Create Event Part X: Track Expenses (Optional)

Events: Configuring Events: Track Expenses

This tutorial will cover how to record event expenses within the system. This will allow you to create a line item budget for your event. In addition, the budget will populate the Expenses line on the Event Dashboard/P&L statement.
In order to track expenses, you must first configure Expense Groups and their constitutent Expense Items. See this tutorial on how to configure Expense Groups.
To record event expenses, start by clicking on the Events from the main menu and select Events.
From the list of events, click on the name of the event for which you wish to track expenses, and then select Track Expenses from the left hand menu.
On this screen you will see a list off all currently recorded expense groups for this event.
To track expenses, start by selecting an Expense Group you wish to record expenses from the Expense Group drop-down. This will pull in the list of Expense Items associated with this Expense Group.

If you desire to enter a note for this expense group, do so using the Expense Group Note field.
Next, for each expense item you wish to record enter in the cost for that item in the Cost field.
If desired you may also indicate the vender to whom the cost was paid by selecting the contact record for that vendor using the Vendor field. You can add contacts "on the fly" here if they are not already in your system by typing the name and hitting enter. This will bring up the Quick Add Contact pop up box.
When you have finished recording costs for each item the group, click on the Save button.

Repeat steps 6 - 10 for all remaining expense groups that you wish to record expenses for.

To edit an expense group and its associated items, click on the Edit button to the right of the expense group entry.
You cannot delete any Expense Groups once configured. You can edit the group and zero out the line item, however.
Now, when you view the Event Dashboard, you will see a grand total of your expense items.