Payment Window

The payment window has four tabs. These are:

Details	Displays all information for the current purchase and is the main window used to accept simple payments. Click here for a complete description of the Details tab.
Create Post Dated	Allows for several future payments to be added to the order. Click here for a complete description of the Create Post Dated tab.
Contractual Notes	Lets a patron make a deposit on the order and pay the rest at a later time or to have more then one party make payments on the order. Click here for a complete description of the Contractual Notes tab.
Prior Payments	Displays any payments that have previousely been made to the transaction. Click here for a complete description of the Prior Payments tab.

Contractual Notes Tab

Contractual Notes are used to maintain the order date, deposit date & amount, final payment date & amount, co-payer payment date & amount.

It is not applicable for most sales. It may be useful for educational or group sales where there is an initial deposit and a final payment due date. In addition, if a second patron is paying a portion of the ticket order (e.g. a granting agency for educational tickets), you can track who is to be co-invoiced.

For more information on entering contractual payments, click here

Payment Due Information
Order Date	Date the order was placed.
Deposit Payment Date	Date the deposit is due.
Deposit Payment	Amount of the deposit.
Final Payment Due	Date the final payment is due.
Final Payment Amount	Amount of the final payment. This is directly based on the total, Deposit Payment and co-paying amount.
Co-Paying Patron Information
Co-Paying Patron	The Patron who is sharing the cost of the order. Click the Patron icon to open the contact list and select a patron.
Co-Paying Due Date	The date which the co-payment amount is due.
Co-Paying Amount	The amount which the co-payer is paying.
Invoice and Confirmation Information
Last Invoiced	The date of the last invoice.
Last Confirmed	The date of the last confirmation.

Prior Payments

Parts of the Prior Payments Tab

Payment #	Number The number given to the payment to tie it to the order.
Date Received	Date the payment was recieved.
Payment Origin	Where the payment came from.
Source	Represents the payment source.
Auth #	Credit card authorization number for credit card payments.
Payment Method	Method recieved for payment.
Total Paid	Value of the payment.
Dep #	Deposit number for the payment.
Outlet-Owner	Outlet responsible for collecting the payment.
Order #	The Order Number the payment is associated with.
Last Name	Last name of the patron associated with the payment.
First Name	First name of the patron associated with the payment.
Description	A Description of the payment.

The Payment Tab displays payment details, the payment allocation and any additional payment information

Parts of the Transaction Tab

Seq#	A unique number used to track the transaction
Trans Date	Date and time the transaction took place.
Journal No	A unique journal number for tracking the transaction line.
Code	The transaction code used to describe the type of transaction.
Transaction Desc	Description of the transaction.
Order #	The order number for the transaction. This number can be used to track the transaction by order.
Play Code	Play code is only displayed if the transaction effects and event.
Performance Code	Performance code is only displayed if the transaction effects a performance.
Type	The type of transaction.
Description of Entry	Detail on the the purpose of the transaction.
	Can be used to manually enter a transaction.
	Opens the detail window of the transaction.
	Deletes the selected transaction.
	Used to search for specific transactions.

Details Tab

The payment window is used to record the payment method, enter a reason why the patron purchased the tickets, initiate invoicing, print tickets, and record detailed order notes. Each time tickets are sold, a donation is made or a membership purchase a unique Order Number is created. This number is displayed on the title bar of the Payment Window. For more information on:

Creating a payment, click here.
Accepting multiple payments, click here./li>
Deleting a payment, click here.

