The Budget Template is a CSTA product in partnership with Organisports

What does the budget software accomplish?

• Breaks down the revenues and expenses into 2 distinct columns: CASH and VIK

• The program is divided into 3 main tasks: – Producing a budget with main reports;– Restructuring the budget in various

configurations for specific reports– Creating a budget follow-up process.

Producing a budget that:

• Outlines a budget structure identifying all the necessary potential budget items in Cash and VIK, You just have to input the quantity and the unit cost;

• Identifies for each VIK budget line who will be the eventual providers;

• Identifies for each budget line if it is taxable or not;

• Identifies for each budget line if the transaction was originally converted from foreign currency;

• Includes percentage (%) parameters ensuring that the established maximum expenditure is not exceeded;

• Produce main reports

Restructuring the budget in various configurations

• Permits to regroup similar items spread out over the entire budget for an eventual sponsor or supplier

• Permit to regroup all the items from which an; authorities, institution, and a corporation will provide

• Measure the economic impact in relation to the CSTA STEAM Model.

• Permits the calculation of the return on taxes from each item;

Creating a budget follow-up process that:

• Manages the cash flow; • Carries out budget tracking by imputing all

expenses in the appropriate budget categories for the purposes of verifying if the allocated funds are sufficient to issue a purchase order;

• Issue a purchase order• Track invoices received in relation to the purchase

orders that have been issued.• Produced a report between what has been

budgeted, spent and manage for the cash flow

Budget Structure Example

• Division – e.g.: 01-01-00.000 Event Management

• Sub-division – e.g: 01-05-00.000 Meeting expenses

• Work package – e.g.: 01-05-01.000 Board of Directors

• Example of objects within a work package– 683 Buffet prior to the events– 693 Non-alcoholic beverages– 694 Coffee

The code for coffee in the Board of Directors work package would be: 01-05-01.694

Basic Budget Plan Template Version

First task: Producing a budget

Welcome Page

Step 1: Input the information on your event

Step 2: Decide which work packages you will only use and input data

You can decide to cancel certain budget divisions, sub- divisions and work packages by using the button Not Used or,

as shown, you can decide to open a specific work package.

Step 3 : Input of data for a work package that you need.

Each work package includes a list of all the possible objects in 2 columns (Cash or VIK): you select only the one that you need (Column: Qty and Price).

For each object, you can also check if it is not taxable or if it was originally in a foreign currency. Also, for VIK objects, you can input

who is the VIK provider.

Step 4: You can generate different kinds of budget reports:

Example of the most detailed budget report.

You can use filters in order to select a specific section of the report.

Report according:– to the work package which you have kept; – the data that you have entered.

Step 5: You can decide to include a percentage above which you do not want to go.

Percentages can be set for all divisions and sub-divisions.

You can check in a report if you are over or not.

Red line = Work Package which is over the percentage projection.

You can change the name of an existing division or create a new one.

You can change the name of an existing sub-division or create a new one.

You can change the name of an existing work package or create a new one.

You can create new objects or include a cash or VIK value which will be automatically included in the entire budget structure. (ex. cost of coffee)

You can add new VIK providers. (authorities, institutions, corporations)

Basic Budget Plan Template Version

Second task: Restructuring the budget in various configurations

You can automatically restructure your budget in a different configuration.

You can track similar objects spread out over the entire budget for a prospective sponsor or supplier.

You can select a specific object. (ex. coffee)

List of work packages where the coffee appears in your budget.

You can also have the total expense for coffee spread across your budget.

Knowing this amount, you can develop a proposal for a sponsor or sign a contract with a supplier.

You can generate budget reports by VIK providers which you have listed in the input of data section.

It is easy to have within one page all the VIKs that an authorities (City, governments), institution or a

corporation should provide to your event.

You can generate a budget report according to the CSTA STEAM Model.

Then you can input these numbers in the STEAM software to know the economic impact of your

event. (without visitor spending)

You can generate budget reports for the objects which you have inputted as non- taxable.

It is then easier to calculate how much tax return your event will receive.

You can generate budget reports by the objects which you have inputted as in a foreign currency. (Ex. $US or $Euros)

It is then easier to adjust your budget according to the changes in the Canadian exchange rate.

Advanced Budget Version

3rd task: Creating a budget follow up process

Cash flow module

Step 1: Input your cash flow period for the event.

Step 2: Input Cash Flow

For each work package with cash amount: input your cash flow.

Once your cash budget has been set, you just have to select the cash flow option buttons.

Cash Flow Reports

Total cash flow per month for your event.

Report per month for a specific work package.

Details of a work package cash flow.

You can also check your cumulative cash flow amount for the current month.

In this example, you have spent $22 when your projected cumulative cash flow as of Sept. 28 was only $10. The red line warns you that

when the event has ended you may be over budget.

Advanced Budget Version

3rd task: Creating a budget follow up process

Purchase / Invoice module

Step 1: Input your cash suppliers for your purchase orders.

Step 2: Input your VIK Suppliers for your purchase orders.

Step 3: Inputting a Purchase Order.

You can open an existing Purchase Order or create a new one.

If you do not have enough money in the selected workpackage, the software will let you know. So you will not be able to authorize the purchase order. In the shown

example, you have enough money.

You can now fax your purchase order to your supplier.

You can also check your actual?

In 01-05-000 you spent $22 when your projected cumulative cash flow was only $10. The red line warns you that when

the event has ended you may be over budget.

In 02-01-000 you spent $1000 when your budget was only $100. The red line warns you that you are over budget.

You can check which purchase orders have been sent to a supplier.

You can check which purchase orders have not already been sent to a supplier.

You can check which purchase orders were sent but for which you have not yet

received the related invoice.

You can have a report by supplier using the purchase order, and know how much

money you have paid or owe them.

Inputting an invoice.

When you receive an invoice you input the information to:- link it with the purchase order; . - or, if it is not a purchase order, you input it as a contractual payment (ex. telephone bill): the software will let you know if you have money to pay that bill.

List of invoices (purchase orders) in chronological order.

List of invoices (contract payments) in chronological order.

You can generate reports by suppliers and know how much money you have paid

them or owe them.

The Budget Template

• Follows the Business Plan Template structure• Is comprehensive by having a proposed structure and a

listing of all objects• Is flexible by deleting the division and sub-division and

work package you do not need• Can be adapted to your budget structure• Can be modified as is in Access format• Is complete by giving you various different reports • Warns you if you produced a purchase order and have no

money in the specific work package• Warns you so you know if you will be over budget in a

specific work package

Finally

The Budget Plan Template

Saves You

Time, Effort and Money !!!!

Any questions... or if you want Organisports to produce / adapt your

budget...

ORGANISPORTSTel.: +1 (819) 345-5003

Fax.: +1 (819) 346-7939

E-mail: info@organisports.com

For more information visit our web site at:

www.organisports.com