EventPro Planner Manual

Financial Reports

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Financial Reports

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Financial Reports

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Review the instructions under Print Reports for the Standard Printing Options available for most reports.

Click to expand/collapse textAttendee
1.Attendee Charges: Displays the items charged to the selected attendee, including Item Type, Item Date, Charge To (the individual to whom the expense is linked), Quantity, Item Description, Amount and Totals.
a.Before running this report, find the appropriate event in the Event Maintenance screen, and find or select the relevant attendee under the Attendees tab.  The report will display the items charged to that attendee.
b.Under Event Selection, select an event by clicking the ellipsis to open the Find Event window.
c.Under Options, select the checkbox if you want to Exclude Invoiced Items (i.e. do not want the report to show items that have already been invoiced).
d.If you only want to view certain types of items in this report, check the corresponding checkboxes below Income/Expense Items.  If you do not check any checkboxes, the report will show all items.
2.Attendee Statement: Lists the Invoice and Payments for the attendee(s), including Debits, Credits and Balance Outstanding.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.If you want to view a statement for only one attendee, find the appropriate event in the Event Maintenance screen, and find or select the relevant attendee under the View Attendees tab before running the report.  Under Options in the Attendee Statement window, select the Print Current Attendee Only checkbox.  Select the adjacent checkbox if you want to Print Guest Report as well.
c.If you want to view an attendee statement for all attendees in an event, leave the Print Current Attendee Only checkbox unselected.
d.Check the box if you want to Update Communications.  Choose a Method and Reference. This will add a communication (of the method and reference you choose) to the communication log, noting that the report has been printed or sent.
3.Attendee Balances: Lists event attendees, including their Name, Type, Company, Phone number and Status, and indicates the Debits, Credits and Balance for each attendee.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.Select the checkbox if you want to Show Zero Balances.
Click to expand/collapse textBudget
1.Budget vs Actual – Total by Item:  Displays the Budgeted and Actual amounts and Variance for income and expense Budget Items.
a.If you want to view just a Single Event, select the checkbox and choose an event by clicking the ellipsis to open the Find Event window.
b.If you want to view this information for all events, leave the Single Event checkbox unselected.
c.If you choose to view all events, select the checkbox if you want to Show Each Selected Event’s Budget Separately.  If you select this checkbox, the totals will be separated out by event.  If you do not select the checkbox, all expenses and all income for all events will be totalled together.
d.Select the checkboxes below if you want to Recalculate Events and Show Zero Amounts.
e.If you want to Show Budget Detail, select the checkbox.
f.If you only want to view certain budget items in the report, check the Select Budget Items checkbox.  In the space below, select the checkboxes next to the budget items you want to view in the report.
2.Budget vs Actual – Total by Account: Displays the Budgeted and Actual amounts and Variance for income and expense Account Codes.
a.If you want to view the report for just a Single Event, select the checkbox and choose an event by clicking the ellipsis to open the Find Event window.
b.If you want to view this information for all events, leave the Single Event checkbox unselected.
c.If you choose to view all events, select the checkbox if you want to Show Each Selected Event’s Budget Separately.  If you select this checkbox, the totals will be separated out by event.  If you do not select the checkbox, all expenses and all income for all events will be totalled together.
d.Select the checkboxes below if you want to Recalculate Events and Show Zero Amounts.
e.If you only want to view certain accounts in the report, check the Select Account Codes checkbox.  In the space below, select the checkboxes next to the account codes you want to view in the report.  
Click to expand/collapse textClient
1.Client Charges:  Displays the items charged to the event client, including Item Type, Charge To (the individual or company to which the expense is linked), Quantity, Item Description, Amount and Total.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.Under Options, select the checkbox if you want to Exclude Invoiced Items (i.e. do not want the report to show items that have already been invoiced).
c.If you only want to view certain types of items in this report, check the corresponding checkboxes below Income/Expense Items.  If you do not check any checkboxes, the report will show all items.
2.Client Statement: Lists the Invoices and Payments for the selected event, including Debits, Credits and Balance Outstanding.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
Click to expand/collapse textExhibitor