	Accepts the entered payment. If the order is paid in full the order window will close without printing tickets in the order.
	Accepts the entered payments. If the order is paid in full the tickets will be printed and the order window will close.
PO Reference #	Purchase order reference number.
	If the order is paid in full an invoice will be sent.
Sold By	The user who was responsible for initiating the sale of the tickets ie. a telemarketer. The Patron icon can be used to select an employee code.
Why did Patron Buy?	Reason the patron bought the tickets. These values are setup in the Reasons to Buy Tab of Code Tables.
Payment Method	Method of payment for the order. The values of the list are setup in the Payments Tab of Code Tables.
Payment Amount	The total the patron is currently paying. Partial Payments can be made as needed.
Ticket Handling	"Hold for Pickup" is when the patron will visit the Box Office prior to the performance to pickup their tickets. "Mail to Patron" is when the patron request the tickets be mail. "Hold for Will Call" is when the patron will pickup there tickets at the door. "Hold @ Door for Coupon" is for Promotions that require coupons in order to be valid.
Ticket Printing	"Mark Ticket as Printed" displays a printed date for the ticket all though the ticket is never printed. "Print Address Ticket" prints an additional ticket with the patrons address. The default address ticket can be selected under the Ticket Face tab in Company Preferences. "Print Credit Card Receipts" prints an additional ticket highlighting a summary of the purchase. The default summary ticket can be selected under the Ticket Face tab in Company Preferences.
Payment Source
	Internet/Web Sales is when the transaction is processed over the internet. A default fee amount can be added to this payment source.
	Telephone Order is when the transaction is taken over the internet. A default fee amount can be added to this payment source.
	Mail Order is when the patron mails in the transaction request. A default fee amount can be added to this payment source.
	Patron Present is when the patron is in person to make the transaction. A default fee amount can be added to this payment source.
	Accepts the entered payment. If the order is paid in full the order window will close without printing tickets in the order.
	Accepts the entered payments. If the order is paid in full the tickets will be printed and the order window will close.
Ticket Comment	Can be used to print special information on the ticket ie. birthday wishes, complimentary tickets from.
Order Notes	Any specific notes about the order.
Purchase Summary Section	Accepts the post dated payment. The order window will close without printing tickets in the order.

Create Post Dated Tab

Post Dated Payments are easily accepted and planned by Theatre Manager through the Post Dated Tab in the Payment view of the Order Window. The Payments can either be created at the time of sale or during a later payment. All calculations and post dated payments are automatic. However you may customize the payment plan to meet specific payment dates as required by the patron.

For instuctions on creating Post Dated Payments, click here.
To delete Post Dated Payements, click here.
To run a Cash Flow Report of Post Dated paymants, click here.

	This function is availbale in the Order Window. Transfers an order from one patron to another. For more information on transfering orders click here.
	This function is availbale in the Order Window. Accepts the post dated payment. The order window will close without printing tickets in the order.
Step 1	Post Dated Payment Amount
Total Payment Amount	The total which the patron wishes to make post dated payments for.
Step 2	Post Dated Payment Frequency
Number of Payments	Total number of payments to be made.
First Payment Date	Date which the first payment will be made. Enter a date or select from the calendar.
Payment Frequency	Periodic times payments will be made. Chose one of the following radio buttons: Weekly, Bi-Weekly, Monthly. Quarterly, Semil-Annual, Annual
Step 3	Payment Informatuon
Payment Method	Choose from the drop down list the method that the payments are to be made. Only credit cards and cheques are accepted.
Step 4
	Accepts the post dated payment. The order window will close without printing tickets in the order.
Columns on the right
Date	Date each payment will be received.
Amount	Value of the payment amount to be received on the given date.
Cheque#	The corrisponding cheque number for the payment as reference.

Creating a Payment

The payment window is used to record the payment method, enter a reason why the patron purchased the tickets, initiate invoicing, print tickets, and record detailed order notes. Each time tickets are sold, a donation is made or a membership purchase a unique Order Number is created. This number is displayed on the title bar of the Payment Window.

Selecting the Payment button in the Order window.
The order window can be accessed through the Orders Tab or when Purchasing tickets. Click Here for a detailed description of this window and it's functions.
Verify the ticket price.

