Siebel eEvents Management Guide > Defining an Event > End-User Setup Procedures for Defining an Event >

Entering a Budget for an Event

As part of defining an event, you can create a budget for the event. The budget includes estimated revenues and costs. Then, as part of preparing for and hosting the event, you can enter actual revenues and costs. With this information, Siebel eEvents Management calculates budget variances (estimated versus actual amounts) so you can analyze an event's financial performance at each level of the event—event, subevent, and session. This capability allows your company to maintain a history of line item variances and budget accuracy over time.

NOTE:  Costs and revenues for subevents and sessions are entered at the event level. When entering costs and revenues at the event level, fields are provided for associating the amounts with specific subevents and sessions.

The following procedure describes how to enter estimated costs for an event. The same procedure applies to entering estimated revenues, only you use the Revenue view on the Events screen.

To enter estimated costs for an event

  1. From the application-level menu, choose View > Site Map > Events > All Events.
  2. In the Events list, select the event for which you want to enter costs.
  3. Click the Cost view tab.
  4. In the Cost list, add a new record and complete the necessary fields.

    5. The Variance amount and running totals for Estimated Cost and Actual Cost are updated at the bottom of the Cost List when the record is saved.

  5. (Optional.) To add invoice details to a cost record, create a new invoice record in the Invoices screen. Note the invoice number for reference in the remaining steps.

    6. Some invoice record fields are described in the following table.

    Field
    Comments
    Type
    Select Payable. Invoices of type Receivable cannot be selected for cost line items.
    Invoice #
    This automatically generated number appears in the Invoice # field of the Invoice Items list when you return to the event's Cost view in Step 6.

  6. Navigate back to the Invoice Items list in the Cost view for the event.
  7. Click the select button in the Invoice # field to copy in the invoice information from the Invoices screen.

    8. The following table describes some fields in the Invoice Items list.

    Field
    Comments
    Quantity
    The number of items associated with the cost line item.
    Invoice Expected?
    A Yes or No value, based on whether or not a vendor will generate an invoice.
    Invoice Date
    The date the Invoice # is entered (auto-populated).
    Invoice Status
    The status of the invoice. Typical values are Open, On Hold, Cancelled, Consolidated, and Closed.
    Vendor Invoice #
    The invoice number entered on the Invoices screen in the All Invoices list.
    Vendor Name
    The account name of the vendor.
    Cost Code
    An internal cost code associated with the line item.


 Siebel eEvents Management Guide 
 Published: 18 April 2003