Login instructions for C3PO can be found HERE
Introduction to Bulk Expenses
The intent of the Bulk Expense functionality is to allow you to create an expense for a single vendor that will be drawn against multiple budget categories. For example, you have received an invoice from the event’s tables and chairs vendor. This invoice is not necessarily applicable to only one budget category. In the past, you would have had to create a unique expense for every budget category for their share of total invoice amount. With the Bulk Expense functionality, you can do this in a single expense. C3PO will now allow you to apply specified amounts to multiple budget categories simultaneously.
How to Use Bulk Expenses
A template is used to aggregate your bulk expenses. You can download the template HERE, or it is available inside C3PO when you are creating your Bulk Expense.
The template has two (2) columns (budgetId & amount). You will need to put in values for both columns. The budgetId is a unique value, and may be found by selecting any budget category and opening its details. From here, the budgetId is found in the top right hand corner of the window (under the “close” link). The budgetId is a numerical value, and if you click on the number, it will copy the value to your clipboard.
Paste the budgetId into the template, and then enter the amount that will be drawn against this budget category. Below you will see a sample template that will be used to create a Bulk Expense against two separate categories.
Once your template is complete, you are ready to create your Bulk Expense. Begin by creating your expense as usual with the correct Project and the correct Vendor. Once you are in the Expense Detail, select “Add Bulk Categories” from the “Add” dropdown.
This will open up a new modal window where you will copy and paste your template data. Below you will see the window after data has been pasted from the template.
When your data has been pasted in the modal, click the “Bulk Create” button.
Next, you will see that the expense is now drawing against the categories that you specified with the budgetIds, and in the amounts that you defined.
Lastly, review that your expense is correct, and then click the “Publish” button.
Instructions for submitting an Expense and requesting Payment can be found HERE
Bulk Expenses FAQ
What happens if a budget category that I am drawing against does not have enough money to cover the expense?
The system will visually flag any categories that are short on funds (with a red box) when you add the Bulk Categories. If one of the categories is short of funds, you will need to request a budget transfer in an amount that will cover your expense before you can proceed with publishing the expense.
Instructions for making a Budget Transfer Request can be found HERE
My question is not answered here. What do I do now?
If you are experiencing a technical issue, email a summary of your issue to Event Systems at c3po@c3presents.com.