System Tables

Many setup items fall under the System Tables category. Most of the customizable or drop-down fields that must be populated in Theatre Manager fall under System Tables. Please find links to all of these items below.

Code Tables

Code Tables are used to control the values selected in user defined fields. The values entered for each Code Table category appear in a Drop Down, Pop Up field, or Calculated fields. You can add new values to the Code Tables, when nessesary, and you create as many values for the Code Tables your company requires.

You access the Code Tables through the Setup >> System Tables >> Code Tables Menu.

The Code Table Data Window opens.

Inserting Values

To insert a value into an existing code table, you perform the following steps:

In the left column of the Code Tables Data window, highlight the table you want to insert a new value.
Click the New button in the Code Tables Data window ribbon bar.
The Code entry dialog opens.
Enter the new code.
Set the status of the new code.

When inserting, the default is always "Active".
Click the Save button.
The new code is now saved and added to the code table.

Editing Values in a Code Table

You can edit the value of a entry in a code table but by changing it you will be changing all records which used the previous value.

Double Click the value you would like to edit.
Change the value as needed and click the Save button.
The value will be changed in the code table and on all records which contained that value.

Changing Value Status

Changing the status of a code table value is a good way to remove a value from use temporarily.

To change the status of a Code Table value, you perform the following steps:

Select the Code Table and Table Etrey value you would like to change the status of.
Click either the Activate or Inactivate Buttons depending on which status you would like to change the value of.

Setting or Removing a Default Value

Some code tables allow setting up a default value to be used when inserting a new record into Theatre Manager. For example, if the salutation code table had a default value of "Mr. and Mrs." This feature reduces the amount of time it takes to input information into Theatre Manager. Values that do not change each time a new record is inserted can be predefined.

Setting a Default

Select the value from the appropriate code table.
Single click the value to highlight it.
Click the Set Default button.
A bullet should now appear beside the value, signifing the default code table value.

Removing a Default

Select the default value from the appropriate code table
Single clicking the value to highlight it. This will be the value that is marked by the bullet.
Click the Remove Default Button

The default should now be removed. If the bullet has disappeared the process was successful. There is no longer a default value.

Merging Code Table Values

Merging Code Table Values can take some time as it depends on how many values you are merging and the number of times they have been merged. Make a backup of your database before you perform a merge on code table data. Click Here to learn how.

Select the values that you would like to merge.
Click the Merge button.
The Duplicate Search Options Window will open.
Select the value you would like to merge all data into then click Merge
A Warning Window will open asking you to confirm the merge.
Click Yes to continue with the merge.

Deleting Values

To determine if you can delete data from a code table, check the Delete Button. If the button is inaccessable (greyed out) no data can be removed from the table. Once a code has been assigned to a record it cannot be deleted. If you want to prevent further use of an value, and you can not delete it, disable it. Click here for more information in changing the status of a vaule.

Choose the code value to be deleted
Do this by single clicking the value.
Click the Delete button.

The Delete a Record confirmation dialog opens.
Click the Delete button to complete the deletion
The Value is now be deleted and has been removed from the table.

Reloading Table Values

When you launch Theatre Manager, the current values from the Code Tables are loaded into memory. Adding new values or editing existing values does not reload the values stored in memory for other employees currently logged onto Theatre Manager. To see any changes made, all users need to re-launch Theatre Manager to see all changes made by other users updated in memory.

To reload all the changes made to the code tables, you need to perform the following steps:

Close Theatre Manager.
Start Theatre Manager.
Any changes made to the code tables will be visible and available.

Code Table Options

The pages that follow provide specific details about the various options available inside Code Tables.

Country

The Countries in the code table list appear in the Country drop down list in the Patron window, Default Data, Maps, Web Sales, and other places using the Country drop down list in Theatre Manager.

You can shorten the list by setting countries to inactivate, or if a country is not a 'System' country, it can be deleted from the code table. If a country is not in the Code Table, it can be added.

For 'System' countries, Theatre Manager has built in controls for phone numbers, postal codes, and more. Currently these are:

Canada
USA
Australia
New Zealand

click here

For more information on how to access the Country table click here.

For information about editing values in Code Tables, click here.

Course Attendance Reasons

Course Attendance Reasons must be setup in Setup > >System Tables >> Code Tables before they can be used in Courses.

For information about editing values in Code Tables, click here.

To see where and how Course Attendance Reason is used in Courses, click here.

Course Level

Course Levels must be set up in Setup> > System Tables >>Code Tables before they can be used in Courses and Report Cards.

For information about editing values in Code Tables, click here.

Course Report Card Categories

Report Card Categories also have to be setup before Report Cards can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Categories and assign values to it.

For information about editing values in Code Tables, click here.

Course Report Card Ratings

Just like Categories, Report Card Ratings have to be defined in Code Tables before they can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Ratings and assign values to it.

For instructions on assigning values to Code Tables, click here.

Default Posting Accounts

Specific general ledger asset and income accounts are required to be defined prior to Creating Sales Entries and performing Deposits.

Refer to the section General Ledger Accounts to create the account information. Click here for more information.

For information about editing values in Code Tables, click here.

Because these code table values are defaulted, you may not insert a new default account or delete an existing account, however, you can edit an existing account. The result values are the types of default accounts that must be set up in Theatre Manager.

You must assign a General Ledger Account number to each of the defaulted values. The general ledger accounts you use must be created to carry out the sole purpose of the default value.

For example: Once you have an accounts receivable account, that account will only be used as an accounts receivable account.

Editing a Default Account

The default accounts should not need to be edited or changed very often. There may be times which you need to.

For example: When upgrading Theatre Manager, sometimes new default accounts are added, or you may desire to change the account numbers on a yearly basis. Before editing a default account ensure that there is a general ledger account number that is set up.

Refer to Creating General Ledger Accounts for more information.

Double click on the account to be edited.
The Entry of Account Description Window opens.
Enter the G/L account number.
If you do not already have a general ledger account number setup in G/L accounts do so now. Entering a G/L Account number here, will assign a general ledger account to the default account in code tables.

For example: The default account "Exchange Fees" is assigned the G/L Account # 4 - 2000 - 200. Therefore all revenue generated from exchange fees will be posted to that account number.
Enter an account purpose (or description).
This field should be already filled in. You may change the name if you like, but it is not recommended.
Click Save
The changes have now been saved.

Donor Asset Types

Sonor Asset Types must be set up in Setup> > System Tables >>Code Tables before they can be used in the Patron Management Assets tab (for statistics).

For information about editing values in Code Tables, click here.

Donor Giving Capacity

The Donor Giving Capacity values are displayed on the Donor Tab on the Patron Window. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

Donor Moves Management

The Code Table Moves Management is used to track interactions with Donors and Potential Donors. Moves Management can be used to track Patrons as relationships are built, donations given and contributions increase. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

Donor#1

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

These fields can be made manditory fields through the Mandatory Data Tab in Company Preferences. You can also change their names in the Appearance Tab of Company Preferences. This way you to customize Theatre Manager to your venue's requirements.

For information about editing values in Code Tables, click here.

Donor#2

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

For information about editing values in Code Tables, click here.

Donor#3

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details. They can also be made manditory fields through the Mandatory Data Tab in Company Preferences and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your venue's requirements.

click here.

Facility Calendar Types

Calendar Types are set in new Tasks as they are inserted into the Calendar in Facility Managment. There are "permanent" system Calendar Types built into Theatre Manager.

For information about editing values in Code Tables, click here.

Facility Pricing Levels

More information coming.

For information about editing values in Code Tables, click here.

Facility Project Types

More information coming.

For information about editing values in Code Tables, click here.

Facility Resource Groups

Resource Groups are categories for different types of Resources in Theatre Manager's Facility Management module.

For more information about Resources, click here. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

For information about editing values in Code Tables, click here.

Facility Task Types

The Facility Task Types are those that appear in the Task Information Window, Task Type drop down.

For information about editing values in Code Tables, click here.

Letter Folder Names

The Code Table Letter Folder Name is used to categorize and organize Folders within Theatre Manager. These Folders can be found when saving Form Letters.

For information about editing values in Code Tables, click here.

Letter Types

Letter types are displayed in the Form Letters Window accessable through the Letters Tab.

Types allow you classify the types of letters that can be created and sent to patrons

For information about editing values in Code Tables, click here.

Media Types

The Media Types are used to maintain the type of press for members of the media.

Click Here to view the help on Media Management.

For information about editing values in Code Tables, click here.

Mktg Field #6

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

Mktg Field #7

For information about editing values in Code Tables, click here.

Mktg Field #8

For information about editing values in Code Tables, click here.

Order Reasons to Buy

The Reasons to Buy code table is used to maintain what made the patron purchase tickets. This code table is used on the payment window. This can be used for determining the effectiveness of the marketing tools your company is using. It is recommended that this code table be very specific in listing all possible reasons for why patrons buy tickets.

For information about editing values in Code Tables, click here.

Pass/G.C. - Member Card Status

The member card status codes are displayed on the Member Card Window. They are used as a reference as to the status of the card.">

Click here for more information on the Member Card window.

For information about editing values in Code Tables, click here.

Patron Age Codes

The Code Table Age Codes is used to categorize personnel and/or volunteers into particular age ranges. If the age is unknown, then an age code Unknown may be useful. Age codes could also be specific birth years if required.

For information about editing values in Code Tables, click here.

Patron Location

The Code Table Patron Location is used to categorize phone numbers, addresses, e-mail adresses and internet options into particular locations. These fields can be found through out patron data.

For information about editing values in Code Tables, click here.

Patron Name Suffixes

Name Suffixes are chosen from the Patron Window. These can be included when sending letters to patrons.

For information about editing values in Code Tables, click here.

Patron Relationships

The Relationship code table contains a list of types of relationships between patrons that you wish to track at your venue. The list below shows some examples of relationships.

Each entry in the code table contains two pairs of phrases to represent the terminology for both sides of the relationship. Using the example of Parent/Child, one patron would be the 'Parent' of the second patron. Viewing the same relationship from the second patron, you would see that they are the 'Child' for the first patron. Using the terminology pairs allows you to easily distinguish more about the relationship.

For information about editing values in Code Tables, click here.

Patron Salutations

The Patron Salutations code table is used to maintain the salutations on the patron and employee windows.

For information about editing values in Code Tables, click here.

Setting Patron Salutation As Mandatory On Patron Insert

To make the salutation a mandatory field whenever a new patron record is created:

Go to Setup >> System Tables >> Code Tables.
Scroll to Patron Salutation.

A blank salutation is set as a default by Theatre Manager. The default value in a code table is marked with a dot to the left of the entry.
Highlight that blank salutation and click the Remove Default button.
This removes the blank default salutation.
Remove the blank salutation using the Delete button.
If it has been used in a patron record, you will ot be able to remove it. Mark it inactive.
To mark a value inactive, follow instructions found here.

Patron Type

The Code Table Patron Type is used to sort patrons records into categories. This information is used for Patron Records.

For information about editing values in Code Tables, click here.

Payment Methods

The Payment Methods Code Table is used for setting up various forms of payment types. Such as credit cards, cash, debit, cheque, other, etc. The result value is the full description of the payment type. The lookup value is the abbreviated form that is found throughout Theatre Manager. The account column displays the GL accounts that revenue for a particular membership is sent to. The description column describes the GL account.

The result values of American Express, Diners Card, MasterCard, Discover Card, and Visa Card should be associated with the corresponding lookup values of AMEX, DINER, MCARD, DISCR, and VISA. This will ensure that Theatre Manager validates for the required number of numbers, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, as this will assist in payments entered incorrectly. If the lookup values for these card types are changed, this verification does not occur. Other card types do not have automated edits.

For information on how to access the payment method table click here.

For information about editing values in Code Tables, click here.

Inserting a New Payment Type

Inserting a New Payment Type is used to add options to the Payment Methods category.

Create a general ledger account number.
Entering a new payment type in Code Tables requires entering a General Ledger Account number for the card type in the Chart of Accounts.
Open Code Tables.
Click Here to learn how to access the Code Tables Window.
Click on Payment Method.
As seen at top of page.
Click the New button.
The Payment Methods Insert Window will open.
Enter the payment code.
This is the short form of the payment description. This text appears as the code table lookup value.
Enter the payment description.
This is the full description of the type of payment that you are creating. This text appears as the code table result value.
Enter the GL account number.
This is the GL number that you created in step one. Type in the full 8 digit account number or use the drop down list on the right side of this field to manually select the account number.
Select the payment type.
Click on the radio button that best describes the type of payment method you are inserting. If you have selected card then continue at step 10. If you selected Other then continue at step 12.
Select mandatory fields.
If a customer is paying via credit card, you must decide which credit card fields must be entered before payment can be accepted. The fields you may make mandatory are credit card number, credit card expiry date, credit card authorization number, and process card via credit card server. The last selection is available using Theatre Manager's Credit Card Authorization. Selecting yes for any of these fields makes them mandatory fields. Go to step 11.
Select the Merchant Charges tab.
For Credit Card processing a Merchant #, Service Charge G/L Account Number and Percent of Dollar Value or Dollar Charge Per Transaction are required.
Click the Save button.
The new payment type has now been created and is ready for use.

Deleting a Payment Type

If a payment type has been used, it cannot be deleted.

If you wish to discontinue a payment type, disable it. Click Here to learn how.

To delete an unused payment type:

Select the payment type that will be deleted.
Click the Delete button.
The Delete a Record warning opens.
Click the Delete button.
The payment type is now deleted. Clicking the Cancel button will abort the deletion.

Perf Type

More information to come.

For information about editing values in code tables, click here.

Play / Event Genre

Genre is a setting for events that is common across all Theatre Manager customers. Currently, there are about 30 classifications which will be used in the iPhone/iPad app to help customers find entertainment to their liking.

For Example: Customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

Specifying a genre for an event is required.

You will need to update the genre setting for each future event on the Events and Dates Marketing tab to help users search for specific types of events in their interest area.

Click here for more information on the Events and Dates Marketing tab.

For information about editing values in Code Tables, click here.

Promotion Sales Groups

Sales Promotions are able to be grouped into letter codes to help make them easier to read on a report. By assigning a letter to a group of Sales Promotions, you can categorize them in a report by their similarities. For example, you can use the letter 'S' to indicate all the Season Sales Promotions (Early Bird, Season, Flex Season) into one category. Then when running reports, you can run them based on Report Subtotal Group 'S', rather than selecting the promotions one by one. In addition, when running full reports on an event, you can subtotal all your

A - Single Ticket Sales (regular, 2 for 1, General Admission).

D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

G - Group Tickets (Senior homes, Brownies).

M - Media Tickets (Critics, Editors).

S - Season Tickets (Earlybird, Season).

Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

Or any categorization you choose.

You can set names for these categories so they are more meaningful to your organization in the Code Table setup for Promotion Sales Group.

For information about editing values in code tables, click here.

Province/State Code

The Province/State Code Table is a list of Provinces and States in North America and recognized American states throughout the world. This list is primarily used for Web Sales.

The name Province can be changed to State (and vice versa) in the Appearance tab of Company Preferences. For more information on changing the title click here. Altering the Sort Value allows you to determine whether Provinces or States appear at the top of the list. They are assigned to Groups which sorted alphabetically. Each Province/State is then sorted numerically within the group.

For example, Provinces might be in Group 'A', and States in group 'B'. Within the Group, you would assign the Provinces A01, A02, A03, etc. The States would be given Sort Values of B01, B02, B03, etc. Since A comes before B, the Provinces would come above the States in the list. American users would do the opposite.

Depending on the region a default can be set. For more information on setting a Province or State as default click here.

For information about editing values in Code Tables, click here.

Subscription Date Change

The values from this table are displayed on the Season Subscription Detail Window. They reflect if a patron changed the date which they were attending plays for their subscription. They also allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Subscription Location Change

The values from this table are displayed on the Season Subscription Detail Window. When the patron is renewing, you can record if they changed their season seats and where in the theatre they moved to.

This means better marketing records can be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Subscription Renewal Status

The values from this table are displayed on the Season Subscription Detail Window. They allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Transaction Source

Allows for reporting on the appropriate sales source.

