Accounts

Accounts set up in the Account Setup section form the "Chart of Accounts" or "General Ledger" for your event or meeting. The codes set up here are used in your budgets, forecasts, and all accounting transactions. These codes are typically already in use by your accounting department, and should precisely match the codes used by your company. This is especially important if you are exporting financial data from your meeting to your company's accounting system.

Click here to learn more about the budgeting tool in the Accounting Panel.

Creating Accounts

To create a new account, press the Add Account button (bottom right), and enter the following information:

• Account Number
• Name
• Type:
  • Heading - this is used to designate an account number for use just as a heading.
  • Income Fixed - these items are typically known income items, such as sponsorships or other fixed income, contracted in advance.
  • Income Variable - most income items at a conference or meeting will be variable. This includes any income, such as registration fees, exhibitor fees and function fees that will change with the number of registrations you receive.
  • Expense Fixed - these items are typically known expense items that will not vary, such as venue rental, AV rental, staffing and other items that are fixed no matter how many registrations you receive.
  • Expense Variable - many expense items at a conference or meeting will be variable. This includes any expenses that will change with the number of registrations you receive, such as food and beverage.
• Notes - any information you want to remember about this account.
• Reference Number - legacy account number for old data.
• External Account Number - useful for linking your data to other accounting systems.
• Deactive Account - you can "turn off" old unwanted account codes by ticking this checkbox. Only unused accounts (with a 0 balance) can be marked as Deactive.