1. Select the Code Table and Table Etrey value you would like to change the status of.

   

2. Click either the Activate or Inactivate Buttons depending on which status you would like to change the value of.

Some code tables allow setting up a default value to be used when inserting a new record into Theatre Manager. For example, if the salutation code table had a default value of "Mr. and Mrs." This feature reduces the amount of time it takes to input information into Theatre Manager. Values that do not change each time a new record is inserted can be predefined.

Setting a Default

1. Select the value from the appropriate code table.

   Single click the value to highlight it.

2. Click the Set Default button.

   A bullet should now appear beside the value, signifing the default code table value.

Removing a Default

1. Select the default value from the appropriate code table

   Single clicking the value to highlight it. This will be the value that is marked by the bullet.

2. Click the Remove Default Button

   

   The default should now be removed. If the bullet has disappeared the process was successful. There is no longer a default value.

Merging Code Table Values can take some time as it depends on how many values you are merging and the number of times they have been merged. Make a backup of your database before you perform a merge on code table data. Click Here to learn how.

1. Select the values that you would like to merge.

   

2. Click the Merge button.

   The Duplicate Search Options Window will open.

   

3. Select the value you would like to merge all data into then click Merge

   A Warning Window will open asking you to confirm the merge.

   

4. Click Yes to continue with the merge.

• As broad as a department
• As specific as a person or two

To use this feature, you need to do three things:

• Create a list of departments of access groups to suit your needs in this code table
• Assign an employee to one or more access groups
• Assign a specific record to one or more groups using the access field on each record. If the employee matches any one of the groups, they will be able to see the data. This applies to:
  • Donation records
  • Ticket Sales
  • Ticket Reporting
  • Tasks
  • Mail Lists
  • Donation Campaigns
  • Play Access
  • Performance Access
  • Volunteer Activities
  • and more

The Countries in the code table list appear in the Country drop down list in the Patron window, Default Data, Maps, Web Sales, and other places using the Country drop down list in Theatre Manager.

You can shorten the list by setting countries to inactivate, or if a country is not a 'System' country, it can be deleted from the code table. If a country is not in the Code Table, it can be added.

For 'System' countries, Theatre Manager has built in controls for phone numbers, postal codes, and more. Currently these are:

• Canada
• USA
• Australia
• New Zealand
Depending on the region, defaults can be set. For more information on setting a country as a default in the Company Defaults, click here.



For more information on how to access the Country table click here.

For information about editing values in Code Tables, click here.

The field settings are:

• Attendance Reason - this is a short description to appear online in the patrons' attendance record. Examples: 'away' or 'sick'
• Expanded Description - is a longer description for lists for the attendance reason. Examples:
  • 'cannot attend - personal reason' or
  • 'caught the current flu going around'
• set the status to be active or in active
• indicate that the attendance reason as being patron usable. If this flag is set, then a patron can use this excuse to set their own attendance to a class within a course using the online module. For example, if a student could not attend one day in a drama class, ballet class, swim class or pilates session they can indicate why they cannot come so that the instructor knows who will be present that day.

Staff can use all reasons that are active, including those that are marked not patron usable

For information about editing values in Code Tables, click here.

To see where and how Course Attendance Reason is used in Courses, click here.

For information about editing values in Code Tables, click here.

Report Card Categories also have to be setup before Report Cards can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Categories and assign values to it.

For information about editing values in Code Tables, click here.

Just like Categories, Report Card Ratings have to be defined in Code Tables before they can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Ratings and assign values to it.

Specific general ledger asset and income accounts are required to be defined prior to Creating Sales Entries and performing Deposits.

Refer to the section General Ledger Accounts to create the account information. Click here for more information.

For information about editing values in Code Tables, click here.

Because these code table values are defaulted, you may not insert a new default account or delete an existing account, however, you can edit an existing account. The result values are the types of default accounts that must be set up in Theatre Manager.

You must assign a General Ledger Account number to each of the defaulted values. The general ledger accounts you use must be created to carry out the sole purpose of the default value.

For example: Once you have an accounts receivable account, that account will only be used as an accounts receivable account.

Note: The donation main bank account and the transfer bank account have special meaning cannot be the same. Refer to the help on setting up Restricted Donation Accounts for more information.

Editing a Default Account

The default accounts should not need to be edited or changed very often. There may be times which you need to.

For example: When upgrading Theatre Manager, sometimes new default accounts are added, or you may desire to change the account numbers on a yearly basis. Before editing a default account ensure that there is a general ledger account number that is set up.

Refer to Creating General Ledger Accounts for more information.

1. Double click on the account to be edited.

   The Entry of Account Description Window opens.

   

2. Enter the G/L account number.

   If you do not already have a general ledger account number setup in G/L accounts do so now. Entering a G/L Account number here, will assign a general ledger account to the default account in code tables.

   For example: The default account "Exchange Fees" is assigned the G/L Account # 4 - 2000 - 200. Therefore all revenue generated from exchange fees will be posted to that account number.

3. Enter an account purpose (or description).

   This field should be already filled in. You may change the name if you like, but it is not recommended.

4. Click Save

   The changes have now been saved.

items appear online in the sort order (alphabetical) and the external name is used to categorize and provide headers for each group. You can access various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

• Gifts to Capital Campaign
• Donations to Individual Campaigns
• Support our Educational outreach

There are 3 fields:

• External Name - see above
• Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
• Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Individual Donations are in the middle of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

The Donor Giving Capacity values are displayed on the Donor Tab on the Patron Window. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

The Code Table Moves Management is used to track interactions with Donors and Potential Donors. Moves Management can be used to track Patrons as relationships are built, donations given and contributions increase.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

For information about editing values in Code Tables, click here.

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details. They can also be made manditory fields through the Mandatory Data Tab in Company Preferences and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your venue's requirements.

click here.

Calendar Types are set in new Tasks as they are inserted into the Calendar in Facility Managment. There are "permanent" system Calendar Types built into Theatre Manager.

