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  2. Events Module
  3. Events

Substitution Fees

Updated

Overview

Substitution Fee: The fee charged to an event registrant who substitutes themselves out of an event for another individual.

A Substitution Fee is event related, NOT tied to a specific fee and can be setup with Price Attributes. Adding an Event Substitution Fee creates a Product Code and Price and sets up the General Ledger (G/L) accounts for Event Substitution Fees.

A Substitution Fee is entered as a Flat Fee ONLY and not as a percentage of the registration fee.

The primary Substitution Fee Price Attribute, if used, is the DATE i.e. the amount of the substitution fee is determined by the date of the substitution.

Substitution Fees are OPTIONAL. They are implemented to cover any costs, time and resources associated with the substitution process, especially if it's done near the time of the event, after deadlines or after preparations have been finalized e.g. All of the production costs (creating new name badges, place holders, name plates etc.). Other costs associated to group assignments, track/session registration, accounting issues etc. Hence, a Substitution Fee can also be an incentive for registrants to avoid making the substitution.

Substitution vs. Transfer

  • Substitution = person for a person to the same event.
  • Transfer = one person (or group) moving their registration from one event to another.

(Both could require adjustment of accounting information)

Substitution/Transfer Fee Profile

Adding a Substitution Fee creates the Substitution/Transfer Fee Profile. Click the Edit tab to perform all of the basic editing functions on this page.

Substitution Transfer Fees profile.png

Editing Data

The Edit tab on the Event Substitution/Transfer Fee profile opens the Edit Event Substitution Fee Price window, which is the same throughout NetForum. On this form, you can edit the basic information from the Add Event Substitution Fee page:

  • price code
  • start and end dates
  • display name
  • price
  • online availability
  • G/L Account Information

Price Attributes can be edited from the child forms on the Registration Fee Profile page. The Price Attributes are also editable, along with Fee information, Prices within those fees, and G/L Account information on the Events Profile page.

The Edit tab includes:

  • Edit price link - allows you to edit the event substitution fee information.
  • Copy price link - allows you to copy this fee and price code for future use.
  • Web information link - allows you to create copy that can be posted to the web regarding the cancellation fee.

Usage

You can add Event Substitution Fees from the Events Profile page. You can add a subsequent Event Substitution Fee Price from the Events Profile or Substitution Fees child form.

Adding a Substitution Fee

To Add an Event Substitution Fee:

  1. Go to the Events Profile.
  2. On the Events Profile page, click the Fees tab.
  3. On the Substitution Fees child form, click Add. The Add Event Substitution Fee window displays.
  4. Enter a Product Code, Fee Name, and Description for the fee.
  5. Enter a Substitution Price.
  6. Select a Fee Start Date and Fee End Date for this Substitution price.
  7. Select the Sell Online check box if you want to this fee be available in eWeb as substitution fee.
  8. Select the Taxable check box if you want to tax the substitution fee when it is applied.
  9. Select the Default Rate - Always Available check box if you want this to be a default rate.
  10. Add the appropriate G/L Account information.
  11. Add any Membership Attributes and Customer Attributes (optional).
  12. Click Save.

Add Event Substitution Fee form.png

Adding a Substitution Fee Price

This is best used when using a primary substitution fee and then adding supplemental fees based on dates or other attributes.

Scenario: Using a primary substitution fee with additional "Early" and "Late" fees.

To Add a Substitution Fee Price:

  1. Go to the Events Profile page.
  2. On the Substitution Fees child form, open a Substitution fee record.
  3. On the Prices grandchild form, click the Add button. The Add Substitution/Transfer Fee window displays.
  4. The Price Information section populates the Product Name, Display Name, and Type fields (ALL required).
  5. Enter a Price Code (this will also pre-populate with the code of the other price).
  6. Enter a Start Date and End Date.
  7. Enter the Price.
  8. Enter the Minimum and Maximum quantity.
  9. Select an Email Template option for this substitution fee.
  10. Add a Source Code if applicable.
  11. Select the Default Rate - Always Available check box if you want this to be a default rate.
  12. Select the appropriate Send Via option check boxes.
  13. Select the required G/L Account information.
  14. Add any Membership Attributes and Customer Attributes (optional).
  15. Click Save.

Add Substitution Transfer Fee form.png

All Substitution Fee data is displayed in the Substitution Fees child form on the Event Profile page.

Substitution Fees child form.png

Related Functionality

 

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