Changes to fees can be made by clicking on the Fees Button. Memberships items can be added by clicking on the Memberships button. Donations can be added by clicking on the Donation button.
Select the payment or refund method.
Tickets orders may be fully paid, partially paid, or not paid. Click in the Payment Method field. A list payment methods opens. Each payment option causes applicable data entry fields to be displayed. On Account means no payment received at this time. Payment Types can be deleted, edited and added in the Payment Tab of Code Tables.

Cash

Select Cash from the Payment Method drop down.
Verify the Payment Amount. If this will be a partial payment, change the payment amount.
Click the tab key on the keyboard. The Payment Amount will reflect the new amount due.
Enter the cash tendered from the patron and click the tab key.
The amount of change due to the patron will be calculated and displayed.
If foreign currency is tendered from the patron, enter this amount in the second Cash Tendered line.
The amount of change due to the patron will be calculated and displayed. This amount will be in the local currency, not the foreign currency. The value of the foreign currency is determined from the exchange rate in the Currency Exchange code table.

Cheque/Check

Select Cheque or Check from the Payment Method drop down.
Verify the Payment Amount. If this will be a partial payment, change the payment amount.
Enter the cheque number.
This can be made a mandatory field by a master user in the Payment Methods section of the Code Tables.
Enter the employees name or initials who approved the cheque for accuracy.

Credit Card

Select the Credit Card type from the Payment Method drop down.
If the patron has made a previous credit card payment, the previous credit card type, number, and expire date will display as the default. Refer to the Payment section of Code Tables for defining the credit card types.
Verify the Payment Amount. If this will be a partial payment, change the payment amount.
The Payment Amount will reflect the new amount due.

Enter the credit card number.

Theatre Manager checks the credit card number entered to ensure it is a valid sequence of numbers. This helps prevents card numbers from being typed in wrong.

If your Workstation is equipped with a credit card swipe device, swipe the card and Theatre Manager will insert the number, card type and expiry date automatically. In addition if the card swipe is setup to read "track 2" of the card the name of the card owner will be placed in the order notes section of the Payment Window.

Enter the credit card expire date in the mm/yy format.
Enter the credit charge authorization number.
If your venue has online credit card authorization software you do not need to enter an authorization number. Click the Accept Payment button and the card will be authorized.

Default settings determine if credit card number, expire date, and authorization number are optional or required. If a credit card number is recorded in the patron record, it is automatically transferred to the payment window. If the Patron wishes to use an alternative credit card, the card number can be entered at this time. Click Here for more information on changing credit card information.

Other

Select Other from the Payment Method drop down.
Verify the Payment Amount. If this will be a partial payment, change the payment amount.
The Payment Amount will reflect the new amount due.
Enter a description for the other form of payment.
Enter the employees name or initials who approved the payment.

On Account

Select On Account from the Payment Method drop down.
No payment will be received at this time, so the amount due on the order will be placed as an outstanding balance due on the patrons account.
Enter any specific notes about this order
Select the Reason The Patron Bought
"Why did the Patron buy?" is used for recording how the patron heard about the performances and why they are purchasing tickets. This field is useful for analyzing customer purchase behavior. Refer to Mandatory Data to determine if this field is optional or required. Refer to the section Reason to Buy section of the Code Tables for defining the reasons and setting default values.

Type the letter N. The value in the field changes to "Newspapers". Entering a letter will make a matching value from the list appear. If more than one value matches your entry, type enough letters to find the required value.
Select Send Invoice, if an invoice is requested to be sent.
Click Print Tickets button to print tickets and receipts or click the Accept Payment button to accept the payment without printing tickets.

Accepting Multiple Payments

Open the Payment window.
Click here to learn how to access the payment window.

Click Here for a detailed description of this window and it's functions.
Select the payment method
Enter the amount of this payment method the patron would like to pay into the Payment Amount field.
Enter the amount of payment received into the Cash Tendered field.
Pressing the tab key on the keyboard will display the change owed to the patrons for the amount tendered. A patron may choose to pay with multiple payment methods and still require change for one or more of those methods.
Fill in any other necessary information and click the Accept Payment button.
A window will open asking you to confirm the partial payment.
Click the Yes button to accept the partial payment.
The Process Another Payment window will open.
Click the Yes button.
Select the second payment type.
The remaining balance may be paid for in one or more payments. Repeat steps 2 through 6 above with the remaining payment methods as needed. If the payment is put On Account refer to Later Payments to learn how to add future payment to the order.