Facility Calendar Types are built-in codes you do not have to set up. While you cannot change the meaning of each of these, you can change the description to something more meaningful to your organization.

These are used as the general types for the Facility Task Types you will use to define the type of each task.

Click here, to learn more about Calendars.

For information about editing values in Code Tables, click here.

Click for more information about Resources, Resources, Inventory and Merchandise.

The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Groups might be for internal resources and those sold on line. Examples might be:

• Typical internal resource groups
  • Light devices
  • Sound equipment
  • Rooms
• Resource groups that might also be sold online could be
  • Merchandise
  • CD's and Music

For information about editing values in Code Tables, click here.

Click for more information about Resources, Resources, Inventory and Merchandise. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Resource Sub Groups are intended to be sub-classification within a resource group when items are sold online. For example, a resource group of Merchandise might have subgroups like

• Men's t-shirts
• Womens t-shirts
• Hat's

i.e. there is one Men's t-shirts with a bunch of sizes/colours on the web pages.

For information about editing values in Code Tables, click here.

The Facility Task Types are those that appear in the Task Information Window, Task Type drop down.

1. To enter a new task type, click the new button.

   The Task Type Add window opens.

   

2. In the Calendar Type tab, select the Calendar Type the task is to be associated with, from the drop down list.

   

   You can also choose a color for the task on a calendar.

3. Click the Save button.

   The Default Security tab is now available.

   

   You can now choose a security level. Security indicates which groups of employees can view/change information for tasks of these types when they are created. You can change any of these and they will apply to the next task of this type created. Prior tasks are not affected.

The types of activities your organization's volunteers engage can not only be set up, assigned and tracked inside Theatre Manager but if you have the Facility Module, Pricing Levels can be established and changed to reflect things like Overtime and Stat Holidays. You define pricing levels for the volunteer on the Facility Billing tab of a Volunteer's Activity window.

• Click here for more information on the Facility Billing tab.
• For more information on volunteer management inside Theatre Manager click here.
• For information about editing values in Code Tables, click here.

The Code Table Folder Name is used to categorize and organize Folders within Theatre Manager. At the current time, these Folders can be found when saving Form Letters or Mail Lists

You can create folders where you can store Form Letters and Mail Lists. It makes it handy to separate them by department, for example. You could have a Development folder and a Box Office folder. The Box Office would store all their Mail Lists in the Box Office folder - then when the Development staff go looking for a Mail List, they don't have to wade through all the Box Office Mail Lists to find their own. Folders can be used as search options in the Form Letter List and Mail List windows to ease the search time for the desired Form Letter or mail List.

The folders can be divided by department or person, or any other division you want.

For information about editing values in Code Tables, click here.

The Gender code table is also linked to the salutation table. If people pick a salutation, you can indicate the gender that is to be associated with the salutation. For example, Mr. generally translates to 'Male'. If a patron picks that as a salutation, Tm will help by setting their gender to Male, if it is set to the default of 'Unknown'

For information about editing values in Code Tables, click here.

Letter types are displayed in the Form Letters Window accessable through the Letters Tab.

Types allow you classify the types of letters that can be created and sent to patrons

For information about editing values in Code Tables, click here.

The Media Types are used to maintain the type of press for members of the media.

Click Here to view the help on Media Management.

For information about editing values in Code Tables, click here.

items appear online in the following sort order:

• Alphabetical by the 'sort order' of the category (multiple categories can have the same sort order), then by
• External name used to categorize and provide headers for each group, then by
• The actual pass/gift certificate name within the category

Suggested values to enter into this code table for external name are:

• Gift Certificates
• Memberships
• Subscriptions
• Passes

There are 3 fields:

• External Name - see above
• Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
• Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Subscription Passes fall towards the end of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

It is recommended that this code table be somewhat specific and contain between 10 and 25 key possible reasons for why patrons buy from your organization. Examples might be:

• some newspaper sources
• some social media sources
• some sources based on annual activities like subscriptions, fundraiser, or donation
• some sources based on referrals like friends

The Revenues by Why Did Patron Buy report is a great way to summarize this data for relevant events and periods of time.

You can make collection of this data mandatory for all orders by enabling the reason to buy option in System Preferences.

For all values in this table, you will want to take care in where you make them available. Available at box office will likely be checked for most reasons, but may not be checked for reasons like Facebook Referral or what have you. You may also any to disable seasonal things when not appropriate such as Subscription or Christmas Flyer and then enable them again when appropriate. Available on internet should be unchecked for reasons that a customer should not pick. e.g. <forgot to ask> is not really suitable for online sales.

For online donations, you will want a code table entry that: indicates that the order is for donations (e.g if the word donation is in the reason to buy list, it is probably sufficient) is active has the Available on internet unchecked so it cannot be picked during online ticket orders. is placed in the tmcheckoutdonationreasontobuy.html web page for donation only onliny orders.

For information about editing values in Code Tables, click here.

The member card status codes are displayed on the Member Card Window. They are used as a reference as to the status of the card. Each card status may be set as 'active' or 'inactive'. Inactive card types do not count towards the maximum access card limit for a pass/Gift certificate setup-> edits tab.

Click here for more information on the Member Card window.

For information about editing values in Code Tables, click here.

The Code Table Age Codes is used to categorize personnel and/or volunteers into particular age ranges. If the age is unknown, then an age code Unknown may be useful. Age codes could also be specific birth years if required.

For information about editing values in Code Tables, click here.

• phone numbers
• addresses
• e-mail addresses
• web site addresses

Note: for addresses, you can indicate if 'Company/Title' should be printed on the address label or form letter address. This field would be checked for 'work' addresses, and not for 'home'. If the company name is not marked to be printed on an address (in codetables), it never will for labels or form letters

For information about editing values in Code Tables, click here.

