The Deposit window is used to enter a deposit into Theatre Manager without using the End of Day wizard.

Parts of the Deposit Window

Once the deposits for the day have been completed, the next step in the End of Day process is to create Sales Entries in the general ledger.

1. Click the Sales Entries tab.

   

2. Click the Create Sales Entries button.

   This will open the Create Sales Entry Window allowing the user to journalize the Accounts Receivable.

   

3. Enter the date up to which Theatre Manager should journalize the A/R.
4. Click the Create Sales Entries button.

   

   A window displays the progress.

   

5. Click the Done button.

   The Sales Entry process is completed and you return to the Sales Entry tab.

   

   All the Sales Entries will be displayed under the Sales Entries tab.

   In the upper right hand corner of the End of Day wizard, the amount should be zero to show that the Deposits and Sales Entries are in balance. If they are not, then research will need to be done to determine where the problem is. For more information on finding the imbalance, click here.

   The unposted sales and deposits must now be posted to the GL. For more information on posting to the General Ledger, click here.

When payment has not been received for goods or services, the balance is recorded under Accounts Receivable.

1. Click the A/R Balance Tab on the End of Day wizard.

   

2. Click the Post to GL button.

   The confirmation window opens.

   

3. Answer both questions by checking the box, then click the Post to GL button.

   The unposted sales are added to the A/R Balance in the General Ledger and balance with the Patron A/R.

   

   The upper right hand corner of the End of Day wizard should still be zero. If it is not, click here for more information on finding the problem.

   A variety of reports can be printed based on the new General Ledger entries by using the Reports Tab. For more information on printing reports, click here.

You are presented with a message, similar to the one below, indicates the amount of the imbalance and asks if you want to create a balancing entry against the cash over/under account.

Before continuing, please make sure you have done all steps to determine the source of a possible imbalance BEFORE using the 'Force A/R Balance' function. If you cannot "find" your error, please contact the support team prior to completing this action. Forcing an EOD imbalance and writing it off is a last resort activity and you should have at least tried redoing the end of day and checking order/transaction balances.

To find the batch total, you will need to:

• log into the Orbital Virtual Server for your merchant account with your user id and password.
• Click on the 'Open Batch' link at the top of the web page and you will see the page below

  

• On the 'Open Batch - Search' window, change the following search parameters. Others should be blank.
  • Set the Date Range option to select the entire range of dates for which cards have been authorized but not yet settled. It is safe to go back a month if you want as this will only pick up outstanding authorizations.
  • Set the Query Type to be Summary Query
  • Click the Search button
• When the screen below is shown, look for the values in the middle of the screen called
  • Total Count in the 2nd last column of the second table. In this example it is 1 and represents the number of transactions
  • Net Amount in the last column of the second table. In this example it is 2.00 and represents the total value of the current batch that has not yet been settled. You will want these total which include any refunds that may have been purchased

  

• When you have both those values, place them into the dialog window of the Theatre Manager Deposit process in the window show below and click Matches.

  These values may be zero if there are no credit cards waiting to be settled.

  If you do not know the balances or have already forced settled a batch, click No Match (this is not the normal practice).

  

To enable the level of End-of-Day reconciliation that Theatre Manager users have come to expect, the authorization in Authorize.net is done a little differently.

• Each authorization is sent using a mode called 'auth only'. This gives you an authorization number and a guaranteed hold on the patrons credit card - just like a full authorization - for up to 30 days, or until released. The situation where you would personally experience 'auth only' is when checking into a hotel where a hold is put on your card for the duration of your stay.
• In Theatre Manager, the amount 'held' is the exact amount of the sale (it is never more, nor less). Refer to the top part of the diagram above - Theatre Manager simply asks Authorize.net to guarantee a hold on the right amount of funds.

There is a quick additional setup step inside the Authorize.net online interface in order to allow settlement from within Theatre Manager. Click here for instructions. The Authorize.net settlement process is also a little different because of the authorization process, yet provides some interesting benefits. In general, when you decide to settle your batch:

1. Theatre Manager retrieves all the unsettled 'auth only' transactions from Authorize.net. However, Authorize.net will only send the most recent 1000 transactions back to Theatre Manager. This should be perfectly fine for almost every venue almost every day.
2. Theatre Manager compares those transactions on a one-by-one basis to the payments that have not yet been deposited. In theory, they should match exactly. If they do, Theatre Manager goes on to the next step. If the transactions do not match exactly, then a short list of discrepancies is shown that can only be:

   

