Events

David "Dave" Mattern · August 13

So my organization just ran an event and we used the event tab in RE for the first time. When we pull a report, will it take in effect the expenses? If not, is there a way to include the expenses on the report.

Austen Brown · August 13

You can enter these in manually in either DBV or WV, if using the latter click into the Event summary page and locate the Expenses tile. If you need an alternative Expense type, you can access the table through Settings > Tables > Expense Types.

Alex Wong · August 13

if you are talking about "expense" that's recorded in FE NXT (assuming you are integrated with FE NXT), you are not going to be able to report on them directly. Either get the report in FE NXT by transaction code 1, OR custom report using SKY API.

Karen Diener · August 14

If your event has it's own appeal code, I recommend adding the expenses there instead of the event record. The event expense report will only be complete if every single transaction is linked to the event record, which I find is usually not the case.

If your event does not have it's own appeal code, feel free to use the Event expense tab, but again, you will need to make sure that every transaction is linked to it in some way.

David "Dave" Mattern · August 25

So I input the expenses into the event itself. Let's say the event raise $50k toward the annual fund, and the event cost $25k to run. I have the 25k as expenses in the event, but when I pull a report for the fiscal year on how much money we raised towards the annual fund, will the $25k expenses get taken out of that report>

Karen Diener · August 25

It depends on the report, but I think that only the Event Summary Report will include both the income and expenses. I've never used it myself, but took a quick peek at the event reports - which are still in database view - and the brief summary of the report indicates that it will show both.

David "Dave" Mattern · August 25

So when you pull a report for the end of the fiscal year, did you have to manually subtract the expenses so you get a more accurate understanding of how much you raised. Essentially, I just want the net amount from the event, so I have a more accurate understanding of how much we raised during the year.

Alex Wong · August 25

Generally speaking, working on expense related is more of a financial function and the "net" is calculated in the financial system (i.e. FE NXT) where you have revenue contribution for an event, and subtract all expenses recorded for the event to get a net. Since the financial system already record expense through GL and AP, this makes the most sense. You can also create custom report that utilize both RE and financial system's data directly that reports on all your events' contribution and expense and give a net, but that will require some learning curve on your part OR use a consultant / Blackbaud partner.

If you want to manually input expense in RE, then you will need to do manual calculation. The report Karen mention "may" work, I have never used it myself, just check it out and see for yourselves.

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