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How to Add an Organization
Adding Schools, Organizations, Non-Profits, Foundations
 

About Adding an Organization
Click here  to see the How To video.


 1. Click on the Organization Module.
 
 2. The Organization Listing Screen will appear.  To ADD an Organization Click on the + sign.
 
 3. A clean Organization Main Info tab will appear.
 
 4. The only field required for you to fill out is the Organization 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 Organization Listing Tab -- this will take you to the Organization 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 Organization Listing Tab it will take you back to the grid where your new Organization was added.  If you chose B it will give you a blank Organization information screen to add the next Organization.  If you chose C it will keep you on the Organization's record.
 
 
Explanation of Fields:
  Org. Name. -- The name of the Organization or School should be input here.
  Short Name -- This field is most commonly used for the initials or the abbreviated name of the Organization or School. For example: Texas Christian University - would be the name of the school. TCU - are the initials.
  Address-1 -- This is the first line of the actual address (not counting the name) of the Organization or School.
  Address-2 -- This is the second address line of the physical location (not counting the name) of the Organization or School.
  City -- Input the city associated with the School or Organization.
  State/ Region. -- Input the state, area, district or location related to the address.
  Zip -- Input the zip-code associated with the School or Organization.
  Ctry (Country). -- Input a three-digit country code for the country related to the address. For example:
USA, FRA. GER, AUS
  Fax -- Used for a Fax machine telephone number
  Primary Contact -- Use prefixes such as: Mr., Mrs., or Ms. The person to contact at the Organization or School and the telephone number where they may be reached.
  Telephone -- The telephone number where the Primary Contact can be reached is input here.
  Title -- Use this field to note the title of the Primary Contact. Such titles could include; President, Principal, Chairman, Event Coordinator etc...
  Alt-Contact -- Use this field for another contact person that can be reached if the Primary Contact is unavailable
  Telephone -- The telephone number where the Alt-Contact can be reached is input here.
  Title -- Use this field to note the title of the Alt-Contact. Such titles could include; Vice-President, Principal, Chairman, Event Coordinator etc...
  E-Mail -- Input the E-Mail address for the current record.
  Web-Site -- Input the Web-Site address for the current record.
  Primary Location -- The name of the building where most events occur.
  Misc. Info -- Used to place miscellaneous information (Other building where events may occur.)
  Entertainment Type and Category. -- The type of entertainment that the Organizations /Schools book on a regular basis. Listed below are a few examples of the Category definition codes. The User may define these codes to any description that is needed to conduct business. The most common code can default from the Operational Control assignment.

Category:
Type Code | Description

     CL           College
     CP          Corporate
     FT           Fraternity
     NP          Non Profit
     SC           Schools

Entertainment Type:
Type Code | Description
      A             Artist
      B           Big Band
      C           Comedy
      R             Rock
  Status -- Present status of the Organization or Schools.

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

  R/A Responsible Agent. -- Initials of the agent that is responsible for the data record being entered.
  Misc. Notes -- One hundred and forty-five (145) spaces are available for miscellaneous information or notes.