For information about editing values in Code Tables, click here.

Transaction Types

The Transaction Types Code Table is a system table and cannot be changed. The values found here are a list of all the possible types of transactions that can be created and found in Theatre Manager. The result value is the actual transaction name, while the lookup value is a short form that is usually found on transaction reports, or inside the patron transaction tab. If you come across a transaction lookup value that you don't recognize, visit this code table to find its definition.

For information about editing values in Code Tables, click here.

Traveling Troupe

The Traveling Troupe code table affects the traveling troupe buy window. The result values are listed on the troupe buy window in the order you would like them to be displayed (Lookup Value). The Result values are important "times" for the traveling troupe. A call time is assigned to each value in the buy window. This is so a troupe manager can print a daily report of the troupes activities for the members of its troupe.

For information about editing values in Code Tables, click here.

Units of Measure

This is a listing of the various units of measure recognized by the program. They are "permanent" system values built into Theatre Manager and cannot be edited or amended.

For information about editing values in Code Tables, click here.

Volunteer Activity

The types of activities your organization's volunteers engage in can be set up, assigned and tracked inside Theatre Manager. This page shows you how to set up those activity types. For more information on volunteer management inside Theatre Manager click here.

Click here, for more information on setting up Volunteer Activities.

Adding Volunteer Activities

To set up volunteer activities, you perform the following steps:

Go to Setup >> System Tables >> Code Tables and scroll down to select Volunteer Activity.
Click the New button to open the Volunteer Activity Insert window.
Give the new activity a specific name so anyone will be able to decipher its purpose.
Enter the number of hours before and after the event / play when this activity is expected to be there.
Enter the number of hours the volunteer will be credited for this activity.
If you want this activity to have special colouring on the calendar, select a color other than black.
On the Duties tab, enter any default duties for this position.
On the Status tab, mark the activity Active by checking the Active box.
On the Status tab, select the areas you'd like this volunteer activity to be available for (Box Office, Development, and/or via the Internet) by checking the appropriate box or boxes.
On the Security tab, change any security settings for this activity.
If you have the Facility Management module, on the Facility tab, enter the Default billing rate, Default hourly cost, Sales Tax Code, Income Account, Cost Account, and Liability Account for the activity.

To see current billing rates for anyone already associated with this activity, click the Review Rates button. The same window will pop up if you change the default billing rate, giving you an opportunity to change or leave alone the billing rate for anyone associated with the activity.
Click the Save button to add it to the list of Volunteer Activities.

Volunteer Awards

Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of volunteers. In this code table, you add the details for your awards.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 1

The Custom Volunteer Field 1 (Volunteer Eye Color) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 2

The Custom Volunteer Field 2 (Volunteer Hair Colour) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 3

The Custom Volunteer Field 3 (Volunteer Instrument) can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

Volunteer Shift

The Volunteer Shift code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

Volunteer Status

The Volunteer Status can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

Volunteer Vocal Range

The Volunteer Vocal range code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

Workflow Notifications

The Workflow tab allows you to create and manage different notification types for Internet and Box Office Sales.

Click here for more information on WorkFlow Notifications.

For information about editing values in Code Tables, click here.

Sales Promotions

Sales promotions are used during the ticket purchase process to indicate how the base ticket price is to be altered to arrive at the final ticket price. A sales promotion is a discount, a markup, or a combination of both that is added to a ticket at the time of purchase. A ticket sold at "full" price has a sales promotion that has a no markup and no discount.

Markups and discounts can be percentages or fixed amounts.

For Example:

A half price sales promotion has a 50% discount.

A group discount could be $4.00 off the regular price.

A special promotion that includes a reception, may have a markup of $4.00 added to the regular price.

A sales promotion can combine a discount and a markup.

For Example:

You could have a special seniors price which is always $7.00 that combines a 100% discount with a $7.00 markup.

Ticket prices before tax are calculated as:

Ticket Price = Ticket Base price - Sales Promotion Discount + Sales Promotion Markup.

Sales Promotions Codes are accessed through the Setup >> System Tables >> Sales Promotions Menu.

The Sales Promotions Window will open.

Click here for a detailed description of this window and it's functions.

Sales Promotions List Window

Markups and discounts can be percentages or fixed amounts.

For Example:

A half price sales promotion has a 50% discount.

A group discount could be $4.00 off the regular price.

A special promotion that includes a reception, may have a markup of $4.00 added to the regular price.

A sales promotion can combine a discount and a markup.

For Example:

You could have a special seniors price which is always $7.00 that combines a 100% discount with a $7.00 markup.

Ticket prices before tax are calculated as:

Ticket Price = Ticket Base price - Sales Promotion Discount + Sales Promotion Markup.

Sales Promotions Codes are accessed through the Setup >> System Tables >> Sales Promotions Menu.

Parts of the Sales Promotions Window

	Inserts a New promotion. For more information on inserting new sales promotions click here.
	Opens the edit window for the selected promotion. For more information on editing sales promotions click here.
	Creates a copy of the sales promotion.
	Deletes the selected promotion. For more information on deleting sales promotions click here.
	Generates a report of the listed sales promotions to the screen or default print location.
	Exports out the listed sales promotions in a tab-delimited format.
	Sets the selected promotion as the default.
	Enables the selected promotion.
	Disables the selected promotion.
Promotion	Search option for sales promotions
From	Starting point for search
To	Ending point for search
	The type of promotions you wish to view: All, Active, Inactive
Promotion	The descriptive name of the promotion.
Desc (External)	The external description of the sales promotion to be printed on a ticket or displayed on the internet.
Group	Group letter the promotion belongs to.
Map Letter	Letter that will appear on the map for this promotion.
Coupon	A coupon is required for this promotion.
Discount $	The dollar discount for the promotion.
Discount %	The discount percentage for the promotion.
Markup $	The dollar markup for the promotion.
Markup %	The markup percentage for the promotion.
Ticket Fee 1	Ticket Fee 1 value.

Sales Promotion Code Window and Detail Tab

The Sales Promotion Code window can be broken into 3 parts:

The toolbar / ribbon bar. Click here, for more information on the buttons and what they do.
The Name and Status of the current promotion.
The Tabs. These are:

Description - As Described on this page.
Calculation - Click here for a description of this tab.
Edits - Click here for a description of this tab.
Plug In - Click here for a description of this tab.
Performances - Click here for a description of this tab.
Transactions - Click here for a description of this tab.

Parts of the Detail Tab

External Description	The descriptive name of the promotion.
Exclude Price Codes	The price codes which the promotion cannot be used with.
Report Subtotal Group	Select from the drop down list, the appropriate grouping to use to subtotal similar promotions together on reports. You can add more groups is the Promotions Sales Groups. Click here for more information.
Map Display Letter	The letter to display on a graphical map when a ticket is sold using this promotion.
Subscription Hold Letter	The hold letter to display on a reserved seating map in a control house, when a ticket is held for a subscriber using this promotion as past of the subscription process.
Ticket Type for G/L Posting	The ticket type to which the promotion applies. Availble are: Regular Season
Ticket Face #	Sales promotions can print an extra ticket under certain conditions, for example a restaurant voucher of it is a Dinner and Show promotions.

Calculation Tab

This is a very powerful tool to help you figure out ticket pricing if you are applying fees, discounts and commissions.

This window is broken into four columns:

Ticket Pricing Options
Tax Rate
Calculation Options
Sample Price Calculator

Parts of the Calculation Tab

Ticket Pricing Options			Tax Rate	Calculation Options Enable or disable	Sample Price Calculator
Price =Base Price for Ticket Price Code	- Discount	Used to decrease the base ticket price by a fixed dolar amount OR by a percentage	Choose the tax to apply from the Drop Down List	Apply the Dollar Discount First	Displays what the values you have entered do to change the price.
	+Markup	Used to increase the base ticket price by a fixed dolar amount OR by a percentage		Apply the Dollar Markup First Always add the Markup
and round to the nearest		Indicates if the base price is to be rounded before adding fees and taxes. 0=No other values will indicate to the nearest $ or $.50
+Ticket Fee 1		A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage	Choose the tax to apply from the Drop Down List	Always Add Fees
+Ticket Fee 2		A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage	Choose the tax to apply from the Drop Down List
+Ticket Fee 3		A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage	Choose the tax to apply from the Drop Down List
and round to the nearest		Indicates if the base price is to be rounded before adding fees and taxes. 0=No other values will indicate to the nearest $ or $.50
Commission Table	Opens the Commisions Setup Lookup to apply a commission

Edits Tab

Parts of the Edits Tab

Use For Sales	Enable the appropriate check boxes for this promotion: Via the Box Office Via the Internet At Another Outlet Include in Patron Statistics
Can be sold between	Enter the dates for when the tickets can be sold From and Through
Can be used	Enable the appropriate check boxes for this promotion For tickets sold before the date of performance On the day of sale of the performance
Base Price	The Lowest and the Highest price of the ticket the promotion can be appied to
Maximun Use	The maximum number of time a promotion can be used For Example: the first 50 tickets get a discounted rate
Special Handling	Enable the appropriate check boxes for this promotion Promotion requires coupon
Notifications	If necessary, select the appropriate notification from the drop down list

Pug In Tab

Plug-Ins are special code segments designed specifically for your Theatre that affect how the sales process works. For example, a sales promotion plug in might look at the number of tickets and change regular sales to group sales of tickets automatically.

Click the Plug In button to open the the Plug In List Window.

Performances Tab

The Performances tab, allows you to veiw indepth information about the Plays / Events / Performances you want to apply the promotions to.

Parts of the tab

	Opens the highlighted Performance in the Performance Detail window for editting. Click here for more information on editing a performance.
	Disables the current sales promotion from the selected performance(s). To enable the sales performance again, you will need to edit each performance or mass enable from the sales promotion list.
	Clicking the Transactions button, opens the transactions list window to show the transactions related to the selectd performance.
	Allows you to find specific performances to select from by selecting an option.
From / To	You can further refine the displayed list by entering from or to information related to your selection in the drop down list.
	Click the Search button to find the performances that match your search critera.

Transactions Tab

This tab allows you to view all the transaction related to Plays / Events / Performances. You can further refine the results of your search through making a selection in the drop down list box, or by enabling or disabling the checkboxes. Once you have the list of transactions you can use:

	Allows you to insert a new transaction record.
	Opens the Transaction Detail window for the selected transaction record.
	Deletes the selected transaction record.

Sales Promotion Toolbar / Ribbon Bar

The functions available are:

	Help - opens the appropriate page in the online help.
	New Adds a new record.
	Save - Saves the current entry.
	Duplicate - Duplicates the current entry as a new record.
	Revert - reverts the current entry back to the last time it was saved.
	Delete - removes the current entry from the listing.
	Print - prints the current record to the default printer.
	Spell - Checks the spelling in the appropriate fields.

Default Promotion

One promotion is set as the default promotion. This is the promotion that is initially displayed in the promotion portion of the sales window when selling tickets. The name of the default promotion is listed beside the set default button on the lower left portion of the promotion window.

If no default exists, then the words "No Default" will appear beside the button.

To mark a promotion as the default, you perform the following steps:

Choose Setup>>System Tables>>Sales Promotions.
The Sales Prootion List window opens.
Select the promotion to become the default.
Single click on a promotion to select it.
Click the Set button.
The status bar displays the name of the default sales Promotion.

Removing the Default Setting

Just as a default promotion can be set, it can also be removed. To remove the default setting from a promotion follow the steps outlined below. If you just want to change the default promotion, you do not have to remove the current default. You can just set the new default the same way that was described in the section "Setting a Default Promotion".

Select the promotion currently set to default.
Single click on a sales promotion to select it.
Click the Clear button.
The bar at the bottom of the window now states No Default Sales Promotion had been selected.

Adding a Promotion

To Add a new promotion, you perform the following steps:

Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

The Sales Promotions list window opens.
Click the New button.
The Promotion Detail Window opens.
Enter Sales promotion Name.
Try to give the promotion a name that is relatively self explanatory.

For example: If the promotion is a buy one get one free type of admission, name the promotion 2 for 1. Refer to Promotion Ideas Page for more promotion description examples.
Enter the dates that the Promotion will be active.
The effective date is the date that the promotion takes effect, the thru date is the date that the promotion is good until. If the promotion does not have time constraints leave the date boxes empty.
Enter Price Codes to be Excluded.
Excluded Price Codes are Price Codes that should not be effected by this Sales Promotion
Assign the Promotion to a Report Subtotal Group.

Report Groups are a single letter or number that are used to group similar promotions together on reports. A subtotal will be printed for each group on reports. Classification of promotion codes make revenue reports more meaningful. Eg. The following groups could be used to classify your promotions:

A - Single Ticket Sales (regular, 2 for 1, General Admission).

D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

G - Group Tickets (Senior homes, Brownies).

M - Media Tickets (Critics, Editors).

S - Season Tickets (Earlybird, Season).

Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

These letters can be further defined in Code Table data.
Select a Map Display Letter.
This is the letter that will appear on the seat in the Map
Select the Per Ticket Fees.
This is where the user can setup three levels of ticket fees. The user can also decide which taxes will be applicable to those order fees. Once again clicking on the check box for that tax desired. Refer to Promotion Example Page for examples of Per Ticket Fees.
Set Promotion Type.
Similar to the report groups, they are used to classify similar sales promotions together. There are four possible selections to choose from. Regular Admission, Season Ticket, and three user defined fields. These promotion types are used in the same manner as the report groups.
Click on the Calculation tab.

Enter the Base Price Calculation.
This is where the user enters a markup and, or discount for the promotion. The user can create a discount or markup that is based on dollars or percentage. Example: A user could create a discount of $10.00 or 25 % off of a given ticket price. The user could also create a markup of $5.00 or 15 % on a given ticket price. The user may also use the markups and discounts in conjunction with each other. Create a promotion that has a discount of 100 % with a markup of $7.00. This promotion used on any ticket will yield a ticket with price of $7.00. The user may also decide which taxes are applicable to the promotion. Click on the check box for the taxes that should be included.
Click Save .
Doing this will finish of the process and save the promotion. Refer to the section on Selling Tickets for details on how to apply the promotion during a ticket sale.

Editing Promotions

Over time, promotions can change and will need to be updated.

To update a Promotion, you perform the following steps:

Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.
Click on the promotion you want to edit.
Click the Open Button.
The Promotion Code Detail Window will open with the data for the selected promotion.
Change data as needed.
Click the Save Button.
This saves all the data you have changed. The new data will be displayed in the Sales Promotions Window.

Exclude Price Codes

The Exclude Price Codes field can be used to prevent a Sales Promotion from having access to the specified prices. It's designed increase the efficiency of a Sales Promotion and prevent a ticket from being sold at the wrong price point.

Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.
Click on the promotion you want to edit.
Click the Open Button.
The Promotion Code Detail Window will open with the data for the selected promotion.
Locate the Exclude Price Codes fields under the External Discription field.
Enter the Price Codes to be excluded for this Promotion.
Click the Save button.

Close the Promotion Detail window.

Enable/Disable Sales Promotions

Sales promotions can be enabled or disabled in a batch mode using the 'Enable' and 'Disable' menu items on the sales promotion list window.

You will be asked to provide some criteria that will be used to selected performances -- to which the promotions will be enabled or disabled.

Deleting Promotions

If a promotion has been setup incorrectly or expired you can delete it. You cannot delete a promotion which is being used on current tickets or transactions.

To delete a promotion, you perfrom the following steps:

Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.
Click on the promotion you want to delete.
Click the Delete button.
Clicking the delete button opens one of the two following dialogue boxes:

This dialogue box opens when you try to delete a promotion code that has been used to sell tickets for an event that has not been archived, or patron transactions have not been archived.

To delete a promotion, all events that have tickets sold with that promotion must be archived. For further information about Archiving an Event click here.

Click OK to close the dialogue box. The promotion will remain in the database.

This Dialogue box opens when you are deleting a promotion that has never been used or no longer has tickets or transactions referenced to it.
Click the delete button.
The promotion will then be deleted and removed from the Sales Promotions Window.

To cancel the deletion of the selected promotion, click the Cancel button.

