Resource Information and Control Corporation


Event Settlement

Getting There: Accessing this application is done by double clicking on the Event Settlement icon in the ConCentRICs main menu.



Purpose: Event Settlement is used to review all charges for an event, make any necessary adjustments and produce an invoice or refund so the facility can settle with a client. Event Settlement collects most event charges automatically from other ConCentRICs applications. All of this information needs to be reviewed, verified, and corrected. Ideally, it is always preferable to go back to the source application to make any corrections. However, this is not always possible and these actions can be performed in this application. Event Settlement focuses on a single event.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Produce Settlement Produce Invoice Event Inquiry Manual Adjustment Event Payments Ticket Sales Settlement Notes Settlement Control

Event Settlement Modules Overview



Produce Settlement is used to collect all charges, payments, and ticket sales for an event. It then lists all of this information into billing categories. It adds up any payments and ticket sales income, and will subtract expenses and taxes. As applicable, it will either show any amount to be refunded or how much the client owes the facility.
Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

Double clicking on the Produce Settlement icon will bring up the Produce Settlement dialog box.


This dialog box controls the way the Produce Settlement Report will appear and how the results will be presented.

The following is a break down of the dialog box:

  • The Detail Report check box, if checked, will show each item being charged by category along with the taxes for each category. If unchecked, you will get a summary report only.
  • The Show Rental Details check box, if checked, will show a written description under the locations and equipment detail lines. Note: This check box is only active if the Detail Report check box is checked.
  • The Show items with zero amounts check box, if checked, will show the client all the items they got even though some of the items were part of the "deal" and have no charge on their own. Note: This check box is only active if the Detail Report check box is checked.
  • The Process All cross referenced events check box is only active if the event selected is a Master Event, with other events cross referenced to it.
  • The Honor no settlement detail check box, if checked, will not show detail on the settlement. If unchecked, then the request will not be honored and the detail will show. This check box is only active when the Detail Report check box is checked.
  • The Show Previous Invoices check box, if checked, will cause invoices that have already been issued for this event to appear in the payment section.
  • The Tax Exempt button is used to check the tax settings that are going to be used or change them for this one event.

    • Click on the button and the Event Settlement will appear on the screen.

    NOTE: This is a rather large report and the next five graphics show below are extracts from the Event Settlement.

    This extract shows the heading and the first lines of the Building category.

    This extract shows the total amounts of the Building category.

    This extract shows the first lines of the Equipment category.

    This extract shows the totals amounts of the Equipment category.

    This extract shows the final totals of the Event Settlement.

    The format of this report will vary depending on the parameters you set in the dialog box.





    Produce Invoice is used to prepare an official invoice of event charges, or a check request if a refund is due, and print it out. The invoice will only show a one line total for each settlement category. It is recommended that you run Produce Settlement first, as a detail report, so you can review all items in detail.
    Security Level: To view - Read Only. To produce an invoice and record accounting transactions - Privileged.

    Double clicking on the Produce Invoice icon will bring up the Produce Invoice dialog box.


    This dialog box controls the way the Produce Invoice Report will appear and how the results will be presented.

    The following is a break down of the dialog box:

  • The Reprint Invoice XXXX check box, if checked, will reprint an existing invoice.
  • The Create a new Invoice check box, is checked the first time you produce an invoice/refund.
  • The Make Accounting Transactions check box, if checked, will generate accounting transactions from the invoice/refund.
  • The Process All cross referenced events check box is only active if the event selected is a Master Event, with other events cross referenced to it.
  • The Lock the event from further changes check box should be checked after an event is settled to prevent any changes that would affect the final amount on the invoice/refund.
  • The Show Previous Invoices check box, if checked, will cause invoices that have already been issued for this event to appear in the payment section.
  • The Tax Exempt button is used to check the tax settings that are going to be used or change them for this one event.

    • Click on the button and the Invoice Report will be printed out.

    NOTE: This report is designed to print on the standard R.I.C. Corp Invoice form.





    Event Inquiry is used to quickly access the current event.
    Security Level: To view - Read Only.

    Double clicking on the Event Inquiry icon will bring up the event SPAM screen where you'll be able to look at the Event Snap Shot, Event Profile, Event Audit or, if authorized, perform Event Maintenance. For a detailed explanation on the SPAM screen, click on Product Demo Scheduling-The Book.




    Manual Adjustment is used to make adjustments to any settlement category. You can also make entries for categories that normally come from other ConCentRICs applications. Using the Manual Adjustment function, you can force an entry into any settlement category you need to.
    Security Level: To view - Read Only. To add, change, or delete - Normal. To change or delete an entry passed from another ConCentRICs application - System.

