Event Entry
Contents
Overview of FR400UPD
The Event Entry screen is accessed via the Event Inquiry screen. From the Event Inquiry screen, click the New button on the toolbar. You will see this screen:
There are multiple tabs on this screen, all of which become active once the Event information has been added.
Adding a New Event
Event Tab
The following fields are available on the Event tab:
| Field | Description |
|---|---|
| Event PIN | The event PIN will automatically be assigned by the system, and cannot be modified |
| Region | The region is automatically updated when the zip, city and state are entered |
| Event date | Enter the date of the event in mm/dd/yyyy format or click the calendar icon to select the date |
| Event name | Alphanumeric name of the event |
| Season | The event season will automatically update based on the date of the event |
| Event type | Enter the event type code or click the list icon to select from a list of active event type codes in the system |
| Event status | Enter the event status code or click the list icon to select from a list of active event status codes in the system |
| Staff PIN | Unique ID number of a staff person assigned to the event, if applicable. You can type the PIN or click the search icon to locate the staff member's constituent record |
| ZIP | ZIP code where the event will take place |
| City | City of the event address |
| State | Enter the state abbreviation or click the list icon to select from a list of active state codes in the system |
| County | Enter the county code or click the list icon to select from a list of active county codes in the system |
| Community | Enter the community code or click the list icon to select from a list of active community codes in the system |
| Participant Count/Approved Projection | Initial estimate of the number of event participants, as approved by an authorized event representative |
| Amount/Approved Projection | Initial estimate of the expected event revenue, as approved by an authorized event representative |
| Participant Count/Current Estimate | Updated estimate of the number of event participants (if available), as approved by an authorized event representative |
| Amount/Current Estimate | Updated estimate of the expected event revenue, as approved by an authorized event representative |
| Participant Count/Actual | Actual number of event participants |
| Amount/Actual | Actual event revenue |
| Outstanding receivables | Any event revenue not yet collected from participants |
When you have finished entering the information, click Save. The rest of the tabs are now available for review/entry.
Links Tab
When you click the links tab, you will see this screen:
On this screen, you can link the following to an event:
- Participants
- Volunteers
- Church/Orgs
- Sister Agencies
- Spec Desig
To add a new link, click radio button next to the link type that you wish to add (Volunteers, as an example) and then click the New button on the toolbar:
The following fields will activate for data entry:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Volunteer PIN | Enter the Volunteer PIN or click the search icon to locate the volunteer's constituent record. You can also click Add to add a new constituent record |
| Position | Type the position code or click the list icon to select from a list of active position codes in the system |
| Church/Org PIN | If the volunteer is affiliated with a church or organization, you can add that link here. Type the church/organization PIN or click the search icon to locate the constituent record. You can also click Add to add a new constituent record |
When you have entered the information, click Save to retain your changes. The new link will now appear on the screen:
Repeat the process for each link that you wish to add to the event.
Local Alloc Tab
In local allocations, a portion of an event’s income is shared with a local, tax-exempt agency. This amount is capped at a certain, user-configurable percentage of event receipts. In Connect-FR, the event record contains information about which agency(ies) will receive local allocations and the amount(s) of such allocations. The Local Alloc tab allows you to add local allocations to the event.
When you click the Local Alloc tab, you will see this screen:
To add a new local allocation, click the New button on the toolbar. The fields will become active for data entry:
Agency tab
The following fields are available on the Agency tab:
| Field | Description |
|---|---|
| Agency PIN | Enter the PIN for the agency receiving the allocation. You can type the PIN or click the search icon to locate their constituent record. You can also click the Add icon to add a new constituent record |
| Percentage | Enter the allocated percentage. You can only enter up to the maximum amount specified in Local Allocation Setup |
| Amount | If the agency is receiving a dollar amount rather than a percentage, enter the dollar amount here |
| Other agency PIN | if there is a secondary agency receiving some of the allocated funds, enter the PIN or click the search icon to locate their constituent record. You can also click the Add icon to add a new constituent record |
Pass Thru Agency tab
All foundations and corporations, and most federal agencies will only make donations to nonprofit, tax-exempt 501(c)(3) organizations. If, however, you are granting local allocations to organizations that do NOT have this status, a pass through agency can be utilized. A pass through agency is a 501(c)(3) who agrees to accept the funds on behalf of organizations without the classification, and agrees to disperse the monies as designated. Pass through agencies can utilize up to 8% of the funds for bookkeeping expenses, but are otherwise required to disperse the funds as agreed.
When you click the Pass Thru Agency tab, you will see this screen:
The following fields are available for data entry:
| Field | Description |
|---|---|
| Ready for approval | Select to indicate that the local allocation is ready for approval. An approved local allocation may be processed and have a check generated from it |
| Contact PIN | Unique ID number of an individual to contact regarding the local allocation. Search for an existing constituent or add a new one using any of the adjacent buttons |
| Approval | Freeform field that allows you to enter the name of the person who approved this record |
| Comment | Optional, alphanumeric comment regarding the local allocation and its approval |
| Use of funds 1 | Type the allocation code or click the list icon to select from a list of active local allocation codes in the system |
| Use of funds 2 | Type the allocation code or click the list icon to select from a list of active local allocation codes in the system |
| Use of funds 3 | Type the allocation code or click the list icon to select from a list of active local allocation codes in the system |
| Use of funds 4 | Type the allocation code or click the list icon to select from a list of active local allocation codes in the system |
When you have finished entering the information, click Save to retain your changes.
LA Checks
When you click the LA Checks tab, you will see a screen similar to this one:
To request a check for a local allocation, click the Add button. The bottom portion of the screen will activate for entry:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Request date | Date of the new check request. Type the date in mm/dd/yyyy format or select from the pop-up calendar |
| Request amount | Dollar amount of the check request. Must be less than or equal to the amount available for the local allocation |
| Verified payee information | Indicates that the payee information for the check request has been verified as correct. Updates the local allocation payment comment with user ID, date, and time conveying who verified the correct payee information |
When you have finished entering the information, the screen will update as such:
Income tab
The Income tab reflects entries from Event Receipts Entry for this event. When you click the Income tab, you will see this screen:
To view an event receipt, you can double-click it or click it once and then click View. This will launch the Event Receipt Entry screen for this record. When you have finished viewing the information, click Exit to return to the Income tab.
Orders tab
You will see the following screen when you click the Orders tab:
To add a new event order, click the New button. This will launch the Order Entry screen.
Returns
If you have orders that are returned, you can easily update the information on this screen. Click the Returns button on the toolbar. The screen will activate the returns area:
Click into the appropriate field to modify the quantities:
When you have finished entering the information, click Save to retain your changes.
Memos tab
The Memos tab links you to the memos area for the event.
Copying an Event
The DDI Connect allows you to copy an existing event into a new one. To do so, you must look up and view the event that you wish to copy. When you are on the Event screen:
Click the Actions button and select Copy Event:
You will see this screen appear:
Select the records that you wish to copy. When you have made your selections, click Copy. This will launch the Event Entry screen, with the majority of the information populated. You simply need to enter the Event date and make any necessary adjustments:
Once you have made your changes, click Save.
