Welcome to the Test Drive

We designed our software to be easy to use. Simply stated, it is a very intelligent template based calculator that organizes you and your event based on the budget. We love it and we want you to love it too. As it sets up on your computer, please take a moment to read through the Quick Start Guide. It will have you up and running in a matter of minutes. The Budget Calculator easily keeps you looking like a professional while effortlessly controlling the budget and providing presentation quality reports. It calculates budgets based on actual expenses, as well as your estimates. The functions help you to manage most any event on budget and on time. It calculates budgets organized by category and detailed by line items and provides you a working "to do" list.

This calculator comes with all the typical event categories. Each category comes completely loaded with all the necessary details. Categories and line items easily delete and add allowing for unlimited possibilities.

Line items are also simple to customize. Every line item easily adds, deletes and allows you to choose a pricing option. This software organizes you!

Included in this package are several templates that effortlessly guide you through your event. Templates are predesigned files with customized formats waiting to be filled in.

It is very important to begin with the Quick Start Guide. It shares the must-know basics. The in-depth Tutorial gives a comprehensive explanation to help you take full advantage of this product. Happy planning, and enjoy the ride!

Quick Start Guide

This guide shares the basics and gets you up and running in minutes.

Know the following information before starting.

First, have your Budget Calculator open and follow along.

When you first open the Budget Calculator a default event planning template, named "TheGreatEvent.com", opens with the GRAND TOTAL page showing.

Choose the type of event you are planning (event, wedding, party, etc.) from the File>New drop-down menu.

The GRAND TOTAL page appears as the default-opening page.

Name your event by right-clicking with your cursor over the name of the template (party, wedding, picnic, great event budget planner template , etc.) and set the name of your event. This information appears at the top of your reports.

Enter the number of attendees.

*Important - Be sure to click your "Enter/Return" button on your keyboard after every entry to input that information.

The Grand Total shows all the money you have input into you events' budget. It also allows you to select the currency. Place your cursor over the words GRAND TOTAL and right-click with your mouse and select which currency you wish to use. Note - the dollar symbol $ will default on every template every time. Currency can also be changed by accessing the Edit>Currency Symbol in the drop-down menu.

Enter your Target Budget (the amount of money you intend to spend on your event) by changing the View (in your drop-down menu) to show the "Target Budget" feature (View>Show target). A percentage bar graph appears and shows what percent of the budget is used.

Enter the amount of your target budget into the area and activate your entry by clicking the Enter/Return key on your keyboard. The amount changes from gray to black once entered. As you continue to enter costs, the horizontal Target Budget tracks your updated totals.

It gives you the percentage of the budget used and changes to a bright red once the costs go over the target budget.

If the budget changes, simply update the amount into the target budget area and click your Enter/Return key to enter new budget and recalculate the percentages. View/Hide this graph by going to the View drop down menu and select either View>Show target or View>Hide target.

Click on a Category tab to view all of the detailed line items.

You must check the box to the left of every line item to activate that item. The color of the item will change from gray to black once activated.

You must click the Enter/Return button on your keyboard after entering every monetary value for line items to be instantly included into the budget. The color of the dollar amount changes from gray to black once entered and becomes immediately added into the budget.

Not Active: . Active: .

If you activate a line item and do not put in a dollar value, that item automatically appears on your "TO DO" list.

This list organizes you and reminds you which items need prices.

Right-click your mouse button with your cursor over the pricing options of any line item (flat, each, per adult, per person, per child, etc.) to choose which pricing option best suits the item.

'Flat rate' and 'each' are most widely used. When selecting 'each' an additional box appears and allows you to multiply the number of items times the cost adding that total to the page total as well as grand total.
Per person counts both the total number of adults and children.

This software comes with adults and children as default counts. See Tutorial "Set Parameters" for an explanation and "Advanced Settings" for complex counts.

Add a new category page by selecting the Edit>Add A Page from the drop down windows. A prompt asks you to name this category page.

To remove a category page, right-click on the background of a category page and select delete this page.

Add a line item and give it a name by right clicking on the background of the selected category page and select add line item.

Delete unwanted line items by placing your cursor over the line item and right-click and select the delete line item.

Most items in this software are added and deleted: not changed.

To view your report, go to the View drop-down menu and select "View>Report View" from the current "Budget view" to the "Report View."



This gives a balance sheet style view that shows name of event, categories, line items, subtotals, notes and totals. Return to "Budget view" by repeating View>Budget view option. You must be in "Budget view" to enter information and pricing into your event.

Print the "Budget" and/or "To Do List" on any printer by selecting File>Print.

