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  • 1.  Budget Module Best Practices

    Posted 11-05-2020 14:37
    Help! We need financial data in so many different formats/reports that it's hard to land on a best practice for what to enter and where in the Budget Module for each Event Record. Is anyone willing to share your processes for entering in event budgets? I've got my team geared up to use the G/L code, allocations, categories and subcategories, and added an estimated actual and previous spend to try to accomplish all of our needs but there's a lot of overlap.
    #ExecutingStrategicMeetingsManagement

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    Stacy Wright, CMP
    Senior Manager, US Congresses & Events
    Galderma Laboratories, L.P..
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  • 2.  RE: Budget Module Best Practices

    Posted 11-11-2020 15:15
    Hi Stacy,

    I hope the following helps! :)

    Creating Budget Templates




      Building an Account-Wide Template

      1 Access the Template Details page. Creating your first template? Add it instead of importing. That way fields are provided to ensure you select what's necessary. Begin by clicking Admin in the top right. Hover over Libraries and, under Templates, click Budget Templates.

      Click Create Budget Template.

      2 Enter the template details. Name the template.

      Add anything, from catered meals to microphones, that will have a fee associated to it by clicking Add Budget Item. Name the item and select if it should be a fixed budget item or a variable budget item. Select the predetermined category, then be more specific by selecting the subcategory. Don't forget to choose the currency as well.
       
      NOTE: If you do not see the right category or subcategory, create or rename them.

      Add more by clicking Add Budget Item. Once you're done, click Save.

      3 Establish the visibility settings. Click the neighboring tab, Visibility, then click Edit.

      Want to limit who can use the template? Select Yes, then choose which groups and users should have access to the template.
       

      Click Save.


      Importing a Budget Template

      1 Access the Budget Options page.       Already have a budget list outside of Cvent? Import your list as a template.
       
      Begin by clicking Admin in the top right. Hover over Libraries and, under Templates, click Budget Templates.

      Hover over Action, and click Import Budget Template.

      2 Download the sample file. Click the Download link and save the sample file.
       

      Locate the sample on your computer or network. Right click the file, hover over Open with, and select Microsoft Office Excel.

      3 Prepare your data. Do not delete or reorder anything in the first row. These are the column headers. All other rows should contain specific values for each column.
       
      NOTE: Make sure the category name and subcategory have already been created in Cvent.
       
      After adding your data, open the File menu and click Save As. In the Save as type dropdown, make sure the Text (Tab delimited) option is selected. Click Save. If a warning message appears, go ahead and click Yes.

      4 Import the file. Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Import.


      Adding the Budget Template to Your Event

      1 Access the Budget Items in a Classic or Flex event. Under Solutions at the top of the page, select Events. Open your Classic or Flex event by clicking its name. Hover over Event Details and, under Planning, click Budget.

      Or Access the Budget Items tab in an Express event. Under Solutions at the top of the page, select Events. Open your Express event by clicking its name. The Overview tab opens by default. Click the neighboring tab, Event Details, then the Manage Budget button.

      2 Import the template. Hover over Actions and select Import. Select the "Using a budget template" radio button, choose your template, then click OK.
       

      Edit the budget items is bulk. Create, delete, duplicate, or add a vendor to budget items by hovering over Actions and selecting the appropriate option. Click Save once you're finished.


      Creating a Template from an Existing Budget

      1 Access the Budget Items in a Standard Registration event. Begin by selecting your event. Hover over Event Details and, under Planning, select Budget.

      Or Access the Budget Items in an Express event. Begin by selecting your event. The Overview tab opens by default. Click the neighboring tab, Event Details, then the Manage Budget button.

      2 Save as a template. Check the boxes to the left of each item that should be in the template. Hover over Actions and select Save as Template.

       

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      Chelsea Benge
      Events Software Specialist
      Leading Real Estate Companies Of The World
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