The Cancellation Schedule
When you cancel a booth, the cancellation schedule is used to calculate the default cancellation cost based on the original cost of the booth space.
Did you know that the system can also use this to calculate a downgrade fee when a company reduces their booth space? When you resize the existing booth, or move the exhibitor to a smaller booth the system uses your cancellation schedule and the square footage that the exhibitor is reducing by to calculate the Downgrade fee.
If you are already using the UDC management option that is included in your system then downgrade fee is already available to you.
If you would like to have this option turned on, contact your a2z project manager.
Financial Summary Report – The Discount Column
In the Financial Summary Report, the summary of item types includes the column “Discount”. This column is important when you are looking at the total amount of revenue for an item versus how much of that item was purchased.
The system takes the total fees assessed for that rate card item, and divides it by the total quantity sold – this equals the net rate.
Then to figure out the discount per item the net rate is subtracted from the gross rate (this is the rate set for this item in the Financial Set Up). The difference is the discount. Discounts will occur if a Global Admin user has changed the price per unit at the time of the sale. A negative (-) discount will occur if the net rate is higher than the gross rate. This column can assist in finding where discrepancies in revenue are located.
Overpayments vs. Unallocated Funds
On the financial dashboard, there is a section for Potential Action Items. The last one in the list of three is Unbalanced Negative Orders – this is simply credit orders that have not been applied. The other two items are Overpayments and Companies with Unallocated Funds.
Overpayments occur when a company has paid more than they owe. Unallocated Funds mean that a company has money paid that is not currently associated with an order. Sometimes unallocated funds are overpayments, but that is not always the case.
To find which companies have overpaid, go to the Financial Summary Report, and look at the bottom section of the report – this will list all the companies and the amount by which they have overpaid. There is a custom report available to locate any unallocated funds.