Promotional Ideas

This page is intended to provide you with some examples and ideas for promotions, ticket fees, report groups and order fees.

The following examples are some ideas and suggestions, they do not have to be implemented.

Possible Promotions

Single Ticket Promotions (Promotion Group R)
2 for 1

Regular

General Admission

Senior Special

Member Discount

Sponsor Discount

Rush seating

Complimentary Ticket Promotions (Promotion Group C)

Staff

Promotional

Media

Volunteer

Artist

President

Other

Season Ticket Promotions (Promotion Group S)

5 play

3 play

Season Early

Season Regular

Flex Pass

Group Ticket Promotions (Promotion Group G)

Group 10 +

Group 20 +

Possible Ticket Fees

Asset Replacement Fund

Ticket Handling Charge

Order Fees

Order Handling Charge

Phone Order Fee

Credit Card Order Fee

Mailing Ticket Fee

Sales Rules

This page is under construction

Packages

A package, within Theatre Manager, is designed to group together several items. These items are listed together and require fewer clicks in order to purchase.

Packages are not to be confused with Subscriptions. Subscriptions sell the same seats, on the same night, using the same pricing for a patron. Packages do not define seating location or price. They simply allow for all items within the package to be sold together as a grouping.

The Packages window is opened through Setup >> System Tables >> Packages. From this window you can add, remove and edit existing packages.

The Package List window will open.

Package Setup

Creating a package requires the setup of the package and adding items to the package.

Creating a Package

Open the Package List window.

Click here to learn how to access the Package List.
Click the button at the top of the window.
The Package Detail window will open.
Enter the name of the package.
Edit the External Name.
The External Name will populate automatically with the information entered in the Name field. Altering this information may not always be necessary.

Click the button at the top of the window.

This will enable the content tab within the package detail window.

Select the tab.
Add items to the package as need.
For details on adding items to a package, click here. Add as many items are are required for the package.
Select the tab.

Add any external or internal sales notes as required.

Select the tab.

Check the box next to Via the Internet.

This will make the package available online. This should only be done when testing the package or the pages is ready to be available for purchasing.

Click the button.
The package has now been saved to the database and can be used in online sales.

Adding Items to a Package

Open the Package List window.

Click here to learn how to access the Package List.
Double click on the desired package.
Select the tab.
Click the button at the bottom of the window.
The Package Item Detail window will open.
Click the button.
The Event List window will open.
Search for the desired Event.
Click here for more information on searching for Events.
Select the desired Event.
Single click on the event to select it. If multiple events are required for the package they will need to be added individually.
Click the button in the lower right corner of the Event List window.
Choose the desired Performance Restrictions option.
Click the button in the lower right of the Package Item Detail window.
The Performance List window will appear.
Select the desired Performances.
Single click on a performance to select it. To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).
Click the button in the lower right corner of the Performance List winow.
Close the Package Item Detail window.
The details within the Package Item Detail window will save automatically.

Editing a Package

Open the Package List window.

Click here to learn how to access the Package List.
Select the Package to be edited.
Single click on a package to select it.
Click the button at the top of the Package Detail List window.
The Package Detail window will appear.
Make changes as needed.
Click the button.
The changes are now saved and the window can be closed.

Purchasing a Package

Packages can be sold using a direct link from an organizations main web site to the package.

Performances within a package do not need to be made available for online sales. This allows performances within the package to be available as a package only and not as individual performances in the online sale. Performances can be made available for single ticket sales within the online sales and still be a part of a season package.

Deleting a Package

Open the Package List window.

Click here to learn how to access the Package List.

Select the Package to be deleted.

Single click on a package to select it.

Click the button.

The Package Detail window will appear.

Select the tab.

Select the items listed in the Content tab.

Click the button at the bottom of the window.

The Delete Package Detail Lines confirmation window will appear.

Click the button.

Close the Package Detail window.

Click the button at the top of the Package List window.

The Delete Package confirmation window will appear.

Click the button.

The Package is now deleted.

Package List Window

Parts of the Coupon Code List Window

	Creates a new package. For more information on inserting packages click here.
	Opens the selected package for editing. For more information on editing packages click here.
	Creates a copy of the selected package.
	Deletes the selected package. For more information on deleting packages click here.
	Generates a report of the selected packages to the screen or default print location.
	Exports out a list of the selected packages in a tab-delimited format.
	Options to search for packages by.
Like	The text used to search for a select package.
Package #	The unique sequence number for the package.
Active	Indicates the status of the package. An Active package can be made available for purchase.
Name (Internal)	Lists the internal name of the package. This is the name used to refer to the package with the organization.
Name (External)	Displays the external name of the package. This is the name seen online.
Box Office	Indicates is the package is available for sale at the box office.
Web	Indicates if the package is available for sale online.

Package Detail Window

Parts of the Coupon Code Discount Detail Window

	Creates a new package. For details on setting up a new package click here.
	Saves changes made to the package detail window.
	Creates a copy of the current package.
	Undoes changes to the last saved point.
	Deletes the current package. For more information on deleting packages click here.
	This feature is not available in this window.
	Checks the spelling of text within the fields displayed in the current tab.
Package #	The unique sequence number for the package. This is used when creating links to the package within the online sales.
Name	The name of the package within Theatre Manager. This name is used for internal purposes.
Status	Indicates the status of the package. An active package can be made available for purchase.
	Opens the Sales Management tab.
	Opens the Content tab.
	Opens the Notes tab.

Package Sales Management Tab

Parts of the Package Detail Sales Management Tab

External Name	The external name of the package. This is the name displayed in the online sales.
At the Box Office	When checked, the package is made available for sale at the box office. The Future Onsale Date indicates the date and time the package will be available for sale at the box office.
Via the Internet	Checking the box indicates the package can be purchased online. When a date and time are entered into the Future Onsale Date field the package will not appear online until this indicated date.
At Other Outlets	Check this box to allow other Outlets to sell the package. A date and time can be entered to indicate the onsale date of the package for other outlets.

Package Content Tab

Parts of the Package Detail Content Tab

Item #	The unique sequence number for the item within the package.
Type	The type of item in the package. At this time only Events can be added to packages.
Description	The name of the Item added to the package. If the item is an event the event code and title are displayed.
Outlet-Owner	The company the item belongs to.
	Adds a New Item to the package.
	Opens the Package Item Detail window for the selected item.
	Removes the selected Item from the package.

Package Item Detail Window

Parts of the Coupon Code Discount Detail Window

	Creates a item to add to the package. For details on creating new items click here.
	Saves changes made to the item detail window.
	Creates a copy of the current item.
	Undoes changes to the last saved point.
	Deletes the current item detail and returns to the package detail window.
	Deletes the current item detail and returns to the package detail window. This button is only visible when a new item is being added to a package.
	This feature is not available in this window.
	Checks the spelling of text within the fields displayed.
Package Item #	The unique sequence number for the item within the package. This is generated by Theatre Manager.
Type	The item type to be added to the package.
Event	The Event to be added to the package.
	Opens the Event List window. This can be used to locate the event to be added to the package.
Performance Restrictions	Only one option can be selected. All performances, except those listed will add all the performance for the event excluding those in the list below. Only listed performances will add only those performances for the selected event to the package.
	Opens the Performance List window. This window can be used to select the desired performances for the package. The Performance Restrictions will be applied to the selected performances.
	Removes the selected performance from the package.

Package Notes Tab

Parts of the Package Detail Notes Tab

External Sales Notes	These notes appear online and are visible to patrons during the online sales process. Often additional details regarding the package are entered here for patron reference.
Internal Sales Notes	Internal Sales Notes are visible within Theatre Manager only and cannot be seen by the general public.

Donation Giving Levels

Donation Giving Levels are setup to allow for donations from patrons to be tracked using a giving level matrix.

The matrixes are setup through the Donation Giving Levels Window which can be accessed through the Setup >> System Tables >> Donation Giving Levels.

The Donation Giving Levels Window will open displaying all current Giving Level Matrixes.

Donation Giving Levels

Parts of the Donation Giving Level Window

	Inserts a new giving level through the Giving Level Detail Window.For more information on inserting giving levels click here.
	Opens a window to edit a giving level through the Giving Level Detail Window.For more information on editing giving levels click here.
	Creates a copy of the selected giving level.
	Deletes a giving level.For more information on deleting giving levels click here.
	Generates a report of the giving levels to the screen or default print location.
	Exports the giving level list in a tab-delimited format.
Giving Level	The name of the level.
Outlet-Owner	The Outlet associated with the campaign.
Pledged	The pledged goal.
Actual	The total dollars raised to date.
Count	The number of pledges associated with the giving level.
Soft Credit	Soft Credits associated with this campaign.
Matching Gift	The total dollars raised as Matching Gifts.
Match Count	The total number of Matching Gifts.
Balance	The total dollars needed to meet the pledged goal.

Creating Giving Levels

Open the Donation Giving Levels window.
Click here to learn how to access this window.
Click the New button.
The Giving Level Detail window will open.
Enter a name for the Giving Level.
Click the Save button.
Click the the Add button.
The button will become accessible once you have entered a matrix name.

The Giving Level window will open.
Enter the name of the giving level.
i.e. Bronze
Enter the lower limit of the giving level.
i.e. 1
Enter the upper level of the giving level.
i.e. 99
Enter the benefit amount.
Enter a description of the giving level.
Click the Save to save the giving level.
Repeat this procedure to add the different giving levels
Example Matrix:
- Bronze $ 1 - 99
- Silver $ 100 - 499
- Gold $ 500 - 999
- Platinum $ 1000 - 1000000

Editing a Donation Giving Level Matrix

Open the Donation Giving Level window.
Click here to learn how to access this window.
Click on the Giving Level Matrix you wish to edit.
Click the Open button.
This will open the Giving Level Detail window.
Click on the level to be edited and select the Detail button.
Change the required data.
Click the OK button.
The changes will be saved and the new data will be displayed in the Giving Level Detail Window.

Deleting Giving Levels

Giving levels are contained in matrix. Giving levels cab be deleted as the entire matrix or a single level in a matrix. A giving level or matrix used by a donation campaign can not be deleted.

Deleting a Giving Level Matrix

Open the Donation Giving Levels window.
Click here to learn how to access this window.
Select the giving level matrix.
Single click on a matrix to select it.
Click the Delete button.
The following warning window will appear.
Click the Delete button to delete the selected giving level matrix

Deleting a Giving Level from a Matrix

Open the Donation Giving Levels window.
Click here to learn how to access this window.
Select the giving level matrix.
Do this by single clicking the value.
Click the Open button.
The giving level detail window will open.
Select the level to be deleted.
Single click on a level to select it.
Click the Delete button.
The following warning window will appear.
Click the Delete button to delete the giving level.

Donation Campaigns

Donation Campaigns are setup to track to what campaign received donations from patrons.

The campaigns are setup through the Donation Campaign Window which can be accessed through the Setup >> System Tables >> Donation Campaigns Menu.

The Donation Campaigns Window will open displaying all current campaigns.

Donation Campaign List Window

Parts of the Donation Campaign Window

	Accesses the Help section for this window.
	Inserts a New campaign through the Campaign Detail Window. For more information on inserting campaigns click here.
	Opens a window to edit a campaign through the Campaign Detail window. For more information on editing campaigns click here.
	Deletes a campaign. For more information on deleting campaigns click here.
	Generates a report of donation campaigns to the screen or default print location.
	Exports out a donation campaign list in a tab-delimited format.
	Opens the Donation Giving Levels Window.For more information on giving levels click here.
	Merges two campaigns.For more information on merging campaigns click here.
Campaign	The name of the donation campaign.
Actual	Dollar value the donation campaign has collected to date.
Solicitor	The main solicitor for this campaign.
Notification	Message sent to inform user of activity to this campaign.
Pledged	The total pledges to date.
Soft	Soft Credits associated with this campaign.
Outlet-Owner	The Outlet associated with the campaign.
Count	The number of pledges to date.
Giving Level	The giving level matrix that is being used by the donation campaign. Click here to learn how to set up a giving level matrix.
Campaign Flag	Include the campaign in Annual Patron Statistics

Campaign Detail Window

Parts of the Description Tab

Campaign Name	The name of the donation campaign.
External Name	Name to be displayed on the internet.
Campaign Starts Ends	The time period that the campaign is running.
Default Solicitor	The primary solicitor for the campaign.
Ticket Face	The ticket face to be printed for a donation receipt. This function can only be utilized by thermal ticket printers.
Notification	The notification type that you would like to be sent out for this campaign. Click here for more information on setting up Workflow Notifications.

Accounting Tab

Parts of the Accounting Tab

Restricted Campaign	Generally funds are deposited to the Operating Account as setup in your Default Posting Accounts. If you are using another account for this campaign, check the Restricted Campaign box and enter the correct Bank Account below.
Bank Account	Bank account for this campaign.
Income "Prior Year in blue" and earlier	Prior fiscal year account for this campaign.
Income for "Current Year in blue"	Current fiscal year account for this campaign.
Deferred Revenue for "Next Year in blue" and Later	Future fiscal year account for this campaign.
Patron is allowed to receive a benefit when giving to the campaign	Applies the benefit matrix from the giving level matrix to this campaign. Click here for more information on setting up benefits for donations.
Can be changed from the default for the giving level	Allows the value of the benefit to be edited during a donation.
Benefit Account	Benefit general ledger account for this campaign.

Edits Tab

Parts of the Edits Tab

Accept Donation at
Via the Donor Tab	Allow the campaign to be displayed when a donation is being entered through the donor button.
In conjunction with a Ticket Sale	Allow the campaign to be displayed when a donation is being given through a ticket sale.
Taken during a Ticket Return	Allow the campaign to be displayed when a ticket is being refunded / returned.
Accepted on the Internet	Allow the campaign to be accessed via the Internet and donations made Online.
Print Controls On Receipts
Print receipts for this Campaign	Allows receipts to be printed for this campaign and you may set a minimum amount if desired for receipt printing.
Include in Patron Statistics
Include in Annual Statistics	Donation values will appear in Annual Statistic Report.
Giving Level Matrix
Giving Level	The giving level matrix that will be used for the campaign. For information on setting up a Giving Level Matrix for use here, click here.

Statistics Tab

Parts of the Statistics Tab

Total Target	Goal for the campaign.
Prospects	The total value of prospect donations for the campaign.
Soft Pledges	The total value of soft pledge donations for the campaign.
Soft Credits	Total value of soft credits allocated for the campaign.
Actual	Total amount received.
Total Donations	Total number of donations for the campaign.
Hard Pledges	The total pledged amount for the campaign.
Matching Gifts	The amount of matching gifts for the campaign.
# Gifts Matched	The number of matching gift donations for the campaign.
Written Off	The total value of donations written off against this campaign.
Balance Owing	Total balance owing on donations for this campaign.

Notes Tab

Parts of the Notes Tab

Notes

Enter any notes about the campaign.

G/L Entries Tab

Parts of the G/L Entries Tab

View Selection Drop-down (set to All G/L Entries in the example)	Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
Journal #	The unique Journal # for the entry
Description	The type of journal entry it is (ie. Sales Posting)
Date	The posting date for the entry.
Debit	The Debit amount of the entry (if applicable)
Credit	The Credit amount for the entry.
	Not available.
	Opens the selected entry for viewing/editing.
	Not available.

Creating a New Donation Campaign

To review Quick Reference information on Creating a Donation Campaign, choose from the following:

For the Cheatsheet

or the Screencast

Creating a Donation Campaign

To Create a new donation campaign, you perform the following steps:

Open the Donation Campaign window.
Click here to learn how to access this window.

Click here for a detailed description of this window.
Click the New button.
This will open the Campaign Detail window.

Click here for a detailed description of this window.
Enter the name of the campaign.
Enter the time period of the campaign.
Enter the solicitor for this campaign.
This field is defaulted to the current user. The Employee Lookup button can be used to display a list of all current Employees.
Select a ticket face.
This prints an extra ticket for a donation and can only be used by thermal printers.
Select the Notification type.
This will send an email to whomever has been setup to receive emails based on type of notification. To setup a Notification click here.
Click the Accounting tab.
Enter in the Accounting information for this campaign.
If this is a Restricted Campaign (one which deposits to a bank account OTHER THAN the Operating Account, check the Restricted Campaign box and fill in the appropriate Bank account.

