CiviAccounts - Event Registration with Price Set example

Detailed Account Codes

Here are some sample use cases and the bookkeeping entries for an event registration that uses a price set.

Attached are the short form of the Canadian GENERAL INDEX OF FINANCIAL INFORMATION as well as the  American National Center for Charitable Statistics Unified Chart of Accounts version 3. (They don't seem to be attachedhttp://www.coag.gov.au/coag_meeting_outcomes/2010-04-19/docs/Standard_chart_accounts.pdf)

To give a greater sense of reality to the example below, a partial Chart of Accounts is provided that has its account numbers constructed from a concatenation of a GIFI account / subaccount, a class or subclass, and an activity. Account numbers below are not as elaborate as the four level suggestion of 'natural account, the function/program, the grant, the level of restriction' (http://www.nfpaccountinghelp.org/pages/free-resources/sample-chart-of-accounts.php ). http://www.northlandfdn.org/Convening/keeley0109/chartofaccounts.pdf suggests using QuickBooks classes as the second level, and potentially its subclasses as well.  (The 1060 and 1070 codes below aren't consistent with the US links below (expect receivables to be 1100 series) - I note that Australia uses a different X-XXXX numbering system - see Standard Chart of Accounts)

Use case 1: Event registration with online payment, refund

Participant LA signs up for an event, pays immediately with credit card

Attendee type: Non-member ($500 AGM non-member revenue account 8220-11-12)
Lunch $25 (revenue account 8220-11-13)
Dinner Regular ticket $50 ($50 revenue account 8220-11-14)
Session 1 - $25 (interest group A - annual membership fee, revenue account 8220-11-15A)
Session 4 - $0
Sales Tax on non-deductible amounts (13% of $500 + $25 + $50 + $25) = $78.00 (accounts payable 2681-11)

$678 Credit to payment processor (account 1020-11)

Participant LA cancels registration, gets credit for refund

$25 cancellation charge (account 8230-11)

Attendee type: Non-member (-$500 AGM non-member revenue account 8220-11-12)

Lunch -$25 (revenue account 8220-11-13)
Dinner Regular ticket -$50 ($50 revenue account 8220-11-14)
Session 1 -$25 (interest group A - annual membership fee, revenue account 8220-11-15A)
Sales Tax -$78.00 (accounts payable 2681-11)

$678 - $25 cancellation charge = $653 (accounts payable 2620-11)

Outside CiviCRM: cheque cut for $653 and mailed to LA (transactions not tracked in CiviCRM). Other refund options available to LA include a credit card refund through a point of sale terminal.

Use case 2: Event registration, premium, pays later, makes changes, gets a partial refund

Participant JM signs up for an event and opts to pay later

Attendee type: Member $250 (8220-11-11)
Lunch $25 (8220-11-13)
Dinner Sponsor ticket $100 ($50 non-deductible, $50 deductible) (account 8220-11-14)
Premium for sponsor ticket: 1 Mug, market value of $10, actual cost of $5 (reduces the $50 deductible amount to $40, creates a $5 transaction for expense account 8520-31)
Session 1 - $25 (special interest group A - annual membership fee) (8220-11-15A)
Session 4 - $0
Sales Tax on non-deductible amounts (13% of $250 + $25 + $50 - $10 + $25) = $44.20 (2681-11)

He opts to Pay Later ($444.20 1073-11)

Participant JM's payment is received later

Cheque received a few days later and is entered manually

(account 1073-11 -$444.20, 1030-11 $444.20).

Participant JM changes registration

JM changes from Session 1 $25 to Session 2 $15 (Interest Group B - annual membership fee)

(-$25 8220-11-15A, $15 8220-11-15B, $10 2630-11).

Participant JM receives a refund

Outside CiviCRM: cheque cut for $10 and mailed to JM (transactions not tracked in CiviCRM).