Entering Venue Expense and Billing Information

After you have entered a location as an event venue and optionally specified venue rate codes for an event, you can enter venue expense and billing information. Expense records created at the venue level roll up to the event, with a Cost Type = Venue. Venue billing records are a detailed breakdown of a single venue expense record, indicating room and room rate information.

To enter venue expense information

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

2. In the Event Plans list, select and drill down on the event plan for which you want to enter venue expense information.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the event.

5. Click the Resources view tab, and then click Venues.

6. In the Venues list, select the venue for which you want to enter expense information.

7. Scroll down to the Expense list, and create a new record.

8. In the Expense list, complete the necessary fields.

To enter venue billing information

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

2. In the Event Plans list, select and drill down on the event for which you want to enter billing information.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the event.

5. Click the Resources view tab, and then click Venues.

6. In the Venues list, select the venue for which you want to enter billing information.

7. Scroll down to the Expense list and select the expense for which you want to enter billing information.

   Note: An event must have a venue before you can add a venue to its session. Rooms can only be selected after a venue for the session is selected.

8. Scroll down to the Billing subview, and create a new record.

   The following table describes some fields in the Billing list.

   Field	Comments
   Room	A required field that displays the rooms available within the venue. You can select a room from the dialog box.
   Billing Basis	A value for the interval at which the room use is charged. The drop-down list displays typical values of Per Person, Per Item, Hourly, Daily, Weekly, and so forth.
   Billing Rate	The negotiated rate from the account screen for the venue. You can edit the billing rate amount.
   Quantity	A value for the number of rooms within the venue.
   Flat Fee	The flat charge for the room. For example, there may be a setup or booking charge that is not reflected in the Billing Basis or Billing Rate fields.
   Total Cost	The actual room cost calculated by multiplying the billing rate times the quantity plus the flat fee. {(Rate*Quantity)+Flat Fee}
   Comments	A text field for other information associated with the billing record.

After you create one or more billing records, you can update the actual cost of the parent expense record to reflect the total cost of the billing records.

To update the actual cost of the expense record

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

2. In the Event Plans list, select and drill down on the event plan for which you want to update venue expense information.

3. Click the Schedule view tab, and then click Events.

4. In the Events list, select and drill down on the event.

5. Click the Resources view tab, and then click Venues.

6. In the Venues list, select the venue for which you want to update expense information.

7. Scroll down to the Expense list, and click Update Actual Cost.