Different G/L Accounts can be selected for prior fiscal years, current fiscal year, and future fiscal years. For more information on creating G/L accounts click here.
Select the Edits tab.
Select the giving level matrix to use for the campaign.
Click here to learn how to setup giving levels.
Select the access to be given to the campaign.
Determine if a receipts should be printed for this campaign.
Select the edit controls on the benefit amount.
Click the Statistics tab.
Enter the target amount for the campaign.
Click the Save button.
Close the Campaign Detail window.
The campaign will be saved and displayed on the Donation Campaign window.

Delete a Campaign

Open the Donation Campaign window.
Click here to learn how to access this window.
Click on the campaign you wish to delete.
The campaign must not be tied to any transactions in order to be deleted.
Click the Delete button.
The following warning window will appear.
Click the Delete button.
The donation campaign has now been deleted.

Editing a Donation Campaign

Open the Donation Campaign window.
Click here to learn how to access this window.
Select the campaign you wish to edit.
Single click on a campaign to select it.
Click the Open button.
This will open the Campaign Detail window.
Change the required data.
Click the Save button.
The changes will be saved and the new data will be displayed in the Donation Campaign Window.

Merging Donation Campaigns

Open the Donation Campaigns window.
Click here to learn how to access this window.
Select the campaigns you would like to merge.
Do this by holding <CTRL> (Windows) or <OPTION> (Mac) as you click the campaigns.
Click the Merge button.
Click the Merge button to complete the merge.
The campaigns will be merged and displayed in the Donation Campaigns Window as the campaign you chose to merge the files into.

Member Types

Memberships, Gift Certificates and Passes are all classified in Theatre Manager as Memberships. Memberships are bought by a patron and may (depending on your company) entitle them to a monthly newsletter, advanced ticket purchases, or discounts on ticket sales. Memberships can also be setup to allow a set number of free admissions with purchase. Gift Certificates are purchased for a dollar denomination and then given to another patron who can use the gift certificate as cash to purchase tickets for a performance. Passes can be setup to provide free admissions to a predefined number of performances; as well passes can be setup as "Average cost per Admission" the pass is purchased for a set price and allows x number of admissions. when the pass is redeemed Theatre Manager will override the price code and change the price to the denomination of the pass.

Setting up Memberships is performed throughout the Member Types Window. The window can be accessed through the Setup >> System Tables >> Member Types Menu

The Member Types Window will open.

Click here for a detailed description of this window.

Finding a Membership Type

Click Setup.
Click System Tables.
Click Member Types.
Enter the search From and To fields.
Or leave blank for a complete list of Memberships.
Click the Search button.
The results which fit your parameters will be displayed.

To access a membership double-click it.

Member Types List Window

Through this window you can add, edit, delete, view the details and verify member types.

Parts of the Member Types List Window

	Accesses the Help section for this window.
	Inserts new member type. For more information on inserting member types click here.
	Edits the selected member type. For more information on editing member types click here.
	Copies the selected member type.
	Deletes the selected member type Click Here to learn how to delete member types.
	Generates a report of the member types to the screen or default print location.
	Exports a list of member types.
	Verifies the selected member type. For more information on verifying member types click here.
Description	Description of the member type which will be displayed in all membership pull down menus.
Purchase $	Dollar value of the member type at time of purchase.
Redeem $	Dollar value representing how much of the membership has been redeemed/used (or the value of items for which it has been used)
Issue Qty	Number of this member type to be sold.
Redemption Method	Method of redemption for the selected member type. For more on the redemption methods, click here.

Creating a Membership

"Membership" is a broad term meaning "Gift Certificates," "Flex Passes," "Vouchers," "Other Income" or a variety of other forms. Since the name of the field is customizable, some organizations may retain the term "Membership," while others change it to reflect their own terminology such as "GC/Pass," "Gift Certs." or even "Other Income." The nomenclature in your database may be different than "memberships."

Theatre Manager sells three things: Tickets, Donations and Memberships. While "tickets" allow admission to an event and "donations" are gifts from patrons for which a tax is receipt is usually printed, "memberships" can take on a variety of formats.

Memberships are often seen as a payment method, as in a Gift Certificate or Flex Pass. They are used to exchange value from the membership to a ticket purchase. For example, a Gift Certificate can be purchased, and exchanged at a later date (used as a payment method) for tickets or other items for sale. Similarly, a Flex Pass is purchased, and exchanged for tickets at a later date.

Memberships can also denote affiliation with a group, such as a Symphony League, Actors Club.

And finally, Memberships can also be a methodology for getting payments for non-ticket/non-donation items into Theatre Manager such as rental income, playbill advertising, and concession income.

For more information on determining the membership type that best suits your needs click here.

Creating a Membership

Go to the Setup Menu >> System Tables >> Member Types (remember, yours may be called "Pass," "GC/Pass," "Gift Certificates" or some other name).
The Member Detail window will open allowing you to create a new Membership.

Give the Membership an INTERNAL name that you will know the membership by within your organization. You will have an opportunity to change the EXTERNAL name (the name by which your patrons will know this membership) on the Description tab.

Proceed to each tab in the Membership Setup.

Description tab

The Description tab is the first of the setup tabs in a new membership. Many of the fields in this tab are optional.

Parts of the Description tab

External Name	Name by which the patrons will know this membership (this name appears on the web).
*Available From	Date the membership will be available for sale.
*Available Till	Date the membership will no longer be available for sale. This does not mean "redeemable" until.
*Ticket Face	The ticket face that will be used for this membership. If a ticket is to be printed for this membership, then the ticket coding must be based on Member Data.
*Exclude Price Codes	If, during the redemption of this membership, any specific Price Codes in the Event Setup are to be unable to be used by this Membership, then those Price Codes need to be listed here.
*Notification	If an internal email notification is to be sent when this particular membership is sold, it must be indicated here. For more information on Work Flow Notifications click here.

* indicates an optional field

Type Tab

There are 5 different types of Memberships that can be created in Theatre Manager. Each one serves a specific purpose, yet remains flexible in the parameters you determine. The 5 types are:

Free Admission
Dollar Value
Average Dollar Per Admission
Can't Buy A Thing, and
Use Promotion

1. Free Admission

A Free Admission is simply that - a "free admission." If you are giving away a ticket to an event in a radio giveaway or an auction, you can create a Free Admission pass. This allows the recipient to exchange the free admission pass for an admission ticket to any event. You can limit the events applicable to the pass in the "Valid Plays" tab of the Membership setup.

Special Considerations:

The number of free admissions can be controlled by changing the # of Passes issued on the right side of the screen.
If the passes are going to be free, then the "Can be sold for a zero value" on the EDITS tab must be selected.

2. Dollar Value

A Dollar Value pass is essentially a Gift Certificate. If the patron gives you $50 to use at a later date, then redeems the pass to purchase tickets, it should be set up as a Dollar Value.

Special Considerations:

Typically, the "# of Passes Issued" is set to 0, and the "Purchase Amount" is set to $0. Then on the EDITS tab, the "Value Can Be Changed During Purchase" option is selected so Gift Certificates can be sold in any amount.
In most U.S. States, and all of Canada, Gift Certificates never expire and should be set as such in this window.
The General Ledger accounts for "Dollar Value" and "Average Dollar Per Admission" are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit.

3. Average Dollar Per Admission

This is more typically known as a "Flex Pass" where a patron purchases a pack of "x" admissions for "y" price. The Flex Pass is then redeemed for tickets on whatever schedule the patron wishes. The parameters can be set such that the patron can use one, some or all admissions on the same performance. Average $ per Admission passes (or better known as "Flex Passes") are rapidly becoming more popular than the traditional "all-in" subscriptions.
Special Considerations:

The values for "# Passes Issued" and "Purchase Amount" must be set for an Average Dollar Per Admission type.
Theatre Manager will split the Purchase Amount equally across all available redemptions. So if the Flex Pass is $100 for 5 admissions, regardless of the actual price of the ticket, Theatre Manager will attribute $20 ($100/5) to each event where the pass is redeemed.
You may set a "Maximum per admission" to limit the value to which the pass can be applied. Using the above example, you set a Maximum per admission of $25. If the recipient attempts to redeem the pass on an event where the ticket price is $30, Theatre Manager will apply $25 from the pass to the ticket, and leave a balance owing of $5 to be paid in some other form.

4. Can't Buy A Thing

Can't Buy A Thing is used to enter funds into Theatre Manager that are not either tickets or donations. Typically this is merchandise, concessions, advertising sales, rental fees or some other form of income. Alternatively, it is used as a true membership such as a Symphony League, Community Players, or other membership group.
Special Considerations:

Can't Buy A Thing and Use Promotion are the only two membership types where "Grace period before approval needed to renew expired memberships" (on the EDITS tab) can be employed. This is because these are the only two true membership types, whereas the previous three are based on admissions.

5. Use Promotion

Special Considerations:

Examples of this membership type are Alumni who receive a "2 for 1" discount on tickets, Musicians who receive a dollar discount on tickets purchased, or patrons who belong to an elite club within your organization who, as a benefit of membership, receive a set discount on tickets.

Edits tab

The Edits tab is the third - and possibly most important - of the setup tabs in a new membership. You must carefully consider each of the check boxes and options in this tab as your selections control how the membership can be sold and redeemed.

Parts of the Edits tab

Edit controls on membership

Value can be changed during purchase	Allows the employee selling this membership to change the value (set in the Type tab on the right-hand side) during the sale. This is important if you have set your Gift Certificates to sell for an unspecified dollar amount. You will need to change the $0 amount to the amount the patron wished to purchase the gift certificate for.
Sell in even multiples of original value	If the membership has a specified value, checking this option allows the membership to be sold only in even multiples (1, 2, 3...) of the original value. When an employee purchases multiples of the member type it will increase the quantity of memberships by the number of multiples purchased. The number of admissions will also be increased by the same number of multiples purchased. A Flex Pass, for example, may cost $30 for 2 admissions. By selecting this option, you can sell 4 admissions for $60, or 6 for $90, but not 3 for $30 or 2 for $25.
Can be sold for a zero value	If the membership is to be given away or "comped" (for example a "free admission" or a Radio Giveaway Voucher), then this option must be selected.
Can be renewed after expiry date	Only available for "Can't Buy a Thing" and "Use Sales Promotion" as they are the only true membership types (as opposed to admission based memberships). This option allows the membership to be renewed after the expiration date defined when the membership was sold.
Future memberships can be redeemed now	If a membership is Season Year specific (i.e. a patron purchases a Flex Pass for the 20xx season), this option allows the redemption of this pass prior to the start of the season.
Entry scan creates festival (General Admission) seating tix	If your site employs ticket scanners for audience entry control, scanning this membership card will create a festival (General Admission) ticket. There is no need for the bearer of this kind of membership to stop by the box office. They only have their membership scanned during their entry to a festival or General Admission event, and Theatre Manager will register a sale to that membership.

Allow membership to be purchased

Via member tab on the patron screen	This option allows the membership to be sold using the BUY button on the patron record on the MEMBER tab.
In conjunction with a ticket sale	This option allows sales staff to sell the membership using the Member tab on the left-hand side of the Order Window during the ticket sale process.
As a ticket refund ("store credit")	This would be selected if the membership is a voucher that is issued to a patron to rectify customer service situations. Instead of issuing a cash refund, a voucher/pass/gift certificate may be issued for a future ticket purchase.
Via the internet	This option allows the membership to be sold online.

Defaulting the Control Number
A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. ONE of the following options must be selected for the membership.

Defined at time of purchase	This option allows the seller to manually define the Control Number used for the membership. This is typically employed when there are pre-printed membership cards or magnetically encoded gift cards that already have a Control Number on them.
Theatre Manager Defined	Theatre Manager will assign the next number in sequence to the membership. This option must be used if the membership is to be sold online.
Next available # starting at	This option allows your organization to serialize the Control Number. For example, you can indicate that all Gift Certificates start at 100,000, while 2011 Flex Passes start at 11,000. This allows for easy recognition by sales staff as to the original purpose of the membership

Include in Annual Statistics
Checking this option will include sales of this membership when generating annual patron statistics reports.

Defaulting the Expiration Date
An expiration date indicates when the membership will no longer be redeemable. ONE of the following options must be selected for the membership.

Never Expires	Indicates that the membership will never expire. In most U.S. states and all of Canada, Gift Certificates must be set to "Never Expire." Please contact your local revenue agency for laws governing your Province/state.
Expires in xx Months	This allows the membership to be used on a "rolling" basis. It will expire xx months from the purchase date.
Expires on Date	This option allows the membership to expire on a specific date, such as the end of the season year. Popular for Flex Passes, it prevents the previous year's unused admission from being carried over to the current year.

Other fields on the Type tab

Number of Access Cards assigned to membership	Like a hotel asking how many room keys you want, Access Cards can be assigned to a specific membership allowing more than one patron to use the membership. For more information on Access cards click here. Leaving the values at 0 allows one card to be issues for a membership.
Grace period before approval needed to renew expired membership	If the membership is renewable ("Can't Buy a Thing" or "Use Sales Promotion" only) then you may indicate the number of months after expiry where the membership can be renewed without a Master User override. If engaged, this is typically set to 1 or 2 months. For example, if you plan to increase the membership price from one year to the next, you may wish to offer a grace period for the old price to those who have recently expired memberships.
Maximum # of tickets redeemable per performance	Indicates the maximum number of times this membership can be used within a single performance. For example, if the membership is a flex pass for 5 admissions, how many admissions can be used in a single performance? In order to encourage diversity of attendance, some organizations choose 1 performance, while others are happy for patrons to attend a single event, using all 5 admissions at once. Note: this is a per performance setting, not a per event.

Accounting tab

The Accounting tab determines where the funds go to during a sale, and are drawn from during the redemption.

Parts of the Accounting tab

Tax Rate	A drop down to select the tax rate applied to this membership. If there is no tax rate for this membership, then select "None."
Income for FY20xx and Earlier	For many membership types (Free Admission, Dollar Value, Average Dollar Per Admission), the income account is normally a liability account. As the membership is sold, the liability goes up. As the membership is redeemed, the liability goes down.
Deferred Revenue FY20xx and Later	Similar to the above cell, but used for memberships where the usable period falls within the upcoming year, rather than the current fiscal period.
Redemption/Expense Account	If there is a difference between the sale amount of the membership, and its redeemable value, then enter the GL account to which the difference should be applied. For example, if you have a holiday Gift Certificate promotion where if you buy a Gift Certificate for $100, but receive a redeemable value of $110, you may want to attribute the $10 expense to the marketing GL line. Use of this membership benefit amount ties back to the Redeemable Amount on the Type tab.
Unearned Income Write-Off Account	If the membership expires (as set in the Edits tab), then any unearned income will be moved to the GL account indicated here upon its expiration.

Valid Plays tab

The Valid Plays tab allows you to indicate which events the membership is able to be redeemed for. You can restrict the use of the membership to specific events simply by adding them here. An unrestricted membership would have no events listed.

To Add an Event to the list, you would perform the following steps:

Click the button.

The Event List (lookup) opens.

Click the icon to generate a list of events.

Highlight the events you want to allow for this membership.

Click the button.

Continue adding events as appropriate.

Parts of the Valid Plays tab

Play #	Sequence number of the event within Theatre Manager.
Year	Season year of the event.
Play Code	The Event Code as defined in the Event Setup.
Play Title	The title of the event as defined in the Event Setup.
# Perf.	Total number of performances for this event.

Notes tab

The Notes tab allows you to write a brief marketing piece about this specific membership. If you are using the Theatre Manager template web pages, then the information you enter here can be seen by patrons online.

Statistics tab

The Statistics tab displays a listing, year by year of the number of passes issues and redeemed and their value. This is a helpful "at-a-glance way of seeing what your organization has in terms of membership liability..

G/L Entries tab

The GL tab lists the general ledger entries associated with this membership.

