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M-Level Topics

Payment Summary Report

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The Payment Summary report breaks down the transactions by day, tender, and number of transactions per tender per day.

  1. Go to Reports > Financial Reports > Payment Summary
  2. Select the date range for the report:
  3. Click on  
  4. The report will appear:

Payment Details Report

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The payment details give the details off all transactions over a specified dates.

  1. Go to Reports > Financial Reports > Payment Details Report
  2. Select the date range for the report:
    Initiator You may select the name of a cashier, web registrations, or all.
    Tender Type Select a form of payment from the drop down menu.
  3. Click on  
  4. The report will appear:
    Ref The Reference Number of the transaction issued by e-RegisterNow.
    Authorization Number Issued by the Credit Card company as confirmation of the transaction. If the transaction occured in Testmode, the Authorization number will appear as ‘testing’.
    Source The login name of the cashier, or WEB if the registrant registered through the web interface.

 

How to Create a Direct Feed Report

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  1. Go to Reports > Direct Feed Reports
  2. If direct feed reports exist, click on the ‘New Report’ tab
  3. Enter the name for your report, then select
  4. After returning to the main Direct Feed Reports page, select , which will allow you to select the data you wish to have displayed on the report.
  5. Check the checkbox next to any data fields that should be displayed and enter the following settings:
    Custom Heading The name of the heading you wish to have on your report
    Column The column order for the report. If there is no specific order, leave the column number as 0.
    Type If you wish to sort the data, specify which type (word/date or number) the heading is.
    Sort Select yes if you wish to sort by this row, no otherwise.
    Group If data should be “grouped” by this field, check the checkbox. For example, if you want a report of the transactions grouped by date, check the box next to ‘Transaction Date’. Data will be merged and displayed by date.
  6. Click on  
  7. Click on  
  8. Enter the following settings:
    Name You may edit the name of the report by entering a new name in the textbox.
    Record # Limit Enter the maximum number of records in the report.
    Line Numbers To enable line numbers, click ‘Yes’. To disable line numbers, click ‘No’.
  9. Click on  

Filtering the Report Data

  1. Click on  
  2. Click on the word ‘New’ next to the field for which you would like to create a filter.
  3. Enter the following settings:
    Condition Mode Select match all if you want only the results that match all filters for that field to be displayed. Select ‘match any’ if you want the field to only have to meet one of the filter conditions to be displayed. You will have to click on   to see this field.
    Operator Select the appropriate operator.
    Value Insert the value which you wish to match. Note: Use _ for one-character wildcards, % for any number of characters.
  4. Click on  

View an Existing Report

  1. Go to Reports > Direct Feed Reports
  2. Select the report you wish to see and click on  
  3. If a full report has not been created yet, select create full report. If you wish to see the most recent results on your report, select create full report.
  4. If you want to see the results of a report, select the report and select  
  5. allows you to download a copy of the report in these formats – text, tab delimited (txt), XML and HTML.
  6. If you want to delete a previous report, select  

Deleting a Report Settings Definition

On the main Direct Feed Reports page, select the report to delete and click on  

Create a Custom Attendance Sheet for One Event

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on the word ‘Default’ or ‘Custom’ in the column ‘Current Settings’ for the relevant event
  3. You may have to maximize your browser window to view the default setting screen properly.
  4. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  5. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  6. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  7. Click on  

Change Default Settings

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on  
  3. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  4. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  5. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  6. Click on  

Using Attendance Sheets for the First Time

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The first time you use the attendance sheets feature, you will have to define the default settings. This means that you will have to decide which information collected on the registration form should appear on the attendance sheet. Each event may also have its own custom attendance sheet, but the default settings must still be defined.

  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. Click on  
  3. You may have to maximize your browser window to view the default setting screen properly.
  4. The data to enter is broken down into the columns that will appear on the attendance sheet:
    Column Number This field is for your information only and cannot be edited. It represents the column order number.
    Column Headings (Optional) Enter the heading that will appear above the data. Note that up to four different types of data may be displayed in each column. In this example, the email address of the registrant will be displayed below the registrant’s name.
    Column Data Select any of the data from the drop down menu. All fields (including custom questions) from any registration forms are listed. Some fields, such as the registrant’s name, have several display options.
  5. If you would like the attendance sheets to have a place to check off attendance, make sure that one of the columns contains the Column Data ‘Attendance Grid’. It is an option in all of the drop down menus. You may even have multiple attendance grids on the same attandance sheet (for example, for different weeks).
  6. If an attendance grid is to appear, you must specify the length of the grid. This is done at the bottom of the screen, under ‘Attendance Grid Length’. For example, if you wish to represent one week, you might enter ‘7’.
  7. Click on  

You many now View an Attendance Sheet or Create a Custom Attendance Sheet for an Event.

