Optional fields

We require more optional fields to record student names and grades in the A/R module. Is there anyway to add more String Fields for text? The date and unit fields are of no use for us, and there seems to be room for at least 12 optional fields under the accounting tab for the customer, which would be so very useful to us!
Thanks.

Hi Colleen,

The database structure in Adagio limits Optional fields to a maximum of 3 string fields, 2 date fields, 2 amount fields and 2 unit fields. No more of any type are possible.

How do you want to use/report on this information? Perhaps there is another way? For example, the Contact tab allows you to enter an unlimited number of these records for each customer, perhaps a different contact for each student. Then the name and grades could be entered there?

Hi, thanks for your response. I want to be able to view the information on Gridview and export it to Excel. I did try using the contact tab, as I thought that would be perfect, but I can't get it to show up on Gridview?

Hi Colleen,

The Contacts records are not stored in the same data file as the customer, but rather in a separate file accessible by GridView in the A/R Contacts table. It is possible to create a GridView inquiry on the A/R Contacts table to list and export that information.

In GridView, a data file has to have at least one record before that table is visible. Perhaps your data doesn't have any Contacts entered yet, which is why the table isn't listed in GridView.

Okay, I will try that tomorrow. But will it have the other information I need from the customer, like customer number, name etc. so I know which contacts go with which customer accounts?

The customer number is stored with each Contact. Thus it will be possible to use formulas to create Calculated Columns for the customer name or any other information from the customer.

Colleen:

To get all of the fields you want to see in one GridView you need to link in fields from multiple tables using the Insert Related Data under the edit menu.

Hi Colleen

I have recommended to schools to use an optional date field to record the student's grade - using the graduation year. This has the added advantage of not changing each year.

Steve

Hi Steve, Thanks for the suggestion. We have more than just Kindergarten to grade 12, we also have daycare and preschool, and there is no graduation date. I'm going to try the contacts and see if I can manage to get everything I need onto 1 gridview using the other suggestions I received.

Thank you, that looks like it is going to work for us.