Parts of the G/L Entries tab

Journal #	The specific journal number associated with the G/L entry.
Description	Whether the entry is a Sales Posting, Deposit Posting, or manual G/L entry
Date	Date the G/L entry took place
Debit	The debit amount associated with the G/L entry.
Credit	The credit amount associated with the G/L entry.
Memo	A single memo line, generated by Theatre Manager to indicate in the ledger the purpose of the entry.
Date Posted	The date the entry was posted to the G/L.

Editing Memberships

Open the Member Types window.
Click here to learn how to access this window.
Click the Open button.
This will open the Member Detail window.

Click here for a detailed description of this window.
Edit the data as needed.
Click the Save button once changes are complete.
The changes will be saved. Clicking the Revert button will abort any changes you made to the member type.

Verifying Membership

Verifying Memberships is used to change the setting on sold memberships to the new settings of that membership type. This function should be used only on the recommendation of a support technician in proper authority.

Open the Membership Types window.
Click here to learn how to access this window.
Select the member type to verify.
Single click a member type to select it.
Click the Verify button.
The following confirmation window will open.
Click the Yes button to continue.
The Member type has now been verified.

Deleting Membership Types

Membership types can only be deleted if they have not been bought by a patron or used.

Open the Member Types Window.

Click here to learn how to access this window.
Select the Member Type to be deleted.
Single click on a Member Type to select it.
Click the Delete button.

If the record cannot be deleted the following window will appear.

The following confirmation window will appear if you are able to delete the member type.
Click the Delete to confirm the deletion.

The type will be removed from the Member Types Window.

Resources

Tasks are a major feature of Theatre Manager's newest versions and the Facility Management module. For more information about the Facility Management module click here. To read more specifically about tasks and their place within Facility Management, click here.

This section shows how to set up an organization's resources for use within tasks. A resource can be anything from a consumable item (like paper cups or candy bars for concession), to reusable items like tables and chairs, to rooms for rent, or even employees or volunteers whose time can be considered a resource for a task (and billed to clients using the Facility Management billing/invoicing feature). Resources can be as broadly or narrowly defined as you decide you need them to be.

To open the Tast Resource setup, you perform the following steps:

Choose Setup >> System Tables >> Resources.

The Resource List window opens to the All resources tab.

For more information about the List window for Resources, click here.

Resources List Window

Function Definitions

Click on a link to learn more about the features.

	Accesses the Help section for this window.
	Inserts new Resource. For more information on inserting resources click here.
	Edits the selected Resource. For more information on editing resources click here.
	Copies the selected Resource.
	Deletes the selected Resource. Click Here to learn how to delete resources.
	Generates a report of the resources to the screen or default print location.
	Exports a list of resources.
	Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Description	The name of the Resource as setup in the Description Tab.
Active/Inactive Checkboxes	When checked, will pull a list of either Active or Inactive Resources (or both).
	Shows a list of All Resources.
	Shows a list of Resources that have been designated Generic Resources.
	Custom tabs are added in the System table Facility Resource Groups, Click here to go to the Resource Groups help page. Resource Groups are categories for different types of Resources. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.
Table Columns
Resource #	The unique number in the database assigned to that particular resource.
Code	The unique Resource Code assigned to the particular resource.
Description	The name of the resource.
Quantity	The quantity of the specific resource listed in the database.
Internal Description	The internal description for the resource (shows only inside the Theatre Manager application).

Generic Tab

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Custom Tabs

Setting up different Facility Resource Groups in the System Code tables creates new tabs in the Resource List window. This allows you to group resources under different headings.

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Resource List Window Toolbar / Ribbon Bar

Functions

	Opens the Help file for the Resource List window. Click here to view the Help page.
	Creates a new resource. Click here to learn more about adding resouces.
	Opens the Resource Detail window. Click here for more information on Editing a Resource.
	Copies the highlighted resource into a new resource. It can then be opened and edited.
	Deletes the highlighted resource. Click here for more information on deleting a resource.
	Prints a list of the resources (as shown).
	Exports the list of resources in the following formats: Text, tab delimited (.txt) Text, comma delimited (.csv) Excel 97-2004 Workbook (.xls) Excel 2008 Workbook (.xlsx)
	If inventory has been enabled for this resource, Clicking this button opens the Inventory Management dialog.

Resource Detail Window

The Resource Detail Window is where all of the specific information about a resource and it's usage is put into the Theatre Manager database.

The following pages describe in detail the different tabs of the Resource Detail Window.

Description Tab

Parts of the Description Tab

	Accesses the Help section for this window.
	Inserts a new Resource. For more information on inserting resources click here.
	Saves changes made to the selected Resource
	Copies the selected Resource.
	Undoes changes to the last saved point.
	Deletes the selected Resource. Click Here to learn how to delete resources.
	Generates a report of the resources to the screen or default print location.
	Does a spell check of the record.
	Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Resource Code	A unique code assigned to the specific Resource (similar to an Event Code, for example).
Outlet	The outlet to which a Resource belongs (for organizations using Outlet Edition of Theatre Manager).
Resource Description	The internal name of the Resource that will show in the Resource List Window and elsewhere in Theatre Manager.
Status Box	When checked, the Resource will be marked as an Active resource in lists.
Resource Group	The Resource Group to which a resource belongs. Theatre Manager's default Resource Group is "Generic." If you wish to add another group or groups, do so in the Code Tables as described here.
External Description	the name of the resource that is viewable by the general public.
Unit	The unit of measure for the resource for use in inventory management.
Owner	If the resource is owned (or managed), you can include that person by using the patron lookup button and searching for the owner/manager in the database.
Vendor	The preferred Vendor from whom to obtain the resource (if applicable)
Special Instructions	Include any special or important information about the resource in the Special Instructions field.
Notification	Notifications can be set to alert employees about usage of resources if desired. For more information about setting up workflow notifications, click here.
Item Colour, Size and Picture	Item colour and size description may also be included. You may also drag a picture into the picture field if you'd like.

Accounting Tab

Parts of the Accounting Tab

Cost of Goods	An expense (or liability) account as set up in the Chart of Accounts to be used with this resource when it it purchased for later sale.
Purchase Tax Code	The tax rate that applies to the purchase of the resource.
Income Account	The income account (from the Chart of Accounts) to be used when this resource is sold or rented.
Sales Tax Code	The sales tax rate used when selling/renting the resource.

Pricing and Inventory Tab

Parts of the Pricing and Inventory Tab

Sales Method	The three options are: Component Only - the resource is intended only as part of a larger resource and is not used on its own (for example, a mic cable as part of a PA package). Facility - the resource is rented or used over and over again without need of replenishment (for example, the PA package). For Sale - the resource will need to be replenished as it is used (for example, paper cups).
Resource Cost	The replacement cost per unit of the resource (unit is set up on the Description Tab).
Resource Pricing	The suggested amount is how much should be charged per use of the resource. Usage is defined by the lookup button to the right of the entry field (in the example, it's set to Per Day).
Customizable checkbox	When checked, the Suggested Price can be changed when the resource is used.
Inventory Management
Enable Inventory Tracking checkbox	Sets up the inventory management for this rental resource. If inventory tracking is enabled, then Theatre Manager will ensure that no more than the available quantity is rented at any given time. Click here to see how to Add Inventory Tracking.

Enabling Inventory Tracking

Tracking inventory allows you to specify the number of units available. If tracking is not on, Theatre Manager assumes the number of units available are unlimited. To start tracking inventory for the selected resource, you perform the following steps:

In the Pricing and Inventory window, click to enable Inventory Tracking.

If required, enter Notes about the inventory modification.
Optionally - You can enter the number of units to track.
To start inventory tracking, click the Start button.
The inventory number appears on the Pricing and Inventory tab and in the Resource List.

Removing Inventory Tracking

You can disable the tracing of a particular resource. To remove tracking for the selected resource, you perform the following steps:

In the Pricing and Inventory window, click the check box to disable Inventory Tracking.

If required, enter Notes, such as a reason the tracking was disabled (for example, the particular unit has been replaced).
Click the Stop button.

Components Tab

The Components Tab can be used for those resources which may require the use of various components (a PA System in the example). It is not a required tab for resource setup.

Parts of the Pricing and Inventory Tab

Components List	Add or remove components to/from a resource here using the Add or Remove buttons at left under the list.
Component Detail	This section on the right side applies to the currently selected component resource on the component list on the left. In the example, the selected component is Speaker Cables, so the items under Component Detail apply to Speaker Cables as they are being used as a component of the PA System (the current selected Recourse)
Component	The currently selected component resource.
Component Type	Component resources are either a Standard part of the current Resource, or an Optional part of the Resource as designated here.
Amount Used	Set here how many units of the selected component resource are to be used in the instance of the current Resource.

Notes Tab

Notes

An area for any internal notes about this particular resource.
The Notes Tab is not a mandatory field to fill out when setting up a Resource.

Tasks Tab

The Tasks Tab will show a list of all the current Tasks to which the current Resource has been assigned. For more about creating a Task, click here. For specifics about assigning a resource to a task, click here.

Parts of the Tasks Tab

Task #	The unique number in the database assigned to the particular task.
Begin Date	The start date for the task.
Date End	The ending date for the task.
Description	The name or description of the task form the task setup as it appears on the calendar.
Quantity	How many of the current resource are set for use by the task.
Notes	The notes from the Notes Tab of the current resource.
	The New Button is grayed out on this tab as it is not possible to add a Task to a Resource. It is possible to add a resource to a task.
	Opens the selected Task Resource Detail window in order to edit the resource details as they pertain to that task.
	Deletes the resource from the Task.
	Opens the selected Task for editing.
	Drop-down that allows searching the Task list for All Resources, by Task Description, or by Task Begin Date.

G/L Entries and Transactions

G/L Entries

The G/L Entries tab shows all G/L entries associated with the specific resource.

Transactions

The Transactions tab shows each transaction associated with the resource. This tab and the G/L Entries tab will be populated as you use the resource and has no set up requirements.

Adding a Resource

To add a resource to the database, you perform the following steps:

Click Setup >> System Tables >> Resources.
The Resource List window opens.Cick here for more information on this window.
Click the New button.
A blank Resource Detail Window opens. Click here for a detailed description of this window and its tabs.
Enter a Resource Code.
Enter a Resource Description that will show on lists in Theatre Manager of resources (the name of the resource).
Select a Resource Group.
For more information on Resource Groups, click here.
Enter an External Description for the resource
This is a name for the resource that could be published online.
If you like, you can add a Picture of the Resource by dragging and dropping.
Click the Accounting tab and enter an expense or liability account in the Cost of Goods line and an income account in the Income Account line.

For a complete description of this tab, Click here.

As required, you can enter other information in the:

Description tab
Pricing and Inventory tab
Components tab
Notes tabs

None of this information on the above tabs is mandatory.

Editing a Resource

Click Setup >> System Tables >> Resources
The Resource List Window will appear.
Highlight a Resource from the list by single-clicking on it.
Click the Open button.
The Resource Detail Window will open for the selected Resource.
Edit the information for the Resource as required.
Click the Save button.

Delete a Resource

Click Setup >> System Tables >> Resources
The Resource List Window will appear.
Highlight a Resource from the list by single-clicking on it.
Click the Delete button.
A new window will appear.
Click the Delete button.

Tax Tables

The Tax Rates Window can be accessed through the Setup >> System Tables >> Tax Tables Menu. The tax table displays all current taxes which have been setup for use with Theatre Manager. From the window you can also insert, edit and delete taxes.

The Tax Rates List Window will open.

Click here for more information on the Tax Rates List.

Tax Rate List

Parts of the Tax Rate List Window

	Accesses the Help section for this window.
	Inserts new Tax Rate. For more information on inserting tax rates click here.
	Edits the selected Tax Rate. For more information on editing tax rates click here.
	Copies the selected tax rate.
	Deletes the selected Tax Rate. Click Here to learn how to delete tax rates.
	Generates a report of the tax rates to the screen or default print location.
	Exports a list of tax rates in a tab-delimited format.
Tax	The name of the tax.
Active	Will show either Yes the tax rate is active for use or No it is not Active for use.
City Rate	The portion of the tax rate that applies to City or municipality tax.
State/PST Rate	The percentage rate of the tax that applies to State or Provincial taxes.
GST/Federal Rate	The portion of the tax rate that applies to Federal or GST taxes.

Tax Rate Detail Window

Parts of the Tax Rate Detail Window

	Inserts new Tax Rate. For more information on inserting tax rates click here.
	Saves changes made to the selected Tax Rate.
	Duplicates the selected Tax Rate.
	Undoes changes to the last saved point.
	Deletes the selected Tax Rate. For more information on deleting tax rates click here.
Tax Code	Name of the tax rate.
	Setup for the City or Municipal portion of the tax code. For more information on this tab, click here.
	Setup for the State or Provincial portion of the tax code. For more information on this tab, click here.
	Setup for the Federal or GST portion of the tax code. For more information on this tab, click here.
	List of the G/L journal entries for each instance of the tax code's usage. For more information on this tab, click here.

The names for the City, State/PST, and Federal/GST tabs can be set in Setup > System Preferences > Appearance Tab to reflect whichever is the suitable option. Our examples here show both names - but depending on your location, you may set them appropriately. More information can be found here.

City Tax Tab

Parts of the City Tax Tab

Tax Number	Your organization's tax ID number for City taxes.
Tax Rate	The percentage of the tax rate that applies to City taxes.
Deferred Tax Account	Deferral account number from your Chart of Accounts for the City tax. For more information about the Chart of Accounts in Theatre Manager, click here.
Tax Payable Account	Liability account from your Chart of Accounts for the City tax.

State/PST Tax Tab

Parts of the State/PST Tax Tab

Tax Number	Your organization's tax ID number.
Tax Rate	The percentage of the tax rate that applies to State or PST taxes.
Deferred Tax Account	Deferral account number from your Chart of Accounts for the State/PST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
Tax Payable Account	Liability account from your Chart of Accounts for the State/PST tax.
Apply To Base Sale Price Only	When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
Apply To Base + City	When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
Apply To Base + Federal/GST	When selected, this option will apply the percentage set above to the base price plus the Federal/GST tax set in the Federal/GST Tab(cumulative method).
Apply To Base + City + Federal/GST	When selected, this option will apply the percentage set above to the base price plus the City tax and plus the Federal/GST tax (cumulative method).

Federal/GST Tax Tab

Parts of the Federal/GST Tax Tab

Tax Number	Your organization's tax ID number.
Tax Rate	The percentage of the tax rate that applies to Federal or GST taxes.
Deferred Tax Account	Deferral account number from your Chart of Accounts for the Federal/GST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
Tax Payable Account	Liability account from your Chart of Accounts for the Federal/GST tax.
Apply To Base Sale Price Only	When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
Apply To Base + City	When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
Apply To Base + State/PST	When selected, this option will apply the percentage set above to the base price plus the State/PST tax set in the State/PST Tab(cumulative method).
Apply To Base + City + State/PST	When selected, this option will apply the percentage set above to the base price plus the City tax and plus the State/PST tax (cumulative method).

G/L Entries Tab

Parts of the G/L Entries Tab

View Selection Drop-down (set to All G/L Entries in the example)	Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
Journal #	The unique Journal # for the entry
Description	The type of journal entry it is (ie. Sales Posting)
Date	The posting date for the entry.
Debit	The Debit amount of the entry (if applicable)
Credit	The Credit amount for the entry.
	Not available.
	Opens the selected entry for viewing/editing.
	Not available.

Inserting a Tax Code

Click Setup >> System Tables >> Tax Tables.

The Tax Rates List window will appear.

Click Here for a detailed description of this window.

Click the New button.

The Tax Rate Detail Window will open.

Click Here for a detailed description of this window.

Enter the Tax Code name.

This is the name that will be displayed anywhere the Tax Code can be selected.

Enter the tax number in the City tab.

Enter the Tax Rate percentage that applies to City taxes for the overall rate.

Click the Lookup button next to the Deferred Tax Account field.

Select the G/L account the city tax should be applied to.

Click the Lookup button next to the Tax Payable Account field.

Select the G/L account the city tax should be applied to.

Select the State/PST tab.

Enter the tax number in the State/PST tab.

Enter the Tax Rate percentage.

Click the Lookup button next to the Deferred Tax Account field.