View an Attendance Sheet

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  1. Go to Reports > Registrant Reports > Attendance Sheets
  2. A screen listing each event will appear. To view an attendance sheet for an event, click on the name of the event:
  3. The attendance sheet will appear, containing the data defined in the default settings or the custom settings.

Canned Reports

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Canned Reports are special reports programmed by eRegisterNow staff. They go beyond the capabilities of the Custom Report Writer. If you would like a custom canned report to be created, please contact us. The cost of a canned report varies between $250-500.

Several reports already exist within the eRegisterNow system. To access them go to Reports > Canned Reports.

Pre-defined Reports include:

  • Name Tags
  • Pending Invoice Report
  • Revenue Report by Month
  • Internal Registration List
  • External Registration List

How to View a Canned Report

  1. Go to Reports > Canned Reports
  2. Select the following settings:
    Report Select a report from the drop-down menu.
    From – To Select the date range of the registrations.
    Category Select ‘web programming’ or ‘All’
    Range Select the range of events. This is useful if there are many events. Once you have selected a range, click   to see a list of events.
    Events List Check off all events that you wish to use in the report.
  3. Click on  
  4. Enter the number of names to appear per page of the report and click on  
  5. Click on  
  6. The report will appear:

Create a Custom Report

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There are four types of custom reports:

  • Transaction Reports allow queries of the confirmed transactions that have taken place. The results have one record per transaction in the system.
  • Registrant-Event Reports allow queries of registrant information on a per-event basis. The results have one record per registrant per event. Financial data is also available.
  • Registrant Reports allow queries of registrant information on a per-registrant basis. The results have one record per registrant. Financial data is also available.
  • Event Reports allow queries of event information. The results have one record per event. Financial data is also available.

When you create a new report, a tab for that report type appears under custom reports. Any other reports of that type will also be available by clicking on that tab.

How to Create a New Report
  1. Go to Reports > Custom Reports
  2. If reports already exist, then you will have to click on the “Define New Report” tab.
  3. Enter the name of the new report and click on the button above the textbox.
  4. If no other reports of that type exist, a new tab will be created.
  5. Click on  
  6. Check off any fields that you would like to appear in the report and enter the following settings:
    Custom Heading Enter the title of the heading as it will appear in the report.
    Column Enter the column number for the data in that field.
    Type Select ‘Word/Date’ or ‘Number’
    Sort If you would like this field to be the data used to sort the report entries, select ‘Yes’. A textbox will appear where you may enter the number of the priority of the sort. For example, data will be sorted using the field with a sort of ‘1’ before it is sorted by a field with a sort priority of ‘2’.
    Group If you would like the data to be “grouped” by this field, select the checkbox. For example, if the field ‘Event’ was checked off, all entries with the same value for ‘Event’ will be merged on the report as one entry.
  7. Click on  
  8. Click on  
  9. Enter the following settings:
    Name You may edit the name of the report by entering a new name in the textbox.
    Record # Limit Enter the maximum number of records in the report.
    Line Numbers To enable line numbers, click ‘Yes’. To disable line numbers, click ‘No’.
  10. Click on  

Filtering Report Data

The Report Conditions settings are optional, and may be used to further define which data to display.

  1. Click on  
  2. Click on ‘New’ next to the field to which the condition should apply
  3. Enter the following settings:
    Operator Select the operator for the condition. Note that ‘matches’ and ‘is equal to’ are not the same. Matches is not case sensitive and can use wildcards. With ‘matches’ and ‘does not match’ you can use the following wildcards: ‘_’ represents any one character, and ‘%’ represents any number of characters.
    Value Enter the Value that should be compared.
  4. Click on  
  5. You may enter more conditions for the same field by repeating steps 12-13. Under ‘Mode’ you can select whether all conditions should be met or any conditions should be met for the entry to be displayed.
  6. Click on  

View a Report

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How to View a Pre-Existing Report

  1. Go to Reports > Custom Reports
  2. Click on the report type tab
  3. Select the report from the list and click on  
  4. To create a report using the most current information, click on  
  5. Select a report from the list and click on  
  6. The report will appear:

Download a Report

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There are four download formats:

  • TXT, tab delimited – all columns are separated by a tab. This file type can be opened in Microsoft Excel.
  • TXT, formatted – columns are formated. Borders exist betweens rows and columns.
  • HTML – an HTML table.
  • XML – the data is formatted using xml commands.

