Financials (Attendee)

About Financial Transactions

The financial records shown here for a registration may include purchases.

Other fees include taxes or surcharges created as agenda items in the Fees & Discounts category.

Discounts are included.

Refunds are included.

Adjustments are included.

Payments are included.

Invoices are included.

Payments may either be processed online in real-time through an e-commerce processing account, or accepted manually by the planner.

An e-commerce account enables attendees to pay online. The e-commerce account must be configured for the event and the Financials page must be included on the registration form. You can also record payments directly on this admin-side Financials page by clicking the Payment button (see below).

About Payments

Attendees can pay online if you've set up an e-commerce account for your event, and included a Financials page on your registration form.

You can also record payments directly here on this admin-side Financials page: click the Payment button (see below).

About Refunds

Note: The attendee must have a negative Balance Due for you to be able to issue a refund.

You can process a refund online from this Financials page if you've set up an e-commerce account for your event.

You can also record a refund you've already made, such as by check or manually-entered or scanned credit card details.

In either case, please see the Refund button below.

Note: When a secondary registration cancels (their registration or agenda items / sessions), the refund is always to the primary registration. Note: A credit card refund may not be for more than the original charge on that card. See How to Process Refunds for further background and detail.

About General Ledger Details

To record general ledger account codes for transactions:

Plan > Configure > Options > Functional Areas Needed by This Event section, select the Finance Module and its sub-module E-commerce.

Select Strategic Meetings Management Module and its sub-module Event and Budget Planning, so that you can set up a General ledger. (Plan > Configure > Options > "Functional Areas Needed by This Event").

Enter a G/L Account code in the G/L Account Number for Payments and Refunds option under Financial Settings on Plan > Event Setup > Financials.

Specify a single G/L Account code for attendee types and agenda items. (Codes entered on this page will not retroactively populate G/L Account fields on other pages.)

On-Demand Training

Videos: Links to these videos are also included in the relevant areas below.

Certai n University Financials course (All videos about Financials.)

Financials Overview (1.5 min)

Managing Financials for Primary and Secondary Registrations (Less than 2 min.)

Processing a Credit Card payment (1 min)

Processing Payments using Reports (2 min)

How to Process a Credit Card Refund (1.5 min)

Processing a Credit Card Partial Refund (1.5 min)

Using Discounts, and Adjustment Credits and Debits (2 min)

Generating an Invoice for an Attendee (1 min.)

How to Preview a Generated Invoice (50 sec.)

Generating Invoices by running a Report (2 min)

Current Activity

Click one of these buttons (at upper right) to Add a:

Payment – Note: Available only if the registrant has a balance to pay. Available only for primary registrations, not secondary registrations.
Credit card payments may be made using a card that's on file (only if CVC is not required), or a new card.
A new card must be of a type included in Plan > Event Setup > Payments> 'Payment Processing Options'.
You can Swipe Credit card if you have a USB card swiper attached.
Other payment types may be used: Check, Cash, etc.

Video: Processing a Credit Card payment (1 min)

Refund – Note: Possible only if a credit is due to the registrant. (That is, they have a negative Balance Due.)

Video: How to Process a Credit Card Refund (1.5 min)

Video: Processing a Credit Card Partial Refund (1.5 min)

See How to Process Refunds for full details of different scenarios.

Note: A refund cannot be for more than the credit due.

For a partial refund, first cancel the applicable items and apply any applicable cancellation fees.

For a full refund, change the registration status to a 'Cancelled' registration status.

Discount – Select a discount to apply. (The list is of discounts set up on Plan > Event Setup > Agenda > Fees & Discounts.)

Video: Using Discounts, and Adjustment Credits and Debits (2 min)

That discount will be applied to all discountable items.

Adjustment – Enter the details: Description, Amount, and whether a Credit or a Debit.

Video: Using Discounts, and Adjustment Credits and Debits (2 min)

A credit adjustment reduces the balance due. The amount is added to the list of Discounts and Refunds.