Select the G/L account the city tax should be applied to.

Click the Lookup button next to the Tax Payable Account field.

Select the Federal/GST tab.

Enter the tax number in the Federal/GST tab.

Enter the Tax Rate percentage.

Click the Lookup button next to the Deferred Tax Account field.

Select the G/L account the city tax should be applied to.

Click the Lookup button next to the Tax Payable Account field.

Select the G/L account the Federal/GST tax should be applied to.

Click the Save button to save the tax.

Editing Tax Codes

Open the Tax Rates window.
Click here to learn how to access this window.
Select the tax code you wish to edit.
Do this by single clicking on the value.
Click the Open button.
The tax rate detail window will open with the data for the selected tax code.
Change data as required.
Click the Save button.

Deleting a Tax Code

Tax Codes can only be deleted if they have not been used for any transactions in Theatre Manager.

Open the Tax Rates window.
Click here to learn how to access this window.
Select the tax code to delete.
Do this by single clicking on the value.
Click the Delete button.
A new window will appear.
Click the Delete button.

Fee Tables

The Fee Type window is opened through the Setup >> System Tables >> Fee Tables. From this window you add, remove and edit Fee Tables.

The Fee Table window opens.

Fee Type Detail Window

Parts of the Fee Type Window

	Accesses the Help section for this window.
	Inserts a new fee. For more information on inserting fees click here.
	Saves changes made to the fee.
	Creates a copy of the current fee.
	Undoes changes to the last saved point.
	Deletes the current fee. For more information about deleting fees, click here.
	Not yet available in this window.
	Checks the spelling of fields that can be typed in.
Description	Name given to the fee.
Outlet	Outlet responsible for the fee.
Status	When checked the fee is active and can be used.
	Details about the fee. For more information on the description tab click here.
	Calculations for the fee. For more information on the calculation tab click here.
	Rules of the fee. For more information on the edits tab click here.
	An optional list of performances to which the fee can be applied. For more information on the performances tab click here.
	Sales notes about the fee. For more information about the notes tab click here.
	G/L entries for the fee. For more information on the G/L entries tab click here.

Description Tab

Parts of the Description Tab

External Name	Name of the fee as it will appear on the internet or a ticket face.
Effective	Starting date the fee can be applied.
	Accesses a calendar to select dates.
Thru	Ending date the fee can be applied.
G/L Account	General ledger account to apply this fee to.
	Search button to access a list of G/L accounts.
Statistics	Fee will be included in the patron statistics.
Automatic	Fee will be added to the order automatically based on the edit controls in the edits tab.

Calculation Tab

Parts of the Calculation Tab

Default Fee Amount -
Default Amount	Value of the fee prior to tax calculations.
Per Order	Fee is applied once to the order.
Per Item	Charge the fee in a multiple of the number of items purchased.
Percentage	Set a percentage for the fee of either the total order or the items in the order, based on the radio button choice above, rather than a flat dollar amount.
To Maximum	Maximum amount to be charged for this.
Allow fee to be changed	Fee can be edited at the time of purchase.
Tax Setting -
Tax Rate	Tax rate to be applied to this fee.
Sample Price Calculator -
Effect on fee of	A temporary value entered to view the effect of the calculation.
City	Value of the city tax based on the tax rate and Effect on fee of.
State/PST	Value of the State/PST tax based on the tax rate and Effect on fee of.
Federal/GST	Value of the Federal/GST tax based on the tax rate and Effect on fee of.
Net Price	If selected mailing fees will be refunded
	Subtracts the tax from the Effect on fee of value based on the tax rate.

Edits Tab

Parts of the Edits Tab

Allow fee to be used during -
Coupon Code	Fee is tied to the use of a coupon code at checkout.
New Sale	Applies during a new order.
Modify	Applies to orders being edited.
Exchange	Applies to orders where items are being exchanged.
Exchange Tickets	Applies fee to only exchanged tickets.
Purchase Tickets	Applies fee to exchanged and newly purchased tickets.
Allow fee to be used when entering by -
Box Office	Fee is applied to box office sales items.
Before Event/Pay What You Can	Fee is applied during Before Event Sales and Pay What You Can mode of sale.
Development	Fee is applied to development sales items.
Internet/Web Sales	Fees is applied to internet sales items.
Only apply fee to -
Tickets	Applies fee when ever a ticket is sold.
Regular Admission	Fee is applied to any tickets sold using regular admission accounting.
Season Ticket	Fee is applied to any tickets sold using season ticket accounting.
Other-Type 1	Fee is applied to any tickets sold using other-type 1 accounting.
Other-Type 2	Fee is applied to any tickets sold using other-type 2 accounting.
Other-Type 3	Fee is applied to any tickets sold using other-type 3 accounting.
Membership	Applies fee when ever a membership is purchased.
Donation	Applies fee when ever a donation is made.
Payments	Applies fee to all payments when a condition below is selected.
Internet/Web Sales	Fee is applied to orders when the order is made over the internet.
Telephone Order	Fee is applied to orders when the telephone option is checked in the payment window.
Mail Order	Fee is applied to orders when the mail order option is checked in the payment window.
Patron Present	Fee is applied to orders when the patron present option is checked in the payment window.
Mail to Patron	Applies the fee when the mail to patron option is selected in the payment window.

Performances Tab

Parts of the Performances Tab

Leaving this list blank will default to the fee being applicable to all performances.

Exclude Selected Performances	When selected, the fee will be excluded from the performances listed.
Apply to Selected Performances	When selected, the fee will apply to only the performances listed.
Play	The Seq # of the event(s) in the list.
Performance	The performance(s) code for the events in the list
Date	The date of the performance(s).
Time	The time of the performance(s).
Play Title	The full title of the event(s)
Year	The fiscal year of the play(s)
Theatre Name	The name of the theatre that the coupon can be used for.
	Opens the performance lookup list window to allow the selection of performances.
	Delete the current selected performance from the list.

Notes Tab

Enter notes in this tab that pertain to the usage of this particular fee. Notes are for internal use only.

G/L Entries Tab

As journal entries are created and posted, each instance of the fee's usage will be recorded in the G/L Entries Tab for your reference.

Creating a New Fee

Open the Fee Types List.
Click here to learn how to access the Fee Types List.
Click the New button.
The Fee Type Detail window will appear.
Enter the Fee Type Description.
Enter the description details as needed.
For more information on the description tab click here.
Click the Calculation tab.
Enter the calculation information as needed.
For more information on the calculation tab click here.
Click the Edits tab.
Enter the edit preferences as needed.
For more information on the edits tab click here.
Click the Performances tab.
Enter the edit preferences as needed.
For more information on the performances tab click here.
Click the Notes tab.
Enter notes as needed.
For more information on the notes tab click here.
Click the Save button.
The fee is now saved and to be applied to future orders.

Editing a Fee Type

Open the Fee Types List window.
Click here to learn how to access the Fee Types List.
Select the Fee to be edited.
Single click on a fee to select it.
Click the Edit button.
The Fee Type Detail window will appear.
Make changes as needed.
Click the Save button.
The changes are now saved.

Deleting a Fee Type

Open the Fee Types List window.
Click here to learn how to access the Fee Types List.
Select the Fee to be deleted.
Single click on a fee to select it.
Click the Delete button.
The Delete Record confirmation window will appear.
Click the Delete button.
The fee is now deleted.

Coupon and Pre-Access Codes

The Coupon Codes window is opened through Setup >> System Tables >> Coupon Codes. From this window you can add, remove and edit Coupon Codes.

The Coupon Codes List window opens.

Coupon Codes List Window

Parts of the Coupon Code List Window

	Inserts a new coupon code. For more information on inserting coupon codes click here.
	Opens the selected coupon code for editing. For more information on editing coupon codes click here.
	Creates a copy of the current coupon code.
	Deletes the current coupon code. For more information on deleting coupon codes click here.
	Generates a report of the coupon codes to the screen or default print location.
	Exports out a list of the coupon codes in a tab-delimited format.
	Options to search for coupon codes by.
From	Starting point for the search.
To	Ending point for the search.
Coupon Name	Name of the coupon code.
Coupon Code	Name of the verbal code used to enact coupon as payment.
Outlet-Owner	Outlet responsible for the fee.
Start Date	Date that the coupon is available for use.
End Date	Date that the coupon is unavailable for use.
Max. Uses	Maximum number of times that the coupon may be used before becoming inactive.
Current Uses	Current number of times that the coupon has been used.
Discount	Total amount of discount given by coupon code.

Coupon Codes Discount Detail Window

Parts of the Coupon Code Discount Detail Window

	Accesses the Help section for this window.
	Inserts a new coupon code. For more information on creating coupon codes for discounts click here. For more information on creating coupon codes for order fees click here. For more information on creating coupon codes for presale access click here.
	Saves changes made to the coupon code.
	Creates a copy of the current coupon code.
	Undoes changes to the last saved point.
	Deletes the current coupon code. For more information on deleting coupon codes click here.
	Checks the spelling of fields that can be typed in.
Internal Description	Internal name given to the coupon code.
External Description	External name given to the coupon code to be displayed on web.
Coupon Code	Verbal code used by patrons to enact coupon code as a form of payment.
Status	When checked the coupon is active and can be used.
	Details about the coupon code. For more infomation on the Availability Tab click here.
	Promotions for the coupon type. For more information on the Promotions Tab click here.
	Applicable performances for the coupon. For more information on the Performances Tab click here.
	List window of patrons and orders that have used the coupon code. For more information on the Redemptions Tab click here.

Availability Tab

Parts of the Availability Tab

Redemption Details
Redeemable From	Date that the coupon is available for use.
Redeemable Until	Date that the coupon is no longer available for use.
	Accesses a calendar to select dates.
Restricted to Mail List	Coupon is only available to members of selected mail list.
	Accesses the Mail List Lookup window to select Mail List.
Enable Coupon	Discounts to be applied when used - check this for coupon codes that are to apply a discount. Presale access via internet - check this for coupon codes that allow patrons to purchase tickets before they are available to the general public.
One-Time Order Discount
Associated Order Fee	Order Fee that is applied when this coupon is used.
	Search button to access the Fee Lookup List.
Usage Limits
Coupons available	The number of times that this coupon can be used before it becomes inactive. Leave blank to disable this feature.
Used Coupons	The current number of times that this coupon has been used.
Coupons in web carts	The number of coupons currently in shopping carts.
Redeemable At
Internet Sales	Check this box if this coupon can be used in conjunction with a Web Sale.
Box Office	Check this box if this coupon can be used in conjunction with a sale at the Box Office.

Promotions Tab

Parts of the Promotions Tab

Pc From	Promotion that will be converted when this coupon is used.
Original Promotion
Pc To	Promotion that will be used when this coupon is used.
Promotion
Max Use	Maximum number of tickets per order that this coupon can be used to receive a discount.
Current Use	Current number of tickets that this coupon has been used to receive a discount.
Date Updated	Last date that this coupon was edited or changed.
	Opens the window allowing for the creation of a new promotion conversion. Click here for more information on this feature.
	Opens the currently selected promotion conversion.
	Deletes the currently selected promotion conversion.

Promotions Conversion Pop-up

Parts of the Promotions Conversion Window

	Accesses the Help section for this window.
	Inserts a new promotion conversion for the coupon code. For more information on inserting coupon codes click here.
	Saves changes made to the coupon code promotion conversion.
	Creates a copy of the current promotion conversion for this coupon code.
	Undoes changes to the last saved point.
	Deletes the current promotion conversion. For more information on deleting coupon codes click here.
	Checks the spelling of fields that can be typed in.
Convert From Price Code/Promotion
Price Code	Price code that will be changed when this coupon is used. Leave blank to allow for all price codes.
Promotion	Promotion that will be changed when this coupon is used.
	Opens the promotions list window in order to search for a promotion.
Convert To Price Code/Promotion
Price Code	Price code that will be effective when this coupon is used. Leave blank to not change the price code.
Promotion	Promotion that will be effective when this coupon is used.
	Opens the promotion list window in order to search for a promotion.
Maximum Uses	The maximum number of uses this conversion can be used for.
Current Uses	The current number of total tickets that this coupon has been used for.
Coupon in Carts	The count of tickets in shopping carts pending usage.

Performance Tab

Parts of the Performance Tab

Event #	The # of the event(s) the coupon can be used for.
Event	The name of the event(s) that the coupon can be used for.
Performance	The performance(s) that the coupon can be used for.
Date	The date of the performance(s).
Time	The time of the performance(s).
Event Title	The full title of the event(s) that the coupon can be used for.
Year	The fiscal year of the play(s) that the coupon can be used for.
Theatre Name	The name of the theatre that the coupon can be used for.
Perf #	The performance number.
	Opens the performance lookup list window to allow the selection of performances that the coupon is valid for.
	Delete the current selected performance from the list of valid performances for the coupon.

Redemptions Tab

The redemptions tab displays a list of every instance when the coupon was redeemed. The table below indicates the default columns on the list, but they can be changed to suit your needs. For more information on changing your column preferences, click here.

Seq #
Trans Date
Journal No
Code
Transaction Desc
Order #
Event
Performance
Type
Description of Entry
Debit
Credit
User
Qty
Total
Trans Year-Annual Stats Year
First Name
Last Name
Company
Patron #
Patron #
Campaign Name (Internal)
Description
Promotion
Group
Merchant
Patron #
Event Title
Event Code
Company Owner
Company Other
GL #
Fee

Implementing Coupon Codes

The following topics indicate how to implement coupon codes for redemption and/or presales access within Theatre Manager

Creating a Coupon Code for Ticket Discounts

Using Theatre Manager, you can create Ticket Discount coupon codes.
You can create coupon codes for both ticket discounts and presale access. For more information on creating coupons for presale access, click here.

To create a Coupon Code for Ticket Discounts, you perform the following steps:

Open the Coupon Codes List window.

Click here

Click the New button.

Enter the Coupon Code Description.

Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.

Enter the availability tab details as needed.

click here

Click the Save button.

Click the Promotions tab

click here

Click on the New button at the bottom of the window and create a promotion conversion.

click here

Click the Performance tab.

Click on the New button at the bottom of the window.

click here

Select the performance(s) that the coupon will be used for.

Press the Select button.
Click the Save button.
The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

Creating a Coupon to Add/Remove an Order Fee

Coupon codes are useful to add fees to or remove fees from an order.

You can create coupon codes for both order fees and presale access. For more information on creating coupons for presale access, click here.

Create the order fee.
Click here for more information on creating fees.
Ensure the fee you create has the option checked to be allowed to be used during coupon code.
Open the Coupon Codes List window.
Click here to learn how to access the Coupon Codes List window.
Click the New button.
The Coupon Code Discount Detail window opens.
Enter the Coupon Code Description.
The internal description is displayed in Theatre Manager and the external description is displayed for web sales.
Enter the code the Patron will use to receive the coupon discount in the Coupon Code box.
Check the Discounts to be applied when use box.
Enter the order fee number in the One-Time Order Discount - Associated Order Fee box.
You can search for the order fee by pressing the Search button.

The fields described above, are the only fields required to be filled out on the Availability tab for the order fee coupon to work. The other fields do not apply, or are optional. For more information on the Availability tab click here.
Click the Save button.
The promotion, performance and redemption tabs are now available.
Click the Performance tab.
Click the New button at the bottom of the window.
For more information on the Performance tab click here.

The Performance List Lookup window opens.
Select the performance(s) the coupon will be used for.
To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).
Press the Select button.
Click the Save button.
The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

Creating a Coupon for Presale Access

You can set-up coupons to allow patrons to have presale access to buy tickets online before they go on sale to the general public.

You can set-up coupons to be used both presale access, as well as ticket discounts or order fees. For more information on creating coupons for ticket discounts, click here. For more information on creating coupons for order fees, click here.

