In addition to your regular financial reports (using the Finance and Payments modules) you also have event revenues reports available using the Revenues tool. This tool includes the following views of your event revenues:
Purchases are categorized in your financial reports using accounting codes, which can be set up in your Billing Adjustments module. It is a good practice to define an Event Registrations accounting code, and make it the default for all ticket purchases and registrations. Set the default accounting code for registrations using the following setting in Register.conf:
acctcode = N
where N is the accounting code number shown in Billing Adjustments.
If you need to make an exception for some fees, you can override the accounting code for each price point, when setting up your pricing tables.
In addition to the very broad primary accounting code, above, the system will also assign a detailed GL code to every ticket sale. The format of the GL code is:
1XX.YYY.ZZZ
where XX = the primary accounting code from above, YYY is the event ID, and ZZZ is the fee ID. For example, if your primary accounting code is 4, and the event ID is 1108, and the fee ID is 1125, then a ticket purchased in that fee will automatically be assigned a GL code of 104.1108.1125.
This is useful when searching and sorting through financial records that may include many other unrelated purchases. For example, you can sort by GL code and your event purchases will all clump together so you don't have to search for them. It will also group your fees and activities together. This makes it easier to separate out the accounting for multiple events whose sales all overlap each other in time.
More information is given in the article on Accounting and GL Codes.
If you charge taxes on event registration fees, you will need to settle on a tax locale—that is, whose tax jurisdiction the event falls under. The tax locale can be set in your Register.conf configuration file, using the setting tax_locale, as described below:
tax_locale = purchaser
In this case, taxes are charged based on the purchaser's location. This is a common tax configuration when purchasing shippable goods, since the purchase location can be reasonably inferred to be the purchaser's computer. However, it is not necessarily the most correct choice for events.
tax_locale = event
In this case, taxes are charged based on the event location. The event location can be set up in the Calendar module, using the location tool.
tax_locale = Ontario, Canada
In this final case, the tax locale is fixed to a particular province/state and country, separated by a comma. Normally this is where the event organizer is located, and/or where their events are typically hosted, such that there is no point in specifying a unique location for every event.
Your actual tax rules are defined in the Billing Adjustments module. If those rules have regional scopes, then the e-commerce system will utilize the rules for the regions that match your event's tax locale.
You may need to use different tax rules for special cases. For example, some fees may be tax-free, or you may need a special registration category for organizations that are tax-exempt. To do this, you first need to have a special accounting code prepared for these alternate tax rules. (For the tax free case, all you need is a NOTAX or OTHER accounting code, which has no tax rules associated with it.)
Configure your fee prices to use the alternate accounting code when setting up the prices.
You can optionally sell additional merchandise, services, or other sales during the event registration process. Typical examples include:
To enable merchandise sales, go to one of your fees, and find the merchandise tool under sales. A tool there will allow you to add a new product, and give it a price and accounting code. You can perform additional setup and configurations using the Catalog module.
If the product should be offered to everyone in the event, not just that one fee, then configure the product and move it from the fee to the event by adjusting the parent setting.
You can add as many products as you like to the fee or event. The registrant will be offered a choice of these product add-on purchases as part of the normal registration flow, if they have also registered in that fee or event.
Note that products typically have their own accounting codes different from event registrations. However these can be over-ridden in the same way, by setting the preferred codes in the pricing tables.
Some organizations find that their annual conference is the best time to solicit for donations. One trick that comes in handy is to use the order form features of your forms to collect a donation at the same time that someone registers.
To make this happen, enable the order form option on your registration form, and add