Event Reconciliation
Step – by – Step Instructions
For Canadian Managing Directors
The enclosed instructions are to assist you
with the post-event reconciliation process.
Please have all necessary documents in hand to
assist you in proceeding through each step.
FOR ALL OTHER EVENT SERVICES, CONTACT:
Jenn Simpson
Program Coordinator
(972) 620-9995, ext. 1008
To begin your event reconciliation, log in to the site, which
will take you to the Members Directory (your homepage).
STEP 1
Click “Manage Events” on your homepage.
STEP 2
Select “My Events”.
STEP 3
Click the “Past Events” link to add attendees that have
registered the day of the event by check or credit card .
STEP 4
To add attendees at or after the event, click
the “Add Attendees” link. If you do not have additional
attendees to add, skip to Step 18.
STEP 5
If the additional attendees you need to enter are
members, click the “find sign-in name” and skip to Step
11. If they are not members, continue to next step.
STEP 6
For non-members, click the “highlighted option” to register them.
STEP 7
Enter all pertinent information for the non-member
registrant and click “Continue”.
STEP 8
Enter the appropriate price and click “Update Price.”
After the price is updated, select whether the payment was a new credit card
or physical check received, and “Click Here to Continue Your Registration”.
STEP 9
Fill in the appropriate credit card data and click “Update”.
Then, continue to Step 12.
STEP 10
Type members last name into the Search Term box.
STEP 11
Select Member And Press “Continue”.
STEP 12
Enter correct amount for registration and click “Update Price”.
STEP 13
Select new credit card, physical check pending or physical check
received and “Click Here to Continue Your Registration”.
STEP 14
Fill in any address information needed and click “Continue”.
STEP 15
Verify your attendee information and click
“Submit Transaction”.
STEP 16
Click “Continue” to add more attendees OR to begin
entering Foundation Donation amounts.
STEP 17
Click the “Attendees” link.
STEP 18
Click the “Donation” link for the
person who gave the donation.
STEP 19
Enter the amount of the donation given in the “Amount of
Contribution” space, mark the “Payment Type”, and click
Continue when you are finished. As a Canadian MD, with cash
donations, it’s best to either remit your funds via credit card or
place the cash under your name.
STEP 20
Verify the amount of the contribution and click
“Confirm Information Above”.
STEP 21
When you’ve finished entering Foundation Donation amounts, click
the “My Events” link to go back to your events.
STEP 22
Click your “Menu” link.
STEP 23
Click your “eWN Menu” link.
STEP 24
Click “Go to the Toolkit” link.
STEP 25
Click your “Event Reconciliation” link. A form will open up in an
Excel format that you can save anywhere on your computer.
STEP 26
Please save this form to your computer for easy reference.
You will complete all totals in this form before submitting to the corporate office.
STEP 27
The information to complete the event
reconciliation will be found on your events page.
STEP 28
Complete the following fields:
1. Your Name
2. Event Location
3. Chapter ID
4. Date of event
5. Event Type
6. Event ID – Accounting dept.
will complete for you
Open up the “Accounting Report” and Save to your computer.
You will need to attach a copy of this as part of your event reconciliation package.
STEP 29
You will need to
have your Event
Reconciliation Form
open to complete
the next few
sections.
Place total of all credit cards (cell K12) in the field marked “Total of all Credit Card
Charges” under the “Events Payment Received” or “Accounting Report” column
as demonstrated in the next slide.
Also note that your accounting report should show both Canadian and American dollars. It’s best to report all of
your funds in Canadian dollars. It will show consistency with your Foundation Donations report.
STEP 30
“Event Payments Received” and “Accounting Report” will always be
equal. The amounts should never differ.
After credit card charges, continue entering the subtotals of any
paper checks as subtotaled on your accounting report.
STEP 31
The total of all payments from credit cards and
checks– as shown in cell K12 – will match the
amount of the “total amount collected” on your
reconciliation form as shown in the next slide.
STEP 32
The “total amount collected” will match your accounting report total.
Once you have completed your accounting report totals, you are now ready
to move on to your club bill and Foundation donations.
You will need to enter the amount of the invoice or receipt you received from
the club or venue after your event. Fill free to add notes in the notes column,
concerning your venue. (Remember to attach a copy when you send it in.)
STEP 33
Form the Events page, click “Foundation Form” link.
