Category

Tracking Expenses

Keeping track of expenses for your Project is possible within Greater Giving Online. After entering the expense as an Item, we can then run a variety of reports that will compare these expenses to your total raised. Below, we follow the best method of entering expenses.

Enter Expense as an Item:

Expenses should be entered as Items. They will not be turned into Packages, but will instead serve as a placeholder for costs incurred by your organization.

  1. From the Project Home, click Add New Item under the Items header.
  2. Enter the expense in the Item Name; e.g. Venue, Auctioneer, Sound System.
  3. Enter the amount of the expense in the Cost field.
  4. Enter a Section of Expense.
    • Click the pencil icon to the right to create a new Section if necessary.
    • Optionally, enter a Category/Type of Expense (this can help with reporting).
  5. Fill in any other necessary details you choose.
  6. Click Save or Save and Add New to enter another Expense.

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Running Expense Reports:

After your event, we recommend three different reports for tracking the Expenses of the Project. Below, we cover the best practice for running those reports.

ITM-10: Likely the most common report. This can be found under View/Edit Items Reports & Exports. We recommend doing an Advanced Search for the Section of Expense.

  1. From the Project Home, click View/Edit Items under the Items header.
  2. Click Show Advanced Search.
  3. Click the Section drop-down menu and select Expense.
  4. Click Hide Advanced Search.
  5. Click the Search button.
  6. Click Reports & Exports.
  7. Click Run on Grid Selection for the ITM-10.

SUM-20: This is a great report for Project Goal tracking. It works best if you have entered in a Revenue Goal and Expense Goal in the Project Settings!

  1. From the Project Home, click All Reports & Exports under the Reports header.
  2. Click the General Project Reports & Exports bar to expand the reports within.
  3. Click Run for the SUM-20: Project Goal Tracking report.

SUM-21: This is an in-depth Project breakdown report. Particularly Section 4: Event Results. Once again, it works best if you have entered in a Revenue Goal and Expense Goal in the Project Settings!

  1. From the Project Home, click All Reports & Exports under the Reports header.
  2. Click the General Project Reports & Exports bar to expand the reports within.
  3. Click Run for the SUM-21: Revenue Analysis report.

 

 


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