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How to Add an Agency
Adding an Agency in Book-It 2000
 

Click here  to watch the How To video.


 1. Click on the Agency/Manager Module.
 
 2. The Agency/Manager Listing Screen will appear.  To ADD an Agency/Manager Click on the + sign.
 
 3. A clean Agency/Manager Main Info tab will appear.
 
 4. The only field required for you to fill out is the Agency/Manager Name. For further explanation of certain fields click here
 
 5. On the Entertainment Type and Category if you press the CONTROL key and the letter 'D' key a box will appear with different options.  To change these options to suit your company click here .
   
 6. Once you have added all of the necessary information you can add the record.  To do this you can:
a.) You can click on Agency/Manager Listing Tab -- this will take you to the Agency/Manager Listing Grid
b.) You can click on the + button -- this is good if you are adding more than one record
c.) You can press F12 on your keyboard -- this is a great option if you are editing or saving.

No matter what you choose the system will ask you if you wish to save changes.  Click Yes to save, No to not save and Cancel if you want to quit the whole thing.
 
 7. If you click on the Agency/Manager Listing Tab it will take you back to the grid where your new Agency/Manager was added.  If you chose B it will give you a blank Agency/Manager information screen to add the next Agency/Manager.  If you chose C it will keep you on the Agency/Manager's record.
 
 

Explanation of Fields
  Agency Number -- The Agency number consists of four (4) digits The Agency number will default automatically with each new data record. 
  Company -- Thirty (30) spaces are available to input the company name of the manager or agency.
  Status -- Present status of the Agency/Manager. Format: See Codes Below.
  Codes      |  Descriptions
A Active.    Indicate that there are active contracts for this record (or have been in the last 30 days).
I Inactive.  There have not been any contracts for this data record in the last 30 days.
C Closed.   There have not been any contracts for this data record in the last 60 days.

*Z The (Z) status only appears when the User inputs the (Z) in the status field. (Z) status records will be taken out of the database by the purge routine
  Primary Contact -- A total of thirty-eight (38) spaces are available for the primary contact person. The first three (3) spaces are for prefixes such as: Mr., Mrs., Ms.
  Title -- Input the title or department of the Primary Contact.
  Alt-Contact -- Use this field for another contact person that can be reached if the Primary Contact is unavailable. A total of thirty-eight (38) spaces are available. The first three (3) spaces are for prefixes such as: Mr., Mrs., Ms.
  Title -- Input the title or department of the Alt-Contact
  Address-1 -- Mailing address for correspondence regarding the Agency/Manager. There are twenty-five (25) spaces available for data.
  Address-2 -- The second line of the mailing address is for information such as Suite numbers, or other information that would not fit in the Address-1 field. There are twenty-five (25) spaces available for data.
  City  -- Input the city associated with the address for this record.
  State/ Region. -- Input the state, area, district or location related to the address.
  Zip -- Input the zip-code associated with the address for the current record.
  Ctry (Country) -- Input a three-digit country code for the country related to the address. For example:  USA, FRA. GER, AUS
  Telephone -- A second telephone number is available, if needed, for the Leader or Manager, business office or perhaps the Agency/Manager. All telephone fields have twenty-three (23) spaces available. The format for the telephone number is free form.
  Alt-Telephone. -- A second telephone number is available, if needed, for the Leader or Manager, business office or perhaps the Agency/Manager. All telephone fields have twenty-three (23) spaces available. The format for the telephone number is free form.
  Fax. -- The telephone number for the business Fax machine. All telephone fields have twenty-three (23) spaces available. The format for the telephone number is free form.
  E-Mail -- Input the E-Mail address for the current record.
  Web-Site -- Input the Web-Site address for the current record.
  Tax-ID # -- A nine-digit field to note the Tax ID number of the business. A social security number can also be input into this field.
  Entertainment Type -- TFurther defines the various types of records being added to the database. By defining each data record into a category, more specific mailing list and reports are produced. The following is a ‘suggested’ list of categories. The most common code can default from the Operational Control assignment.

Codes Description
Type Code | Description
     AM        Agent/Manager
     AL          Alternative
     NA        National Agency
  Comments -- One hundred and forty-five (145) spaces are available for miscellaneous information or notes.