Adding Later Payments

Later Payments are used to perform a number of important functions such as:

Enter payments after the initial sales has been completed
Enter additional payments for an order
Enter reversing payments
Enter post-dated payments
Add/Edit order and exchange fees

Open the Patron Order Window by clicking on the Order Tab from the Patron Window.

Click Here for a detailed description of this window and it's functions.
Select the order you wish to add a payment to.
Click the Payment button
Change any data as needed.
Click Here for a detailed description of this window and it's functions.

Refer to Creating Payments for more information.
Click the Accept Payment button.
The Payment will be accepted and added to the order

Force Duplicate Payment

A duplicate transaction is defined as a transaction that contains the same account number, the same expiration date, and the same amount on the same day.

Having the Force Duplicate option de-activated by default ensures that patrons are not double charged because of errors (either human error, an error between Theatre Manager and the credit card application, or an error between the credit card application and the merchant provider).

If the transaction is legitimate, check the box to have the patron’s credit card charged again for the same amount.

Gift In Kind Payment

For Quick Reference Information on Gifts In Kind, You can download a Screencast (online video demonstrations of the functions with narration).

Flash ScreenCast

MP4 ScreenCast

To add a Gift In Kind payment, you would perform the following steps:

Selecting the Payment button in the Order window.
The order window can be accessed through the Orders Tab or when Purchasing tickets. Click Here for a detailed description of this window and it's functions.
Select Gift in Kind from the Payment Method pull down menu.
Fill in the Gift in Kind field with a brief description of what the gift is.
Select the G/L account you wish to charge the item to.
A G/L number can be typed directly into the field or the Account Lookup button to select the account from the list of GL accounts. Double click the account or click the Select button to accept the account.
Fill in the appraiser's name.
This may be required for audit purposes.
Click the Accept Payment button to complete the payment.

Creating Offsetting Payments to Clear A/R Balance

Theatre Manager uses a process called "Invoice Matching" in its accounting. This means each invoice (order) needs to balance to itself. If you refunded tickets on one order (creating a credit balance to the patron), but purchased tickets in another order (creating a debit balance from the patron), then the orders are unbalanced. The patron account may appear good, but the orders within the patron record are unbalanced. This is why it is important to keep edits to an order within the order itself, and not create a separate order.

In this example, the patron has two orders. One with a balance due to the patron of $85, and one with a balance owing from the patron for $85. Note the Balance column on the right side of the image below.

To repair this, you need to make a CASH refund to the credit balance order, and a CASH payment to the debit balance order.

To take care of the credit balance, you perform the following steps:

Return to the patron record, and click the tab.
Select the credit balance order (the one in blue).
Click the button.
In the Payment window, create a REFUND (negative payment) for the full value of the order.
Choose CASH as the payment method.
Click button.

To apply the credit to the debit balance, you perform the following steps:

Return to the patron record, and click on the tab
Highlight the debit balance order (the one in red).
Click the button.
Make a payment for the full value of the order and use CASH as the payment method.
Click button.

At your End Of Day, the GL Journal Entry Summary by Account will show a net effect to CASH of $0.

The GL Journal Entry DETAIL by Account will show $85 CASH in, and $85 CASH out.

Promissory Note / Voucher

A Promissory Note/Voucher is a payment method used to record a voucher or pass purchased elsewhere, another outlet, another Vendor or sold not using Theatre Managers Membership/Pass system.