For e-mail purposes, simply find the drop-down menu File>Export HTML, select the Budget or To Do List,

name the document i.e. "Company Picnic"

and click the Save button. This saves your "Budget" or "To Do List" as an HTML file which opens with any browser (Internet Explorer, Firefox, Safari, Navigator etc.) or your favorite word processing program (Word, Excel, Works, etc.).

A convenient way to share a budget via e-mail is to send the file as an attachment. This allows the recipient to view it in whichever format they choose. Once they have downloaded the attachments, they can right-click on the document and select the "Open With" option or double-click on the document icon and choose a web browser or word processing program.



Using a word processing program, they can even make changes and redistribute them. These changes will not import back into the Budget Calculator.

The best way to share your budget is by attaching them to your e-mail in the native .tge (TheGreatEvent) format. This would require the recipient to purchase a copy of the Budget Calculator to be able to use all the benefits the Budget Calculator provides. Copies are available at www.thegreatevent.com/software.

These are the basics. Get detailed instruction and descriptions in the Tutorial.

Tutorial

This tutorial is a detailed explanation of every feature available in TheGreatEvent.com Budget Calculator. Please have a Budget Calculator up and running to follow this guide. With just a few moments of practice, you will be able to produce professional budget reports and manage any kind of event on budget and on time.

Getting Started

Select the type of event you are planning from the File>New drop-down menu

Only select 'Blank' if you plan to design your own custom categories and line items from scratch. Your possibilities are endless.

Set Name

Naming your event is the first thing to do when planning your event budget. The default-opening page of your calculator is the GRAND TOTAL page.

To set the name of this or any of the named templates, place your cursor over the name field currently shown above as www.TheGreatEvent.com. . Click the right mouse button (right-click) and a "set name" box appears. Place your cursor over the "set name" box and select by clicking with your left mouse button. A prompt asks you to enter a name.

Once entered,

click the OK button. Your new name now appears on the GRAND TOTAL page and at the top of your "reports" and "to do list" page.

HINT: Enter as much information into your name as you wish to make your reports as complete as necessary. This is how it looks in the budget view and at the top of your printable and sendable report in the report view.

Set Parameters

ACTIVATING COUNTS - Now that you have named your event, you will want to enter the number of adults and/or children attending. The calculator is set to count the number of adults and children as default parameters. When setting these values (number of adults and/or children) you should notice the numbers you type inside the box are rendered in gray. It is vitally important to activate this amount and you must click your Enter/Return key on your keyboard. Your number will change from gray to black to let you know it is activated. When you now choose "per adult" in your pricing option (see line items), it will calculate the exact total by multiplying the number of adults times the cost of the item you input. This per cost breakdown will appear on your reports as well.

DELETING COUNT GROUPS - If adults or children do not seem like appropriate parameters you may wish to delete a count by placing your cursor over the count (children and/or adults) and right-click your mouse.

Select the "remove this count" option and this will delete the count from the budget. See "Advanced Settings" for adding new counts. Keep in mind that "flat rate" and "each" are most the common and easiest used pricing options.

Set Target Budget

The Target Budget appears on the GRAND TOTAL page. To view the Target Budget graph on this page, go to the drop-down menu and select View>Show target. The following graph gives you a visual representation of the percentage of the budget currently entered.



Activate this graph by inputting your exact or estimated amount of budget into the Target Budget box. You should notice that the numbers you are typing render in gray. Activate your entry by clicking the Enter/Return key on your keyboard. The amount will change from gray to black once entered. As you enter the costs from the line items on the various category pages, the horizontal Target Budget graph will instantly calculate all costs entered into the calculator.



It continuously shows you the percentage of the budget currently entered into the calculator and changes to bright red once the costs go over the target budget.



If the budget changes, simply update the amount into the Target Budget area and once again click the Enter/Return key to input the entry. The graph will calculate the new percentages based upon the updated Target Budget.

Category Tabs & Pages

The category tabs appear across the top of every page when viewing in the "budget view" mode. See Views for switching from "budget view" to "report view."



All expenses organize by categories. Each expense category is represented by one of these tabs in the calculator window. To view any of the various categories, place your cursor over a tab and click the left mouse button and you are able to view all the particulars of that category.



At the bottom of each category page, the calculator shows the total costs of all the expenses entered from that category (page total) and grand total. The categories and line item expenses are typical of those needed to plan a professional and comprehensive budget.

ADDING A PAGE with a tab is simple. You would add a page to an event if you have the need for a custom category or any additional feature. Find the drop down menu and select Edit>Add a Page. A prompt asks you to enter a name for the new category.

