Set Up Budget Sub-Categories and Items

1.	In the Event Maintenance screen, find the event for which you want to create a budget.

2.	Click on the Event Setup button and click on the Budget sub-tab in the Event Setup window.

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3.	In order to keep the data organized, you must create sub-categories before adding budget items.

1.	To enter a new budget category, click the New Sub-Category button under Income or Expense, along the right side of the Budget screen.

2.	The INCOME or EXPENSE: Event Budget Sub-Category [New] window opens.

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3.	Enter a name for the budget Sub-Category, e.g. Donations, Payments, Catering, etc.

4.	Click Save. You will now add budget items to each sub-category.

1.	To enter a new budget line item, select the Income or Expense Sub-Category in which you want to add the item and click the New Item button under Income or Expense, along the right side of the Budget screen.

2.	The INCOME: Event Budget Item [New] or EXPENSE: Event Budget Item [New] window opens. The window will appear different, depending on whether or not you budget monthly.

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3.	The Sub-Category will be set to the sub-category you selected before clicking the New button.

4.	Enter the Item name.

If applicable, you can choose an Account Code from the drop-down list. You set up Account Codes earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Accounts. Assigning account codes will later allow you to report on budget by account code as well as by line item. If you later want to Export Invoices to your Accounting Software, you MUST assign Account Codes to the Budget Items.

6.	In the Budget field, enter a projected amount for this item. If you have multiple budgets, enter the applicable amount for each budget. If you chose to budget monthly in your System Settings, you can enter a projected amount for each month (as pictured above).

7.	Click Save.

When you later work through your event, adding revenue and cost items, you will see Budget fields. The drop-down lists in these Budget fields contain all the items you have listed here in your budget. This allows you to identify the prices for these items and where they should be reflected in your budget. If you have multiple budgets, you will be able to allocate the amount to a specific budget. If you plan to later Export Invoices to your accounting software, it is important that every item that is included on an invoice is assigned to a Budget Item.

For example, if you enter a catering order for Buffet Lunches, you will be able to select from the budget drop-down “Expense\Catering-Beverage\Catering" (or whatever you have created for the budget item). You could then allocate the amount to the applicable budget by selecting a budget from the Allocate To drop-down list. When you return to your budget, that dollar amount will be reflected in the Actual column, on the Catering line of your budget.

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