Default Locations used at the Box Office

Every code table can have a default value indicated by the '•' at the left of the code table entry. This is important to set for the Location table as it affects which location is used by default. In the example below:

• Home is the default location, so it will appear in the new patron entry screen.
• Home is allowed to be used for:
  • Phone numbers so the default for all phone numbers entered at the box office is 'home'. If you don't want that for a specific phone number, you much change it on the patron window
  • E-mail - which is shown as the default for email entry
  • Web site - which is shown as the default for web sites
  • Address - which is shown as the default for addresses
• Home is not allowed for fax in this example. The default for fax will be one of other locations that allows fax numbers

Default Locations used on the web Site (for new patrons)

Locations on the web are a bit more granular and refer to the code tables for values, but do not use the code tables for position of usage.

For example, on the web you may want to:

• Only allow certain items to be entered
• duplicate some of them (like allow entry of multiple phone number)
• Change the order in which they are presented

to do this, you edit the file called constantPATRONCONTACTNEW.txt that is in the tmTemplates folder. In that file, you would have a number followed by a tab, followed by the name of the location from the code table. The number reflects the meaning of the contact data. Always put Email first. The following is an example:

4 tab Home   where

• 4 means email per the legend -and-
• Home is the value to use which must exist in code tables and be valid for that entry

so a reasonable list of entries are:

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTEXISTING.txt with the same rules for existing patrons. Theatre Manager will always show all the data in the patron record and no more. If you want to have some empty fields for additional data, you can add more to the template.

For example, if you want to allow up to 3 phone numbers, then you might have a table of

• 2 tab Home
• 2 tab Work
• 2 tab Mobile

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTLIMITED.txt with the same rules if you are using limited profile patrons to specify what those phone or emails will be called when a patron fills them in.

Name Suffixes are chosen from the Patron window. These can be included when sending letters to patrons.

For information about editing values in Code Tables, click here.

The example below provides some ideas for the relationship code table that you can enhance to suit your business and CRM requirements.

Making a relationship entry under one patron automatically makes an entry under the other patron. The code table allows you to create terminology that clearly defines both sides of the relationship. For example:

• in a family relationship you could use Parent/Child to show who is the parent in the relationship and who is the child.
• a work relationship could be supervisor/employee.
• some relationships might use the same words like coworker/coworker.
• some political relationships could be Knows the Mayor/Is known by the Mayor

Use any pair of words that helps you define the relationship.

For information about editing values in Code Tables, click here.

The Patron Salutations code table is used to maintain the salutations on the patron and employee windows.

For information about editing values in Code Tables, click here.

The Code Table Patron Type is used to sort patrons records into categories. This information is used for Patron Records.

For information about editing values in Code Tables, click here.

• The payment Code is the abbreviated form that is found throughout Theatre Manager.
• The Payment Method is the full description of the payment type that appears online and at the box office.
• Security Group Access provides
  • Ability to set which groups of people can use the payment method. It means you can set access to some of the custom payments to certain people. Eg. There may be some different ones for education, development, group sales or inter departmental transfer payment types.
  • Security cannot be use for the 7 built in payment methods below (eg ~CASH, ~CHECK ,etc)
• The G/L account column displays the GL asset account that a particular payment is posted to.
• The Sort Order allows you to organize the payment method display order where paymetns are listed online and at the box office. this way you can put your commonly used items at the top of the list. Sort order is 10 characters, alphabetic
• Payment types are one of:
  • Credit Card - can be used with merchant providers or EMV devices to authorize cards. You must have contracted with your merchant provider to use each card type you want to accept. There are some specific values for the payment code if the payment type is 'Credit Card'. These are:
    • VISA - for Visa
    • MCARD - for Mastercard
    • DISC - for Discover
    • DCCB - for Diners Club
    • INTRAC - for Interac (debit) in Canada
      • currently only supported for Moneris EMV cards.
      • You cannot accept INTRAC without using an EMV device.
      • This method is removed from the payment list when doing refunds -- but it can be used for EMV refunds since the choice of refund method is then based on the card the patron actually uses.
    • JCB - for JCB cards
    • UPAY - for Union Pay (Chinese branded)

    This will ensure that Theatre Manager validates for the required number of digits for each card type, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, to assist card entry.

    Before changing the merchant provider for a credit card payment method, please read about the ramifications

  • EFT - (Electronic Funds Transfer) can be used, amongst other things, for post dated payments and produce an export file during end of day. The export file is formatted to your bank and will cause funds to be transferred from patrons to your account.
  • System - are 7 special built in system payments that cannot be deleted (only inactivated) like cash, check, voucher, pass/gift certificate redemption and gift in kind. They cause Theatre Manager to behave in a distinct way and ask for special data to be entered for that payment method.

    These built in payment methods are:

    • ~CASH which is typically called 'cash' and is used for all cash payments..

      In Canada, make sure to set it for rounding to nearest $0.05

    • ~CHECK which is typically called 'check' or 'cheque' and is used for all check payments
    • ~GIFT which is for gift in kind payments to supply data as required by CRA for tax receipts.
    • ~COUPN which is used to add coupons to an order that might cause a discount to happen
    • ~ACCT which is used to indicate no payment on an order - and leave a balance on account
    • ~PASS which is used to add a gift certificate or pass payment to an order. A pass might alter the cost of the tickets to create a discount.
    • ~PNOTE which is used to add a voucher payment number to an order - suitable for printing on invoices to customers.
  • Other - can be used for any other payment methods such as intra-campus PO's or payment entered in another system and recorded in TM - those which cannot be accommodated in the standard payment methods

Please refer to Rounding of Cash Payments if you are in Canada or another country that requires rounding of certain payment methods. While this features is typically used for cash, you can use on any payment method

For information on how to access the payment method table click here.

For information about editing values in Code Tables, click here.

This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances.

Using this field, you can also search for specific performances during the Ticket Sales.

If you are using this field for courses, Click here for more information.

For information about editing values in code tables, click here.