Type in an appropriate category description and click the OK button.

A newly named category and tab now appears among the other tabs.



See Line Items for information on adding details to this newly created category.

DELETING A PAGE can remove categories that do not pertain to your event. Select the page and place your cursor over any part of the background of the page you want to delete and right-click your mouse button. Move your cursor over the "delete this page" selection and left-click your mouse button. A prompt asks if this page is to be deleted.



Click the Yes button to delete the page and the No button to leave it.

Line Items / To Do List

Every category page is filled with many line items. A line item is an expense with a cost and a pricing option (flat rate, each, per adult, per child etc.). Let us look at the "Food/Beverage" page.



Notice that none of the line items on any of the category pages is automatically part of the calculated budget. This allows you select items that are appropriate to your event and gives you complete control over every item and cost.

ACTIVATE A LINE ITEM by checking the box to the left of the description. With your cursor over the box, left click your mouse button. The color of the item will change from gray to black once activated.

SET PRICING OPTION by right clicking your mouse button with your cursor over the pricing options.

Select which option best suits the line item.

Flat rate and each are most widely used and are the easiest to manage. When selecting 'each' an additional box opens and allows you to multiply the number of items times the cost.

The calculator will also calculate a total by multiplying the cost times the number in the adult or children count when selecting "per person" or per adult, etc. You must have already entered the number of attendees before this option works.

ENTERING EXPENSES is simple. Place your mouse over the box on the right side of the line item and left-click to place your cursor inside the box. Type in the expense and click your Enter/Return button on your keyboard. You must click the Enter/Return button after entering every monetary value for that line item cost to be immediately included in the total. The color of the dollar amount will change from gray to black once entered.

Not Active:

Active:

The calculator calculates the expense and it is added into the PAGE TOTAL as well as the GRAND TOTAL.

These amounts are also detailed on the Report view.

If you have not set the number of adults, children, etc., you will notice that changing the (per person, per adult, etc.) costs does not affect any of the totals.

ADD LINE ITEMS by right clicking your mouse button on the background of the desired category. A pop-up box will allow you to select the "add line item" option. Left click on the "add line item" selection and a prompt asks you to enter the name for the new line item.

Type the name of your item (Dessert for example) and click the OK button.

Your new line item will appear on that page and default to a "flat" pricing option. Activate that item by clicking the box to the left of the item.

DELETE LINE ITEMS by placing your cursor over the name of the item to be deleted. Right-click your mouse button and a pop-up box will allow you to select the "delete line item" option.

Left click on the "delete line item" selection and a prompt ask you to confirm the deletion.

Click the Yes button

and the line item deletes.

Add a note to appear in your budget report by adding a line item (in the desired category) and insert your note where it asks for a name. Click OK and the note appears as a line item. Right-click over the note and select 'delete price.' Click the box to the left of the item to have the note appear in your budget report. Uncheck it to remove it from your report or right click and select 'delete line item.'

TO DO LIST keeps you organized and makes you aware of tasks yet to be priced. Any line item that is activated without a monetary value entered is automatically place on your "TO DO LIST." The "TO DO LIST" organizes you by listing all items by category and line items that are selected with no monetary value added. When you still have something on this list not yet priced and entered, the "Tab" will change color from black to red making it easy to see what you still have to complete. The "TO DO LIST" easily prints from the File>Print menu.

Views

Having created a budget you could, of course, browse all the details by clicking the various tabs in the program window and reading the values, subtotals and GRAND TOTAL. The "Report View" is a professional summary of every entered value. Anything on the "TO DO LIST" does not appear on the report summary making it convenient to separate what needs to be done from what is already done. Access this view from the drop-down menu View> Report view. The following is an example of your "Report view."

To make changes to your budget, you must be in the "Budget view." Return to "Budget view" by selecting View>Budget view.

Saving

You can save your budget in a file that can be reopened later by TheGreatEvent.com Budget Calculator. Using this save format, your budgets are saved as .tge documents. Saving your work as you go is always a good idea as with any software. Find the drop-down menu and select File>Save or File>Save As. Save As is a command that lets you make a copy of the current version of the document on which you are working. File>Save simply saves your document. File>Save As lets you give it a different name and/or put it in a different location on your computer. This is very convenient when working on different versions of the same proposal.

Printing

FYI - because this is a demo, the PRINT, SAVE and EXPORT functions are disabled (grayed out).

Print the "Budget" and/or "To Do List" on any printer by selecting File>Print.

This printing feature is standard and gives you typical printing options depending upon the printers you are using.

