This section describes the payment processes. Click if you would like to see the general features of the order window and selling other things.

The payment window has four tabs. These are:

1. Selecting the Payment button in the Order window.

   The order window can be accessed through the:

   • Orders Tab or
   • by Purchasing Tickets.
   Click for a detailed description of the Order Window and it's functions.

    

2. Verify the overall value of the order.

   There is a summary of the value of items contained in the order to the lower left of the order window (example to the right). If you wish, you can add, change or remove items from the order by:

   • Clicking on the Fees button.
   • Passes, Gift Certificates and Memberships items can be changed by clicking on the Memberships button.
   • Donations can be added by clicking on the Donation button.

    

3. Select the Reason The Patron Bought

   "Why did the Patron buy?" is used to record 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 make this field mandatory or optional.
   • The Reason to Buy section of the Code Tables for defining the reasons and setting default values.

   Type the first letter of an item in the list, or scroll to select it. For example, if you type the letter N, the value in the field changes to "Newspapers". Entering a letter will make the first matching value from the list appear. If more than one value matches your entry, you can type enough letters to find the required value.

    

4. Select the payment or refund method.

   Ticket orders may be fully paid, partially paid, or not paid at all. Click in the Payment Method field. A list payment methods opens. Each payment option causes applicable data entry fields to be displayed.
   	Refer to the Payment Method Variation help topic to see how each payment method affects the central part of the payment window.
   	Payment Types can be changed in the Payment Code Tables.
   	On Account means no payment received at this time. You will need to pay for the order later.

    

5. Enter any specific notes about this order

   There are 3 comments that you can enter. These are:

   • Ticket Comment which is intended to be printed on hard ticket stock. It might be used for things like 'birthday party for ...' if the patron is celebrating something special or 'tickets compliments of ' if the person buying many tickets is intending on giving them away to others and would like a little recognition
   • Order Notes (internal) which are for anything you want to note about the order for future reference
   • Order Notes (external) which can be printed on reports and displayed the web and are purely for customer reference. Customers who enter notes when buying online cause this to be filled in as well.
   

    

6. Select Send Invoice, if an invoice is requested to be sent.

   

    

7. Click Print Tickets button to print tickets and receipts or click the Accept Payment button to accept the payment without printing tickets.

The difference is subtle:

• Using a single payment for multiple orders splits the payment across multiple orders to pay them off partially or totally.

  Since cash payment can be for any value (including $0.00), you can use this approach to clear out offsetting order balances. This has an effect much like transferring a payment from one order to another (since there will be a negative cash payment and a positive cash payment that offsets). Mostly, however, you will want to use this method to apply a single check against many orders.

• Transferring a single payment from one order to another is generally used when a single payment was misapplied to an order.

Where can payments for multiple orders be used?

Using one payment to pay for multiple orders can occur in five places in Theatre Manager:

• Order tab on the patron window. This is most likely place to use this feature.
• Ticket list on the patron window. If you select tickets from multiple orders, and click 'apply payment to selected tickets', Theatre Manager will open the multiple order window.
• The accounts receivable window (from accounting menu or end of day wizard). If you select multiple orders (for the same patron), then you can also use the multiple payment window.
• attendance tab on the play/event window. If you select tickets for multiple orders (must be for the same patron), you can also apply payments to multiple selected orders.
• Pay Order Balances Online Feature. If this is enabled, the patron can choose to pay the balance for one or more unpaid orders in their cart via the ticketing web site.

Tricking TM to use a credit card for multiple orders:

You will need to follow this process

1. Use a credit card to pay for one specific order for the total amount for the total payment amount the patron is giving you (i.e. the total balance on all the orders they are paying).

   Note: this will probably overpay the order and it is intentional.

2. Select the over-paid order PLUS all the other underpaid orders.
3. Apply a 'cash' payment for all the selected orders.
4. The cash payment should total zero. This is because there is a negative balance on the order the card was applied to that offsets the positive balances on the other orders. This will not affect end of day because the net cash payment is zero.

Effect of paying for orders online

TM uses the 'trick' (above) to apply a card to multiple orders. It will:

• Apply the credit card payment to the order created by the cart for the entire balance of all tickets, fees, donations, passes, and prior orders added to the cart. This is:
  • so the patron sees ONE charge on their credit card statement -and-
  • the box office is able to meet credit card company refund policies, especially for linked refunds.
• Internally:
  • TM creates a single credit payment that totals the cart value plus any prior orders that were added to the cart. That is to say, the cart gets the single payment in full for all orders -and-
  • A second payment is added to the order to decrement its amount for the prior order total using cash -and-
  • Adds more payments to the other orders paid online (that were in the cart). This applies that balance a series of cash payments to each of the orders paid online

• Credit card payment to order #308 (which was created by the cart).
  • Order #308 would be overpaid by $100.00 from the online payment.
  • This $100.00 overpayment is the offsetting balance owing on the prior order #223.
• CASH credit of -$100.00 to order #308
  • since the order is overpaid by $100.00,
  • a CASH refund of -$100.00 applied to this order resulting in a $0.00 balance owing.
• CASH debit of $100.00 to the prior order #223
  • the offsetting credit amount will be applied to the prior order
  • resulting in a $0.00 balancing owing.

