Events Management

Setting up Event Fees

Prior to setting up your event, you will want to determine what the various fees will be for the event. You may have registration fees, sponsor fees, miscellaneous merchandise fees (t-shirts, etc.). Configuring these fees ahead of time will make it easy to complete the event setup. How you wish to account for the receivables will drive the number of fees you will need to setup.

NOTE:- You will want to ensure that you have all appropriate accounts setup in the Chart of Accounts.

1. In the Navigation Panel, select Setup.
2. In the Services, Products and Commerce section, click Goods/Services. A list of the Good/Services currently configured in your database will be displayed.
3. Click the New button. The Add/Edit Good or Service dialog box will be displayed.
4. Configure the following:

   Name- Enter a name for the Good or Service. This name will be selected when you create the good/service for the event, and is also used for reporting purposes.

   Good/Services Type - Select the Good/Services Type from the drop-down list. Selecting an Event option will ensure that this type is available for selection when you create your event, and will be used for filtering and reporting purposes.

   Product Category - Select a product category from the drop-down list. This product category is used for filtering and reporting purposes.

   Description - Enter a description of the good/service. This description will be displayed on invoices sent to registrants so it is important to ensure that it fully describes the good/service.

   Description

   Price Period - Select a price period from the drop-down list. The price period defines the frequency at which the fee will be charged. Typically for an event this is a one time fee.

   Default Price - Enter the default price for this goods/services. You may leave the field set to zero and update the price when assigning the fee to the event.

   Default Quantity - Enter the default quantity for this goods/service. This field allows you to dictate the minimum number of this good/service that may be purchased. You may leave this field set to zero if there is no minimum quantity.

   Accounting Type - Select Cash or Accrual from the drop-down list.

   Revenue Recognition Type - Select the appropriate revenue recognition type from the drop-down list.

   Income Account - Select the appropriate income account from the drop-down list.

   Receivables Account - Select the appropriate receivables account from the drop-down list.

   Deferred Income Account - Select the appropriate differed income account from the drop-down list.

   Deposit Account - Select the appropriate deposit account from the drop-down list.

   Default Revenue Recognition Months - If the revenue for this good/service is to be recognized over a period of months, enter the number of months. Set this field to 0 if the income is to be recognized immediately.

   Voluntary - Select this checkbox if the good/service is a voluntary fee.

   Product Tax Categories - If this good/service is taxable, select the appropriate tax category from the drop-down list. Select the + sign to add a new tax category.

   Tax Set - If this good/service is taxable, enter the appropriate tax set.

   Is Recurring Fee (vs. One Time) - Select this option if the fee is recurring.

   Invoice Template - Select the invoice to be sent for this good/service.