Financial Set Up is where the user enters all the items the event is selling or processing through A2Z Events.
The user will need the name of the Item, the Unit Price, and the Item Type. The system uses this information for orders and allows your team to group similar items together by Item Type for reporting, tracking or pacing purposes.
Setting Up Pricing
The Financial Setup Page will list all of the default financial items that come standard in the system at the top of the page.
First, decide how you will want to cluster the Items for reporting and configure Item Types.
To enter a New Item scroll down to the Add New Item box, and enter the Item Name, Item Price, choose the Item Type from the Drop Down, and if you would like enter the GL Code OR the Debit/Credit Account Numbers, inventory quantity, and the Budget Amount for the item. Then click Add.
This will appear in the Item Drop down when you create orders, it will also appear on the Statement.
This is the Price Per Unit for the item. If the item does not have a set price then use 0.00 as the price, and you can add the price when you create the individual order.
Note: the Booth Space items should have the Per Square Foot rate as their price. Ex. If your 10x10 booth is $1,200 then the Booth Space Item Price will be $12 (100sqft x $12 = $1,200). For a meters floorplan, the price is per square meter.
This is the larger category for this item. See Item Type Management for a detailed explanation as well as the list of special Item Types.
GL Code – You can either enter the GL (General Ledger) Code for this item, which can be used for reporting purposes.
These fields will show instead of GL Account if you are utilizing the Financial Export
Inventory – This is the number of this particular item you have available. If you are using Online Exhibits Contract or Online Sponsorship Sales, the Inventory will control the maximum quantity of this item available for sale, and will not allow sales exceeding the inventory on the public site. (Excess items may be sold in GlobalAdmin). See also Item Type inventory below.
Note: For items of type Booth Space, inventory should match projected square footage to be sold.
Budget – For Tracking/Pacing purposes you can enter a budget amount, this is the amount that you expect to make for this line item. You can also add in a budget at the Item Type Level, more on this below.
To edit an existing Item, click on the Item Name, and add or edit the fields as needed.
Item Priority - default is 0 for all items when priority granularity is not needed. Specifies the order in which items are paid off via payments that are disbursed by the system. An item with a larger value will be paid off before an item with a lower value.
Item Code - used by the a2z team for additional programming. Please do not update.
Item types are used to group like items together for tracking/pacing, and reporting. Additionally there are specific Item Types that are used on the floor plan during Assignments, Cancellations, and Downgrades. If the Item Type name is changed the Items will not show up in drop downs as noted here.
You can also specify GL codes at the Item Type level. This will add the appropriate GL code to your individual items in reports based on their type.
Items associated with this Item Type will show up in the Assign a New Order drop down box when you are assigning, or reserving a booth, and when you move an exhibitor out of one booth and into new booth. The item price is multiplied by the booth square footage to calculate the booth space price.
These items are used when you cancel a booth that is assigned or reserved using financials. The Items will show in the drop down box called Order, and use the Cancellation Schedule to calculate the booth cancellation fee.
This item should be set to price of 0, as its value is computed at the time of cancellation based on the booth space price and cancellation schedule.
Note: the amount of the Cancellation order is the amount that you keep or are owed.
Items of this type are used when you resize a booth that is already assigned, or when you move an exhibitor to a booth that is smaller than the one to which they were originally assigned. This item should be set to price of 0, as its value is computed at the time of cancellation based on the booth space price and cancellation schedule.
This table at the bottom of the page allows you to enter Budget, Debit/Credit (or GL Codes), and Inventory amounts for the Item Types.
This is the Overall Budget amount for this Item Type. If you leave this blank then the reports will pull the sum of the individual item’s budgets. You can enter a Item Budget and and Item Type Budget.
Debit/Credit Accounts OR GL Code