E-mail

Your budgets share easily with anyone wishing to view them. Save the document, for purposes of e-mail, by selecting File>Export HTML.

HTML (Hyper Text Markup Language) is the authoring language used to create documents on the Internet. After selecting "Export HTML" you are asked where you want this document saved.

You also have the option of naming or renaming the document.

This saves your "Budget" or "To Do List" as an HTML file which opens with any browser (Internet Explorer, Firefox, Safari, Navigator etc.) or your favorite word processing program (Word, Excel, Works, etc). This document attaches to an e-mail like any other document. The recipient simply downloads the attached HTML document.

A convenient way to share a budget via e-mail is to send the file as an attachment. This allows the recipient to view it in whichever format they choose. Once they have downloaded the attachments, they can right-click on the document and select the "Open With" option

or double-click on the document icon and choose a web browser or word processing program.

Using a word processing program, they can make changes to the budget and redistribute them. These changes will not import back into the Budget Calculator.

The very best way to share your budget is by attaching them to your e-mail in the native .tge format. This would require the recipient to obtain a copy of the Budget Calculator software. Additional copies of TheGreatEvent.com Budget Calculator are available at http://www.thegreatevent.com/software.

Templates

This software comes with many helpful and convenient templates. Access these templates by using the drop-down menu and selecting File>New.

Choose the template appropriate for your next great event or create your own from scratch.

Advanced Settings - Pricing, Parameters & Groups

By default, this calculator uses the parameters of adults and children for the pricing options.

You have observed that line items can have pricing options of  flat (not dependent on a parameter), each (not dependent on a parameter), per adult (dependent on the number of adults), per child (dependent on the number of children), and per person (dependent on the total number of adults and children). You view these pricing options by right clicking your cursor over the pricing option (flat, each, per adult, per person or per child).

Here we will demonstrate how you can create your own parameters. This could be very helpful if you need other pricing options besides the defaults. For a wedding, you may need separate pricing for bridesmaids. For an event, you may need to use members and non-members for separate pricing. For a Bar/Bat Mitzvah, you may need separate pricing for boys and girls. Simply adding parameters, however, will not affect the pricing options or the calculation of a budget. In order for a parameter to have an effect it must be a member of one or more parameter groups. Take some time to follow the guidelines to get a clear picture for these changes.

For example, in the default adults and children configuration, adults is a member of a group called adult and a member of a group called person. All adults are persons, right? The children parameter is a member of a group called child and is also a member of the group called person. All children are persons, right? This is why selecting per person as a pricing option will cause a calculation based on both adults and children, whereas, per adult will only take into account adult. You can view what groups a parameter belongs to by a click of the right mouse button on the name of the parameter, and select the show groups option from the menu.

This brings up the following message:

This shows that the adults parameter belongs to the adult group and the person group. This tells the program to count adults when the pricing option of adults or per person is selected on that line item. Remember the per person option totals all the members that have joined that group so there is no duplication.

Adding a Parameter

If you simply add a parameter, it will not affect the pricing options or the calculation of a budget. In order for a parameter to have an effect, it must be a member of one or more parameter groups. You must join the groups in which you want your parameter to be counted. A "bridesmaid" parameter should join the bridesmaid group, the adult group and the person group. This will allow the bridesmaid count to be included when selecting pricing options per person, per bridesmaid or per adult (assuming bridesmaids get pricing as adults).

To add a parameter, move the cursor to the area to the left or right of the existing parameters. Click the right mouse button and the "create a new count" message appears. Click inside the box with your left mouse button and a prompt asks you to enter a name for the new count.

Using "bridesmaids" as our parameter, it is important to remember to use a plural noun as a parameter name (bridesmaids, members, non-members, boys, girls, etc). This name appears next to the count. Enter that information and select OK.

The new parameter had been added and is shown next to the current parameters.

Now you have added a parameter you must join one or more groups to allow it to affect budget calculations. Group names should be singular nouns (bridesmaid, member, non-member, boy, girl, etc) as these will appear in the pricing options of line items (per bridesmaid, member, non-member, boy, girl, etc).

Right click your mouse over the name and select join a group. The prompt again asks you to enter a name. You add in bridesmaid (singular) and click OK.

Since the count of bridesmaid should also be included every time there is a pricing request of per person or per adult, it is necessary repeat this process and join the person and adult group.

Add in a number of bridesmaids for the count, (5 bridesmaids, for example) and watch it work. Let us say the bridesmaids are flying to the celebration. Add in the airfare and select the per bridesmaid option.

The total of the 5 costs can be viewed as part of the page total found at the bottom of every category page

or with complete detail by switching to the report view.