Setting Up Budget Allocations

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Allocations track the spend of a particular category that has a strict monetary limit. The allocated category is broad and gets broken down into smaller subcategories, like a medical category with training, equipment, and gifts subcategories. Once these are set up, you'll then be able to track them within your event's budget while also pulling them into reports.


Creating Allocations

1 Create a budget allocation category. A budget allocation category defines what is being allocated. An area, like medical, politics, universities, and members, can have a fixed amount of spend for a budget.

Begin by clicking Admin in the top right. Hover over Budget and, under Setup, select Allocation Categories. Click Create Allocation Category.

Select Yes next to Active and name your allocation category. If multiple languages are enabled for your account, add any translations you wish to make.

 
NOTE: You cannot delete an allocation category once it is created, but you can deactivate it.
Click Save.

2 Add a budget allocation subcategory. Allocation subcategories allow you to break up the categories into manageable and specific chunks, like spend per person, a particular school, or a product.


Hover over Budget and, under Setup, select Allocation Subcategories. Click Create Allocation Subcategory.

Choose the allocation category. Give it a name, then ensure Active is switched to Yes.

 
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If multiple languages are enabled for your account, add any translations you wish to make.

Click Save.
 
NOTE: You cannot delete an allocation subcategory once it is created, but you can deactivate it.
Associating Allocations to a Budget

1 Access the Budget Items in a Flex or Classic event. Under Solutions at the top of the page, select Events. Choose your event. Hover over Event Details and, under Planning, click Budget.
Select a budget version, if necessary.

Or Access the Budget Items in an Express event. Under Solutions at the top of the page, select Events. Choose your event. In the navigation bar, click Event Details, then Manage Budget.

2 Add allocations in bulk, if necessary. Check the boxes to the left of the items you want to allocate. Hover over Actions and select Allocate. Click Add Allocation... and check the categories you want. Click OK.

Click Add Subcategory..., and check the box next to the subcategories you want. Click OK. Enter in a percentage. Each category must total 100%.

 
NOTE: Want to allocate the item by an amount? You'll need to individually allocate your budget items instead.
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Click Save.

Or individually add allocations. Click the name of the budget item you want to allocate. The Details tab opens by default. Click the neighboring tab, Allocations, then Edit.

Determine whether you want to allocate the item by percentage or an amount, then click Add Allocation... and check the categories you want. Click OK.

 
Click Add Subcategory..., and check the box next to the subcategories you want. Click OK. Enter in an amount or percentage. If you selected percentage, each category must total 100%.
 
Click Save.
 
NOTE: To track costs to participants, create custom contact fields and associate them to the event.

3 Viewing allocations. Need to know how much you have in allocation costs? Hover over Reporting and, under Reports, click Legacy Reports. Your options include:
  • Spend Detail per Participant 
  • Budget by Allocation Category
  • Budget Ad Hoc
  • Product Details by Registrant

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