Adding Budget Details

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

Note: Expenses and revenues for events and sessions can be entered at any level in the hierarchy.

To enter estimated expenses or revenues for an event

1. Navigate to the Site Map > Events > Event view.

2. From the visibility filter, select All Events.

3. In the All Events list, select and drill down on the event for which you want to enter expenses.

4. Click the Plan view tab, and select the appropriate subview.

   • For estimated expenses, click the Expenses subview tab.

   • For estimated revenues, click the Revenue subview tab.

5. In the Expenses list, create a new record, and complete the necessary fields.

   When you save the record, the Variance amount and running totals for Forecast Expenses and Actual Expenses are updated at the end of the Expense List.

6. (Optional) To add invoice details to an expense record, create a new invoice record in the Invoices screen, and make note of the invoice number for use in the remaining steps.

   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 the next step in this procedure.

7. Navigate back to the Invoice Line Items list for the event.

8. Click Add in the Invoice # field to copy in the invoice information from the Invoices screen.

   The following table describes some fields in the Invoice Line 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.
   Invoice Status	The status of the invoice. Typical values are Open, On Hold, Cancelled, Consolidated, and Closed.
   Vendor Invoice #	The invoice number entered.
   Vendor Name	The account name of the vendor.
   Cost Code	An internal cost code associated with the line item.