Ensure the performance has a future onsale date.
- Go to Events/Plays
- Select the Event/Play
- Click on the Performances tab
- Double-click on the performance
- Click on the Sales Management tab
- Input future on sale dates for the internet/box office
- Save
Click here for more information on Events/Plays and Performances.
Open the Coupon Codes List window.
Click here to learn how to access the Coupon Codes List window.
Click the New button.
The Coupon Code Discount Detail window will appear.
Enter the Coupon Code Description.
The internal description will only be displayed in Theatre Manager and the external description will be displayed for web sales.
Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.
Enter the availability Redeemable dates.
The dates you enter will be before the future onsale date you entered in Step 1.
Click the Save button.
The Presale access via internet field, promotion, performance and redemption tabs will now become available.
If using, enter a mail list number in the Restricted to Mail List field.
This is not required but it will allow only patrons on the mail list to use the presale access coupon.
Place a check in the Presale access via internet box.
Place a check in the Redeemable at Sales Source - Internet Sales box.
The fields described above are the fields required to be filled out on the Availability tab in order for the presale coupon to work. The others do not apply or are optional. For more information on the availability tab click here.
Click the Performance tab.
Click on the New button at the bottom of the window.
For more information on the performance tab click here.

The Performance List Lookup window will open.

Select the performance(s) that the coupon will be used for.

To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac). The selected performances will need to have the future onsale date set as in Step 1.

If a performance does not have a check in "Allow Selling - Via The Internet" under Event >> Performance Tab, if it is added to the Coupon Code Performance Tab, online ticket selling will still be available. Online selling will only be available until the future onsale date, when tickets go on sale to the public.

Press the Select button.
Click the Save button.
The Coupon Code for Presale Access has now been created and can be used online.

Enabling Coupon as a Payment Method

If you do not see Coupon listed as a payment method type on the payment method drop down, it will need to be activated.

Go to Setup >> System Tables >> Code tables to access the code table window.
For more detailed information on accessing the Code Table window, click here.
Select Payment Methods in the Code Table list.

For more information on Code Table Payment Methods, click here.
Double-click on Coupon in the Code Table Entries list.
Set the coupon to be Active.
Select the coupon availability.
Select whether the coupon payment method will be available as a payment method at the Box Office, Internet Sales, Development or a combination of the three.
Click the Save button.
Close the detail and code table list window.
Coupon will now be available as a payment method.

Using Coupons at the Box Office

Coupon codes can be redeemed at the box office provided box office is selected under the coupon code's availability tab. For more information on the Availability Tab, click here.

Access the Payments window during the order before the payment is to be made.
For more information on accessing the payment window, click here.
Select Coupon as the Payment Method.
Coupon # and Coupon Quantity Boxes will now be displayed.
If coupon is not an entry in the drop down list of payment methods, it will need to be enabled. For more information on enabling coupon as a payment method, click here.
Type the coupon code in the Coupon # box.
Alternatively you may wish to look-up the coupon code by using the Search button. This button will open the Coupon Code List window. For more information on the Coupon Code list, click here.
Type in the quantity of coupons to be applied to the order in the Coupon Quantity box.
Click the Accept Payment button.
You will receive a message indicating the coupon was accepted if the coupon was applicable to the order. The coupon will have been applied to the order and the order total will change.

If the coupon is not accepted, make sure the coupon code is set-up to allow the selected performance, price code and promotion.
Choose another payment method to finish processing the order.
For more information on creating payments, click here.

Editing a Coupon Code

Open the Coupon Codes List window.

Click here

Select the Coupon Code to be edited.

Click the button.

Make changes as needed.

Click the button.

Deleting a Coupon Code

Open the Coupon Codes List window.

Click here

Select the Coupon Code to be deleted.

Click the button.

Click the button.

Report Card Templates

A report card template can be assigned to a specific course to evaluate Patrons/students enrolled in that course. The report card allows a standardized grading system to be used for all students, and the template can be used across multiple classes as a "base" form.

For more information about report cards, click here. For more about how to set up and utilize courses within Theatre Manager, click here.

The Report Card Template List Window

To access templates for Report Cards, go to Setup > System Tables > Report Card Templates:

Parts of the Report Card List Window

	Inserts a new report card template For more information on inserting report card templates click here.
	Opens the selected report card template for editing. For more information on editing report card templates click here.
	Creates a copy of the current template.
	Deletes the current report card template. For more information on deleting report card templates click here.
	Generates a report of the list of report card templates to the screen or default print location.
	Exports out a list of the report card templates in a tab-delimited format.
Template drop-down	Options to search the report card template list.
From	Starting point for the search.
To	Ending range for your search.
Template #	The unique number for that report card template in the database.
Template	The name assigned to the report card template.
Entered	The date that report card template was entered into the database.
Updated	The date the report card template was updated.
Active	Indicates if report card template is marked Active.

Adding a Report Card Template

Categories must be set up before adding Report Cards. Click here for more information on setting up Report Card Categories.

To create a template for Report Cards, you perform the following steps:

Select Setup >> System Tables >> Report Card Templates.

The Report Card Template List window opens.
Click the New button.
The Report Card Template Insert Window opens.
Enter a descriptive name for the new template.
Click the Add Categories button.
The Categories list populate from the Report Card Category code tables. Click here for more information on setting up Report Card Categories.
Click on each Category in turn, and enter specific items for Ratings in the fields on the right.
For example, under Contribution, one item might be Class Participation and another might be Peer Feedback.

These are the items for which students will be given Ratings. For information about setting up Report Card Ratings, click here.

Continue entering Descriptions.
When you have completed entered Categories and Items in each Category for Ratings, click the Save button.
The Usage Tab in the Report Card Template displays the instances of the Template's use in Courses. You can also add report cards to or delete report cards from a Course from the Usage Tab.

For more information about assigning Report Cards, click here.

Editing a Report Card Template

To edit an existing Report Card Template, you perform the following steps:

Open the Report Card Template List window.

Click here to learn how to access this window.
Choose the template edit.
Single click on a template to select it.
Click the Open button.
The Report Card Template Insert window will open.
Change any data as necessary..
When you have completed makeing your changes, click the Save button.

Deleting a Report Card Template

To permanently remove a Report Card template, you perform the following steps:

Open the Report Card Template List window.

Click here to learn how to access the Report Card Template List.
Select the report card template you are deleting.
Single click on a template to select it.
Click the Delete button.
The Delete Record confirmation window opens.
Click the Delete button.
The template is now deleted.

City Lookup Table

The City Lookup Table allows for automated insertion of the City, Province / State, Country when a specified Postal / Zip Code is entered.

The City Lookup Table Window can be accessed through the Setup >> System Tables >> City Lookup Table Menus. If you already have a large database of patrons, Theatre Manager can automatically create a lookup list. Depending on the size of your database this process may take upwards of one hour.

The City / Postal Code Window will open.

Click here for a detailed description of this window and it's functions.

List Window

Parts of the City / Postal Code Lookup Window

Postal Code / Zip Code	The range of the postal / zip code which applies to the location.
City	The city with which the range is associated.
County	The range of the Counties (US) which apply to the location.
Province / State	The province / state with which the range is associated.
Country	Country of the entry as it appears in the Country table of Theatre Manager.
Area Code	Telephone area code for the entry.
Time Zone	Time zone the entry falls in.
	Inserts a New lookup value.
	Edits the selected value.
	Duplicates the selected value.
	Deletes the selected value
	Imports a list of predefined codes.
	Exports the lookup list.

Lookup Detail Window

The Lookup Detail Window allows you to enter additional values, or edit and existing value on a one-by-one basis. This can be useful if there are specific towns that are included in a particular postal/zip code that do not already exist on the list.

For more information about the

tab, click here.

For more information about the

tab, click here.

Postal Code Tab

Parts of the City / Postal Code Lookup Detail Window
Postal Code Tab

Postal Code	Postal or zip code for the entry.
City or Town	City with which the range is associated.
County	County with which the range is associated
Province	Province or state with which the range is associated.
Country	Country of the entry as it appears in the Country table of Theatre Manager.
Area Code	Telephone area code for the entry.
Time Zone	Time zone the entry falls in.
Observe Daylite Savings Time	Indicate if the entry observes daylite savings by checking this option.
	Creates a new item in the lookup list.
	Saves changes made to a code.
	Copies an existing Code.
	Removes changes made to the Code up to the last save point.
	Deletes the selected value.

Geographical Info Tab

Parts of the City / Postal Code Lookup Detail Window
Geographical Info Tab

Latitude	The accepted "center" (North/South) of the postal / zip code area.
Longitude	The accepted "center" (East/West) of the postal / zip code area.
US FIPS55 Code	Used for US zip codes, this is a specific categorization by the Geographic Names Information System. For more information, click here.

Inserting a Lookup Value

Open the City/Postal Code Lookup List Window.
Click here to learn how to access this window.
Click the New button.
This will open the Postal Code Lookup Window.
Enter the range of the postal / zip code
Enter the city or town to which the entered range applies
Enter the county to which the entered range applies.
Enter the province/state to which the entered range applies.
Use the drop down to select the Country to which the range applies.
Enter the Area Code to which the range applies.
Use the drop down to select the Time Zone to which the range applies.
Check the box if this postal code participates in the Daylight Savings Time program.
On the Geographical Info tab, enter the Latitude, Longitude, and (optionally) the USGS FIPS 55 Code.
Click the Save button to save the changes.
To cancel the insert, click the Revert button.

Editing a Lookup Value

Open the City/Postal Code Lookup List window.
Click here to learn how to access this window.
Select the lookup value you wish to edit.
Do this by single clicking on the value to highlight it.
Click the Open button.
The Postal Code lookup for Window will open with the data for the selected value.
Modify the details as needed.
Click the Save button to save the changes.
To cancel the edit click the Revert button.

Deleting Existing Lookup

Open the City/Postal Code Lookup List window.
Click here to learn how to access this window.
Select the lookup value you wish to delete.
Single click on a value to select it.
Click the Delete button.
The following warning window will appear.
Click the Delete button to continue with the deletion.
Clicking the Cancel button will abort the deletion.
The deletion will be confirmed with the following message at the top of the City / Postal Code Lookup List Window.

Importing Values

You can import your own list of values from a tab or comma delimited file into your database using the steps below.

Open the City/Postal Code Lookup List window.
Click here to learn how to access this window.
Click the Import button
The Import Data window will open.
Click the Select button.
Select the file you wish to import.
Do this by single clicking the value.
Click the Open button.

Exporting a City Lookup Table

Open the City/Postal Code Lookup List Window
Click here to learn how to access this window.
Click the Export button.
The Select Postal Code Export File will open.
Browse to where the file will be saved and name the file.
Click the Save button.

The table will be exported to the location using the file name assigned.

Volunteer Signup Templates

Added in Version 9.12

Invoice Comments

Invoice Comments are printed at the bottom of invoices for statements, payment reminders, and confirmation notices.

You access the Invoice Comments Window through Setup>>System Tables>>Invoice Comments Menu.

The Invoice Comments window opens.

Invoice Comments List Window

The parts of the window are as follows:

	Inserts a New comment through the Comment Detail Window. For more information on inserting comments click here.
	Opens a window to edit a comment through the Comment Detail Window. For more information on editing comments click here.
	Deletes a comment. For more information on deleting comments click here.
	Generates a report displaying the list of comments to the screen or default print location.
	Exports the selected invoice comments in text tab-delimited format.
Description	Search options for locating comments.
From	Starting range to search by.
To	Ending range to search by.
Description	Description of the comment.
Minutes Prior	Time prior to the event to arrive.
Outlet Owner	Outlet responsible for the comment.
Changed By	User initials of the last employee to edit the comment.

Invoice Comments Detail Window

	Insert a New comment through the Comment Detail Window. For more information on inserting comments click here .
	Saves comments when edited in the Comment Detail Window. For more information on editing comments click here.
	Creates a copy of the current comment.
	Undoes changes to the last saved point.
	Deletes a comment. For more information on deleting comments click here.
	Checks the comment for spelling errors.
Description	Brief description of the nature of the comment.
Comment	The comments.
Arrival	Special field. If it is >0 then a default arrival time will show on invoices that are printed. if is = 0 then no message will arrive. The Message cannot be chaged based on arrival time.

Adding Invoice Comments

Open the Invoice Comments window.

Click here to learn how to access this window.
Click the New button.
The Invoice Comment Detail window opens.
Enter a name for your comment in the description field.
Enter the details of the comment.
If applicable, enter the number of minutes to arrive before the performance.
Click the Save button to save the comment.
The comment will be saved and added to the Invoice Comment window.

Editing Invoice Comments

Open the Invoice Comments window.
Click here to learn how to access this window.
Select the comment you wish to edit.
Single click on a comment to select it.
Click the Open button.
The Invoice Comment Detail window will open.
Change data as needed.
Click the Save button to save the changes.

Printing an Invoice and Adding the Comments

To print an invoice, you perform the following steps:

In the Patron Window, click the Order tab.
For more information on opening Patron records, click here.

For more information on the Order tab, button.
The Print Invoice Criteria window opens.

You have the option to page through the criteria using the tabs, or the Next button.
To add the Invoice Comments, Click the Next button to navigate to the Footer tab.
To have the comments print, enable the Print tear off section check box.
Enter a Performance Start warning time, if applicable.
From the Additional Comments drop down list, choose the comment you want to have printed on the invoice.
When you have determined all the criteria for your invoice is correct, click the Done button.
Your invoice prints.

The Invoice comments print on the bottom of the invoice.

Deleting Invoice Comments

Open the Invoice Comments window.
Click here to learn how to access this window.
Select the comment you wish to delete.
Single click on a comment to select it.
Click the Delete button.
A Confirmation Window will open.
Click the Delete button.

Plug-in Modules

Plug-in's are special code segments that can be custom written for your venue. Their purpose is to enforce site specific rules during the sales process. For example, plug-ins could achieve the following kinds of special rules:

if more than 10 tickets are purchased, automatically change them to a group sale
provide preferred seating areas to donors of a certain level
limit ticket sales to certain events at certain times of the year to people who buy subscriptions
automatically convert ticket sales from single tickets to subscriptions if the customers buys a certain number of tickets.
automatically give subscribers (or frequent buyers) discounts on subsequent tickets.
prevent a sale for next season unless a donation is received.

Plug-ins may be associated with specific sales promotions and also when checking out an order.

If you want a plug-in, you must contact Arts Management and speak with someone in Software Development department. As Sales Plug-Ins are customized code, our standard custom programming rate per hour will apply.

Purchasing a Plug-In

Plug-in List Window

For information about how to access the Plug-in List Window, click here.

	Inserts a New Plug-in through the Plug-in Detail Window. For more information on inserting plug-ins click here.
	Opens the selected Plug-in Detail Window for editing. For more information on editing Plug-ins click here.
	Duplicates the selected Plug-in.
	Deletes a Plug-in. For more information on deleting Plug-ins click here.
	Generates a report displaying the list of Plug-ins to the screen or default print location.
	Exports the selected invoice comments in text tab-delimited format.

Plug-in Detail Window

Access the Plug-in Detail window by going to Setup > System Tables>Plug-in Modules and selecting the plug-in from the list of plug-ins. For more information on how to access the Plug-in List Window, click here.

	Insert a New Plug-in through the Plug-in Detail Window. For more information on inserting Plug-ins click here .
	Saves Plug-ins when added or edited in the Plug-in Detail Window. For more information on editing Plug-ins click here.
	Creates a copy of the current Plug-in.
	Undoes changes to the last saved point.
	Deletes a Plug-in. For more information on deleting Plug-ins click here.
	Checks the Plug-in for spelling errors.
	Exports the selected Plug-in.
	Imports a new Plug-in.

Inserting a Plug-in Purchased from AMS

Open the Plug-in List Window.

For information on how to access the Plug-in List Window, click here.
Click the New button to open a new Plug-in Detail Window.

Enter a Name for the Plug-in in the Name Field.
Drag-and-drop the .TM2 file containing the Plug-in Code provided by AMS into the PlugIn Code field.

Click the Save button to save the new Plug-in record.

Editing a Plug-in

Open the Plug-in List window.
Click here to learn how to access this window.
Select the Plug-in you wish to edit.
Single click on a Plug-in to select it.
Click the Open button.
The Plug-in Detail window will open.
Change data as needed. Do not edit the Plug-in Code without first contacting Arts Management Systems.
Click the Save button to save the changes.