Currently, there are about 70 classifications which are used in the TicketTrove iPhone/iPad app to help customers find entertainment to their liking as well as on the event search window on the web.

For Example: Customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

Specifying a genre for an event is required.

You will need to update the genre setting for each future event on the Events and Dates Marketing tab to help users search for specific types of events in their interest area.

Click here for more information on the Events and Dates Marketing tab.

For information about editing values in Code Tables, click here.

Sales Promotions are able to be grouped into letter codes to help make them easier to read on a report. By assigning a letter to a group of Sales Promotions, you can categorize them in a report by their similarities. For example, you can use the letter 'S' to indicate all the Season Sales Promotions (Early Bird, Season, Flex Season) into one category. Then when running reports, you can run them based on Report Subtotal Group 'S', rather than selecting the promotions one by one. In addition, when running full reports on an event, you can subtotal all your

A - Single Ticket Sales (regular, 2 for 1, General Admission).

D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

G - Group Tickets (Senior homes, Brownies).

M - Media Tickets (Critics, Editors).

S - Season Tickets (Earlybird, Season).

Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

Or any categorization you choose.

You can set names for these categories so they are more meaningful to your organization in the Code Table setup for Promotion Sales Group.

For information about editing values in code tables, click here.

The Province/State Code Table is a list of Provinces and States in North America and recognized American states throughout the world. This list is primarily used for Web Sales.

The name Province can be changed to State (and vice versa) in the Appearance tab of Company Preferences. For more information on changing the title click here. Altering the Sort Value allows you to determine whether Provinces or States appear at the top of the list. They are assigned to Groups which sorted alphabetically. Each Province/State is then sorted numerically within the group.

For example, Provinces might be in Group 'A', and States in group 'B'. Within the Group, you would assign the Provinces A01, A02, A03, etc. The States would be given Sort Values of B01, B02, B03, etc. Since A comes before B, the Provinces would come above the States in the list. American users would do the opposite.

Depending on the region a default can be set. For more information on setting a Province or State as default click here.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. They reflect if a patron changed the date which they were attending plays for their subscription. They also allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. When the patron is renewing, you can record if they changed their season seats and where in the theatre they moved to.

This means better marketing records can be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

The values from this table are displayed on the Season Subscription Detail Window. They allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Tag groups are ways to conveniently group a number of different tags that you want to associate with records.

Tag Types allow you group or classify the tags in the tag setup tables

For information about editing values in Code Tables, click here.

For information about editing values in Code Tables, click here.

The Transaction Types Code Table is a system table and cannot be changed. The values found here are a list of all the possible types of transactions that can be created and found in Theatre Manager. The result value is the actual transaction name, while the lookup value is a short form that is usually found on transaction reports, or inside the patron transaction tab. If you come across a transaction lookup value that you don't recognize, visit this code table to find its definition.

The Transaction type Values are:

Click here to download a PDF of the Transaction Types Codes List

The Traveling Troupe code table affects the Traveling Troupe buy window. The result values are listed on the troupe buy window in the order you would like them to be displayed (Lookup Value). The Result values are important "times" for the traveling troupe. A call time is assigned to each value in the buy window. This is so a troupe manager can print a daily report of the troupes activities for the members of its troupe.

For information about editing values in Code Tables, click here.

This is a listing of the various units of measure recognized by the program. They are "permanent" system values built into Theatre Manager and cannot be edited or amended.

The types of activities your organization's volunteers engage in can be set up, assigned and tracked by Theatre Manager. This page shows you how to set up those activity types.

Refer to the video help on volunteer management for more information.

Click here, for more information on setting up Volunteer Activities.

Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of volunteers. In this code table, you add the details for your awards.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 1 (Volunteer Eye Color) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 2 (Volunteer Hair Colour) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Volunteer Field 3 (Volunteer Instrument) can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Custom Field #4 (Volunteer Vocal range) code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Volunteer Hour Ranges code table Used to summarize volunteer hours in the Volunteer Hour Summary Report.

For information about editing values in Code Tables, click here.

The Volunteer Shift code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Volunteer Status can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

The Workflow tab allows you to create and manage different notification types for Internet and Box Office Sales.

For information about editing values in Code Tables, click here.

The Sales Promotion Detail window is where you enter new, or edit sales promotions.

The Sales Promotion Code window can be broken into 3 parts:

1. The toolbar / ribbon bar. Click here, for more information on the buttons and what they do.
2. The Name and Status of the current promotion.
3. The Tabs. These are:

• Description - As Described on this page.
• Calculation - Click here for a description of this tab.
• Edits - Click here for a description of this tab.
• Plug In - Click here for a description of this tab.
• Performances - Click here for a description of this tab.
• Transactions - Click here for a description of this tab.

Parts of the Detail Tab

For example: If an 'Early Bird Subscriber- 20xx' promotion was created for each and there is no possibility of re-using them, you could merge all the old ones into the current one. The discount calculations will be lost - but the meaning - on each ticket from the past - will still be clear as it will say 'early bird subscription'.

It is suggested that you only merge promotions where the meaning is similar and they are not likely to be used again.

The steps are:

• Select a number of sales promotions that have similar meaning and/or can be considered the same thing
• Click the merge button at the top of the sales promotion list window
• Click on the sales promotion that you would like remain. All others in the list will be merged into this one promotion. You may want to pick the one that you know you used the most or the one that you like the name of best.

To Enable a batch of promotions, you perform the following steps:

1. Select the promotion you want to enable.

   

2. Click the Enable button.

   The Enable Promotions for Performance dialog opens.

3. To enable for a series of performance, click the Play Code button.

   The Play List window opens.

   

4. Highlight the Event / Play you want to add the promotion to and click the Select button.

You can not add multiple Plays / Events at the same time. They need to be added individually.

5. Cloose the Day of Performance from the drop down list (if the promotion is only for a specific day of the week).
6. Cloose the Sales Method from the drop down list (if the promotion is only for a specific Sales Method).
7. When complete, click the Enable button.