    Double clicking on the Manual Adjustment icon will immediately produce a report of existing adjustments for the event.

    [This scrollable report is shown in two parts because of size constraints.]

















    The report will show all existing adjustments for the current event.

    If you are authorized you can change any of the listed adjustments by double clicking on any line item. This will bring up the Manual Adjustment maintenance dialog box.

    The following is a break down of the dialog box:

  • The Settlement Category: combo box will list all Settlement Categories that can be used for settlement adjustments.
  • The Name of Item being charged: field is a description of the item itself.
  • The Details (desc/times/etc.): optional field can be used to describe the item with more than just a name .
  • The Transaction Date: field is the date the activity took place.
  • The Amount: field is the total amount of the items, not a unit cost of the item.




    • Event Payments is used to record payments made by a client and assign it to the appropriate settlement category. It’s important that payments are assigned correctly, since the payment might be a pre-payment that needs to go into reserves, or it could be a payment made against an invoice that goes directly to revenue.
    Security Level: To view - Read Only. To add, change, or delete - Advanced.

    Double clicking on the Event Payments icon will immediately produce a report of existing payments for the event.

    [This scrollable report is shown in two parts because of size constraints.]

















    The report will show all existing payments for the current event.

    If you are authorized you can change any of the listed payments by double clicking on any line item. This will bring up the Event Payments maintenance dialog box.

    The following is a break down of the dialog box:

  • The Settlement Category: combo box will list all Settle Categories that can be used for event payments.
  • The Reason for Payment: field is a description of the payment itself.
  • The Payment Control Number: field is used to state the payment type and a control number, if appropriate, for the type.
  • The Payment Date: field is the date of the payment.
  • The Amount: field is the total amount of the payment.
  • The Deposit Number: field is the control for the deposit to the bank.




    • Ticket Sales is used to provide the system with ticket sales information to use for the settlement and to set the percentage of ticket sales that the facility is entitled to receive. You are allowed to have several rental percentages for a single event. You would just create a ticket sales record for each different percentage rate.
    Security Level: To view - Read Only. To add, change, or delete - Advanced.

    Double clicking on the Ticket Sales icon will immediately produce a report of existing ticket sales for the event.

    [This scrollable report is shown in two parts because of size constraints.]















    The report will show all existing ticket sales for the current event.

    If you are authorized you can change any of the listed ticket sales by double clicking on any line item. This will bring up the Ticket Sales maintenance dialog box.

    The following is a break down of the dialog box:

  • The Settlement Category: combo box will list all Settlement Categories that can be used for ticket sales.
  • The Transaction Date: field is the date you want recorded for these ticket sales.
  • The Number of Tickets sold: optional field is the total number of tickets sold, or at least the number of tickets that apply to the Service Charge .
  • The Service Charge per Ticket: optional field is the service charge per ticket.
  • The Total Ticket Sales: field is the total amount of money collected for all tickets in the settlement category.
  • The Percentage of Gross/Net: field is the percentage of the ticket sales that the facility is entitled to.




    • Settlement Notes is used to enter free text about the settlement of the current event. These notes will not appear on the invoice or anywhere else other than on the bottom of the Event Settlement.
    Security Level: To view - Read Only. To add, change, or delete - Normal.





    Settlement Control is used to identify which Settlement Categories to use for specific purposes and to set the accounting reference for the event.
    Security Level: To access and use this option - Manager.

    Double clicking on the Settlement Control icon will bring up the Settlement Control dialog box.


    The following is a break down of the dialog box:

  • The Accounting Event ID Reference combo box, will show the accounting transaction references.
  • The first column on the left side of list box in the middle of the dialog box identifies all of the specific activities that need to be assigned to a Setlement Category. The column to the right of that is the category it is currently assigned to.
  • The Deposit Received combo box, will show the selected item from the list box..
  • The Refund Checking Account combo box is is where you select the checking account that will be used for the refund checks.
  • The Invoice Print Lines - Heading field in where you indicate where to space the invoice on a piece of paper..
  • The Detail field is where you enter the print line you want each section to start on.
  • The Print the Invoice in Accounts Receivable check box is used to control where the actual invoice will be printed.


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    Questions or problems regarding this web site should be directed to tech_support@riccorp.com or you can contact RIC Corp directly at:

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    6215 Constitution Drive
    Fort Wayne, Indiana 46804-1517
    Phone: (260) 432-0799
    Fax: (260) 432-9155
    Email: sales@riccorp.com

    Copyright 2010 Resource Information and Control Corporation. All rights reserved.

    Last Modified: Saturday, January 02, 2010 at 12:00 AM.