To add a Promissory Note/Voucher payment you would perform the following steps:

Selecting the Payment button in the Order window.
The order window can be accessed through the Orders Tab or when Purchasing tickets. Click Here for a detailed description of this window and it's functions.
Select Promissory Note/Voucher from the Payment Method drop down list.
Fill in the Voucher Number or reference.
This can be a number or text or a combination up to 16 Characters including spaces.
Fill in an order note to reference the origin of the Promissory Note/ Voucher.
This note is referenced on reports generated based on orders.
Click the Accept Payment button to complete the payment.

This does not pay for the order, you will be prompted for another payment. Respond No. The order balance will be on account as a receivable.

Partial Payments

Selecting the Payment button in the Order window.
The order window can be accessed through the Orders Tab or when Purchasing tickets. Click Here for a detailed description of this window and it's functions.
Select the payment method from the drop down list.
Enter the amount for the payment method in the Payment Amount field.
Enter the amount of payment received into the Cash Tendered field.
Pressing the tab key on the keyboard will display the change owed to the patrons for the amount tendered. A patron may choose to pay with multiple payment methods and still require change for one or more of those methods.
Fill in any other necessary information and click the Accept Payment button.
A window will open asking you to confirm the partial payment.
Click the Yes button to accept the partial payment.
The Process Another Payment window will open.
Click the Yes button.
Select the On Account as the second payment type.
If the payment is put On Account refer to Later Payments to learn how to add future payments to the order.

Post Dated Payments

Post Dated Payments are easily accepted and planned by Theatre Manager through the Post Dated Tab in the Payment view of the Order Window. The Payments can either be created at the time of sale or during a later payment. All calculations and post dated payments are automatic. However you may customize the payment plan to meet specific payment dates as required by the patron.

For instuctions on creating Post Dated Payments, click here.
To delete Post Dated Payements, click here.
To run a Cash Flow Report of Post Dated paymants, click here.

To create Post Dated payments, you would perform the following steps:

Open the Payment window.
Click here to learn how to access the payment window.

Click Here for a detailed description of this window and it's functions.
Click on the Create Post Dated tab.
Change the total payment amount if necessary.
Enter the number of payments which will be made.

Once you have entered the number of payments and moved the cursor from the field the schedule of payments will be created.

You can now change any of the default dates to create a customized payment plan.

Enter the first payment date.
Type the first payment date or click the Calendar button to search the calendar.
Select the frequency of the payments.
Select the Payment Method
Enter either the credit card number and expiry date or the cheque numbers next to the payment dates.
Click the Create Post Dated button to accept the payments.
The balance on the order becomes zero. The payment window can now be closed.

The payments can now be seen under the Payment tab on the Patron window.

Notice that the Srce is labeled as PD(post-dated) and the deposit number is blank. This shows that they are future payments to be made by the patron.

Deleting Post Dated Payments

Open the Patron Payments Window by clicking the Payments tab in the Patron Window.
For information on how to access the Patron window click here.

Click Here for a detailed Description of this window and it's functions.
Select the Post Dated Payment you wish to delete
To find post dated payments easier sort the transactions by Srce and all postdated payments will be grouped together by PD.
Click the Delete button.
A confirmation Window will appear
Click the Delete button.
The value of the deleted payment will now appear as an outstanding balance on the account. For information on adding a payment to the order click here.

Reversing Payments

Once a payment has been deposited in Theatre Manager it cannot be simply deleted, a correcting entry must be placed in the General Ledger.

Open the Patron Order Tab.

Click Here for a detailed description of this window and it's functions.
Select the order you would like to add a payment reversion towards.
Click the Payment button.
The Payment window will open. If the outstanding balance for the order is $0.00 the following confirmation window will open.
Click the Yes to Continue
Select the prior payment type.
If the prior payment type is unknown the Prior Payment tab can be selected. For more information on the Prior Payment tab click here.
Enter the refund amount.
Enter any other applicable information.
Click the Accept Payment button.
A Payment Warning window will appear.
Click the Yes button.
A Process Another Payment window will appear.
Click the No button to close the payment window or the Yes button to add a new payment to the order.