The Enable Sales Promotion confirmation dialog opens.



8. Click the Yes button.

If you want to allow a performance to be sold at another outlet, a promotion code must be enabled for that outlet. To enable a promotion for another outlet, you perform the following steps:

1. Open the Sales Promotion List window.

Click here for more information on opening the list window.



2. In the search, choose the other outlet to be selling the tickets.

   The list of available promotions for that outlet is displayed.

   

   

   

   

1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

   

   The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

   

2. Click on the promotion you want to edit.
3. Click the Open Button.

   The Promotion Code Detail Window will open with the data for the selected promotion.

   

4. Locate the Exclude Price Codes fields under the External Discription field.

   

5. Enter the Price Codes to be excluded for this Promotion.
6. Click the Save button.

Close the Promotion Detail window.

Sales promotions can be enabled or disabled in a batch mode using the 'Enable' and 'Disable' menu items on the sales promotion list window.

To Disable a batch, you perform the following steps:

1. Select the promotions you want to disable.

   

2. Click the Disable button.

   The Disable Promomotions for Performance dialog opens.

3. Enter the information for the disabling of the promotions, when complete, click the Disable button.

   The Disable Promotions Confirmation dialog opens.

   

4. Click the Yes button to disable the selected Promotions.

Parts of the Promotions Conversion Window

	Inserts a new promotion conversion for the sales rule. For more information on inserting sales rules click here.
	Saves changes made to the sales rule promotion conversion.
	Creates a copy of the current promotion conversion for this sales rule.
	Undoes changes to the last saved point.
	Deletes the current promotion conversion. For more information on deleting sales rules click here.
	Checks the spelling of fields that can be typed in.
Convert From Price Code/Promotion
Price Code	Price code that will be changed when this sales rule is used. Leave blank to allow for all price codes.
Promotion	Promotion that will be changed when this sales rule is used.
	Opens the promotions list window in order to search for a promotion.
Convert To Price Code/Promotion
Price Code	Price code that will be effective when this sales rule is used. Leave blank to not change the price code.
Promotion	Promotion that will be effective when this sales rule is used.
	Opens the promotion list window in order to search for a promotion.
Maximum Uses	The maximum number of uses this conversion can be used for.
Current Uses	The current number of total tickets that this sales rule has been used for.
Pending Rules	The count of tickets in shopping carts where the sales rule conversion is pending usage. It will be used when the user checks out. If the user abandons the cart, this will be decremented appropriately.

There are two key fields on this window:

• Sort order - which describes the order in which a sales rule mapping is to be applied. When attempting to apply a mapping, Theatre Manager:
  • looks at the first rule. If the promotion/price code match and the rule can be applied, it applies it
  • If the first mapping cannot be applied, it goes down the list attempting each mapping in turn until one applies, or it runs out of rules
  You can edit the order of the promotion rules one at a time, or you can re-order them en masse
• Maximum Uses - allows you to set a maximum number of uses for this promotion mapping. You cannot exceed this number of conversions and if you hit the limit, this promotion conversion is ignored going forward. Use zero for unlimited conversions.
• Current Uses - are the number of conversions that have occurred. You can use the tickets tab to see them. Note, this number can be greater than the number of tickets if some of the tickets have been refunded.
• Pending Rules - are those that are sitting in an active shopping cart pending use on a checkout.

The Tickets tab shows a list of tickets that the current sales rule conversion/promotion mapping has been applied to.

It only shows tickets that are currently sold (any that were returned will no longer appear in this list.)

• Double click on a ticket to see its detail. From there you can get to the patron, order, etc
• Use the search at the bottom to search for tickets by patron, order, and other choices
• Use the retrieved search data to print reports or export directly from from this tab.

The process is:

1. Open the sales rule mapping tab that has the mappings you want to copy into another sales rule
2. Open the sales rule mapping tab that you want to receive the copy of the sales rules
3. Select the sales rules to be copied as per the diagram and drag them to the second window you have open

   

4. When you release the mouse, sales promotions mappings will now be in the second sales rule as well.

   Note: Sales rules must be unique. Any rules that already exist in the window you are copying to will be ignored during the copy process.

   

5. The copied sales rules will automatically be placed last in the list and ordered to be applied last.

   If you want the sales rules applied in a different order, refer to changing the sales rule mapping sort order/

For example, you may have a rule:

1. that limits conversion from regular price in section 'A' to a very special discount, limited to the first x people.
2. After that, you may want a rule that converts the rest of the ticket from regular price in section 'A' to a different price

In this case, the order of the promotion mapping is clearly required to be in the same order as above. if they are not in that order, then use the mechanism below to reorder them.

Reordering the Sales Rules Mappings

1. Select the sales rules you want renumbered and use the context menu to select Renumber selected sales rules

   

2. You will be asked to provider a number to start the reordering process at. Change this number to get the sales rules numbered in the approximate area you want them.

   Theatre Manager will change the Sort Order of the sales rules that are selected.

3. After you have renumbered a group, you can select other sales rules mappings and renumber them with a different starting number
4. Repeat this process (iteratively) as often as needed to get the sales rules into the order you want them applied.

1. Open the Package List window.

   Click here for more information on the Package List window.

   

2. Click the New button.

   The Package Detail window opens.

   

3. Enter the name for the package.
4. Edit the External Name.

   The External Name populates automatically with the information entered in the Name field. Altering this information may not always be necessary.

5. Click the Save button.



The Content tab is now available for selection.

6. Select the tab.

   

7. Add items to the package as need.

   For details on adding items to a package, click here. Add as many items are are required for the package.

8. Select the tab.
9. Add any external or internal sales notes, as required.



10. Select the tab.
11. Check the box next to Via the Internet.

This makes the package available online.

Only do this for testing the package, or when you are ready to have the package available for purchase.

12. Click the button.

    The package is now saved to the database and can be used in online sales.

