EventPro Planner Manual

Create Exhibitor Income/Expense Items

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Create Exhibitor Income/Expense Items

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Create Exhibitor Income/Expense Items

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1.In the View Exhibitors tab, find the exhibitor to whom you want to attach an income or expense item.
2.Click the Finance tab in the bottom section of the screen and select the Income/Expense sub-tab below.

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3.Click the New button to the right of the selection grid.
4.The Event Exhibitor Income/Expense [New] window appears.
5.Fill in the information you require under the General section of the window, and in the four tabs below: Income/Expense, Notes, Taxes and Order/Payment.
Click to expand/collapse textGeneral

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1.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 default to the selected exhibitor company.
5.Enter the Quantity of the item.
Click to expand/collapse textIncome/Expense

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1.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.  Select <NONE> if there is no markup.
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 who will be billed for the item: Not Billable, Attendee 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.
6.You can enter a Discount, if applicable.
7.The Totals will calculate automatically.
Click to expand/collapse textNotes

You may add any other information regarding the income/expense item in the Notes area.
Click to expand/collapse textTaxes

Under this tab, check the boxes next to the Cost Applicable Taxes and Charge Applicable Taxes that apply to this item.

The EventPro Planner program taxes were set up earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and event and default taxes were set up in Chapter 5: Set Up an Event, Event Taxes and Default Taxes.
Click to expand/collapse textOrder/Payment

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1.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 exhibitor’s Finance tab.
8.You can also view all income/expense items, including exhibitor income/expense items, under the main Finance tab in the Event Maintenance screen.