bustling with budgets! an aceware webinar. budgeting our time budget builder vs pocket ledger budget...

Bustling with Budgets!Bustling with Budgets!An ACEware Webinar

Budgeting our timeBudgeting our time

• Budget Builder vs Pocket Ledger

• Budget Builder anatomy

• Vocabulary

• Fees

• Per person charges

• Estimating Expenses

• Running Reports

• Questions

Pocket LedgerPocket Ledger

Looks at one course Helps to set realistic

fees..based on estimates.

You enter costs & Enrollment Estimates

Go/No Go available What Ifs vs Actuals

Tracks actual expenses & income

Assign expenses to a group of courses

Report on a set of like expenses: overall marketing for term (Major Expense Groupings)

Budget BuilderBudget Builder

What does Budget Builder do?What does Budget Builder do?

Fee setups (representing

estimated enrollments)

Per person expenses

(pass throughs)

Estimate expenses (which can be program

or sunk)

Calculations then deliver for you

Go/ No Go

What If/Actualsa) Pre = What Ifb) In process

(show actuals

VOCABULARYVOCABULARY

IncomeIncome

• Registrations generate income with course fees• Course fees may be paid or billed• Fees may be adjusted on the

registration screen• Reports can include or exclude billed

fees

Sunk Sunk vs.vs. Program Costs Program Costs

Sunk costs are expenses incurred before the program These will not be recovered if the program fails to run. Examples include marketing, & venue deposits

Program costs will only be paid if the program runs. Examples include books, food and instructor fees

Go/No Go Go/No Go vs.vs. Break Even Break Even

Go/No Go

Number of participants required to re-coup PROGRAM costs

Break Even

Point at which ALL expenses are covered… & profit begins!

LET’S DO IT!LET’S DO IT!

Fees / IncomeFees / Income

Begin by adding feesOr by importing fees from

course screen

Total estimated income

Per person expensesPer person expenses

ExpensesExpenses

Begin withAdd Expense Entry

What if’s & actualsWhat if’s & actuals

Remember, nothing on this screen is saved

&No previous entries are altered

PRACTICEPRACTICE

Course Case #1Course Case #1

• One day course

• Hands on, attendance limited to 12 (# computers in lab)

• Expenses include:• Instructor• Book• Lunch• Marketing• Coffee at breaks (morning & afternoon)

Computer courseComputer course

Course Case #2Course Case #2

• 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

Conference – New… First Time Conference – New… First Time

REPORTSREPORTS

Budget Builder ReportsBudget Builder Reports

Annual Conference… Annual Conference…

Questions?Questions?Chuck@aceware.com 800-925-2493