In the Accounting tab, you will define how EventPro sets up your invoicing and receipts.
1.Next Invoice #/Next Receipt #: Enter the number with which you want EventPro to begin numbering invoices and receipts. If you already have a system in place, enter the next number in the sequence. If you want to start from scratch, enter 1.
2.Prefix: Enter the prefix for invoices and receipts (usually I for Invoice and R for Receipt).
3.Length: Enter the number of characters – including the prefix – that EventPro will use to generate invoices or receipts. For example, I0015 would be invoice number 15 using five characters. I00015 would be the same invoice number using six characters.
4.Invoice Due (Days): Enter the default number of days within which invoices are due.
5.Default Event Invoice Cutoff Date to Event End Date: Later, when you create automatically calculated invoices for Events, Attendees and Exhibitors, the invoice will include all un-invoiced items up to and including the Cutoff Date. See Invoices for an explanation of the different kinds of invoices available in EventPro. If you check this checkbox, the invoice Cutoff Date will automatically default to the Event End Date. This setting could prevent a common misunderstanding that arises if you invoice before the event has occurred. If this checkbox is not checked, the Cutoff Date in the invoice defaults to the current date. If you are invoicing before the event and forget to change the Cutoff Date to a date past the event, none of the items will be pulled into the invoice, and it appears that the invoice is not working. If you often create automatic invoices before the event is over, you may find this setting useful.
6.Allow over allocation of invoices: You can check this box to allow over-allocating of payments to invoices, or uncheck it to prevent over-allocating payments to invoices.
7.Include no charge items: Certain items may be available to your customers at no charge or may be included with the rental, e.g. chairs and tables. If you want these no-charge items to appear in invoices by default, check this box.
8.Do not set default taxes for deposit and credit invoice items: Usually, when you add an item to an invoice, EventPro will automatically apply the default event taxes to that item. You can manually change the taxes applied to the item, but if you do not want those default taxes to be applied to deposit and credit items, and do not want to manually adjust the applicable taxes each time, check this checkbox. Then, by default, no taxes will be applied to deposit or credit items added to an invoice.
a.CAUTION: Once you choose whether you want this setting on or off, leave the setting that way. This setting is not meant to be changed regularly. Exercise caution if unselecting this checkbox. Removing unrestricted allocation can result in hidden payment details. A warning dialog will appear if you unselect the checkbox; if you want to proceed with removing the setting, click Yes.
b.Unrestricted payment allocation allowed (select checkbox): This allows you to allocate any attendee, exhibitor, accommodation or event payment to any attendee, exhibitor, accommodation or event invoice in the event.
c.Unrestricted payment allocation NOT allowed (unselect checkbox): You will only be able to allocate a payment to the same type of invoice. For example, if you create a payment for an attendee, you will only be able to allocate the payment to that attendee's invoices. Exhibitor payments can only be allocated to the exhibitors' invoices, and so on.
d.To learn how to allocate payments, see 4: Finances > Payments: Entering a Regular, Deposit or Refundable Payment > Payment Summary and Allocate Payment.
If you have rounding errors, which will usually only occur with upgraded Version 5 data, you can set the Fully Paid and Fully Allocated thresholds so that a certain minimum figure remaining to be paid or allocated will be ignored.
For example, if you set the Fully Paid threshold at .01, anything less than a cent owing will be treated as a 0 balance, and the invoice will be considered fully paid (not outstanding).
1.Choose the Year End Month from the drop-down list.
2.If the fiscal year splits over two years (for example August 2007 to July 2008), you can choose whether the fiscal year is the Year Starting (2007 in the example) or the Year Ending (2008 in the example) from the Fiscal Year Calc drop-down list.
From the drop-down lists, choose the default Accounts and Departments for DEPOSIT and CREDIT invoice items.
1.From the drop-down list, select the name of your accounting software.
2.For any software you select, you will have to choose the Export Folder. Define the path to the folder to which you want to export accounting data. This may be any folder of your choice. You may prefer to use the Browse button to navigate to the folder’s location.
3.The other display fields vary depending on the software you select. For assistance with using these programs, please refer to the software’s own documentation.
d.QuickBooks 2008 (QODBC)
j.Microsoft Dynamics GP (formerly Great Plains)