Entering Actual Revenues and Expenses

An important aspect of event management is determining whether an event produces a good return on investment. In order to determine this, you must record actual event income and expenses. In Siebel Events Management, you can record these amounts using the Revenue and Expenses views. These views are also useful for analyzing budget variances, if you have established a budget for your event. For information on setting up a budget for an event, see Adding Budget Details.

Actual revenues and expenses can be entered using the Revenue and Expenses views at the event plan, event, and session level. Each revenue and expense record is optionally related to an event and session. Records entered in the child, roll up to the parent. For example, a revenue record entered at the session level also appears at the event and event plan level.

Actual expenses can also be recorded at the venue and vendor level. For more information about creating expense for a venue, see Researching and Choosing a Venue. For more information about creating expenses for a vendor, see Researching and Hiring Vendors.

The following procedure describes how to record actual revenues for an event or session.

To record actual revenues for an event or session

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

2. In the Events list, select and drill down on the event for which you want to record revenue.

3. Click the Plan view tab, and then click Revenue.

4. In the Revenue list, create a new record.

5. To associate the revenue with a session, in the Session field, click the select button.

The following procedure describes how to record actual expenses.

To create an invoice for an expense

1. From the application-level menu, select Navigate > Site Map > Invoices.

2. In the Invoices list, create a new record.

   Note: Write down the Invoice # for reference.

3. In the Status field, select Approved.

4. In the Bill To Account field, click the select button to select an account for billing identification purposes.

5. From the Pick Account dialog box, select the account, and click OK.

6. Complete the remaining fields.

To record an expense

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

2. In the Events list, select and drill down on the event for which you want to record an expense.

3. Click the Plan view tab, and then click Expenses.

4. In the Expense list, create a new record.

5. To associate the expense with an event or session, in the Event or Session field, click the drop-down list, and select the event or session.

6. To associate the invoice information, in the Invoice # field, click the select button.

7. In the FS Invoice dialog box, select the Invoice number, and then click OK.