1.Exhibitor Charges: Displays the items charged to the selected exhibitor, including Item Type, Item Date, Charge To, Quantity, Item Description, Amount and Totals.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.Under Options, select the checkbox if you want to Exclude Invoiced Items (i.e. do not want the report to show items that have already been invoiced).
c.If you only want to view certain types of items in this report, check the corresponding checkboxes below Income/Expense Items.  If you do not check any checkboxes, the report will show all items.
2.Exhibitor Statement: Lists the Invoice and Payments for the exhibitor(s), including Debits, Credits and Balances.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.If you want to view a statement for only one exhibitor, find the appropriate event in the Event Maintenance screen, and find or select the relevant exhibitor under the View Exhibitors tab before running the report.  Under Options in the Exhibitor Statement window, select the Print Current Exhibitor Only checkbox.
c.If you want to view an exhibitor statement for all exhibitors in an event, leave the Print Current Exhibitor Only checkbox unselected.
d.Check the box if you want to Update Communications.  Choose a Method and Reference. This will add a communication (of the method and reference you choose) to the communication log, noting that the report has been printed or sent.
3.Exhibitor Balances: Lists event exhibitors, including their Name, Contact, Phone number and Status, and indicates the Debits, Credits and Balance for each exhibitor.
a.Under Event Selection, click the ellipsis to open the Find Event window and select the event.
b.Select the checkbox if you want to Show Zero Balances.
Click to expand/collapse textInvoice Lists
1.Invoice List: Lists the invoices by number, including the Date, Due date, Booking Number, whether Void, Description, Amount due, amount Paid and Balance owing.
a.From the Select drop-down list, choose whether you want to include All events or a Single event in the report.  If you choose Single, click the ellipsis to open the Find Event window and select the relevant event.
b.Under Options, choose which invoices you want included in the report: All, Paid in Full, Outstanding Only, Overdue Only, Exported Only or Un-exported Only.
c.Select the checkbox if you want to Include Voided invoices.
d.You can choose to include only invoices with a Due Date, Issued Date or Printed Date within a certain date range.  Select an option from the drop-down list and choose the From and To date range.
2.Aged Invoices: Lists outstanding Invoices, indicating whether they are Current, Over 30, Over 60 or Over 90, and displays the number of days overdue.
a.Under Options, select the checkbox if you want to Show Overdue (invoices) Only.
b.Under Invoice Due Date, select the date range within which the invoice due date must fall.
3.Aged Invoices by Company: Lists Companies that have been invoiced, indicating whether the invoices are Current, Over 30, Over 60 or Over 90, and displays the number of days the Oldest invoice for the company is overdue.
a.Under Options, select the checkbox if you want to Show Overdue (invoices) Only.
b.Under Invoice Due Date, select the date range within which the invoice due date must fall.
Click to expand/collapse textPayment Lists
1.Payment Summary: Lists the payments received, including Receipt number, Receipt Date, Booking Number, whether Voided, Payment Type, Description and Amount.
a.Select a radio button to indicate whether you want to view payments for All events or a Single event.  If you choose Single, click the ellipsis to open the Find Event window and select the relevant event.
b.Under Options, choose the date range of the Receipt Date from the From and To drop-down calendars.
2.Shift4 Settlement:  Displays payments received for Online Invoices, including Online Invoice Number, Payment type, Receipt Date, Card Number, Amount, Customer Name and Receipt Number.
a.Select a radio button to indicate whether you want to view payments for All events or a Single event.  If you choose Single, click the ellipsis to open the Find Event window and select the relevant event.
b.Under Options, choose the date range of the Receipt Date from the From and To drop-down calendars.
c.Choose the sort order of the report entries from the Sort By drop-down list.
Click to expand/collapse textSupplier
1.Supplier Financial Summary: Lists the Total costs, with and without Tax, for each Supplier.
a.If you want to view the report for just a Single Event, select the checkbox and choose an event by clicking the ellipsis to open the Find Event window.
b.If you want to view this information for all events, leave the Single Event checkbox unselected.
c.Under Options, use the drop-down lists to choose the Ordered Status, Received Status and Payment Status of the records you want displayed.
Click to expand/collapse textOther Financial Reports

There are additional financial reports available in the Report Explorer screen:

•Budget vs Actual – Single Period by Item
•Budget vs Actual – Single Period by Account
•Budget – All Periods by Item
•Budget – All Periods by Account
•Actual – All Periods by Item
•Actual – All Periods by Account
•Invoice, Invoice by Date, Invoice by Item Type, Summary Invoice and Receipt: See Invoices and Receipts below.
•Invoice Batch

To learn how to access reports in the Report Explorer screen, see Reports from the Report Explorer below.