Adding Budget Items

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Budget items are anything, from catered meals to mic rentals, that will cost you money. They're also the building blocks to successfully tracking expenses with Cvent. Follow the steps below to add them individually or import them in bulk.
 
NOTE: Budget items can only be imported in the same event. To add budget items from one event to another, you'll need to add the items to a budget template.
Adding Budget Items Individually
 
1 Access the Budget Items in a Standard Registration event. Begin by selecting your event. Hover over Event Details and, under Planning, click Budget.

Or Access the Budget Items in an Express event. Begin by selecting your event. The Overview tab opens by default. Click the neighboring tab, Event Details, then the Manage Budget button.

2 Determine the budget item details. Click Create Budget Item.

Give the item a name and select a date. Select the category, then get more specific by selecting a subcategory from the dropdown.


 
NOTE: Not finding a subcategory that describes your item? Create a new one.

Select the status of your item to specify what stage your budget item is in.

Your account has a default currency already set up. Choose a currency from the list of options available in your account. Below, the conversion rate will automatically adjust if you have an account level conversion rate set up. To have a different rate altogether, enter a new rate in the textbox. This will not change the account-level conversion rate.
 
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Choose a vendor to track how much you are spending per vendor. Click the ellipsis (...). If you have a RFP associated to your event, select Awarded Suppliers, then select your RFP. To search for a vendor by metro area, select Cvent Supplier Network, select a metro area, click Search, then select your venue. If you have account-wide vendors or want to add a new one, select Vendor List, then select the vendor name or create a new one.

Is this item related to a session, like the printing cost of handouts? Associate the two by clicking the ellipsis (...) and selecting the appropriate session. If this item has more to do with a particular registrant than anything else (like a gift), you can relate that connection as well. Just click the ellipsis (...) in the Associated Registrants field. Enter a registration range and select a registrant type to search for those that meet the requirements.

 
NOTE: A budget item can only be associated to a session or a registrant, not both. Once one is selected, the other will be greyed out.

To add a general ledger code, click the ellipsis (...) and select the GL name or add a new one. Add a note for reporting purposes in the Internal Note textbox.

3 Set up the cost details. Determine the Cost Type. Select if the cost includes the tax and gratuity. Enter in the amount budgeted for the item, add the gratuity in the appropriate textbox, and then the tax. After you negotiate the cost, enter the new cost. Once the cost has been determined, enter the actual cost into the Actual column. Not seeing the column name you need? Add more in Admin. For variable cost items, you will also have to add in how many items are budgeted, negotiated, and the actual amount.

 
NOTE: Numbers can be four decimal places long. Commas and currency signs should not be added.
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4 Enter any cost avoidance, if necessary. At times, costs such as complementary internet are included into a package. While it is important to track these costs, they shouldn't be tracked as their own budget item. Instead, track them as a cost avoidance by entering the cost in the Amount textbox, then add a description to provide the details.

Click Save.


Adding Budget Items in Bulk
 
1 Access the Budget Items Import in a Standard Registration event. Begin by selecting your event. Hover over Event Details and, under Planning, select Budget. Hover over Actions, and select Import. Choose "Using an Excel or .txt file", then click OK.

Or Access the Budget Items Import in an Express event. Begin by selecting your event. The Overview tab opens by default. Click the neighboring tab, Event Details, then the Manage Budget button. Hover over Actions, and select Import. Choose "Using an Excel or .txt file," then click OK.

2 Download the sample file. Click the third Download a file, and save the sample.

 
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Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.

3 Prepare your data. Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column.

After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).

4 Import the file. Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Next.

Map your columns to the Cvent fields and click Next again. Give it a final once-over, then click Finish.

 
NOTE: If you're importing budget items for the first time, remove the "budget identifier" column from the import file.

 

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