Introduction to Invoices

Invoices are often used to send to groups, companies or individuals as a record of their ticket purchase. In Theatre Manager there are two parts to the invoice. The default invoice style that is set in Theatre Manager, and the adjustable comments fields that can be adjusted by the user.

For information on accessing and printing invoices, click here.

For information on adjusting the comments fields for the invoice, click here.

Creating Invoices

Invoices are often used to send to groups, companies or individuals as a record of their ticket purchase. In Theatre Manager there are two parts to the invoice. The default invoice style that is set in Theatre Manager, and the adjustable comments fields that can be adjusted by the user.

In Theatre Manager there are multiple ways to create invoices for an order. Select the appropriate type of invoice to be created below for more information.

  • For information on creating and printing a single invoice, click here.
  • For information on creating invoices at the time payment is received for an order, click here.
  • For information on creating invoices based on criteria, click here.

Creating an Invoice through the Patron Window

After placing an order for a patron, an invoice for the order can be created and printed from the patron window.

  1. Open the patron's record and click on the Order tab.

  2. Select the order to be invoiced, and click the Invoice button.

    This will open the Print Invoice Criteria window.

    The Search criteria has defaulted to this specific invoice. For more information on the Print Invoices Criteria window, click here.

  3. Either adjust the options on the tabs, or click the Done button to display the invoice.

    The invoice will be printed to the screen before being routed to the printer.

  4. Click the Print button to print the invoice.

    Alternatively the Invoice can be emailed directly to the patron. To learn more about emailing invoices click here.

Creating an Invoice through the Payment Window

While taking the payment for an order it is easy to create an invoice. All invoices can then be printed as a batch at the end of the day.

  1. In the Payment Tab of the Order window, check the Send Invoice box.

    This places the invoice in the Print Ticket Invoices batch.

  2. When a batch of invoices is ready to be printed, go to Setup >> Batch Functions >> Print Ticket Invoices.

    The Print Invoice Criteria window opens.

    For more information on the Print Invoice Criteria window, click here.

  3. Use the criteria of 'Order Flag - Send Invoice' equals Yes.

    This will finds all unprinted invoices that have been listed as 'Send Invoice' in the Payment window.

  4. Either adjust the options on the tabs, or click the Done button to display all invoices to be printed.

    The invoices are printed to the screen before being routed to the printer.

  5. Click the Print button to print the invoices.

Emailing Invoices

An Invoice for an Order can be emailed direct to a patron from within Theatre Manager. Invoices can be generated in three different locations. From the Patron Record, through the Batch Functions process or from the Reports window. The invoice is sent to the primary email address in the patrons record. If the patron does not have an email address on file in Theatre Manager this feature cannot be used.

This feature is available for those clients currently using the web sales module of Theatre Manager. The invoice is sent from the Employee's email address as it appears in their employee Patron Record. The employee must have their SMTP set correctly before they can email. This information is found in the Email tab of the employees Preferences located at the top of the window in Theatre Manager. Please consult your IT person for the correct SMTP information.

  1. Generate the Invoice.

  2. Click the Email button at the top of the window.

    The Email Report To Patron window opens.

  3. Edit the Subject as desired.

  4. Choose the send From email address.

    Choices include either the Web Server email address (the web listener) as set up in Setup >> Company Preferences in the Company tab, or the current user's email address as set in Employee Preferences >> Email Tab.

    If you choose the Web Server email address, the email will be sent by the Web Listener. If you choose the employee's email address, the email will be sent right away from the workstation.
  5. Enter any desired texts in the Body field below the subject.

    The Email of the Invoice will be sent to the primary email address pulled from the patrons record. You can choose other recipients with the Add button.

  6. Click the Send Email button in the lower right corner of the window.