STEP 34
Total all donations and enter on your reconciliation form under
the “Foundation Donation Totals” section, as shown on next slide.
STEP 35
Fill in Foundation Donations Total. Enter any local Sponsorship Dollars
Collected for your event in the next block of the Event Reconciliation Form.
Complete “Notes to accounting staff” should you need to report any other
pertinent information. (For example: 2 paper checks sent in mail OR awaiting
bill from venue)
STEP 36
For total numbers of paid members, non-members, guests and
tables, reference the Membership Status column of your
accounting report.
STEP 37
Once your event reconciliation package is received and processed by the
corporate office, you will receive a Statement of Registration Reimbursement
as an attachment in your email inbox. It will include the date of your check or
deposit, as well as a separate spreadsheet outlining the Canadian conversion
– for tax purposes.
STEP 39
To receive your payments
faster, it is best for you to
establish an American
account so that you can
receive direct deposit.
Cash and check payments fields will show the totals collected from attendees who
paid with cash or a check. All checks should be kept by the Managing Director to
insure that you receive the revenue you earned when registering an attendee
without the interference of the conversion to U.S. dollars.
STEP 41
The checks are taken out of
your gross revenue – shown
later in the statement.
The credit card section will show the total of
all credit card charges for registered
attendees.
STEP 42
The highlighted Subtotal is the total of all the cash,
check and credit card payments.
STEP 43
The number of credit card transactions are the total number of
credit card transactions found on the accounting report.
STEP 44
The 20% Corporate fee is the fee that you pay to the eWN
Corporate office. It is calculated by taking the subtotal and
multiplying it by 20%. (For example: $395.96 x .20 = $79.19)
STEP 45
Credit Card Transaction Fees are calculated by multiplying the total number of credit
card transactions by 75%. (For example: 9 x .75 = $6.75)
STEP 46
The 4% Fee on Approved Charges is the fee that the corporate office pays, as a
merchant, for processing credit card transactions. It is calculated by multiplying
the total of all credit card payments by 4%. (For example: $395.96 x .04 = $15.84)
STEP 47
The Subtotal is the sum of all combined fees and approved
charges. This is the total amount that you pay to the
corporate office.
STEP 48
The Subtotal under the Managing Director’s Reimbursement is the amount of
gross revenue earned on the event less all corporate and processing fees. It is
calculated by taking the subtotal of the event payments received and subtracting
the subtotal of all corporate and processing fees. (For example: $395.96 –
$101.78 = $294.18)
STEP 49
Below the Sub-Total is the Less Event Funds Retained and Less Foundation
Funds Retained. These are both the physical checks and cash received for your
event and for your Foundation donations. As a Managing Director, you will
keep the cash and physical check in order to avoid dealing with the conversion
rate. These amounts are deducted from your reimbursement .
STEP 50
The Total Due To Managing
Director is the amount that
will be remitted to you via
check or direct deposit.
The Event Profit Breakdown is a breakdown of your
profit margin in both dollars and a cost per head basis.
STEP 51
• The first example shows the Sub-Total less your
MD Venue Expenses. The result is the actual profit
or loss for this event, which allows you to
understand and control your event expenses. (For
example: $294.18 – 56.38 = $237.80)
• The second section shows the cost per head
breakdown on the event. The first is the % of
Reimbursement on Expenses. This is venue
expense divided by the MD reimbursement total.
(For example: $56.38/294.18 = 19.17%) This
shows you the actual percentage of revenue spent
on your venue.
• The next is the cost per head. This is simply the
venue expense divided by the number of
attendees. (For example: $56.38/10 = $5.64 pp)
This allows you to control the cost per head on
your venues.
TIPS
• Negotiate with your venue(s): Your venue expense will determine your
profit margin.
• Limit the number of free attendees. You pay a meal cost for those who do
not pay, which cuts your profit margin.
• Do NOT wait to process registrations or Foundation donations.
• Send your reconciliations within 48 hours of your event. The sooner you
get them in, the sooner you get paid. Plus, you will avoid the late fees!
• Reduce number of refunds: Refunds are credit transactions. These
transactions cost you $.75 for the original transaction and another $.75 for
the credit.
• Do not accept e-checks; only cash, credit cards and paper checks are
acceptable.
Call if you need help!
The eWomenNetwork corporate office is
here to assist you in anyway that we can.
We are a resource for you to utilize.
We want you to succeed!