Building and scheduling a reinvoicing summary

A reinvoicing summary groups reconciled event costs by the dimensions your finance team uses for cross-charging. It is a saved custom report built from the costs entity in Onomi 360.

Use this guide after event teams have entered actual costs and marked the cost lines reconciled.

Before you start

You need a Program lead or finance-role assignment that opens cost-facing reports for the events in the summary. The report includes only events within that assignment's scope.

The event budget headers must contain the finance dimensions you plan to use, such as Cost centre and Intercompany code. See Setting up budgets: categories, bands, and policies.

Build the summary

1. In Onomi 360, open Reports, then select New report.
2. In Data, choose costs. This entity contains every cost line on the event records in your scope.
3. In Columns, add the fields your cross-charge requires. Common fields are:
   • event name;
   • Country and city;
   • Cost centre;
   • Intercompany code;
   • budget category and subcategory;
   • actual amount and event currency;
   • reporting-currency equivalent; and
   • reconciliation state.
4. In Filters, set the Period, Geography, and Business unit for the reporting cut. Add any other portfolio dimension your process uses.
5. Filter the reconciliation state to reconciled lines. Without this filter, the report can include budgeted or committed figures that have not settled.
6. In Layout, group the rows by country, cost centre, intercompany code, or the sequence your finance process uses.
7. Select Save and give the report a name that identifies its scope and cadence.

The reconciled state is the value set by Mark reconciled on the event cost line. See Reconciliation, invoices, and closing the event.

Read currency values

The summary shows each amount in the event currency. If your organization configures a reporting currency, the converted equivalent appears beside it with the reference rate and effective date.

The reporting currency and reference-rate table are configured once for the organization. The displayed equivalent is for program reporting. It does not change the event budget currency or perform an accounting conversion in the ERP.

Schedule the report

1. Open the saved report and select Schedule.
2. Choose a daily, weekly, or monthly frequency, with the delivery day and time.
3. Add the recipient email addresses.
4. Choose XLSX, CSV, or PDF.
5. Save the schedule.

A monthly schedule set for a day that the month does not contain runs on the last day of that month. A run with no matching rows sends a no-results message instead of an empty file.

Important: The file uses the scheduler's access, not the recipient's. Each run uses the scheduler's current scope and classification clearance, and every recipient receives the same file. Keep the recipient list under the same controls as the financial data.

If the scheduler's role assignment is removed, the schedule stops. For a delivery the finance team depends on, keep a second saved report and schedule under another authorized finance-role holder.

Verify the summary

Use a test period that contains at least one reconciled line and one unreconciled line.

1. Run the report on screen and confirm that the unreconciled line is absent.
2. Compare the total with the reconciled actuals on the included event budgets.
3. Confirm that cost centre, intercompany code, currency, and reference-rate details are populated.
4. Schedule one delivery to your own address and confirm that the attachment matches the on-screen report.

For general report building and one-off exports, see How to use Onomi 360: the portfolio calendar, engagement view, and reports.

* Onomi 360 MeetingsEQ exclusive capabilities.