1. Open the Package List window.

   

   Click here to learn how to access the Package List.

2. Double click on the desired package.
3. Select the tab.

   

4. Click the New button.

   The Package Item Detail window opens.

   

5. Click the Event/Play Add button.

   The Event List window opens.

   

   Click here for more information on searching for Events.
6. Select the desired Event.

   Single click on the event to select it. If multiple events are required for the package you must add them individually.

7. Click the Select button.
8. Choose the desired Performance Restrictions option.



9. Click the Add button.

   The Performance List window opens.

   

10. Select the desired Performances.

    Single click on a performance to select it. To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

11. Click the Select button.
12. Close the Package Item Detail window.

    To continue to add more performances to the package, repeat the select and Add steps.

    

Parts of the Package Detail Sales Management Tab

Parts of the Package Detail Content Tab

Item #	The unique sequence number for the item within the package.
Type	The type of item in the package. At this time only Events can be added to packages.
Description	The name of the Item added to the package. If the item is an event the event code and title are displayed.
Outlet-Owner	The company the item belongs to.
	Adds a New Item to the package.
	Opens the Package Item Detail window for the selected item.
	Removes the selected Item from the package.

Parts of the Package Detail Notes Tab

Parts of The Campaign Detail Window

	Opens a new Campaign Detail window to enter a new campaign.
	Saves the currently open campaign.
	Creates a duplicate of the currently open campaign.
	Can be clicked while editing to revert back to the last time the open campaign was saved.
	Deletes the Campaign currently open.
	Checks the spelling in the appropriate fields.
Campaign Name	Enter the internal name for the campaign.
Outlet	Allows you to chose between any outlets avaialbe for your organization.
Access Groups	Specify which groups of people can access the data
	The Description tab is where you enter the descriptive information about the Campaign. It is described on this page.
	The Accounting tab is where you enter the Account information for the Campaign. Click here for more information about the Accounting tab.
	The Edits tab is where you define where donations to the campaign can be accepted and the Giving Level Matrix. Click here for more information about the Edits tab.
	The Statistics tab shows all the total donations for the selected campaign. Click here for more information about the Statistics tab.
	The Notes tab lets you enter text notes for the campaign. Click here for more information about the Notes tab.
	The Donations tab shows you the list of donations to the campaign. From here, you can open, delete, make payments and print the selected donation. Click here for more information about the Donations tab.
	The G/L Entries tab shows you the list of G/L Entries to the campaign. From here, you can add, open and delete, G/L entries. Click here for more information about the G/L Entries tab.
	The Transactions tab shows you the list of Transactions related to the campaign. From here, you can add, open and delete, Transactions. Click here for more information about the Transactions tab.

Parts of the Description Tab

* indicates an optional field

The Redemption Rules tab controls how the pass works and how it can be redeemed. There are 5 different types of Memberships that can be created in Theatre Manager. Each one serves a specific purpose, yet remains flexible in the parameters you determine. The 5 types are:

1. Free Admission
2. Dollar Value
3. Average Dollar Per Admission
4. Can't Buy A Thing
5. Use Promotion

While a pass seems like something you are selling, it really is, first and foremost, a payment method. People buy passes or gift certificates with the expectation that they can redeem them. After all, it is their money. Some passes can be limited to the amount of money that can be redeemed, after which Theatre Manager will require and up-charge.

Most passes and gift certificates should be tax exempt (but may include the total intended redemption value that includes taxes) At time of sale, the value of the entire value of the pass is generally deferred in a liability account. When a portion of it is used to pay for tickets, the ticket will have the actual taxes payable calculated that the time of the sale of the ticket -- and the passes redemption value covers the entire cost of the ticket. Tax is never allowed on a 'Dollar Value' or an 'Average Dollar Admission' type of pass to enforce those rules

Method of Redemption
Free Admission	Free Admission is simply that - a "free admission." If you are giving away a ticket to an event in a radio giveaway or an auction, you can create a Free Admission pass. This allows the recipient to exchange the free admission pass for an admission ticket to any event. You can limit the events applicable to the pass in the "Valid Plays" tab of the Membership setup. Special Considerations: The number of free admissions can be controlled by changing the # of Passes issued on the right side of the screen. If the passes are going to be free, then the "Can be sold for a zero value" on the EDITS tab must be selected.
Dollar Value	A Dollar Value pass is essentially a Gift Certificate. If the patron gives you $50 to use at a later date, then redeems the pass to purchase tickets, it should be set up as a Dollar Value. Special Considerations: Typically, the "# of Passes Issued" is set to 0, and the "Purchase Amount" is set to $0. Then on the EDITS tab, the "Value Can Be Changed During Purchase" option is selected so Gift Certificates can be sold in any amount. In most U.S. States, and all of Canada, Gift Certificates never expire and should be set as such in the EDITS tab. The General Ledger accounts for "Dollar Value" and "Average Dollar Per Admission" are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit. Tax is not allowed on this Pass Type.
Average Dollar Per Admission	This is more commonly known as a "Flex Pass" where a patron purchases a pack of "x" admissions for "y" price. The Flex Pass is then redeemed for tickets on whatever schedule the patron wishes. The parameters can be set such that the patron can use one, some or all admissions on the same performance. Average $ per Admission passes (or better known as "Flex Passes") are rapidly becoming more popular than the traditional "all-in" subscriptions. Special Considerations: The values for "# Passes Issued" and "Purchase Amount" must be set for an Average Dollar Per Admission type. Theatre Manager will split the Purchase Amount equally across all available redemptions. So if the Flex Pass is $100 for 5 admissions, regardless of the actual price of the ticket, Theatre Manager will attribute $20 ($100/5) to each event where the pass is redeemed. Tax is not allowed on this Pass Type. You may set a "Maximum per admission" to limit the value to which the pass can be applied. Using the above example, you set a Maximum per admission of $25. If the recipient attempts to redeem the pass on an event where the ticket price is $30, Theatre Manager will apply $25 from the pass to the ticket, and leave a balance owing of $5 to be paid in some other form. This allows the box offie the flexibility of up-charging for more expensive nights even when a patron buys a lower price pass - and creating a win-win from a customer service perspective.
Can't Buy A Thing	This is used as a true membership such as a Symphony League, Community Players, or other membership group. This can also be used to track sales that are merchandise, concessions, advertising sales, rental fees or other miscellaneous forms of income. Special Considerations: Can't Buy A Thing and Use Promotion are the only two membership types where "Grace period before approval needed to renew expired memberships" (on the EDITS tab) can be employed. This is because these are the only two true membership types, whereas the previous three are based on admissions.
Use Promotion	This pass type is designed to allow pass holders reduced admission prices for a specific time period. When this pass is used, the price of the tickets changes from their original promotion to something else using the sales rules mapping. Examples of this membership type are: Annual movie pass Alumni who receive a "2 for 1" discount on tickets Musicians who receive a dollar discount on tickets purchased or patrons who belong to an elite club within your organization who, as a benefit of membership, receive a set discount on tickets.

