Event registration best practice

Janet Smith

I am trying to determine how to set up event ticket purchases so it matches the Finance side of the house. There is the deductible and nondeductible portion of the event cost. On the Finance side, they will have two separate Funds for the deductible vs. nondeductible funds. I am curious how you set this up in eTapestry; do you enter as one transaction or two?

 

Posted by Carolyn Zollars

Janet Smith

Hi Carolyn, I am RE Whiz but an organization I volunteer with uses Etapestry so I have a passing understanding of the database. I believe that the gift record will allow you to enter a Received amount (full amount of registration) and the Non-deductible (quid pro quo) as a separate amount within the same gift record. This should be enough information to include in your export to allow finance to manage/know the quid pro quo value and place values in to separate funds. Etapestry is a donor database not an accounting database/software and I'm not sure it is your job to account for the separate funds b/c that seems a choice Finance is making to managing the "books". I do know that I have not heard of a Finance office needing two funds to manage an event---seems strange to me. Typically we report gross amounts to finance (aka gift entry from etap or RE and report expenses separately. We break down our expenses by line item which matches GL records (food, postage, rentals etc). These two separate reports allows our finance office to manage the reporting they need for 990's and internal reporting on expenses versus revenue, ROI etc.... The donor side (etap) manages the quid pro quo acknowledgments to donor via the above mentioned gift record for pulling to donor acknowledgement letters. Good Luck

 

Jeannine Lozier

Foundation Coordinator

The Foundation for

Mount Nittany Medical Center

814-231-7090