Deleting a Plug-in

Open the Plug-in List window.
Click here to learn how to access the Plug-in List.
Select the Plug-in to be deleted.
Single click on a Plug-in to select it.
Click the Delete button.
The Delete Record confirmation window will appear.
Click the Delete button.
The Plug-in is now deleted.

Merchant Accounts

Merchant Accounts provides Theatre Manager with details to communicate with the credit card processing software. Merchant Accounts can be access be clicking Setup >> System Tables >> Merchant Accounts.

The Merchant Account List window will open.

For more information on the Merchant Account List window click here.

Merchant Account List Window

Parts of the Merchant Account List Window

	Inserts a new merchant account. For more information on inserting merchant accounts click here.
	Opens the selected merchant account for editing. For more information on editing merchant accounts click here.
	Creates a copy of the current merchant account.
	Deletes the current merchant account. For more information on deleting merchant accounts click here.
	Generates a report of the merchant accounts to the screen or default print location.
	Exports out a list of merchant accounts in a tab-delimited format.
Merch #	Unique number used to define the merchant account.
Merchant Description	Name of the merchant account.
Active	Active status of the merchant account.
Provider	Name of the Merchant Provider contracted to authorize cards
Description	Card Server Description
Outler-Owner	Outlet responsible for the merchant account.

Merchant Account Detail Window

Parts of the Merchant Account Detail Window

	Inserts a new merchant account. For more information on inserting merchant accounts click here.
	Saves changes made to the currency merchant account.
	Creates a copy of the current merchant account.
	Undoes changes to the last saved point.
	Deletes the current Merchant Account. For more information on deleting merchant accounts click here.
	Checks the spelling of text fields within the merchant account detail window.
Account Name	Title for the merchant account.
Status	When checked the merchant account is available for use.
	Configuration settings for the server software of the merchant account. For more information on the software type tab click here.
	Access information for the credit card server and/or software. For more information on the connection info tab click here.
	Authorization settings for credit card authorization. For more information on the authorization tab click here.
	End of Day wizard settings for the merchant account. For more information on the settlement tab click here.
	Currency conversion settings (if applicable) for the merchant account. For more information on the currency tab click here.
	Merchant contact information for the service provider associated with the merchant account. For more information on the miscellaneous tab click here.
	The staff members in Theatre Manager who are permitted to use this merchant account. For more information on the Employees tab click here.
	The payment methods enabled for use with the merchant account. For more information on the Employees tab click here.

Software Type Tab

Parts of the Software Type Tab

Server Status	When checked credit card processing is enabled
Sever Software	Credit card processing software Theatre Manager will be communicating with.
Merchant Provider	Merchant provider responsible for credit card authorization.
Server ID	Merchant or client ID number issued by the merchant provider.
Host Draft Capture	Setting much match the merchant providers setting.
Terminal Capture	Setting much match the merchant providers setting.
IP Address	IP address of the computer hosting the credit card processing software.
Port #	Port number for the credit card processing software.
Availability Check	When checked Theatre Manager will ping the credit card processing computer to ensure its available.
Merchant Number	Merchant account number provided by the merchant provider to be printed on ticket receipt.

Connection Info Tab

This page is in development. It will contain information about the Connection Info Tab in the Merchant Account Detail Window.

Authorization Tab

Parts of the Authorization Tab

Box Office Duplicates -
Force Without Notify	Transactions to the same card for the same value will not receive a warning indicating a possible duplicate charge to the credit card when checked.
Internet Duplicates -
No Duplicate Forcing	Transactions to the same card for the same value will not be processed via the internet.
Always Force Duplicates	Transactions to the same card for the same value will be allowed via the internet.
Smart Force Duplicates	Theatre Manager will determine if the transaction should be processed based on the transaction details.
Address Verification -
Send Address/Zip	Zip code and address is sent with the credit card information during processing for verification. This information can decrease processing fees in the USA were applicable.
Walk Up Sales -
Send Card Swipe Data	Card swipe data is sent during processing for verification. This can decrease processing fees where applicable.
Timeout	Maximum time, in seconds, Theatre Manager will try to process a card.

Settlement Tab

Parts of the Settlement Tab

Timeout	This is the maximum time, in seconds, that Theatre Manager expects to take to send the completed deposit batch to the bank. Normally, 120 seconds is enough for most processors but if you have larger batches or are using some terminal based authorization, you may need to alter this value. The time out is how long Theatre Manager will wait for a response from the processor before giving up and telling you that it was unable to get any response. If a response is received from the bank processor within that time frame, no errors are generated.
Settle Batch Frequency	This indicates the number of days that Theatre Manager will allow process credit cards without settling the batch. After this threshold is exceeded without doing an End of Day, Theatre Manager will display a warning message telling you to close the batch and will not accept any credit cards at the box office. Note: Web sales ignores this setting and will process credit cards even if the batch has not been settled.
Notify on Quit	If checked, an employee will be notified that a batch needs settled when they quit Theatre Manager if it finds any credit cards older than one day that are not yet deposited. In other words, you will only be told if there are cards from a previous day that have not been deposited.
Deposit Status	This field is checked when an end of day is in process AND a credit card deposit is currently being done for this merchant account through Theatre Manager. You cannot check this box, you can only uncheck it if you are 100% sure there is no settlement occurring for this merchant account (i.e. nobody has end of day open). Unchecking it will reset the end of day and allow a settlement to occur.

Currency Tab

In development. This page will contain information about the Currency Tab in the Merchant Account Detail Window.

For more information about setting up Currency Exchange details and rates, click here.

Miscellaneous Tab

The miscellaneous tab is used to provide contact information for your merchant provider. Please put information into these fields so that your staff will know who to contact in case of messages from the merchant provider like 'Hold Card' or 'Decline'. Clients using Orbital can use the information pictured for the name and phone number fields, then the email address of the organization's finance director or accountant. PC Charge clients will need to fill in contact details for their Merchant Provider or bank here.

Employees Tab

This is the list of employees that currently use this merchant account. If changing merchant accounts, you might need to change these employees to another merchant record.

If you have multiple merchant accounts (or are retiring an old merchant provider), you can drag employees from the 'employee' tab in one merchant detail window to another to transfer them to another merchant provider.

Cards Tab

The credit cards accepted for authorization by this merchant account. Add cards from the Payment Methods defined in Code Tables here using the New button and remove cards no longer accepted with the Delete button. The Open button will open the selected card's Payment Method entry in Code Tables. For more information about setting up payment methods in Theatre Manager for use in a merchant account, click here.

If you have multiple merchant accounts (or are retiring an old merchant provider), you can open up the card window on both merchant providers and drag the payment types from one merchant account to another. Any post dated payments associated with the old merchant account will be transferred to the new merchant account so they can be authorized in the future properly.

Creating a Merchant Account

Open the Merchant Account Setup window. Click here to learn how to access the Merchant Account List window.
Click the New button. The Merchant Account Detail window will appear.
Enter the Account Name of the Merchant Account.
Make appropriate Server Software and Merchant Provider selections in their respective drop-down menus.
Enter the PNS , Account # or Merchant Number provided by the merchant provider.
Click the Connection Info tab. The Connection Info window will appear.
Enter data in the Merchant Account Connection Info tab based on the information given by the merchant provider. For more information on the Merchant Account Connection Info tab click here.
Click the Authorization tab. The Authorization window will appear.
Choose the correct authorization settings in the Authorization tab. For more information on the edits and accounting tab click here.
Click the Settlement tab. The Settlement window will appear.
Enter data in the Settlement tab. For more information on the Settlement tab click here.
Click the Currency tab. The Currency tab window will appear.
Enter the currency details for this merchant account. For more information on the edits and accounting tab click here.
Click the Misc tab. The Miscellaneous tab window will appear.
Enter the merchant providers contact name, telephone and email address. For more information on the edits and accounting tab click here.
Click the Employees tab. The Employees tab window will appear.
Use the Add button in the lower left of the tab to add employees who should use this merchant account. An employee can belong to only one merchant account at a time. For more information on the edits and accounting tab click here.
Click the Cards tab. The Employee tab window will appear.
Use the Add button in the lower left of the tab to add credit card payment methods that should use this merchant account. For more information on the edits and accounting tab click here.
Click the Save button. The new Merchant Account is now created.

Editing a Merchant Account

Open the Merchant Account List window.
Click here to learn how to access Merchant Account List.
Select the Merchant Account to be edited.
Single click on a account to select it.
Click the Edit button.
The Merchant Account Detail window will appear.
Make changes as needed.
Click the Save button.
The merchant account is now updated and saved.

Deleting a Merchant Account

Open the Merchant Account List window.
Click here to learn how to access the Merchant Account List window.
Select the Merchant Account to be deleted.
Single click on a Merchant Account to select it.
Click the Delete button.
The Delete Record confirmation window will appear.
Click the Delete button.
The Merchant Account is now deleted.

Commissions

Commission Setup allows for the setup of rates that Outlets may charge each other for cross outlet ticket sales in Theatre Manager. While charging commissions is not required from Outlet to Outlet, some of the setup is required, such as the Default Posting Accounts for Commissions.

If you have multiple Outlets, you may have multiple commission structures to accommodate your sales contracts between different Outlets. For example, you may not charge the community theatre Outlet any fees as you provide a "pro bono" service to them. For another Outlet, you may charge a "dollar fee" based on tickets sold, and another may charge you a percentage based on the value of the ticket.

The Commission Setup window will open.

Commission Detail Window

Parts of the Commission Detail Window

	Inserts a new commission.
	Saves changes made to the currency commission.
	Creates a copy of the current commission.
	Undoes changes to the last saved point.
	Deletes the current commission.
Name	Title of the commission.
Status	When checked the commission is active.
	Value of the commission.
	Rules and accounting for the commission.

Creating a Commission

You will need at least one commission table in order to allow for cross Outlet sales. The value of the commission table may be $0 if you are not charging a commission between Outlets, however you will still need the setup in order for Theatre Manager to function.

To Create a New Commission Table:

Open the Commission Setup window.

Click the New button.

The Commission Detail window will appear.

Enter the Name of the commission.

Enter data in the Commission Calculation tab.

Click the tab.

Enter data in the Edits and Accounting tab.

Click the Save button.

The new Commission is now created.

Commission Calculation Tab

The Commission Calculation tab is where you can set the parameters of how the commission is charged, including dollar amounts and/or percentages of the ticket value, and whether the commission is applied before or after discounts and markups (Sales Promotions) and fees.

Parts of the Commission Calculation Tab

Dollar	Dollar value of the commission earned. Can be combined with a percentage.
Minimum	Minimum value of commission to be applied to any ticket sale.
Apply to Comp Tickets	Commission applies to issued comp tickets. Note: 'Comp' tickets cannot be sold by another Outlet, however you may have internal sales staff who are paid commissions on all ticket sales - including comps - within your own Outlet.
And/or Percent	Percentage of the commission earned. Can be combined with the dollar value.

% commission calculation on:

Full Price	Commission is charged on the base ticket price before discounts, markups or fees.
Discount	Commission is charged once the discount or markup has effected the base ticket price.
Ticket Fee 1	Commission is charged on the ticket price including the value of ticket fee 1.
Ticket Fee 2	Commission is charged on the ticket price including the value of ticket fee 2.
Ticket Fee 3	Commission is charged on the ticket price including the value of ticket fee 3.
City	Commission is charged once the city tax is applied.
State/PST	Commission is charged once the state/PST is applied.
Federal/GST	Commission is charged once the Federal/GST is applied.

Edits and Accounting Tab

The Edits and Accounting tab allows you to set parameters regarding the avenue of sale (Box Office, Internet, Season Subscriptions), and the General Ledger (GL) accounts where commission funds will be placed for each Outlet. These GL accounts must be set up in Default Posting Accounts in order to be used here.

Parts of the Edits and Accounting Tab

Apply to:

Box Office Sales	Commission is received when the Outlet sells tickets via the box office.
Internet Sales	Commission is received when tickets are sold through the Outlet's internet sales.
Subscription Sales	Commission is received when season tickets are purchased through the Outlet. Note: Season Subscription data is not shared between Outlets and therefore cannot be sold cross Outlet. However, you may have internal telemarketers who are paid commissions on subscription renewals within your own Outlet.

Posting accounts when sold by:

Owner Outlet	When checked commission fees will be allocated to the designated general ledger accounts when sold by the Outlet responsible for the event. This allows you to assign commissions payable for internal telemarketing staff.
Commission Cost of Sales	General ledger account the value of commissions will be posted to when sold by the Outlet responsible for the event.
Payroll Liability	General ledger account the payroll fees are to be posted to when tickets are sold by the Outlet responsible for the event.
Other Outlets	When checked commission fees will be allocated to the general ledger accounts when sold by an Outlet other then the owner of the event.
Commission Cost of Sales	General ledger account the value of commissions will be posted to when sold by an Outlet other then the owner of the event.
Outlet Payable Account	General ledger account the payroll fees are to be posted to when tickets are sold by an Outlet other then the owner of the the event.

Editing a Commission

In most cases, it is better to create a new commission table rather than editing an existing one as making changes to any commissions parameters that are currently in use could have adverse affects on your accounting generation. However, occasionally, you may need to edit an existing commission setup.

To Edit an Existing Commission Table:

Open the Commission Setup window.

Double-click the Commission to be edited.

The Commission Detail window will appear.

Make changes as needed.

Click the Save button.

The changes are now saved.

Deleting a Commission

Commission Tables can only be deleted if they have not been used for sales. If you need to delete a commission table that was created in error, you may do so.

To Delete an Existing Commission Table

Open the Commission Setup window.

Select the Commission to be deleted.

Single click on a Commission to select it.

Click the Delete button.

The Delete Record confirmation window will appear.

Click the Delete button.

The Commission is now deleted.

Currency Exchange

Currency Exchange allows for the setup of exchange rates in Theatre Manager.

The Currency Exchange List window will open.

For more information on the Currency Exchange List window click here.

Currency Exchange List

Parts of the Currency Exchange List Window

	Inserts a new currency exchange rate. For more information on inserting currency exchange rates click here.
	Opens the selected currency exchange rate for editing. For more information on editing currency exchange rates click here.
	Creates a copy of the current exchange rate.
	Deletes the current currency exchange rate. For more information on deleting currency exchange rates click here.
	Generates a report of the currency exchange rates to the screen or default print location.
	Exports out a list of the currency exchange rates in a tab-delimited format.
Currency Conv. Date	Options to search currency exchange rate by.
From	Starting point for the search.
Currency Conv. Date-Effective	Date the currency exchange will take effect.
Country From	Country the money is received from.
Country To	Country the money is being used in.
Currency Conversion Rate	Percentage of the conversion rate.

Currency Detail Window

Parts of the Currency Detail Window

	Inserts a new currency exchange rate. For more information on inserting currency exchange rates click here.
	Saves changes made to the currency exchange rate.
	Creates a copy of the current currency exchange rate.
	Undoes changes to the last saved point.
	Deletes the current currency exchange rate. For more information on deleting currency exchange rates click here.
Effective Date	Date the exchange rate will be activated.
Convert From	Country the money is received from.
Convert To	Country the money is applied to.
Exchange Rate	Rate of exchange.
Conversion Results	Result of the conversion rate.

Creating a Currency Exchange Rate

Open the Currency Exchange window.
Click here to learn how to access the Fee Types List.
Click the New button.
The Currency Detail window will appear.
Enter the Effective Date.
The calendar button to locate a date.
Select the Convert From country using the drop down.
Select the Convert To country using the drop down.
Enter the Exchange Rate.
Click the Save button.
The new Currency Exchange is now saved.

Editing a Currency Exchange Rate

Open the Currency Exchange List window.
Click here to learn how to access the Currency Exchange List.
Select the Currency to be edited.
Single click on a fee to select it.
Click the Edit button.
The Currency Detail window will appear.
Make changes as needed.
Click the Save button.
The changes are now saved.

Deleting a Currency Exchange Rate

Open the Currency Exchange List window.
Click here to learn how to access the Currency Exchange List.
Select the Currency to be deleted.
Single click on a fee to select it.
Click the Delete button.
The Delete Record confirmation window will appear.
Click the Delete button.
The Currency is now deleted.