Redeemable By There are four options for who can redeem the pass or gift certificate.
Purchaser only	Only the patron who purchased the pass will be able to redeem it. This is good when you wish to limit the pass to the owner alone. Online Redemption Rules: The patron can see this pass and redeem it without a password because it is assigned specifically to them. No other patron can redeem this pass (including household members)
Any Household Member	Any member of the same household can redeem the pass. This is good for a flex pass where you may want it redeemable by the patron, their spouse or any other members of the household. Online Redemption Rules: The patron who owns the pass can see and redeem it without a password because it is assigned specifically to them. Other household members can see the pass and use it without a password when they choose 'Redeem passes' at the cart or checkout page. Patrons outside the household will be unable to use the pass
Any Patron (Visible to Purchaser)	This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale. Online Redemption Rules: The patron who owns the pass can see and redeem it without a password because it is owned by them. All other patrons will need both the pass control number and the redemption password. If a pass that may be redeemed by any patron is to be used online, then the BOX OFFICE MUST also give the patron the redemption password. It is 15 characters long and can be printed on the 'pass' ticket face or on a form letter based on passes/gift certificates.
Any Patron (Not Visible to Purchaser)	This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale. Online Redemption Rules: All PATRONS will need both the pass control number and the redemption password. Even the patron who purchased it cannot use it without the password because it is not visible in their account For this redemption method, ALL Patrons (including the one who purchased the pass) will need to enter the pass redemption password. The pass will not show on anybodies account until it us used at least once.

Internet Options for Pass or Gift Certificate Redemption At your discretion, you may choose to make some Memberships redeemable online. For example, a Flex Pass holder or Gift Certificate owner may be able to redeem their Membership for tickets online.
Redeem via the Internet	This checkbox indicates whether the selected Membership can be redeemed online. If enabled: The patron will be able to see all the passes associated with their account online on a pass/gc redemption web page A patron can redeem passes/gift certificates online that were given to them by another patron if they know both: the pass number -and- the redemption code. The redemption code is a secret serial number unique to each pass/gift certificate that is generated when it is sold. The Box Office staff can only see this redemption code if it is printed on a ticket face or on a form letter based on Passes/Gift Certificates. This is for security reasons and also that they do not need the redemption code to use the pass at the box office. Under certain circumstances, Theatre Manager may support redemption codes embedded in track III on specialty cards - contact sales to find out more about the encoding and where to source cards. Refer to rules regarding payment of pass before use for the sub-options.
Renew via Internet	If the Membership is renewable (applies to "Can't Buy a Thing" and "Use Promotion" only), this checkbox indicates if the pass is renewable online.

The Accounting tab determines where the funds go to during a sale, and are drawn from during the redemption.

Parts of the Accounting Tab

Parts of the Sales Management Tab

Parts of the Edits Tab

In addition, there is an option to allow over-riding the event settings when each individual pass/GC is sold. If checked, then the events in the pass/gc Valid Events list takes precedence.

Parts of the Valid Plays tab

Allow Setting Valid Plays	Normally, this list indicates which events that any patron holding a valid instance of this pass is able to use it for -or- the list is bank so that the pass can be used for any events. However, if you Allow Setting Valid Plays on each Pass/GC, it means that at the time when a pass/gc is sold to a patron, you can over-ride the events in the list and specify a subset of the above (or completely different set) as per the rules below When the flag is enabled: If you have events in this list, then the box office can only pick from items in this list - in other words the pass must be a subset of this list. Examples: You might use this for scholarship passes. You can indicate in the pass type which items the scholarship can be for -- and then then attached to a patron, limit it to one of the events. For actor passes, you can set which event they can come to -- and restrict it to the event they are working on - or some other events, that may exclude a big show. If you have no events in this list, then the box office can pick from any event. This is useful for limiting free passes to one event or scholarships to be redeemed for a certain class or range of classes
Play #	Sequence number of the event within Theatre Manager.
Year	Season year of the event.
Play Code	The Event Code as defined in the Event Setup.
Play Title	The title of the event as defined in the Event Setup.
# Perf.	Total number of performances for this event.
	Allows you to add an event / play to the list.
	Deleted the selected play/event from the list.

To Add an Event / Play to the list, you perform the following steps:

1. Click the button.

   The Event List (lookup) opens.

   

2. Click the icon to generate a list of events.

   

3. Highlight the events you want to allow for this membership.
4. Click the button.
5. Continue adding events as appropriate.

The Statistics tab displays a listing, year by year of the number of passes issues and redeemed and their value. This is a helpful "at-a-glance way of seeing what your organization has in terms of membership liability.

The Patrons tab shows you the Patrons associated with the selected Pass G/C and Membership.

