Meeting expenditure

Meetings

Meeting expenditure

Related topics
Meetings process The meeting record Estimating meeting expenditure and number of attendees Over-budget meeting expenditure
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Meeting expenditure is defined in two ways:

  1. Costs are incidental expenses that do not need to be reported for compliance
  2. Payments are expenses that could be deemed to be influential to the business and are reported to ensure compliance, e.g. speaker fees.

Meeting expenditure is accounted for from the budget. Depending on your system set-up you may be required to use single or multiple budgets and to record costs and/or payments.

Budgets, costs and payments included in the meeting record can be edited or removed at any time but cannot be changed once the meeting record is closed.

1. Costs

  1. Open the meeting record.
  2. Under the Navigation tab click Costs.
  1. In the Costs section click the Add button. The Meeting Costs screen will open.
  1. Select the type of cost from the drop-down list
  2. Type the actual cost of the item. This should match any receipts you have.
  3. Click the Insert button to add the cost to the list. Add further costs in the same way.

2. Payments

Payments are made to a customer or to a location.

  1. Open the meeting record.
  2. Under the Navigation tab click Costs.
  3. In the Payments section, click the Add Customer Payment button or Add Location Payment button and select the customer or location from the selection list that appears.

The New Payment screen will open.

Complete the form in as much detail as possible paying attention to the mandatory fields:

  • Customer/Location Name: The customer or location name will be shown as a link to their Actis record.
  • Reporting Date: The date the payment is considered chargeable. The default is the meeting date.
  • Agreement: Depending on your system set-up this may be mandatory for customer payments (see below)
  • Payment Type: Select from drop-down options.
  • Status: Select from drop-down options.
  • Amount: Click in the field and type in the payment amount. This field will only accept figures to two decimal places. Do not use currency symbols.
  • Disclose: Checkbox is ticked by default for reporting purposes.
  • Confidential: Tick the checkbox to ensure that payment is not visible to other teams using Actis.
  • Notes: Click in the field and type any information relevant to the payment.
  • Click the Save and Exit button to save the meeting payments and return to the Meeting Costs page.

Add an Agreement

  1. From the New Payment screen, click the Add button next to the Agreement field.

The Agreement screen will open

  1. Click in the Reference field and type in a name for the agreement following your organisations naming conventions.
  2. Click the Calendar button to select the start date for the agreement – this must be on or before the date of the meeting.
  3. Click in the Notes field and type any relevant notes.
  4. Click the Browse button (magnifying glass) to search for the agreement and upload it to Actis.
  5. Click the Save and Exit button to return to the New Payment screen.

Important: If the customer or location cannot be found in Actis, then add them before any payments are recorded:

  • Add a new location from the main menu: My Data, Add Location.
  • Add a new customer from a location record.