Organizations such as Performing Arts Centers may have costs or revenues not considered booking or order charges. Examples include receipts from the ticket office, insurance or external catering. It also may be advantageous to maintain the format of an existing settlement statement document that can only be approximated but not exactly duplicated using standard reports.
To do this, you can do the following:
- Define Resource Type 3 ‘settlement’ items for external (to the system) sources of expense and revenue. Add these resources to your price lists (or to a dedicated price list) with prices set to 0.
- When settlement occurs, create a ‘Settlement’ function containing a ‘Settlement’ service order. This order contains line items for each of the external settlement items. In each case, the quantity of item on the settlement order should be 1 and the sign of the item should be positive if it is to be charged to the client and negative if it is a credit to the client, such as box office receipts. An example of a settlement service order:
- Create an Excel Reporting Spreadsheet with formulas that retrieve values from the booking charges, the ‘normal’ service orders, the ‘settlement’ items and payments. This is done from the documents folder of the settlements function using Add Document.
The rest of the article outlines the steps to create the Excel Reporting spreadsheet.
- Add an Excel Reporting Spreadsheet template document to the Event Template Docouments screen.
- Create the desired layout of your template in the spreadsheet. For example:
- Create the Excel Reporting Spreadsheet Retrievals to calculate the values from the event orders. You can create an Excel Reporting Spreadsheet Retrieval by selecting the target cell, right-clicking and selecting Definitions.
Retrieval Examples
See below for some example retrievals. For each retrieval, you must classify the items in the order using attributes like department, resource or management report code. It is not possible to multi-select resources, and it may be necessary to use some other attribute to include multiple related items on the same calculation.
If an Excel Reporting Spreadsheet is created after service orders are already present, any changes made on the Resources screen to classify items for the Excel Reporting Spreadsheet retrievals must be pushed out to the service orders. You can do this using the Synchronize Resources option on the Resources screen.
Example 1: Space Charges
In this example, space charges are charged through a management report code assigned to all spaces. The charges are for actuals so to have the correct calculations, the booking service order must be completed.
Example 2: Equipment Charges
This example is similar to the one above; a management report code is created and assigned to all equipment resources. As above, the actual charges are used in the calculations.
Example 3: Settlement Item
This example displays an item added to the settlements service order. For this item, there is no distinction between ordered and actual; the entered amount is the actual amount. As a result, the forecasted charges are specified here to allow for correct calculation even if the settlements work order is not completed.
Example 4: Payments
In this example, the retrieval is specified on the Receivables tab rather than the Orders tab.
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