Event Reconciliation Step by Step Instructions For U.S.
Managing Directors
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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
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To begin your event reconciliation, log in to the site, which
will take you to the Members Directory (your homepage). STEP 1
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Click Manage Events on your homepage. STEP 2
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Select My Events. STEP 3
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Click the Past Events link to add attendees that have
registered the day of the event by check or credit card. STEP
4
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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
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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
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For non-members, click the highlighted option to register them.
STEP 7
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Enter all pertinent information for the non-member registrant
and click Continue. STEP 8
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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
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Fill in the appropriate credit card data and click Update.
Then, move to Step 12. STEP 10
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Type members last name into the Search Term box. STEP 11
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Select Member And Press Continue. STEP 12
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Enter correct amount for registration and click Update Price.
STEP 13
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Select new credit card, physical check pending or physical
check received and Click Here to Continue Your Registration. STEP
14
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Fill in any address information needed and click Continue. STEP
15
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Verify your attendee information and click Submit Transaction.
STEP 16
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Click Continue to add more attendees OR to begin entering
Foundation Donation amounts. STEP 17
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Click the Attendees link. STEP 18
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Click the Donation link for the person who gave the donation.
STEP 19
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Enter the amount of the donation given in the Amount of
Contribution space, mark the Payment Type, and click Continue when
you are finished. STEP 20
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Verify the amount of the contribution and click Confirm
Information Above. STEP 21
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When youve finished entering Foundation Donation amounts, click
the My Events link to go back to your events. STEP 22
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Click your Menu link. STEP 23
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Click your eWN Menu link. STEP 24
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Click Go to the Toolkit link. STEP 25
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Click your Event Reconciliation link. A form will open up in an
Excel format that you can save anywhere on your computer. STEP
26
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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
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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 The information to complete the event
reconciliation will be found on your events page. STEP 28
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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.
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Place total of all credit cards (cell K11) 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. STEP
30
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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
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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
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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
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Form the Events page, click Foundation Form link. STEP 34
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Total all donations and enter on your reconciliation form under
the Foundation Donation Totals section, as shown on next slide.
STEP 35
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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
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For total numbers of paid members, non-members, guests and
tables, reference the Membership Status column of your accounting
report. STEP 37
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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. STEP 39
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Cash and check payments fields will show the totals collected
from attendees who paid with cash or a check. STEP 41 The checks
are taken out of your gross revenue shown later in the
statement.
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The credit card section will show the total of all credit card
charges for registered attendees. STEP 42
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The highlighted Subtotal is the total of all the cash, check
and credit card payments. STEP 43
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The number of credit card transactions are the total number of
credit card transactions found on the accounting report. STEP
44
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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
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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
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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
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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
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The Subtotal under the Managing Directors 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
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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.
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.
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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. STEP
51 The Event Profit Breakdown is a breakdown of your profit margin
in both dollars and a cost per head basis.
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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.
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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!