Applying a Single Payment for Multiple Orders

To apply one payment to multiple orders, you perform the following steps:

1. Open the patron window making the payment on multiple orders.

   

   Click here for information on how to find a patron.

2. Click on the order tab.

   

3. Select MORE that one order in the list of orders.

   You can do this by click and using the Ctrl key on the PC or the Apple key on the Mac.

4. Click the Payment button and select the multiple payment option.

   

   Some tips:

   • Select only the orders that you want to pay. Theatre Manager will automatically apply the full payment on the detail window to assist you.
   • You can select orders that are already fully paid for -- those will appear in the payment window as well (because you selected them) but will not have a payment amount allocated to them.
   • Any orders that are not yet paid for (but you didn't select) will automatically appear in the detail window with no amounts -- in case you change your mind about how you want to allocate payments to unpaid orders.

   The Allocate Multiple Payments window opens.

   

5. Select the payment option, enter the amount and how you want to allocate the payment to the selected orders.

   Some usage hints for this window are:

   • The amounts will automatically default to the selected unpaid orders you selected from the order list
   • If you type a new amount for the payment method, Theatre Manager reallocates the amount from the oldest order to the newest
   • If you click 'Pay All' on the toolbar, it will pay out all outstanding invoices and set the total.
   • You can enter a payment amount and then change each individual line. Any line with a zero payment will take part of whatever the total payment is until nothing is left
   • Alternatively, if you change the detail line distribution and blank out the total, Theatre Manager will calculate it to be the sum of the payments.
   • The total payment amount and sum of payment distributions must match
   • All other payment rules must apply - such as check number, etc.

• To delete Post Dated Payments, click here.
• To run a Cash Flow Report of Post Dated payments, click here.
• To see the criteria to use on any payment report to only see post dated payments, refer to this link

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

1. 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.

2. Click on the Create Post Dated tab.

   

3. Change the total payment amount as required.

   

4. 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.



5. Enter the first payment date.

   Type the first payment date or click the Calendar button to search the calendar.

   

6. Select the frequency of the payments.

   

   You can now change any of the suggested dates or the suggested amounts to create a customized payment plan. All you have to ensure is that the total of the amounts match the total of the post dated payments.

7. Select the Payment Method.

   

8. Enter either the credit card number and expiry date or the cheque numbers next to the payment dates.
9. 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.

Once a payment has been deposited in Theatre Manager you cannot just delete it. A correcting entry must be placed in the General Ledger. This method is ideal for correcting when a wrong payment method has been used.

1. Open the Patron Order Tab.

   

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

2. Select the order you would like to add a payment reversion towards.
3. 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.

   

4. Click the Yes to Continue

   

5. 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.

   

6. Enter the refund amount.

   

7. Enter any other applicable information.
8. Click the Accept Payment button.

   A Payment Warning dialog opens.

   

9. Click the Yes button.

   The Process Another Payment window will appear.

   

10. Click the No button to close the payment window or the Yes button to add a new payment to the order.

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

1. 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.

2. 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.

3. Click the Delete button.

   A Warning dialog opens asking you to confirm the payment deletion.

   

4. 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 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.

To print a receipt at the time of sale, you perform the following steps:

1. Click the Payments button in the Order window.

   

   Click Here for a detailed Description of this window and it's functions.

2. Select the credit card payment method for which a receipt should be printed.
3. 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

1. Open the Payment tab in the Patron window.

   

   Click Here for a detailed Description of this window and it's functions.

2. Select the payment for which a receipt should be printed.

   Single clicking the payment to select it.

3. Click the Receipt button.

   The reprint receipt(s) dialog opens.

   

4. Click the Yes button.

   The receipt is re-printed.

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.
	There is also a feature that allows using a single payment to pay for multiple orders Sometimes this may be better than transferring the payment if the payment is a credit card, especially if your merchant provider only allows linked refunds. Transferring a card payment to another order will affect ability to refund.

This circumstance can happen, if a sale is refunded from an order but no refund payment is applied. This means, 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.