How to Download a Pre-Existing Report

  1. Go to Reports > Custom Reports
  2. Click on the report type tab
  3. Select the report from the list and click on  
  4. To create a report using the most current information, click on  
  5. Select a report from the list and click on  
  6. Right-click on the word ‘download’ next to the file type and click on ‘save target as’

Lock Out a User

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If a user is locked out, they will not be able to log into e-RegisterNow.

  1. Go to Edit > Users
  2. Click on the login name of the user
  3. Check off the ‘Lock’ checkbox
  4. Click on  

Set Access Priviledges

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  1. Go to Edit > Users
  2. Under the user you wish to edit, click on ‘Show Access Privileges’
  3. The menu will expand and you can see their current access privileges
  4. Click on ‘Edit Access Privileges’
  5. The following screen will appear:Select any features to which this user should have access.
  6. Click on  

eTicket Custom Template Variables

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All the following variables will be replaces with the appropriate data. They must be enclosed between “%% %%” to work (e.g. %%amount_paid%%).

Variables

 

Variable Variable Definition in eTickets
total_amount_paid The total amount charged to credit card or other payment type.
amount_paid The event amount charged to credit card or other payment type.
barcode_image barcode as a *.jpg file (e.g. ABC123.jpg)

Note: The barcode number will appear below the image.
barcode_number The code the barcode represents. (e.g. ABC123)
blurb_file Name of the file whose contents are dumped into the eticket.
confirmation_number e-RegisterNow’s reference number (e.g. 1234567)
dateconfirmed The date the transaction occurred. (e.g. 2004-12-25 00:23:00)
datetime A timestamp of the date and time now. (e.g. 2004-12-25 00:23:00)
datetime_yearlater A timestamp of the date and time one year later. ( 2005-12-25 00:23:00)
date A timestamp of the date and time now. (e.g. 2004-12-25)
date_yearlater A timestamp of the date and time one year later. (e.g. 2005-12-25)
date_MDY A timestamp of the date and time one year later. (e.g. December 24, 2005)
date_MDY_yearlater A timestamp of the date and time now. (e.g. December 24, 2004)
date_MMMDDYYYY A timestamp of the date and time now. (e.g. Dec 25, 2004)
date_MMMDDYYYY_yearlater A timestamp of the date and time one year later. (e.g. Dec 25, 2005)
date_YYYYMMMDD A timestamp of the date and time now. (e.g. 2004Dec25)
date_YYYYMMMDD_yearlater A timestamp of the date and time one year later. (e.g. 2005Dec25)
description A long description of the transaction.
effective_date[date_format][yyyymmdd] return the date yyyymmdd (date in the second blacket) if registration date is prior to that date. if not, return the registration date.
e.g.) effective_date[date_format][20160812] reg date Aug 10, 2016 and the date in the variable Aug 12, 2016 -> return Aug 12, 2016
See Date Format Section below for [date_format]
email Ticketholder’s email.
event_badgename Event’s course badgename.
event_categories Event’s course categories, (e.g. camps~sports~day)
event_code Event’s course code.
event_enddate Event’s end date. (e.g. Jun. 30, 2006)
event_endtime Event’s end date and time.
event_instructor Event’s instructor’s name.
event_location Event’s location.
event_name Event’s name.
event_startdate Event’s start date. (e.g. Jun. 30, 2006)
event_startdate_yearlater[date_format] One year from Event’s start date. See Date Format Section below for [date_format]
event_starttime Event’s start date and time.
event_qty[eid] Quantity of the event.
fullname Ticketholder’s full name
message1 Event Message 1
message2 Event Message 2
message3 Event Message 3
paymethod Ticketholder’s payment method (e.g. visa)
question_field=xxx Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=age)
question_field_date=xxx Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=birthdate).  Use this when the response is of datetype.  (e.g. %M %d, %Y)
 question_field_date_yearlater=xxx  Response to a custom question, where “xxx” represents the custom question’s field name (e.g. question_field=birthdate).  Use this when the response is of datetype.  (e.g. %M %d, %Y)
registrant_business_name Company name where registrant works.
registrant_business_address_1 Company’s address line 1.
registrant_business_address_2 Company’s address line 2.
registrant_business_city Company’s city address.
registrant_business_country Company’s country
registrant_business_province Company’s province
registrant_business_postal Company’s postal code.
registrant_business_phone Company’s phone number
registrant_business_jobtitle Registrant’s job title at the company.
registrant_home_address Registrant’s home address
registrant_home_city Registrant’s home city
registrant_home_province Registrant’s home province/state.
registrant_home_postal Registrant’s home postal code/zip code.
registrant_home_country Registrant’s home country.
registrant_home_phone Registrant’s home phone number.
registration_date Date this ticket was purchased.
row Seat row.  (e.g. A)
seat Seat number.  (e.g. 5)
section Seat section.  (e.g. North)
serialnumber Ticket’s serial number
series_no The number of the ticket in the series of tickets purchased.
series_total The total number of tickets purchased.
seriesprice The total price of the ticket series.
subtotal Equals amount paid minus the taxes
tax1amount The dollar amount attributed to tax 1.
tax2amount The dollar amount attributed to tax 2.
tax3amount The dollar amount attributed to tax 3.
tax4amount The dollar amount attributed to tax 4.
tax5amount The dollar amount attributed to tax 5.
tendertype The type of tender used for the payment (e.g. VISA, CASH)
testmode Testmode status, OFF, ACK, or NAK
ticketname The name of the eTicket series.  e.g. Semi-final Basketball Playoff Game 1
ticketprice The ticket price.
ticketlist Displays, ‘Please print each of your tickets. Use the browser’s BACK button to return to print more tickets.’
Date Format
Number Date Format Sample mySQL format mask
0 August 1st, 2016 %M %D, %Y
1 August 1, 2016 %M %e, %Y
2 Aug. 1, 2016 %b. %e, %Y
3 Aug 1, 2016 %b %e, %Y
4 Aug/01/2016 %b/%d/%Y
5 Aug/01/16 %b/%d/%y
6 08/01/2016 %m/%d/%Y
7 08/01/16 %m/%d/%y
8 2016-08-01 %Y-%m-%d
9 16-08-01 %y-%m-%d
10 2016 %Y
none of above use this as format mask

