Financial Frenzy!
An ACEware Webinar
May 20th, 2008 10 am cst
Today’s Agenda
 Recording
income in Student Manager
( an overview…)
 Budget


The Budget is a plan, not a promise
Budget Builder Reports
 Pocket


Builder
Ledger
Recording expenses
Reporting
Budget Builder
 Looks
at a single
course
 Aids in Planning &
Decision-making
 You enter cost &
Enrollment Estimates
(BB gives Go/No Go)

What Ifs vs Actuals
Pocket Ledger
 Tracks
actual
expenses and
income
 Assign expenses to
a group of courses
 Report on a set of
like expenses:
overall marketing
for term (Major
Expense Groupings)
How income is recorded
 Fees
are established on the course screen
 Registrations



generate income
Course fees may be paid or billed
Fees may be adjusted on the registration screen
Reports can include or exclude billed fees
Budget Builder Screens
from the course screen
Fee setup for
income
Add Pass-thru $
(per person Fees)
Estimate your
expenses
Generates your
Projected Go/No
Go and Est Profit
What if/Actuals
combine income
and expenses to
establish the
bottom line
Fees
Fees can be
built in
Budget Builder
or
Imported
from the
course screen
Sunk vs. Program Costs
 Sunk
costs are
expenses incurred
before the program
that cannot be
recovered if the
program does not
run. Examples
include marketing,
& venue deposits
 Program
costs will
only be paid if the
program runs.
Examples include
books, food and
instructor fees
Course Case #1
Computer course

One day course

Hands on, attendance limited to 12
computers in lab)

Expenses include:





Instructor
Book
Lunch
Marketing
Coffee at breaks (morning & afternoon)
(#
Go/No Go vs. Break Even
Go/No Go
Participants
required to re-coup
sunk costs
Break Even
Point at which ALL
expenses are
covered… and
profit begins
Course Case #2
Conference – New… First Time

Two day conference

Attendance unknown (possibly 250)

Expenses include:






Speakers (retainer, travel & speaker fees)
T-shirt
Lunch both days & Breakfast day one
Coffee at breaks (morning & afternoon)
Conference Proceedings
Marketing
Budget Builder Reports
Pocket Ledger
Module / Pocket Ledger
Record expenses four ways:
 Enter
expenses in a single cost center
 Access expenditures in multiple cost
centers
 Post from the course screen (instructors)
 Mass distribute a single expense
Cost Centers
 Automatically
created for a course when
you add a new course record
 The Cost Center code will be the same as
the Course code
 Add new Cost Center for expenses not
tied to a specific course. Examples include
overhead, postage & snow removal
What happens if I clone a course?
When cloning a course you will be ask if you
also want to clone the ledger records.
Posting Instructor Pay
Post instructor pay records to Pocket
Ledger by clicking “Post to Ledger”
Important notes regarding Pocket
Ledger Instructor Pay Records
Once an instructor pay record is posted it must
be manually updated
(so don’t post till the dust settles..)
 If you edit the instructor pay record after
posting it to the Ledger, you must also apply your
changes to the Ledger record
 Also, if you remove an instructor from a course,
the Ledger record (if one was created) is not
automatically deleted. You must open the Cost
Center and delete the record
Mass Distribute an Expense
Module / Pocket Ledger / Ledger Entries – Mass Entry
Pocket Ledger Reports
Reports / Pocket Ledger
 Expense
Listings
 Income/Expense Balances
 Snapshot (income & expenses for a given time
period)
Or, from the
Pocket Ledger Screen
Questions?
Next Webinar: New Goodies
May 28th 2 pm CST