Smart Budget Line Items were invented by ClearEvent to make it easy for event teams to track and manage registrations and revenue and expenses from registration fees.
 
Smart Budget Line Items appear different from regular line items on your Budget. Smart Budget Line Items are colored pale yellow.

Registration Forms

Whenever you add a fee or product to any of your forms, a Smart Budget Line Item is automatically added to your budget so that your budget is kept up-to-date whenever a registration is received. 

The following information will help you better understand the behavior of these Smart Budget Line Items and when you can expect them to automatically update.

Updating The Budget When Registration Fees Are Received

Your budget will automatically track the revenue from registrations in the Actuals columns of your budget. The budget shows the net amount actually received by the event from each registration fee received. When registration payments occur, the relevant Smart Budget Line Items automatically update in your event budget. No need to sit up late tracking payments!

Deleting Registration Fees 

If a fee is deleted from a form, and you have not collected any payments for that fee, ClearEvent will remove the Smart Budget Line Item from your budget. 

If a fee is removed from a form, and you have collected one or more payments for that fee, ClearEvent will convert the Smart Budget Line Item into a regular line item, keeping the current budgeted and actual amounts.

Deleting a Registration Form

To delete a registration form, any registrations received through the form must first be canceled from the Participants section of the Event Manager App. Once all registrations are canceled, the registration form can be deleted. Deleting the form will affect the Smart Budget Line Item as follows:

  • A Smart Budget Line Item in your budget will be deleted when a) there are no LIVE registrations received for the form, or b) there are no registrations received at all for the form. NOTE: Registrations are considered LIVE when the event payment gateway is in Live Mode at the time the registration was received and an online payment was collected.
  • A Smart Budget Line Item will be converted to a regular Budget Line Item (which simply means that the "Actuals" column values can be edited) if the event payment gateway was in Live Mode when the registration was received.

Working with Registration Smart Budget Line Items

In summary, Smart Budget Line Items are created, updated and deleted automatically by the system at the following times: 

  • Created - when a fee is added to a registration form.
  • Updated - when payment is successfully received for a fee.
  • Deleted - when a fee is removed from a registration form and no payments for the fee have been received.
  • Deleted - when a form is deleted and no payments for the fee(s) have been received.
  • Converted to regular line item - when either a registration form is deleted or a single fee is removed from a registration form and one or more payments for the a fee have been received.

Tickets

Whenever you sell a ticket, a Smart Budget Line Item is automatically added to your budget, one line for each ticket you create.

Updating The Budget When Tickets Orders Are Received

Your budget will automatically track the revenue from tickets in the Actuals columns of your budget. The budget shows the net amount actually received by the event from each ticket order received. When ticket payments occur, the relevant Smart Budget Line Items automatically update in your event budget.

Working with Ticket Smart Budget Line Items

In summary, Smart Budget Line Items are created, updated and deleted automatically by the system at the following times: 

  • Created - when a ticket is sold.
  • Updated - when payment is successfully received for a ticket.
  • Converted to regular line item - when either a registration form is deleted or a single fee is removed from a registration form and one or more payments for the a fee have been received.

Only the Budgeted Quantity on Smart Budget Line Items can be edited by users. Do make sure to enter an accurate estimate for the number of expected registrations for each registration fee or ticket.

Event managers are not allowed to make changes to Actuals, since these fields are automatically updated.

Expenses

In addition to Revenue items, two Smart Budget Line Items have automatically been added to the Expenses section of your budget to help your event track Service Charges incurred for Online Payment Processing.   Read more.

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