1. Find the Patron with the payment to be transferred.

   Click here for information on finding Patrons.

2. Click on the Payment Tab in the Patron Record to display a list of payments.

   

3. Locate the payment you want to transfer and single click to highlight it.
4. Click the Transfer button located at the bottom of the window.

   The Transfer Payment window opens.

   

5. Click the Order lookup button to display a list of the patron's payments.

   

6. Single Click on the payment in the list you want to transfer.

   

7. Click the Select button.

   The selected order information now appears in the transfer payment window.

   

8. Click the Transfer button.

   The payment is now transferred to the selected order.

• 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.

Alternatively, you can:

• use the feature in the accounting menu to see all post dated payments, revise the credit card if need be, or print a post dated payment report

  -or-

• Print the post dated payment report from the reports tab in end of day wizard

When a post dated payment in entered into Theatre Manager, it has a deposit number of either 0 or -1 and is assigned a payment source of PD (Post Dated).

• 0 -- Means the Post Dated payment(s) were 'created' today.
• -1 - 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 Payments 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. 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 for example a granting agency for educational tickets), you can track who is to be co-invoiced.

1. 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.

2. Enter the date and the amount of the initial deposit.
3. Enter the final payment due date.
4. 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.

   

5. Enter the payment date and amount that the co-payer is contributing.
6. Return to the Detail tab.
7. Complete the payment process. Click here for more information.

Credit 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 for more information.
	You can use the Contact List to search and identify data attached to patrons that could be construed as a possible clear text credit card in violation of PCI guidelines. Click here for more information on data search.

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:

1. Open the Patron Payments Tab in the Patron Window.

   

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

2. 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.

   
3. Confirm that you want the pass voided and its value or quantity will be put back on the original pass

   

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

Since a pass payment typically alters the price of the ticket, if you void the pass, you may need to: Alter the price of the original ticket to return it to its full price and then pay off the outstanding balance

An electronic fund transfer (EFT) moves money from one account to another. The accounts can be at the same financial institution or two different financial institutions. The transaction is done electronically through the banking system network.

EFT transactions are also referred to as electronic banking. Everything is done paper-free, so there isn’t a need for cash or paper cheques/checks.

How does an EFT payment work?

In Canada, EFT payments are submitted through a secure web portal provided by the bank. The EFT payments are then processed by each bank withing their own secure network to transfer the funds between accounts.

In the USA, EFT payments are processed through the Automated Clearing House (ACH) network. ACH is a secure system that connects all U.S. financial institutions.

Because the financial institutions are connected, when the patron authorizes the electronic transfer of funds, the money will be taken from the patron's bank account and deposited directly into the venue's bank account.

Will Theatre Manager automatically submit the EFT file to my bank for processing?

No. Due to the requirement of submitting the EFT file through your bank's secure web portal and most banks limiting all direct file submission from 3rd party applications, Theatre Manager is unable to do it automatically. Theatre Manager will prepare, track, and create the EFT file that needs to be submitted for processing. It is the responsibility of the organization to submit the EFT file through the bank's secure web portal.

When does Theatre Manager create the EFT file that I can submit to my bank for processing?

During the End of Day process. The request to prepare and create the EFT file is initiated by the box office after the End-Of-Day Deposit process has been completed. Each file request and the frequency of those file requests is completely under your control. Theatre Manager does not mandate any specific schedule.

Where can EFT payments can be accepted in Theatre Manager?

• through the payment window as a one time withdrawal
• through the dated payment window for:
  • offering a 3 payment option for a Season Subscription
  • offering a 3 payment option for a Theatre School Class
  • offering a monthly installment plan for year long membership
  • offering a monthly installment plan for a donation campaign
  • ... using it as an effective way to save on credit card fees charged by the banks
• for Recurring Donations
• for Auto-Renewal Season Subscriptions

Setup Preperation for Accepting EFT Payments

The process for setup EFT payments is treated as a standard payment method accepted in the box office.

1. Create a Merchant Provider for the Financial Institution where your bank account resides.
2. Create an EFT Payment Method linked to the Merchant Provider.
3. Set Employee Security - Functions for those employees who can create the EFT File for Submission to the financial instituation.

Daily Activity for Accepting EFT Payments

The process for accepting EFT payments is straight forward and is treated as just another payment method accepted in the box office. In this situation, you'll be asking to have the patron provide their bank account information.

1. Accept EFT payments as a form of payment.

Creating the EFT File containing Patron's Payments

At a pre-determed time when you're ready to submit an EFT file for processing:

1. Complete the Deposit the EFT Payments through the End-of-Day Wizard.
2. Create the EFT File for Submission.
3. Submit the EFT File to your Financial Institution for processing.