 

Duplicate a Registration Form

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  1. Go to Edit > Registration Forms
  2. Select the form(s)
  3. Click on  
  4. The following prompt will appear. If you would like the custom question fieldnames to remain the same, select ‘Use Existing Fieldnames’. If you would like them all to be renamed automatically, select ‘Assign New Fieldnames’. Most fieldnames should remain the same so that the data collected is presented under the same field in all reports.

 

Rename the New Form

  1. Select the new form and click on  
  2. Enter the new name
  3. Click on  

Introduction

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The taxes must first be defined in the Taxes section of the Main Menu and then assigned on a per event basis to those events where taxes are applicable.

Taxes are retroactive. If you assign taxes to an event, after people have already registered for the event, the GL Account Report will show the tax breakdown.
GL (General Ledger) Account Report

The GL (General Ledger) Account Report tracks the various taxes and makes it easy for financial officers to report and submit government taxes.

Again, be sure to enter the total base cost, including all taxes, in Event Definition.

Cashiers Note: Cashiers have the ability to override an event price. If they do so, the system will assign the appropriate tax calculation based on the new price. Enter the over ride price without the taxes and the system will add the appropriate taxes.
How to Define a Tax

  1. Go to Edit > Pricing > Taxes
  2. If no taxes have yet been defined, the following screen will appear:
  3. Click on   and the default tax screen will appear:Description
    On/Off Off = This tax is off
    On = This tax is On    		 You can set taxes up in advance. Set the Flag to “OFF”, assign them in Event Definition and then turn them ON at a later time when ready to set the taxes live.
    Tax Name i.e. GST, HST, PST, QST
    Tax Rate As a percentage – enter numeric value
    Tax Type Normal or Compounded Formula

    (For states/provinces with a compounding tax system: i.e. Quebec)

    		 Compounded is for taxes like Quebec’s QST, where the QST is calculated on the subtotal of the base costplus the GST.
    $100.00 x 7% GST = $7.00
    $107.00 x 7.5% QST = $8.025
    $100.00 + $7.00 + $8.00 = $115.02Normal setting calculates the tax on the base cost only
    $100.00 x 7% GST = $7.00
    $100.00 x 8% PST = $8.00
    $100.00 + $7.00 + $8.00 = $115.00
    Currency CAD = Canadian Dollars
    USD = American Dollars
    GL# General Ledger Number Enter GST, PST, etc. and the GL Account Report will distribute the taxes accordingly
    Government Tax # Enter the GST number in this field
    Invoice Description Enter the GST, PST, etc. and this description will appear on the Invoice/Receipt
  4. Click on  
  5. After saving your tax, you see the screen below:Taxes can be edited by clicking on “Edit Defined Taxes”, delete a tax with the “Delete Tax”switch, or click the “Create New Tax” button to add another tax.
  6. Now the taxes must be applied to each event
    1. Go to Edit > Events
    2. Select the event and click on  
    3. Under the “Event Settings” tab, select “Event Pricing (basic)” from the left-hand navigation menu
    4. Under the “Applicable Taxes” heading, select the tax from the drop-down menu
    5. Click on  
    6. Repeat for all applicable events