This report gives the user a summary of all financial activity to date within the a2z system, for a single event.
To Pull the Report
Select the event from the drop down to run the report for that specific show, leave at ‘---All---‘ to run the report for all Financials events in the system that are associated with the Logged In User.
NOTE: if a system is using multi-currency, the values will display for all events, but the amounts will not be converted into a single currency.
The first section of this report gives an over view of the events financials.
Total Order Amount – Sum of all the orders in the system for this event.
Total Invoiced Amount – Amount of the order amount that has been invoiced per the payment schedule.
Total Invoiced Paid Amount – Amount of the invoiced amount that has been paid.
Over Payments – If there was more paid than was invoiced the difference is shown here.
Gross Receivables – Total order amount minus the paid amount.
Net Receivables – Total invoiced amount (per the payment schedule) minus total invoiced paid amount.
Summary By Item Type
Second is this summary of the Item Types. Item Types are the category that Order Items are associated with, to aid in reporting. For example, ‘Booth Space’ is an Item Type to which the Order Items ‘Booth Space – Member’, ‘Booth Space- Non Member’, ‘Early Bird’, ‘100-399sq ft’, ‘Bulk Space’, etc. are associated.
Item Type - Name of the Item Type as created in Item Type Management. Only Item Types with orders associated with them will show here.
Quantity Sold – Total of the quantities in each order associated with this Item Type.
Order Amount – Total dollar amount for all orders associated with this Item Type.
Total Invoiced Amount- The amount of the orders that have been invoiced for this Item Type.
Paid Amount – Total amount paid against the orders associated with this Item Type.
Target – The amount entered in “Financial Setup” as the budget for this Item Type
% Met – The total order amount divided by the target.
Summary for the Item Type Booth Space
The previous chart shows all the Item Types that are being used in this event, while this chart gives a breakdown of just the Booth Space Item Type. The breakdown uses the keywords ‘comp’, ‘trade’, and ‘barter’ to show how much booth space was a Trade, Complimentary, or Barter. The line item Sold combines all the other Booth Space Orders
Item Type – Each order item that has the keywords ‘comp’, ‘trade’, or ‘barter’ will be listed out, while ‘Sold’ includes all the other order items for Item Type ‘Booth Space’.
Quantity – Sum of the quantity of all the orders of that type. This is the same as square footage.
# Company Count – The total number of companies that have an order that matches this type.
Order Amount – Total dollar amount for this item.
Invoice Amount – Total amount in dollars that has been invoiced against these order items.
Amount Paid – Total amount paid against these order items.
Summary of Item Types
A total break out of all the Items, grouped by their Item Type.
Item – Name of the Item as entered in “Financial Setup”.
Quantity – Total number of this item that was ordered.
Gross Rate – Rate as entered in “Financial Set Up”.
Discount – Amount less than the gross rate that the order rate averages. This is calculated by taking the sum of all the orders and dividing them by the total quantity, then subtracting that amount from the gross rate. Example – Booth Member Rate is $20 per square foot; total dollar amount for all Booth Member orders is $19,000; The total quantity of the orders is 1000; Therefore the equation would be $19,000/1000=19 , $20-$19=$1; The discount amount for this line item would be $1. The reason this would happen is a Global Admin User created an order (or orders) for this Item that overrode the price in the Rate Card.
Net Rate – The Average rate. In the example above, when the discount is calculated the average rate is what is subtracted from the gross rate to find the discount (e.g. $19).
Fee Assessed – Total amount of the orders.
Grand Total – Total amount in dollars for all the orders.
Summary of the payments grouped by mode/method
Payment Method - Each of the payment methods that have been used in this event will have a row. Default payment methods in the system are Check, System Transfer, Transfer, Refund, Online Credit Card, Credit Card, Cash, and Lock Box.
# of Payments – Number of individual payments of this type.
Total Amount – Sum of all the payments of this type.
Total – Sum of all payments of all types.
When a company has paid more than they owe for the selected event the Over Payments section will show the amount by which they have overpaid.
Company – Name of the Company as it appears on the Company Info Tab of the Company Record.
Event Name – Name of the selected event.
Order Amount – Total amount of the orders entered for the selected event for this company.
Paid Amount – Total amount of payments entered for the selected event for this company.
Over Payment – The amount that the company has paid that in in excess of the amount due.