Parts of the Patrons tab

Status	The status of their Pass G/C.
Order #	The Order number of the Pass G/C.
Year - Fiscal	The fiscal year the pass g/c was purchased.
First Last and Company Name	The patron who purchased the pass g/c.
Control #	A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. A control number must be assigned with each membership, and is defined in the EDITS tab of the Membership Setup.
Purchase $	The amount (in dollars) of the pass g/c purchased in the order.
Issued Pass Amount	The amount (in dollars) of the value of the pass g/c.
Issued Qty.	The number of admissions in the purchased pass.
Remain $	The amount (in dollars) remaining on the pass g/c.
Remain Qty.	The remaining number of admissions left on the pass/g.c.
Date Renewed	The date the pass was renewed or purchased.
Expiry Date	The date the pass/g.c. is no longer valid.
	Opens the Detail window for the selected Pass G/C for editing. Click here for more information on editing Memberships, Passes and Gift Certificates
	Deleted the selected pass g/c, membership from the list and places a refund on the order.
	Opens the payment window for the order the pass g/c, membership is attched to..
Write Off	If you select a number of the passes in the list and use the write off function against the passes, then any with a remaining balance or quantity will be written off and GL entries created to move the unused portion to unearned income.
Extend	If you need to extend the expiry date for a number of passes at one time due to some unforeseen reason, you can: Select the passes or gift certificates that you want to extend the expiry date for Click the Extend button A window will open that lets you change the expiry date. The default expiry options are the same as the current options under the edit tab. In other words, if the pass/GC tab is set to expire: on a specific specific date, so will the dialog never, so will the dialog in a certain number of months, so will the dialog - please make sure that you enter the number that you wish to extend You can change the expiry from never expires to a specific date for the pass, if you wish Note: any attempt to try to extend a pass or gift certificate that never expires will be ignored UNLESS you: choose the option to specifically set an expiry date -and- tell Theatre Manager you mean to set the expiry date on 'never-expire' passes/GCs You muse have extend a pass permission in employee function setup.
	To refine your search for the correct pass g/c, membership, you can choose from the top down list, enter text and click the Search button.

Parts of the G/L Entries tab

Parts of the Transactions Tab

Seq #	The transaction reference number.
Trans Date	Date the transaction took place.
Journal No	Journal Entry reference number.
Code	Theatre Manager reference code used to determine the type of transaction.
Transaction Desc	Brief description of what the transaction was.
Order #	Reference number used to track the components of the order.
Type	Type of pass/g.c or transaction that is referenced.
Description of Entry	Details of the transaction.
Debit	The debit amount of this transaction.
Credit	The credit amount of this transaction.
Total	The net effect of the transaction.
	Opens the selected transaction displaying the transaction details window.

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Parts of the Description Tab

	Accesses the Help section for this window.
	Inserts a new Resource. For more information on inserting resources click here.
	Saves changes made to the selected Resource
	Copies the selected Resource.
	Undoes any changes made to the last saved point.
	Deletes the selected Resource. Click here to learn how to delete resources.
	Generates a report of the resources to the screen or default print location.
	Does a spell check of the record.
	Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Resource Code	A unique code assigned to the specific Resource (similar to an Event Code, for example).
Outlet	The outlet to which a Resource belongs (for organizations using Outlet Edition of Theatre Manager).
Resource Description	The internal name of the Resource that will show in the Resource List Window and elsewhere in Theatre Manager.
Status Box	When checked, the Resource will be marked as an Active resource in lists.
Resource Group	The Resource Group to which a resource belongs. Theatre Manager's default Resource Group is "Generic." Click here, for information on how to add another group or groups.
External Description	the name of the resource that is viewable by the general public.
Picture of Resource	You can drag and drop an image from your computer into the Picture box. You are limited to a graphic less than 500k. Click here, for more information on adding an image.
Unit	The unit of measure for the resource for use in inventory management.
Owner	If the resource is owned (or managed), you can include that person by using the patron lookup button and searching for the owner/manager in the database.
Vendor	The preferred Vendor from whom to obtain the resource (if applicable)
Special Instructions	Include any special or important information about the resource in the Special Instructions field.
Notifications	Notifications can be set to alert employees about usage of resources if desired.
Item Colour, Size and Picture	Item colour and size description may also be included. You may also drag a picture into the picture field if you'd like.
Tags	You can add any number of tags to the resource.

Parts of the Accounting Tab

Parts of the Pricing and Inventory Tab

The Components Tab can be used for those resources which may require the use of various components (a PA System in the example). It is not a required tab for resource setup.

Parts of the Pricing and Inventory Tab

Components List	Add or remove components to/from a resource here using the Add or Remove buttons at left under the list.
Component Detail	This section on the right side applies to the currently selected component resource on the component list on the left. In the example, the selected component is Speaker Cables, so the items under Component Detail apply to Speaker Cables as they are being used as a component of the PA System (the current selected Resourse)
Component	The currently selected component resource.
Component Type	Component resources are either a Standard part of the current Resource, or an Optional part of the Resource as designated here.
Amount Used	Set here how many units of the selected component resource are to be used in the instance of the current Resource.

In the notes tab, you can enter any internal notes about this particular resource. The Notes tab is not a mandatory field to fill out when setting up a Resource.

Parts of the Usage Tab

Task #	The unique number in the database assigned to the particular task.
Rental Start Date	The start date for the rental of the respurce.
Rental Expected End Date	The ending date for the rental of the resource.
Description	The name or description as it appears on the calendar.
Quantity	How many of the current resource are set for use.
	The New Button is grayed out on this tab as it is not possible to add usage to a Resource.
	Opens the selected Task Resource Detail window in order to edit the resource details as they pertain to that task.
	Deletes the resource from the Task.
	Opens the selected Task for editing.
	Drop-down that allows searching the Task list for All Resources, by Task Description, or by Task Begin Date.

G/L Entries

Transactions

• The Transactions tab shows each transaction associated with the resource. This tab and the G/L Entries tab will be populated as you use the resource and has no set up requirements.