Accounting

Overview

Accounting is the event’s cash ledger. It combines confirmed registrations, gifts, Dealers Den, POS, paid shop orders, completed upgrades, approved refunds, settlements, and manually recorded income or expenses in one reviewable record.

Use it to reconcile receiving accounts, prepare finance review, and record operational money movements. Pending or merely submitted activity is excluded from totals.

Dashboard route

• /ems/manage/accounting?id=:eventId

Summary and receiving accounts

The summary shows the event’s tracked income, outflow, and accountable balance. Receiving-account cards show collected amounts, paid-out movements, and remaining balance for each configured account. Unallocated entries remain visible rather than being silently assigned to an account.

Compare these figures with the real payment-provider or bank statement before closing an event. For provider configuration and collection analysis, use Payments Config and Finance Analytics.

General cash ledger

The general ledger is filterable by reference, description, counterparty, money direction, receiving account, and document-review status. Automatic source entries are immutable; their source amount is not edited from Accounting.

Record type	What it means
Automatic source entry	A confirmed system transaction, such as a completed registration, POS sale, or approved refund.
Manual income	Money received outside an automatic source, such as a sponsorship or donation.
Manual expense	A recorded event cost, such as venue, supplier, staff, tax, or payment processing expense.
Correction	An opposite manual entry that corrects a prior entry without deleting its history.

Record a manual entry

Use Record manual entry for income or expenses that do not come from an automatic source. Enter the movement, account where applicable, category, actual transaction time, gross amount, counterparty, purpose, VAT treatment, and source-document details.

Gross values are VAT-inclusive. VAT is recorded as a component of gross, not added a second time. When no registered invoice is available, use Informal purchase record and retain the seller name plus any available evidence.

Every saved entry receives an event-prefixed reference and records the filing user and time. To correct an entry, create an offsetting record; do not rewrite or delete the original.

Evidence and document review

Attach an invoice, acknowledgement, receipt, payment proof, or similar document when available. The document-review filter identifies records whose source details still need attention.

Keep internal notes factual and limited to the finance review purpose. Do not put passwords, full payment credentials, or unrelated attendee details in a ledger entry.

Export and handoff

Use Export CSV after applying the filters needed for review. The export supports reconciliation and handoff; it does not replace original source documents or provider statements.

Before handoff, confirm the selected event, review unallocated or document-review entries, compare receiving-account balances against external statements, and record any correction as a new entry.

Related actions

• Use Finance Analytics to understand provider and account collection totals.
• Use Settlements to record platform-fee remittances.
• Use Forecasting for planning outlooks; it is separate from actual ledger totals.