Bustling with Budgets! An ACEware Webinar

1. Bustling with Budgets! An ACEware Webinar

2. Budgeting our time • Budget Builder vs Pocket Ledger • Budget Builder anatomy • Vocabulary • Fees • Per person charges • Estimating Expenses • Running Reports • Questions

3. Budget Builder Pocket 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)

4. What does Budget Builder do? Fee setups (representing estimated enrollments) Per person expenses (pass throughs)

5. Estimate expenses (which can be program or sunk) Calculations then deliver for you Go/ No Go

6. What If/Actuals • Pre = What If • In process (show actuals

7. Vocabulary

8. Income • 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

9. Sunk vs. 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

10. Go/No Go vs. Break Even Break Even Point at which ALL expenses are covered… & profit begins! Go/No Go Number of participants required to re-coup PROGRAM costs

11. Let’s do it!

12. Fees / Income Or by importing fees from course screen Begin by adding fees Total estimated income

13. Per person expenses

14. Expenses Begin with Add Expense Entry

15. What if’s & actuals Remember, nothing on this screen is saved & No previous entries are altered

16. Practice

17. 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)

18. 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

19. Reports

20. Budget Builder Reports

21. Annual Conference…

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