Hello Calista - If the Pmt_For field is 'Event\Purchase' and the accounting code > we are using to track 'Events' is in the Acct Code field, should the name > of the event ie: 'Straw Bale Workshop' be in the Purchase Type/Event > field? That seems logical.... would the Item field then be occupied by > something like 'ticket'? That's exactly how I advise groups to use those fields. If I recall correctly, the payments reports will group all payments related to a specific event together, and then all items related to each specific event, so you see all "Straw Bale Workshop - Tickets" together and all "Straw Bale Workshop - Tshirt" together. Or, at the very least, if the reports don't do this autmatically now, you can set the reports to sort things this way. These kinds of subtotals can be useful in evaluating an event - we made $X on ticket sales, $X on merchandise, which you can compare against related expenses to see where your (non)profit margins may be off, etc. > What about if this is a purchase NOT associated with an event - the > pmt_for field would be 'Event\Purchase', the Acct Code would be 'Misc > Sales' and the Purchase Type/Event field would be ???? I advise groups to have an "Org Merchandise" category in this list, to capture information about any misc. merchandise they sell, like t-shirts or bookbags, etc. with the organizational logo, not tied to a specific event. The Admin manual > describes this field as 'Name of Event for which Purchase was made', but > the Users manual suggests that when entering data into this field, you > input 'the event or purchase category (eg. annual meeting, auction, > merchandise). These are actually saying generally the same thing, not different things. The name of your event might be Annual Meeting, though most of us think of events as having really specific titles like Spring Board Retreat, and Harvest and Wine Auction. Hope that's helpful. Holly Ross Consultant TechRocks mailto:[EMAIL PROTECTED] p) 212.812.4293 http://www.techrocks.org > -----Original Message----- > From: Calista Bailey [mailto:[EMAIL PROTECTED]] > Sent: Wednesday, August 01, 2001 10:08 AM > To: TechRocks Support > Subject: [support] Purchase Type and Event/Item > > > Hello Everyone - > I apologize if this is an obvious question - just want to be sure I'm > importing my financial data correctly... > > I'm confused about what data should be entered into the Purchase_Type > field in the payments section (shown as 'Event' on the Add Payment > screen). If the Pmt_For field is 'Event\Purchase' and the accounting code > we are using to track 'Events' is in the Acct Code field, should the name > of the event ie: 'Straw Bale Workshop' be in the Purchase Type/Event > field? That seems logical.... would the Item field then be occupied by > something like 'ticket'? We don't track it this way in our accounting > system, attendance at an event is just that - we aren't necessarily > selling tickets, although there is usually a fee involved. Can we just > leave this field blank? > > What about if this is a purchase NOT associated with an event - the > pmt_for field would be 'Event\Purchase', the Acct Code would be 'Misc > Sales' and the Purchase Type/Event field would be ???? The Admin manual > describes this field as 'Name of Event for which Purchase was made', but > the Users manual suggests that when entering data into this field, you > input 'the event or purchase category (eg. annual meeting, auction, > merchandise). I'm confused. > > Thank you in advance - this is a great resource! > > Calista Bailey > Sawtooth Botanical Garden > Ketchum, ID > > ------------------ > Reminder to each recipient: To change your list account preferences, go to > http://email.sparklist.com/scripts/lyris.pl?enter=support and > enter the email address you used to subscribe to the ebase > support list:: [EMAIL PROTECTED] > > To unsubscribe send a blank email to [EMAIL PROTECTED] > --------------------------------------------------------------------- > ebase - Relationship Management for Nonprofits, http://www.ebase.org > --------------------------------------------------------------------- > ------------------ Reminder to each recipient: To change your list account preferences, go to http://email.sparklist.com/scripts/lyris.pl?enter=support and enter the email address you used to subscribe to the ebase support list:: [email protected] To unsubscribe send a blank email to [EMAIL PROTECTED] --------------------------------------------------------------------- ebase - Relationship Management for Nonprofits, http://www.ebase.org ---------------------------------------------------------------------