Deleting a Payment

A Payment can be deleted simply only if it has not been deposited. If you are trying to remove a payment which has been deposited refer to Reversing a Payment.

Open the Payment tab from the Patron Window.
Click here to learn more about locating patron records.

Click here for a detailed description of this window and it's functions.
Select the Payment to be deleted.
Single click on the payment to select it. Only one payment may be selected for deletion at a time.
Click the Delete button.
A Warning Window will open asking you to confirm the payment deletion.
Click the Delete button.
The Payment will be deleted and the confirmation message will appear at the bottom of the window.

The patron will now have an outstanding balance in their account.

For information on adding a payment to an order click here.

Printing a Payment Receipt

Printing a receipt is used to provide patrons with a record of their payment. Receipts can be printed for credit card transactions at the time of sale. Receipts for most payment types can also be printed after the sale or reprinted if needed. The ticket face and default setting for printing a receipt can be found in the Ticket Face tab of the Company Preferences.

Printing a Receipt at the Time of Sale

Click the Payments button in the Order window.

Click Here for a detailed Description of this window and it's functions.
Select the credit card payment method for which a receipt should be printed.
Click the Print Tickets button.
If a ticket face has been setup the receipt will print with the tickets. If the Accept Payment button is clicked the receipt will print without tickets. The ticket face and default setting for printing a receipt can be found in the Ticket Face tab of the Company Preferences for more details on receipt setup.

Re-Printing a Receipt

Open the Payment tab in the Patron window.

Click Here for a detailed Description of this window and it's functions.
Select the payment for which a receipt should be printed.
Single clicking the payment to select it.
Click the Receipt button.
The following window will appear.
Click the Print button.
The receipt will be re-printed.

Transferring Payments

These instructions will guide you though the process of transferring a payment from one order to another. If a payment has been accepted for the wrong purchase it can be corrected by transferring the payment from within the Patron Payment Window.

You can only transfer payments between orders for the same patron, not between patrons.

This circumstance can happen if a sale is refunded from an order but no refund payment is applied. That is, On Account, then a new sale is created and the order is paid On Account. This results in two orders in a patron record, one will show money is owed to the patron and a second showing the patron owes money. It will reflect on the Receivables Based on Order Balances report traditionally run with the End of Day Reports. See the following example.

Click Here for more information on the End of Day Reports.

Find the Patron with the payment to be transferred.
Click Here to learn how to find Patrons.
Click on the Payment Tab in the Patron Record to display a list of payments.
Locate the payment you want to transfer and single click to highlight it.
Click the Transfer button located at the bottom of the window.
The Transfer Payment window opens.
Click the Order lookup button to display a list of the patron's payments.
Single Click on the payment in the list you want to transfer.
Click the Select button.
The selected order information now appears in the transfer payment window.
Click the Transfer button.
The payment is now transferred to the selected order.

Post Dated Payment Report Criteria

You can run any payment based report with the following criteria:
Payment source contains PD
and Payment Deposit # is less than or equal to 0 (zero)

This will give you a listing of all the post dated payments that have not yet been deposited/charged.

When a post dated payment in entered into Theatre Manager it will have a deposit number of either 0 or -1 and assigned a payment source of PD ('P'ost 'D'ated). If it is 0, then it means the Post Dated payment(s) were 'created' today. If the deposit number equals -1, then it means the Post Dated payment was 'created' prior to today.

The deposit numbers will stay at either 0 or -1 until the Post Dated payment becomes due and you actually charge/deposit the funds into your bank account. At that time the deposit number on the payment will be updated to reflect the deposit number for the current date.

With that in mind, you are able to run a payment report at any time to get a listing of all your outstanding Post Dated payments by referencing the Payment deposit number of 0 and -1 and the payment source is 'PD' (Post Dated).

If you are unable to locate the Payment Source field, change your Select a Field Level to 'All' rather then using Essential or Frequently Used in the top left hand corner of the field selection window.