   1. Payments in Authorize.net that are not in Theatre Manager. This might happen if
      1. a user logs in to the Authorize.net online interface using their web browser and authorizes a card independently of Theatre Manager (this in itself is a no-no). In other words, something that should never happen.
      2. there is a communication error after Theatre Manager sends the authorization - and before Authorize.net can send on back. If these happen, then you will probably already know about it and need only void the card in Authorize.net to make both balance.
      3. there is a chargeback from visa - in which case it might show up as a discrepancy. The advantage is that you will know about these when they happen and can correct it in Theatre Manager immediately.
   2. Payments in Theatre Manager that are not Authorize.net. (I can't think of a reason how this would occur).
3. Once you are satisfied that the payment matches the Authorize.Net batch, you settle Theatre Manager by clicking on the final deposit button on the end of day deposit window. Theatre Manager has to do the EOD a little differently than simply settle:
   1. Theatre Manager will go through each of the payments that match from the step above and tell Authorize.net to 'capture' the card. Capturing the card means that the hold is removed and instantly replaced with a binding authorization
   2. These 'captured' cards sit in the batch at Authorize.net and are 'swept' once a day to move them all into the bank, just like other authorization software.

There are a few subtle implications of the way Authorize.net works that you may encounter in your reconciliation. Most venues should not see them, but in case you do, these are:

• Multiple Ends-Of-Day: If you do an end of day more than once per day, you will still only see one deposit to your bank because the batch is never closed. Authorize.net 'sweeps' all 'captured' cards once per day and moves them into your bank. This may be useful as Theatre Manager can aggregate EOD into one posting if desired.
• Running End-Of-Day during the Sweep: The Authorize.net bank sweep should be set to run 6 hours after typical end of day. We recommend avoiding doing an end of day in Theatre Manager when the 'sweep' normally occurs otherwise part of a TM batch might be 'swept' to the bank on one day and the rest on the net day - resulting in a split batch. All a 'split batch' does is require you to use a calculator two add two numbers on a bank statement together to compare to your accounting system.
• Setting the Sweep Time: is dependant on when you typically do end of day because of how REFUNDS in a batch are dealt with (see below). We suggest setting the sweep time to 6 hours after the time that you normally do end of day to give the best chance of a refund falling into the current day business. For example, if you do end of day:
  • each night, then 2:00 am is a good choice for the sweep time.
  • each morning, then we suggest 2:00pm for the sweep time.
• Refunds in the batch. There is a difference between a VOID and a refund. A void cancels out en existing charge and you will see no issues with this. However, you deposited a charge in theatre manager and then want to refund that money some days or months later, you can do so with the 'independent refund' feature in Authorize.net. If you enable this feature:
  • you SHOULD limit who can provide refunds -and-
  • you MUST settle your TM batch in the same day that you did the REFUND in order to see it in the end of day.
  REFUNDS are automatically swept to the bank daily so you have a limited time window to see them in end of day (eg one day).
• More that 1000 authorizations between End Of Day: It is very rare that ay venue will have 1000 distinct transactions in any one day - and likely only on a heavy on-sale day. 1000 authorizations might reflect well over $0.5M per day. On the rare day that you may have more than 1000 authorizations, you may wish to plan your day and:
  • Run an end of day when you are nearing 1000 transactions. This is because Authorize.net will retrieve only the most recent 1000 transactions and doing an end of day approximately every 1000 transactions means that the standard settlement process will run normally, providing a good edit list if possible mistakes.
  • On a really busy day, you can simply use the methodology for large batches and settle everything after all goes quiet for the day. If Theatre Manager cannot do the normal settlement process for Authorize.net, you will get a message similar to the one at right informing you. At that point you will need to get a batch total from the online interface -- and compare it manually to the Theatre Manager total. When both agree, simply close the batch and settle as normal. TM will avoid the payment balancing step (due to the Authorize.net 1000 transaction download limitation) and set all cards to 'capture'. The bank sweep will get them the next day and move them to your bank as normal.

This should only be required when there are more than 1000 transactions in a batch. This is due to a limitation on the Authorize.net servers which only returns the 1000 most recent transactions (suitable for most days business). If you are in a day with more than 1000 transactions, use the batch total and transaction count to compare to the totals in theatre manager and then force settle. TM will then change all cards to 'capture' them.

If there are less than 1000 transactions in the batch, Theatre Manager should identify discrepancies automatically. Please note that a batch may appear out of balance if there are refunds in a batch, which is affected by your choice of sweep time

To find the batch total, you will need to:

• log into the Authorize.net Merchant Login window and enter your user id and password for your merchant account.
• Click on the 'Reports' link at the top of the web page and you will see the page below

  

• Click on the 'Transaction Statistics' on the left side.
  • Set the Transaction Type to Unsettled.
  • Click the Run Report button
• When the screen below is shown, look for the values in the right side of the screen near the bottom:
  • Total Count in the last column. In this example it is 11 and represents the number of transactions
  • Net Amount in the last column. In this example it is 1,053.27 and represents the total value of the current batch that has not yet been settled.

  

• When you have both those values, compare them to the credit card total for that batch in Theatre Manager and continue if in balance. If not in balance, then you will need to compare the payment list in TM with the transaction audit list on the server.