Note: Possible only if the registrant has a positive balance due.

A debit adjustment increases the balance due. The amount is added to the list of Purchases. Note: The Amount must be a positive figure, regardless of whether it's a credit or debit adjustment.

Each of the following three panels may include icons for these two Actions: Edit the transaction; Delete the transaction. (Note: It is not possible to delete a payment.)

Purchases

Purchases and other fees. These include:

Registration fees (set per attendee type).
Agenda Item fixed fees.
Session fees.
Taxes (Inclusive and Exclusive).
Shipping & Handling Fees.
Adjustments added as debits. (See Adjustment above.)
Cancellation Fees.
Transfer Out Charges (XO – charges transferred from secondary registrants to the primary registrant on the same order.)

Note: For primary registrants, like charges may be summarized in a single row. Examples below:

Example 1 The primary registrant and secondary registrants on the same order all have an attendee type fee called 'Attendee'. The primary registrant's record will show one row for 'Attendee Fee' and another for 'Attendee Fee Transfer Out'. The latter would include all the secondary registrants' attendee fees.

Example 2 The primary and secondary registrant have charges for different attendee types. The primary registrant's record will show one row for their own fee, and one row summarizing each of the other registration fees on all the secondary registrations. Note: Adjustment charges are not summarized.

Note: When you edit a purchase you can change the quantity where appropriate. The Amount and the Balance Due are adjusted automatically. When you delete a purchase (such as an agenda item), the Balance Due decreases automatically.

Discounts & Refunds

Discounts, Refunds, and Credit Adjustments. These include:

Discounts created via Plan > Event Setup > Agenda > Fees & Discounts
Discounts created via Plan > Promo Codes
Adjustments added as credits. (See Adjustment above.)
Negative Transfers Out. (XO – discounts applied to secondary registrations on the order.)
Refunds made to a registrant who has paid for something they can no longer attend

Video: How to Process a Credit Card Refund

Payments

Payments made by the attendee for items they have purchased. These include:

Payments made online on the registration form. See Plan > Forms > Financial.
Payments accepted by the planner, recorded on this Manage > Registrations > Financials page.
"Transfer In" payments. (XI – a payment transferred from the primary registrant to a secondary registrant on the same order.)
Reporting – One payment may be marked as the 'Primary Payment' used in reports. (There is a set of 'Primary Payment Fields' in most reports.) – Mark as the primary payment.
Video: Processing payments using reports (2 min)

Transaction History

A list of the attendee's financial transactions.

Click to export the full history of transactions to Excel. (Filename: "Transactions.xls")

Note: This exports all transactions, regardless of any filters you apply to the on-screen list.

Use filters to restrict a long list incrementally:

Show Me – Accept the default "All Transactions", or select a Transaction Type: Check, Credit Card, etc.
... for the last – Accept the default "30 days", or select "60 days" or "90 days".
... with description – Type any part of a Transaction Description.
... and amount – Type any Debit or Credit amount. (For example, "50" would return debits of $50 and credits of $50.)

Invoices

A list of all the invoices generated for the attendee.

Generate New Invoice – You may select an invoice template to generate an invoice for the attendee. The invoice templates listed for selection are those configured for the account and for the event.
To configure event-level invoice templates, go to Communications > Invoices.
To configure account-level invoice templates, go to Account Settings > Registration > Invoices (Administrator users only.)
When you generate the invoice, the PDF is displayed on screen, and you can download or print it.

Video: Generating an Invoice for an Attendee by clicking the button (1 min.)

Video: Generating Invoices by running a report (2 min.)

The list includes these self-explanatory columns:

Date
Invoice Template used
Invoice Number
Amount

Other columns include:

Mark for Reporting – One invoice may be marked as the 'Primary Invoice' used in reports. (There is a set of 'Primary Invoice Fields' in most reports.)
Indicates the invoice is the Primary Invoice.
Click to mark the invoice as the new Primary Invoice.
Download Invoice (a .PDF file).
View Invoice. (See video.)

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