Contractual Payment

This is used to maintain the order date, deposit date amount, final payment date amount, co-payer payment date amount. It is not applicable for most sales. However, it may be useful for educational or group sales where there is an initial deposit and a final payment due date. Or, if a second patron is paying a portion of the ticket order (i.e. a granting agency for educational tickets), you can track who is to be co-invoiced.

Click the Contractual Tab in the Payment view of the Orders Window.

Click Here for a detailed description of this window and it's functions.
Enter the date and the amount of the initial deposit.
Enter the final payment due date.
If their is a Co-Payer enter there patron number.
You can also use the Patron icon to search for a patron. Click Here for more information on finding patrons using the contact list.
Enter the payment date and amount that the co-payer is contributing.
Return to the Detail tab.
Complete the payment process. Click Here for more information.

Credit Cards

Creidt Cards are a a common method of accepting payment for everything you sell. Here are the links to all things credit Card related:

	The Credit Card Tab displays all credit cards on file for a patron. This tab is visible to employees with access. Click here for more information.
	On the Credit Card tab, clicking this button Adds a new credit card to the patrons file. Click here for more information on Adding New Credit Cards.
	On the Credit Card tab, clicking this button Opens the credit card detail window for editing. Click here for more information on Editting a Credit Cards.
	On the Credit Card tab, clicking this button Deletes a credit card from the patron file. Once credit cards without transaction history can be deleted from the patron record. Click here for more information on Deleting a Credit Card.
	On the Credit Card tab, clicking this button Shreds the selected credit card records if they exceed the minimum retention policy of # days. Theatre Manager can implement either Schedule "C" or "D" for the SAC. You can define a retention period for credit card information. Click here fro more information.

Post Authorization of Credit Cards

This is used when authorizing a credit card and an error "!CALL" comes back from the credit card server software. This tells you that you must call your credit card service provider as the merchant provider is questioning the charge to the patron's credit card and wants clarification. When talking to your credit card service provider, they will likely provide you an authorization number for the credit card charge you wish to make. After receiving the authorization number, you will need to create a Post Authorize payment in order to enter it into Theatre Manger and your credit card software.

When creating a Post Authorization payment, it creates the payment in Theatre Manager and in the credit card server software. It does not dial out to your merchant provider for an authorization because your credit card service provider has already created the transaction for you and will have provided you with a voice authorization.

Open the Patron Order Window.
Click the Order Tab on the Patron Window.

The following window opens.
Highlight the order associated with the payment. Note there is a balance due.
Click the button.
The Payment window opens.
Enter the credit card information on the payment window including the authorization number provided by you credit card service provider.
This authorization number must be entered exactly as shown on the original authorization. Replace DEMO 12 with your authorization number.

The following Warning opens.
Click the Pre-Authorization button.
You are returned to the Payments Window.
Click the Accept Payment button.

Voiding Credit Card Payments

A credit card payment can only be voided if you use Online Credit Card Authorization and it has not yet been deposited. If the card payment has been deposited refer to Reversing a Payment.

Open the Patron Payment Window
Click the Payment Tab on the Patron Window to open this window.

Click here for a detailed Description of this window and it's functions.
Select the Credit Card Payment you wish to void.
Do this by single clicking the payment.
Click the Void button.
The confirmation message which opens depends on when the credit card was authorized.
Click Yes to void the credit card using you online credit card server and delete it from Theatre Manager.
A confirmation message will appear in the status bar.

Reversing a Duplicate Credit Card Charge

You have been notified by your patron that they have been charged twice for a purchase, yet there is only one credit card payment record in Theatre Manager. This can be the result of Theatre Manager "timing out" during the authorization process when the Credit Card Software was still processing the original payment transaction. A user then sucessfully authorized the same payment a second time, resulting in two payments recorded in your Credit Card Software and one payment in Theatre Manager. Review your Authorizing Timeout Preference time in the Merchant Accounts Authorization tab, as an adjustment may be required.

