnum5 | 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. |
| itemnum6 | 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. |
| itemnum7 | 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. |
| itemnum8 | 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. |
| itemnum9 | 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. |
| itemnum10 | 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. |
| itemnum11 | 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. |
| itemnum12 | 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. |
| itemchk1 | 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. |
| itemchk2 | 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. |
| itemchk3 | 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. |
| itemchk4 | 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. |
| itemchk5 | 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. |
| itemchk6 | 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. |
| itemchk7 | 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. |
| itemchk8 | 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. |
| itemchk9 | 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. |
| itemchk10 | 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. |
| itemtxt1 | 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. |
| itemtxt2 | 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. |
| itemtxt3 | 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. |
| itemtxt4 | 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. |
| itemtxt5 | 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. |
Indices - Items
| Index | Primary | Foreign | Unique | Fields | Sort |
|---|---|---|---|---|---|
| pk_items | Y | itemkey | |||
| items02 | itemlnkky, itemlnkfl | ||||
| items03 | itemname | ||||
| items04 | itemevncd | ||||
| items05 | itemuserid |