You can use this section to record attendee income items such as sponsorship donations from attendees, or attendee expense items such as presenter fees. If you want to record attendee admission fees, but do not want to bother with the process of function registration, you can also use income items as a simple way to record event admission income.
1.
In the Attendees |View Attendees tab, find the attendee to whom you want to attach an income/expense item.
2.
Click the Finance tab in the bottom section of the screen and select the Income sub-tab.
3.
Click the New button to the right of the selection grid.
4.
The Event Attendee Income/Expense [New] window appears.
5.
At the top of the window, fill in the information under the General area. There are also four tabs below: Income/Expense, Notes, Taxes and Order/Payment.
General: Choose an Item Type from the drop-down list. Some of these are predefined by EventPro Planner, e.g. Registrations, Accommodation, Miscellaneous, etc. You may also have defined other types earlier in the General Lookup Tables. See Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Income Expense Types.
2.
The Item Date will default to the current date, but you can select another from the drop-down calendar.
3.
Enter a Description for the item.
4.
The Linked to Name field will automatically fill in with the attendee you selected earlier.
From the Budget drop-down list(s) under Expense and/or Income, choose the applicable Budget item(s) to which this income/expense applies. You set up these budget items earlier in Chapter 5: Set Up an Event,Budget Setup. If you have multiple budgets, you can choose the applicable budget from the Allocate To drop-down list.
2.
If applicable, enter the Cost of the item.
3.
If you intend to charge a markup on the item, select a Markup Type from the drop-down list: Percent or Cost.
a.
If you chose Percent, enter the Percentage and choose how you want to round off the amount from the Rounding drop-down list. If you want the markup added as a surcharge, check the Show As Surcharge checkbox.
b.
If you choose Cost, ensure you have a cost entered in the Cost field above.
4.
From the Bill To drop-down list, choose the party that will be billed for the item: Not Billable, Event Client, Attendee, Attendee Group, or Exhibitor.
5.
Charge:
a.
If you entered a percentage markup, the Charge will be calculated automatically, and if the markup was added as a surcharge, the Surcharge will also be automatically entered.
b.
If you chose a cost markup, the Charge will be automatically set to the Cost amount; you can enter a surcharge if applicable.
c.
If you selected <None> as the markup type, you can manually enter a Cost, Charge and Surcharge, as applicable.
Under this tab, check the boxes next to the CostApplicable Taxes and Charge Applicable Taxes that apply to this item.
You set up the program’s taxes earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and the event taxes in Chapter 5: Set Up an Event,Event Taxes and Default Taxes.
Click on the Order/Payment tab to enter order status and payment information. You may not be able to enter all of this information right now if the order is still in progress. You can return to this order later to update information as you receive and pay for items.
2.
If the item has already been ordered, check the Ordered checkbox and choose the Ordered On date from the drop-down calendar. If you have a P.O. Number for the order, you can enter it in this field.
3.
If the order has been received, check the Received checkbox and choose the Received On date from the drop-down calendar.
4.
When the item has been paid for, enter the relevant information under Payment Information. Enter the Paid Amount and select the Paid On date.
6.
When you have entered all the information you need about this income or expense item, click Save.
7.
The item will be added under the Income/Expense sub-tab in the attendee’s Finance tab.
8.
You can also view all income/expense items, including attendee income/expense items, under the main Finance tab in the Event Maintenance screen.