A correction is only required if Theatre Manager 's deposit and the Credit Card Software totals do not match yet the deposit has been forced through and the Credit Card Software settled manually.

Review End of Day Troubleshooting to prevent this from occurring.

Setting up a "Fake" Payment to be Refunded

Open Setup >> System Tables >> Code Tables and click on Payment Types and double mouse click on the credit card type that the duplicate charge was on.

The following window opens:
Where it says "Authorize via Credit Card server" click the "NO" radio button.
Click the Save button.
Open the Patron Order Window by clicking on the Order Tab from the Patron Window.
Click here for a detailed description of this window and it's functions.
Highlight the order and click the Payment button.
Click the Yes button to continue.
The Payment window opens.
Add a payment to the credit card by entering the amount that will be refunded later, as shown in the Payment Amount field in the example above.
Enter in a ficticious Authorization Number, for example, "Fix Duplicate Charge".
Click the Accept Payment button to finish the transaction. As you turned off credit card authorization through the server, the card will not be charged.
A warning dialog opens.
Click the Yes button to continue.
A warning dialog opens.
Click the Yes button.
A warning dialog opens.
Click the No button.

Refunding the Duplicate Payment

If you have not completed the first step Setting up a "Fake" Payment" do that now, before doing the next section.

Open Setup >> System Tables >> Code Tables and click on Payment Types and double mouse click on the credit card type that the duplicate charge was on.

The following window opens:
Where it says "Authorize via Credit Card server" click the "YES" radio button.
Click the Save button.
Open the Patron Order Window by clicking on the Order Tab from the Patron Window.
Highlight the order and click the Payment button.
Enter the refund amount
Click the Provice Refund button.

Completing this, the patron will be refunded the money that he/she was overcharged while Theatre Manager will retain the correct payment amount.

Theatre Manager's Deposit will not match your Online Credit Card Server's depoist amount. You will need to force the deposit and manually settle.

Payments - Re-Authorizing a Credit Card Payment

If Theatre Manager has recorded a credit card payment as authorized but your credit card authorization software has no record of it you will have to re-authorize the payment.

Open the Patron Payment Window
Click the Payment Tab on the Patron Window to open this window.

Click here for a detailed description of this window and it's functions.
Select a credit card payment and click Detail or double click the entry
The Payment Detail Window opens.
Click the Re-Authorize Button
A Warning Window will open. Read the details of this window and only continue if you are completly sure the payment was never charged to the patron's card to avoid double billing.
Click the Authorize Button
A Confirmation Window will open once again reminding you to complete this operation only if you are sure the card has not been billed.
Click Yes
The card information will be sent to your merchant provider and a window will appear confirming the authorization

Click OK to finish the process

Note: If you are re-authorizing a credit card that has already been deposited your re-authorization will not appear in Theatre Manager's Deposit Window. The rre-athorization will only be recorded by the credit card authorization software. Thus a force deposit may be required if Theatre Manager's credit card totals do not match the records of the authorization software. Click Here for more information on Force Depositing

Voiding a Pass / GC Payment

Voiding a pass payment after it has been deposited involves the payment being voided and, if needed, a new payment entered for the purchase.

For example, I purchase 2 tickets to an event using a gift certificate. The next day (the end of Day process has been run) I change my mind. You can void my purchase and return the amount of the purchase to my gift certificate, using the following steps:

Open the Patron Payments Tab in the Patron Window.

Click here for a description of this window and it's functions.
Select the pass payment to be voided and click the Void button.
A Confirmation message displays in the footer and a new payment is added voiding the Pass / GC payment.

The patron will now have an outstanding balance on their account for the purchase total. Click Here for more information on making payments.

	You click this button in the Order window.
	You click this button in the Patron Record tabs Donation, Pass/G.C., and Order.
	You click this button in the Patron Record tab Season.
	You click this button in the Ribbon Bar of the Donation Detail window, the Pass/G.C Detail window, the Subscription window.

Payments Management