Overview
This guide will help you understand how we calculate financials on your Events.
The currency displayed at the top right of the Event is the 'Company' currency. All amounts on the Event are displayed in the Company currency, unless otherwise stated (for example, the Prices table will display values in their respective currencies).
The system determines the Company by looking at the Event's Location, to get the Region, in order to get the Company. That Company's base currency is a setting from the Company setup page on the Control Panel.
Event Dashboard Statistics
Revenue - The sum of the amounts on Invoices linked to the Event. Please note, this does not take into account whether and Invoice is marked as 'Paid' or not.
Costs - The sum of the amounts on Purchase Orders raised on the Event (not including Costs where a Purchase Order has not yet been raised).
Profit - The sum of the amounts on Invoices, minus the sum of the amounts on Costs with raised Purchase Orders.
Event Setup Tables
Price Table
Prices - the different prices available to your customers. These will display alongside the currency they were set in.
Revenue Table
The Revenue table lets you see how well the Event is performing as well as a forecast for the future. The Invoiced column gives you the totals of amounts on Invoices for this Event. The Forecast column gives you an estimate of the total future revenue (invoiced plus not-yet-invoiced revenue). For non-invoiced items, these are estimated by using the Event price. Cancelled Students who have been invoiced are still included in Revenue, unless their Invoice has been deleted. Where a Credit Note has been raised, this amount is reflected in the Linked row.
| Item | Invoiced | Forecast |
|
Students |
This is the sum of the amounts on Invoices billed for Students. If multiple currencies are involved then these are converted at the line item level before summing. If an Invoiced Student is Cancelled, they will still be included here, to cater for late cancellations which still need to be charged. If you do not want this to be included (for example, the Student cancelled on time and they are either to be refunded or never paid in the first place), we recommend you raise a Credit Note against the invoice in order to adjust the Revenue. You may alternatively delete the Invoice, but a Credit Note is preferable as you can report on lost Revenue. For multi-currency scenarios, invoiced transactions are converted using the currency conversion the day before the date of the invoice tax point. |
This is the sum of the amounts on Invoices billed for Students, plus the amounts expected on not-yet-invoiced Students (calculated using Event Prices and number of Students). If multiple currencies are involved then these are converted at the line item level before summing. Cancelled Students who have not been invoiced will not appear in the Forecast. For multi-currency scenarios, invoiced transactions are converted using the most recent available currency conversion (most likely this will be 'yesterday's'). |
|
Mapped |
This is the sum of the amounts of Mapped Items on the Invoices. If multiple currencies are involved then these are converted at the line item level before summing. If an Invoiced Student is Cancelled, their Mapped Items will still be included here, to cater for late cancellations which still need to be charged. If you do not want this to be included (for example, the Student cancelled on time and they are either to be refunded or never paid in the first place), we recommend you raise a Credit Note against the Invoice with the Mapped Items in order to adjust the Revenue. You may alternatively delete the Invoice, but a Credit Note is preferable as you can report on lost Revenue. For multi-currency scenarios, invoiced transactions are converted using the currency conversion the day before the date of the invoice tax point. |
This is the sum of the amounts on Invoices billed for Mapped Items, plus the amounts expected on not-yet-invoiced Items (calculated using Mapped Item prices and number of Students). If multiple currencies are involved then these are converted at the line item level before summing. For multi-currency scenarios, invoiced transactions are converted using the most recent available currency conversion (most likely this will be 'yesterday's'). |
|
Linked |
This is the sum of the amounts of other line items which are otherwise linked to the Event. If multiple currencies are involved then these are converted at the line item level before summing. For example, if you raised a Credit Note against an Invoice on the Event, then this adjustment will be displayed here. Please note, Xero Credit Note adjustments will not be displayed here. Xero will adjust the Account balance, but it does not 'know' which Events to allocate these to. |
This is the sum of the amounts on Invoices billed for Linked Items, plus the amounts expected on not-yet-invoiced items. If multiple currencies are involved then these are converted at the line item level before summing. |
Total Invoiced Revenue - The sum of all rows in the Invoiced column of the Revenue table.
Total Forecast Revenue - The sum of all rows in the Forecast column of the Revenue table.
Costs Table
| Description | PO | Amount | Qty | Invoiced | Forecast |
| [PO/COST DESCRIPTION] | If the Purchase Order has become a Purchase Invoice, then the Reference will be displayed here. | The Amount on the Purchase Order/Invoice will be displayed here. | The Quantity on the Purchase Order/Invoice will be displayed here. | If the Purchase Order has become a Purchase Invoice, then the Amount will be displayed here. | The expected Amount of the Purchase Order/Invoice will be displayed here. |
Total Invoiced Costs - The sum of all the Purchase Invoiced rows of the Costs table.
Total Forecast Costs - The sum of all rows of the Forecast column of the Costs table.
Profit
This is the sum of the Total Invoiced Revenue minus the Total Invoiced Costs.
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