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SStandShare

Settle an event and distribute earnings

Admin Coordinator

This guide walks Coordinators and Admins through the settlement process -- the step where event revenue is divided and financial transactions are created for each family.

When to Settle​

You should settle an event after:

  1. The event status is Completed (the event has ended).
  2. Stand commission and tip data has been entered for all stands.
  3. Worker attendance has been recorded (Attended, No Show, etc.).
  4. You have reviewed the fund distribution setting for the event.
warning

Settlement creates permanent financial transactions. While you can reverse and re-settle if needed, it is best to verify all data before committing.

Open the Settlement Drawer​

  1. Navigate to Events from the top navigation.
  2. Click the completed event to open its Event Detail page.
  3. Click Settle (or Manage Settlement for an already-settled event) to open the Settlement drawer. The drawer shows the event name, current status, and settlement status in context — you no longer leave the event page to settle.

The Settle action only appears for users with the settle_event permission. When the event is already settled, the drawer opens in read-only mode so you can review line items without risk of accidental re-settlement.

Step 1: Select a Settlement Template​

The settlement template defines the calculation pipeline -- which line items to compute, in what order, and how revenue flows.

  1. In the Settlement Template section, check if a template is already assigned.
  2. If no template is assigned, select one from the dropdown. Templates are listed by name and scope (event-level or stand-level). The default template is marked.
  3. If you need to change the template, use the dropdown to pick a different one.

The preview will automatically recalculate when you change templates.

tip

If you are unsure which template to use, choose the one marked (default). Ask an Admin if you need a custom template created for a special event type.

Step 2: Review and Override Line Item Values​

After a template is assigned, the system auto-populates values from stand data. The preview shows:

  • Revenue section -- Income line items such as stand commissions and credit card tips, pulled from the stand data you entered.
  • Deductions section -- Fees such as General Fund and Board Fund percentages.
  • Payouts section -- The per-worker or per-family distribution amounts.
  • Member Fees section -- Any per-member fees defined in the template.

Override Manual Entry Values​

Some line items use Manual Entry as their calculation method, meaning you can adjust them:

  1. In the Manual Value Overrides section, find the field for the line item you want to change.
  2. Enter the corrected value.
  3. Click Recalculate Preview to see the updated breakdown.

Step 3: Configure Per-Event Overrides (Optional)​

If you need to disable specific line items for this event only (without changing the template):

  1. Click the Line Item Overrides panel to expand it.
  2. You will see all active line items from the template.
  3. Click Disable next to any non-required line item to skip it for this event.
  4. To undo an override, click Restore next to the disabled item.

Overrides only affect the current event. The template itself remains unchanged.

tip

Use overrides when a specific event should not charge a particular fee. For example, if the board waives the Board Fund deduction for a special charity event, disable that line item here instead of creating a new template.

Step 4: Preview the Settlement​

The settlement breakdown is displayed automatically and updates in real time as you make changes. Review:

  1. Total Revenue -- The sum of all income line items.
  2. Total Deductions -- The sum of all fee line items.
  3. Net Event Income -- Revenue minus deductions.
  4. Stand Breakdown -- Commission and tips per stand (if multiple stands exist).
  5. Family Payouts -- How much each family will receive, based on worker count.
  6. No-Show Debits -- Any debits charged to families with no-show workers.
  7. Validation Warnings -- Issues that may prevent settlement (e.g., missing data).
warning

If validation warnings appear, resolve them before committing. Common issues include missing stand data, unrecorded attendance, or zero revenue.

Step 5: Commit the Settlement​

Once you are satisfied with the preview:

  1. Review the message at the bottom: "This will create transactions for all families and update fund balances."
  2. Click Commit Settlement.
  3. Wait for the confirmation message: "Settlement committed successfully! Transactions have been created."

After committing:

  • The event status changes to Settled.
  • Financial transactions are created for each family (credits for payouts, debits for no-shows).
  • Fund balances (General Fund, Board Fund) are updated if applicable.
  • All transactions are recorded in the audit log.

Reviewing Settlement Results​

After settlement, the settlement page displays:

  • The settlement date and time.
  • The settlement run ID for audit reference.
  • A read-only view of the line-by-line breakdown.
  • Family payout amounts and no-show debits.

Re-Settling an Event​

If you discover an error after settlement (e.g., incorrect commission data):

  1. Return to the event's settlement page.
  2. Click Re-Settle Event.
  3. Enter a reason for the re-settlement (e.g., "Incorrect commission amount for Stand 3").
  4. Click Confirm Reversal & Re-Settle.

The system will:

  • Create offsetting (reversal) transactions for the original settlement.
  • Reset the event's settlement status so you can re-enter data and settle again.
  • Preserve the original transactions and reversal entries for audit purposes.
warning

Re-settlement creates additional transactions rather than deleting the originals. This maintains a complete audit trail. Family balances will reflect both the reversal and the new settlement.

Next Steps​