Linking a Financial Item to an Event or Project
How to tie a levy, fee or donation to an event or a project so that everything members pay on it is tracked in one place.
A financial item can be linked to an event or a project. The charge itself works exactly as before; the link adds one thing: the event or project can now show what was expected, what has been paid, who has paid and what is still owed, next to what was spent on it.
What you can link to
| Link to | Typical items |
|---|---|
| An event | A ticket, a dinner levy, a sponsorship or a souvenir fee. Tickets for a paid event are linked for you. |
| A project | A mandatory levy for the project, or a voluntary donation drive. |
One record can have several items. A gala might have a ticket, a table levy and a donation item, and the event shows the total of all of them.
Linking from the financial item
Open the item
In the admin panel go to Finance, Financial Items. Create a new item, or open an existing one.
Find the 'Linked to (optional)' section
It is on the Late Fees tab, below the late fee settings.
Choose the kind of record
Pick Event or Project. Leave it as 'Not linked' for an ordinary item.
Search for the record
A second box appears. Type part of the name and choose the event or project from the list. Only your own association's records are offered.
Save, then charge members as usual
Use 'Assign Members' on the item. The charges appear on the event or project as soon as they exist.
Linking from the event or project
Open the event or project in the admin panel and use its 'Money: items' tab. Click 'Add item', enter a name, an amount and a category (levy, voluntary donation, fee or contribution), and save. The new item is already linked. Then go to Finance, Financial Items to charge members with 'Assign Members'.
Rules worth knowing
- The record must belong to your association. A link to anything else is refused.
- Once members have been charged on an item, its link is locked. The charges and payments belong to that event or project, so moving the item would move them with it. If you need a different link, create a new item.
- The Financial Items list has a 'Linked to' column (for example 'Event: Annual Dinner') and a filter for items linked to an event, to a project, or not linked.
- Linking changes nothing about how or when members are charged. Due dates, partial payment and late fees are set on the item as always.
Related articles
Creating Financial Items (Dues and Charges)
How to set up membership dues, levies, fees, and other financial items in the admin panel.
Tracking Money on an Event or Project
Read the figures on an event or project: what was expected, collected, still owed and spent, and who has paid.
Paid Events: Selling Tickets
How to charge for an event, what happens when a member registers, how seats are held and released, and how to handle guests and refunds.
Assigning Dues to Members
Recurring dues bill themselves. When you do (and do not) assign a charge by hand, and how new members are handled.