Expense groups can be utilized to track expenses related to programs/activities, memberships and products. Groups are created under the Finance tab, applied at the item (program, activity, membership or product) and reported on by Finance Reports.
Add an Expense Group
- Navigate to the Finance Tab and click the Expense Groups link
- Click Add New Expense Group
- Name the group (ex. Instructor fees, supplies, etc) and click submit
Apply an Expense Group to a Program
- Go to the Programs tab and click View/Search Programs
- Either select the program of choice or add a new program
- In the program click the Expense Groups tab
- Click the Add New Expense Group link
- Click the Expense Group to be applied from the drop down
- Type the amount to be expensed
- If it’s a percentage check the box (Percentages can only be applied to the Per Registration type)
- Select the type Per Registration type will apply to every registration under this Program
- Per Activity will apply to every activity created under this program
- You may also select which activities you’d like to assign the expenses too
- Click Submit
Apply an Expense Group to an Activity
- Navigate to the activity under Programs tab View/Search Activities
- Click the Finance Info tab on the activity
- Click the Add New Expense Group link
- Click the Expense Group to be applied from the drop down
- Type the amount to be expensed
- If it’s a percentage check the box (Percentages can only be applied to the Per Registration type)
- Select the type Per Registration type will apply to every registration under this Activity only
- Per Activity will apply to only this activity
- Click Submit
Apply an Expense Group to a Membership
- Navigate to the membership under Memberships tab View Memberships
- Click the Expense Groups tab on the membership
- Click the Add New Expense Group link
- Click the Expense Group to be applied from the drop down
- Type the amount to be expensed
- If it’s a percentage check the box (Percentages can only be applied to the Per Registration type)
- Select the type Per Registration type will apply to every registration under this Membership only
- Per Activity will apply to only this Membership and one occurrence
- Click Submit
Apply an Expense Group to a Product
- Navigate to the product under Products tab Products
- Click the Add Expense Groups link on the Product Info page
- Click the Expense Group to be applied from the drop down
- Type the amount to be expensed
- If it is a percentage, check the box
- Note that expenses are applied per item sold
- If it is a percentage, check the box
- Click Submit
View Expense Reports
- Navigate to the Reports tab
- Click Finance Reports then Expense Reports box
- Program & Activity Expense Report shows those expenses that are applied by Program as well as those applied at the Activity level with profit margin
- Membership Expense Report shows those expenses that are applied to Memberships with profit margin
- Point of Sale Expense Report shows those expenses that are applied to Products with profit margin