Managing Event Expenses and Reviewing Profit Margin

In order for the Event / Health & Medical Services teams to verify that they aren't making a loss prior to submitting a quote to a client, they need to be able to track expenses versus invoiced amount. 

The process is as follows:-

Adding the Expense Amount 

  1. Navigate to the product record (e.g. Ambulance Officer (Weekend) and click on the 'Related' tab to view the assigned price-book entries:

2. Open each price-book entry where this product / item is applicable (one at a time) to add the expense amount, by clicking on the drop-down arrow next to it and selecting Edit:

3. Add the Expense Amount and click Save: 

Opportunity - Expense v Charge Amount & Profit Margin

  • Navigate to your opportunity record and add your product line-items here: 
  • When you add the line-items and save them, this is how each individual line-item looks when you open it:
  1. Total Gain/Loss: This calculates: Gain/Loss Per Item x Quantity
  2. Gain/Loss Per Item: This calculates: Sales Price - Expense Amount
  3. Profit Margin: This calculates: Total Gain/Loss / Total Price for the line-item
  4. Expense Amount: This auto-populates from the amount you enter in the relevant price-book entry (refer to section 'Adding the Expense Amount').
  5. Total Expense Amount: This calculates: Expense Amount x Quantity for the line-item
  • Once you've finished adding your product line-items to the opportunity, you can view a summary of the Profit Margin and also Total Gain/Loss at each line-item level, prior to submitting your quote to the client: