Reports

Reports are used to organize database information in a format which gives a clear picture of where the organization stands.

  1. To start, click on the Reports button on the main Theatre Manager toolbar / ribbon bar.

    The Reports window opens.

    Click here for more information on generating a report.

  2. You can download the Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.

    Cheatsheet (pdf)

    Flash ScreenCast

    MP4 ScreenCast

    Reports Overview
    Reports Criteria Overview

    Add Custom Categories

    Reports - Export Data

    Reports - Create Labels

    Conditions Cheatsheet

Generating a Report

You use reports to organize database information in a format which gives you a clear picture of where the organization stands. This page gives the general outline of how to run any report. Alternatively, you can refer to the Quick Reference Guides on creating a report for a tutorial to see how this works. The bottom of this help page has exact topic links.

The generic steps are:

  1. Open the reports window
  2. Click a report category on the left side
  3. Select a report on the right side that matches your needs
  4. Read about what the report will do in the area at the top of the window beside the 'computer man' on the report window.
  5. Click the 'Print' button if this report looks like it will do what you want
  6. Follow each of the tabs in the report parameters window, starting with entering criteria to limit the data that will appear on the report
  7. When you click 'Done' at the end of the reporting parameter window, Theatre Manager will find the data matching your criteria and display it on your report

Example of running a report

  1. To start, click on the Reports button on the Theatre Manager ribbon bar.

    The Reports window opens.

    Click here for more information on the Reports window.

  2. Select the category and then report to be used.
  3. Click on the Print button.

    The Criteria window opens.

    Click here for more information on the Criteria window.

  4. Add criteria to the report.
  5. Click the Done button.

    This generates the selected report and opens the Finished Report window.

    Click here for more information on the Finished Reports window.

  6. The print parameters must be setup on the machine (a default printer must be selected) in order to print reports, either to the screen or to actual paper. By default, Theatre Manager will print the report to the screen first, so you can verify that the final report is what you actually want, before committing paper to the output.

    Printer Configuration

    Macintosh (Laser Printer)

    1. Select the correct printer.
    2. Select the number of copies and page range.
    3. Click the Print button.

    Windows Control Panel Printers

    1. Select the Printer Name.
    2. Select the paper size and orientation.
    3. Click the OK button.

    Click here to view the Quick Reference information for Reports.

Parts of the Reports Window

The Reports window is used for selecting the specific report that is needed. Report categories are broken down by sections of information in the database. Once a report is chosen, criteria is added to mold the report with the specific information needed. For a listing of all reports, click here.

For Reports specific Quick Reference information, click here.

Parts of the Reports Window

Allows for customization of the currently selected report. This option is currently only available for Season Subscription Renewal Notices. For more information on customizing a report, click here.
Opens the list of reports currently queued for printing.
Open the list of custom report categories. Click here for more information on custom report categories.
Removes the selected report. This function only works for reports in custom categories.
Prints the currently selected report. This is not currently implemented.
Report Categories A list of all report categories. Click on a category to see all reports in that category.
Reports in the Category A list of all reports under that category. Click on a report to select it.
Begins the report creation process by opening the Criteria window along with any other tabs associated with the particular report you are running. Click here for more information on the Criteria window.

The Search (Criteria) Tab

The Criteria window is used to add the criteria to the report to find the specific information in the database that is needed. All reports need to have criteria selected or the report will pull all information from the database. This can take a very long time and make a very long report. By adding criteria, the reports only finds the specific information needed. Click here for detailed information on adding criteria.

Parts of the Criteria Window

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add theprevious criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Opens the Add/Edit Parameter window to facilitate adding new criteria. Click here for more information on the Add/Edit Parameter window.
Opens the currently selected criteria in the Add/Edit Parameter window to allow adjustments.
Deletes the currently selected criteria.
Deletes all criteria from the Search tab.
Tests the current criteria to see how many records will be returned. A message will appear at the bottom of the window showing the number of records to be returned.
Prints a listing of the criteria currently in the Search tab.
Groups the currently selected criteria. This forces the criteria to take precedence in the search.
Ungroups the currently selected criteria.
Allows for adjustments to the criteria if more specialization is available.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.
Completes the addition of criteria and the sorting of data, and takes you to the next page of information for the selected report.

Quick reference information for Reports Criteria

Flash Video

MP4 Video

How to Add Criteria to a Report

Criteria allow you to refine the information in a report - before generating the report. Criteria can be used to find specific information and using criteria speeds up the process of generating a report.

  1. To start, click the Reports button on the main toolbar. The Reports window opens.

    Click here for more information about the Reports window.

  2. Select the report category, and the report to be used. Click the Print button.

    For more information on the specific reports, click here for a list of available reports.

    The Add Criteria window opens.

    Click here for more information on the Criteria window.

  3. Click the New button to add the first criteria.

    The Add/Edit Parameters window opens.

    Click here for more information on the Add/Edit Parameter window.

  4. Select an Operator.

    Operators are on the left hand side of the window. They are "AND, OR, NOT."

    AND
    This criteria and all previous criteria will be used in the search.
    OR
    This criteria or all previous criteria should be used in the search.
    NOT
    All previous criteria but not this criteria will be used in the search.
  5. Select a data field.

    Clicking on the plus symbol (+) next to a data category expands it to show a list of fields.

    choose indexed fields when possible as Reports generated with indexed fields generate much faster.

  6. Select a condition.

    Conditions determine how the parameters react.

    Click here for more information on conditions.

  7. Set the parameters.

    Depending on the data field and condition, the parameters may be a single number, a range of numbers, or a list of items.

    If a list of items is shown, multiple items can be selected by using the OPTION key (Mac) or the CTRL key (Windows).

  8. At the bottom of the window, click the Save button.

    The Add/Continue button may also be used to add this criteria, and select additional criteria without leaving the window.

  9. Click on the Sort tab, if necessary, and adjust.
  10. Click the Done button to generate the report.

    Click here for more information on the Finished Reports window.

Quick reference information for Reports Criteria

Flash Video

MP4 Video

Using Saved Criteria

If you previously saved some criteria using the 'Save' button, you can retrieve it using the 'Saved Criteria' button.

When you see a list of criteria, just double click on the one you want to use.

Donation Receipt Tab

Parts of the Donation Receipt Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
The Donation Receipt tab is where the search criteria is placed that will be used in generating the report.
The Sort tab allows adjustment of the sort order of the columns found in the report. Click here for more information on the Sort tab.
The Titles tab allows you to give the report a name that is meaningful to your requirements. Click here for more information on the Sort tab.
Next Receipt # The next number that will be used when printing a receipt.
Select Donation For Allows choosing a single campaign or all campaigns that have unprinted receipts.
Last Name Between Allows for the selection of a range of patrons based on last name.
Calendar Year Allows for only selecting all receipts within a calendar year. If left blank, all unprinted receipts for the current calendar year will be printed.

Print on Receipt

Receipt # On Forms When checked, the receipts will print with a number on them. Turn this off if pre-printed receipts are being used.
Regular Name With Company When checked, the receipts will include the name of the patron and the company.
Campaign: Prompt Determines if the Campaign: prompt appears in front of the Donation Campaign on the receipt.
Company Logo and Address Will place the company logo (see company preferences) and the company address onto the tax receipt.
Primary Email address Places the patron's primary email address (if they have one) onto the tax receipt. You can use this to print the receipt to PDF and then email that receipt to a patron. (At this time, auto email of receipts is not available).
# of Copies The number of copies of each receipt to be printed.
Comments for Receipts Lets you change the comments printed at the bottom of a receipt. This comment will print on all receipts.
Moves to the Sort tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to print the receipts. If pre-printed forms are being used, make sure they are loaded in the printer prior to clicking this button.

Donations Tab

Parts of the Donations Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Donation Total Options

Show Donation Total Line When checked, an additional line for donation totals will be added to the invoice.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Donor Summary Tab

Parts of the Donor Summary Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Create Donor Summary When checked, all donations by a patron in the report will be combined and then the patron's giving level will be adjusted based on the total amount of donations.
Effective Date All donations prior to this date will be summarized in the totals.
Build Summary Only This will create a summary based on the donations in the report.
Remove Summary Then Rebuild It This will remove any existing summaries, and then rebuild the summary for each patron.
Moves to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Export Tab

Parts of the Export Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Export Fields A list of fields available to export by. Note that this area has two parts:
  • Above all the fields is a pop-up. in the example, it shows patron data. If you click this, you can select fields from other connected data. For example,
    • If you intend of exporting ticket data, yo can select fields from: tickets, plays, performances, patrons, sales promotions, etc.
    • The files that are available in this list depend on the initial choice of data you are exporting
  • Below the file selection is a list of fields. This changes as you change the file pop-up (above)
Adds the currently selected field to the export field list.
Removes the currently selected field from the export field list.
Export Format A drop down menu allowing for adjustments to the format in which the data is exported.

Column Headers

Database Field Name When selected, the data column headers will be the name of the database field.
Regular Name When selected, the data column headers will be in the standard name of the field.
Returns to the Sort tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the exporting of data, and opens the operating system's save dialog. Click here for more information on Exporting Data from the Report function.

Header Tab

Parts of the Header Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Address Label

Strict Address Compliance Standardized address information enhances the processing and delivery of mail.
Regular Name When checked, the regular name of the patron is used on the label.
Formal Name When checked, the formal name of the patron is used on the label.
Company Name When checked, the company name of the patron is included on the address label.
Title When checked, the title of the patron is included on the address label.
Address Label Comment When checked, the text entry box becomes active, allowing for an additional comment to be added to the address label.

Invoice Title & Style

Invoice When selected, the invoice style will be used for generating the report.
Statement When selected, the statement style will be used for generating the report.
Payment Reminder When selected, the payment reminder style will be used for generating the report.
Confirmation When selected, the confirmation style will be used for generating the report.
Contract When selected, the contract style will be used for generating the report.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Fee & Taxes Tab

Parts of the Fees & Taxes Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Fee Options

Show Fee Detail Line When checked, the fees for the invoice will be listed in detail.
Show Fee Total Line When checked, the fees for the invoice will be summarized into a single line.

Tax Options

Show Tax Detail Line When checked, the taxes for the invoice will be listed in detail.
Show Tax Total Line When checked, the taxes for the invoice will be summarized into a single line.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Footer Tab

Parts of the Footer Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Tear Off Section Adjusts spacing so the footer can be torn off the invoice.
Performance Start Warning Time Prints a time on the invoice to alert the patron to arrive at prior to the performance. When set to 0, this field will not print.
Additional Comments The drop down menu is used to select any additional comments that should be included on the invoice. Comments can be added and altered under the Setup >> System Tables >> Invoice Comments menu. Click here for more information about Invoice Comments.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Titles & Formatting Tab

Parts of the Formatting Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Page Header Titles

Use default report title If enabled, the default report tile will print. If disabled, you can specify a specific title for the report.
Title Enter the title you want the report to have.
Display employee full name The name of the employee logged into Theatre Manager will print on the report.
Description You can enter a description of the report and/or the criteria you have selected.

Formatting

Subtotal Indent When checked, the indent of the subtotal will be adjusted. Adjust the indent by changing the number in the text field.
Column Gap When checked, the gap between columns will be adjusted. Adjust the actual gap by changing the number in the text field.
Copy and Paste Compatibility When checked, additional adjustments to the spacing will be done to allow for easier copying and pasting of the report into another document.
No Subtotal Headers When checked, the page headers will be adjusted to only fit on one line.
Force Portrait When checked, the report will print in portrait format.
Force Landscape When checked, the report will print in landscape format.
Returns to the previous tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Hold Code Options Tab

Parts of the Hold Code Options Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Only Display Hold Codes

All When selected all possible hold codes will be displayed in the report.
Used in the Performance When selected only hold codes that have been used in the performance will be displayed in the report.
Entered Here When selected the text field becomes active allowing the user to specify specific hold codes to be looked for.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Insert Summary Tab

Parts of the Insert Summary Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Donation Giving Level Matrix

Matching Gifts
Checkbox - Add matching gift amount to patron's recognition when calculating their giving level If the patron is part of a matching gift program, then the matching gift will be included in the totals when this box is checked.
Soft Credits
Checkbox - Add Soft Credits to patron's recognition when calculating their giving level If the patrons has soft credits in the donor history, these will be added to the totals then this box is checked.
Summarize Select one of:
Each donation is shown individually within its own unique giving level matrix Sets all donations that are in separate giving level matrices to be listed individually when selected.
Combine each donation into a single giving level matrix based on sort name If a patron has donations in multiple giving level matrices, then all donations that have the same sort name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same sort name.
Combine each donation into a single giving level matrix based on program name If a patron has donations in multiple giving level matrices, then all donations that have the same program name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same program name.
Combine each donation into a single giving level matrix based on patron name If a patron has donations in multiple giving level matrices, then all donations that have the same patron name attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same patron name.
Combine each donation into a single giving level matrix based on patron number If a patron has donations in multiple giving level matrices, then all donations that have the same patron number attached will be combined into a single matrix of the user's choice. This will remove double-entered patrons if the donations contain the same patron number.
Combine each donation into a single giving level matrix based on household number If many people in a household have given donations, then all donations that have the same household number will be combined into a single matrix of the user's choice. This will aggregate donations for the same household.The name that is chosen when combining by household will follow these rules
  1. The primary household patron, if any one donation is listed under their name
  2. The highest value combined donor patron (if the primary didn't give, but many in the family did)
  3. The name of the patron that gave if there is only one
Giving Level Matrix Currently there are three selections:
  • Corporate Donation Ranges
  • Individual Donation Ranges
  • Special Benefit Events
Moves to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Pass/G.C. (or Membership) Tab

Parts of the Membership Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add theprevious criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog toname this criteria.

Membership Total Options

Show Pass/G.C. (Membership) Total Line

Show Pass/G.C. (Membership) Notes

When checked, an additional line for membership totals will be added to the invoice.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parameters Tab

Parts of the Parameters Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Include Fields In Totals

Discounts When checked, this includes any discounts that were received with the sale.
Ticket Fee 1 When checked, all monies that were associated with Ticket Fee 1 are included.
Ticket Fee 2 When checked, all monies that were associated with Ticket Fee 2 are included.
Ticket Fee 3 When checked, all monies that were associated with Ticket Fee 3 are included.
City Tax When checked, all monies that were credited to City Tax are included.
State/PST Tax When checked, all monies that were credited to State/Prov Tax are included.
Federal/GST Tax When checked, all monies that were credited to Federal Tax are included.

Date Range For The Current Period

Start Date Set the date that the report should start on.
End Date Set the date that the report should end on.
Opens a mini-calendar for easier date selection.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Payments Tab

Parts of the Payments Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Payment Detail and Summary Options

No Payment Detail When selected no payment information will be printed on the invoice.
One Payment Per Line When selected all payments will be printed on the invoice with one membership per line.
Summarize Payments on When selected the payments will be summarized based on the selected parameter below.
Payment Method When selected the payments will be summarized based on the payment methods field.

Payment Total Options

Show Payment Total Line When checked, an additional line for payment totals will be added to the invoice.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Price Code Options Tab

Parts of the Price Code Options Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Only Display Price Codes

Enabled for Performance When selected only the price codes that have been setup for the performance are in the report.
Actually used to sell tickets When selected only the price codes with tickets sold to them for the performance are in the report.
Entered Here When selected the text field becomes active allowing the user to specify specific price codes to be looked for.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Promotion Worksheet Tab

Parts of the Promotion Worksheet Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Do Not Include Invalid Promotions When selected, Theatre Manager will only calculate the promotions relative to the performance.
Include Invalid Promotions When selected, Theatre Manager will calculate all promotions in the system.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Columns Tab

Parts of the Columns Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Custom Columns A list of available columns you can include in your report.
Making a selection from the drop down list, changes the fields available.
Moves the selected Field from Available to Selected.
Moves the selected field from Selected to Available.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Format & Fields Tab

Parts of the Insert Summary Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Course Attendance Format
Radio Button - 10 Columns per page If this button is checked, the Course Attendance is printed in 10 columns across the page.
Radio Button - 16 Columns per page (Vertical headers) If this button is checked, the Course Attendance is printed in 16 columns across the page.
Additional Fields
Checkbox - Patron Number If this box is checked, the patron number is included on the report.
Checkbox - Primary Phone If this box is checked, the patron phone number is included on the report.
Column Headers Currently there are three selections:
  • Date Only
  • Time Only
  • Date and Time
Moves to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Perf Type Tab

Parts of the Perf Type Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Perf Type Fields Theatre Manager has a field called Performance Type that can be customized by each organization. you can use to flag specific performances. It can also be used for reports to narrow down searching for specific performances.
Moves the selected Performance Type from Available to Selected.
Moves the selected Performance Type from Selected to Available.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Projects Tab

Parts of the Projects Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Project Detail Options

No Project Shown When selected no project information will be printed on the invoice.
Project Total Only When selected only the project toals will be printed on the invoice.
Always Include Task Group Details When selected the task group details will be included.
Also Include Task Details When selected the task details will be included.

Project Total Options

Include Total Line When checked, a subtoal line will be added to the invoice.

Reporting Options

Use Project Heirarchy When enabled, the invoice will print in the same order as the Project heirachy.
By Date Only When enabled, the invoice will print by dates.
Show Comments When checked, the comments will be printed.quote>
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Set Day As 'Today' Tab

Parts of the Set Day As 'Today' Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Select Month Ending Set the date that Theatre Manager should use to run the report. Any data past this date will not be included.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Time Parameters Tab

Parts of the Titles Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Time Range

Hour Start Enter the Hour to Start the Report
Hour Stop Enter the Hour to Stop the Report

Totals Outside Hour Range

Overall Total If enabled, the report will total all the tickets purchased outside of the time range specified.
Total before 7:00 AM If enabled, the report will total all the tickets purchased prior to the start of the time range.
Total after 10:59 PM If enabled, the report will total all the tickets purchased after the end of the time range.

Totals to Track Per Hour

Count Of Records If enabled, the report displays a count of the records processed.
Tran Quantity (Qty) If enabled, the report displays the quanitiy of the records processed.
Tran Tix Price Paid (Price Paid) If enabled, the report displays the transaction ticket prices paid.
Tran Tix Discount (Discount) If enabled, the report displays the discounted transaction ticket prices paid.
Tran Total Amount (Total) If enabled, the report displays the the total of all the transactions.
Returns to the previous tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Titles Tab

Parts of the Titles Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Page Header Titles
Use default report title If enabled, the default report tile will print. If disabled, you can specify a specific title for the report.
Title Enter the title you want the report to have.
Display employee full name The name of the employee logged into Theatre Manager will print on the report.
Description You can enter a description of the report and/or the criteria you have selected.
Returns to the previous tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Sort Tab

Parts of the Sort Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Sort Fields A list of fields available to sort by.
Adds the currently selected field to the sort field list.
Removes the currently selected field from the sort field list.
Selected Sort Fields The fields currently used for sorting. Default sort fields may appear here. There is a limit of nine sort fields.
Sort In Descending Order When checked, the currently selected sort field will sort in descending order.
Upper Case Conversion When checked, the currently selected sort field will be converted to upper case letters.
New Page When Field Changes When checked, the currently selected sort field will start on a new page when the field changes.
Returns to the previous tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Sort and Subtotal Tab

Parts of the Sort & Subtotal Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Sort Fields A list of fields available to sort by.
Adds the currently selected field to the sort field list.
Removes the currently selected field from the sort field list.
Selected Sort Fields The fields currently used for sorting. Default sort fields may appear here. There is a limit of nine sort fields.
This drop down menu shows the various subtotal options that are available for this report.

Sort

Sort In Descending Order When checked, the currently selected sort field will sort in descending order.
Upper Case Conversion When checked, the currently selected sort field will be converted to upper case letters.

Pagination

New Page When Field Changes When checked, the currently selected sort field will start on a new page when the field changes.

Subtotals

Subtotals When Field Changes When checked, subtotals will be listed whenever the field changes.
Add Subtotal Header Above When checked, the subtotals will be listed in the header.
Show Subtotal Only, No Details When checked, only the subtotals are displayed.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Subtotal Options Tab

Parts of the Subtotal Options Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Day Subtotals the report by day.
Week Subtotals the report by week.
Month Subtotals the report by month. This is the default setting.
Moves to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Tickets Tab

Parts of the Tickets Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.

Ticket Detail and Summary Options

No Ticket Detail When selected no ticket information will be printed on the invoice.
One Ticket Per Line When selected all tickets will be printed on the invoice with one ticket per line.
Summarize Tickets on When selected the tickets will be summarized based on the selected parameter below.
Play Code When selected the tickets will be summarized by the play code.
Performance Series Code When selected the tickets will be summarized by the performance series code.
Promotion Title (Internal) When selected the tickets will be summarized by the internal promotion title.
Promotion Description (External) When selected the tickets will be summarized by the external promotion description.

Ticket Total Options

Show Ticket Total Line When checked, an additional line for ticket totals will be added to the invoice.

Ticket Date Options

Ticket Date Options When checked, an additional line for the Performance Date will be added to the invoice.
Returns to the previous tab.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Time Period Tab

Parts of the Time Period Tab

If available, uses the default search criteria for this report.
If this report has previously been run, this button will add the previous criteria.
Opens a list of saved criteria for this report.
Saves the current criteria to be used later.
Saves the current criteria to be used later and opens a dialog to name this criteria.
Select Data Created Between Set the date and time range of the data to be used.
Opens a mini-calendar for easier date selection.
Sets the date criteria to the default range.
Moves to the next tab.
Cancels that adding of criteria and returns the user to the Report window.
Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

The Add/Edit Parameter Window

The Add/Edit Parameter window is used for selecting a data field and it's parameters to be used as criteria for the report. Click here for more information about adding criteria to a report.

Parts of the Criteria Window

Select how this criteria will work with other criteria.

Select A Field

Filters the listing of fields. Options are:
  • All - All the available fields
  • Frequently Used - Default listing of frequently used fields for this report
  • Essential - Displays only the essential fields required for the specified report
Type part of a field name to list only the fields whose name contains one of the words you have typed. Click the Search button to filter the list. If the filter box is empty, all fields will display.
A drop down menu showing the available conditions for the field. Conditions are ways to search the field for data, such as "is one of" or "=."
Filter Type part of a word to show rows in the list that contain what you have typed. Click the Search button to filter the list. If the filter box is empty, all fields will display.
Adds the current criteria and allows selection of additional criteria.
Cancels the adding of the criteria.
Adds the current criteria and returns the user to the Add Criteria window.

Customizing a Report

Reports with the option to customize allow the user to modify the placement of information on the report.

  1. Click on the Report button on the main toolbar.

    The Report window opens.

    Click here for more information on the Reports window. Click here for a full list of available reports.

  2. Select the category and the report to be customized.
  3. Click on the Customize button.

    The Customization window opens.

    Click here for more information on the Report Customization window.

  4. Make the necessary changes to the report.

    Click here for more information on changes that can be made to the report.

  5. Click the Save button.

    The report is saved with the name the user has given it under the same category in the reports window.

  6. Close the Customize window.

You can download the Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.

Flash Video

MP4 Video

Tips on Customizing a Report

The ability to customize a report allows the user to modify the layout of the report to better benefit their organization. Below is a picture of the Report Customization window.

Tips

  • When starting to work with the layout, make sure that all sections have been expanded. The individual sections can be expanded or collapsed by clicking on the blue arrow icon.
  • The fields that are on the report are not editable. However, a field can be made invisible by selecting it and unchecking the visible option on the left hand side.
  • Any of the text field boxes can be moved by dragging with the mouse. The position can then be fine tuned by using the Properties section on the left hand side of the window.
  • To add additional text to the report, select the ABC icon from the toolbox and draw a new text field on the report. Then double click on the new text field to edit the text. A text entry box will appear.
  • Each section bar (the gray bar) can be moved up or down to decrease or increase the size allowed for a section. This is useful if the information when printed is cut off anywhere. Simply move the gray bar down to allow more space for the section.

Report Customization Window

You use the Report Customization window to make adjustments to the layout of a report. For more information on tips for customizing a report, click here.

Parts of the Report Customization Window

This option is not available in this window.
Saves the changes made to the custom report.
Creates a duplicate of the selected customized report.
Reverts the report to the last saved version.
Deletes the customized report.
This option is not available in this window.
This option is not available in this window.
Open the Report Properties window to allow adjustments to margins and layout. Click here for more information on the Report Properties window.

Properties

Field Name The name of the field on the report that is currently selected.
Visible When checked, the field will be visible on the report.
Top The top position of the field.
Left The left position of the field.
Height The total height of the field.
Width The total width of the field.

Font

Name The name of the font to be used for the field.
Size The point size of the font for the field.
Style The style of the field. Bold, italic, and underline can all be used.
The toolbox allows for switching between tools that can be used in customizing the report. Click here for more information on the Report Customization toolbox.

File

Name The name of the custom report.
Description A short description of the custom report.

Report Customization Toolbox

The Report Customization Toolbox contains tools that can be used when customizing a report.

Parts of the Report Customization Toolbox

The arrow tool is used for selecting items on the report layout.
The text field tool allows the placement of a new text field on the report layout.
The line tool allows the placement of a line on the report layout.
The rectangle tool allows the placement of a box on the report layout.
The rounded rectangle tool allows that placement of a rounded box on the report layout.
The circle tool allows the placement of a circle on the report layout.

Report Customization Properties Window

The Report Customization Properties window is used for making adjustments to the layout of a report.

Parts of the Report Customization Properties Window

Page Margins

Top The margin for the top of the report in relation to the paper.
Left The margin for the left side of the report in relation to the paper.
Right The margin for the right side of the report in relation to the paper.
Bottom The margin for the bottom of the report in relation to the paper.

Page Layout

Portrait Sets the layout of the paper to a portrait style of 8.5x11.
Landscape Sets the layout of the paper to a landscape style of 11x8.5.
Saves all changes and closes the Properties window.

Using Conditions in Reports

Conditions change the parameters when searching a database field. Selecting the right condition will improve the generated information in the report. Below are the three sets of conditions available depending on the database field selected.

Range Conditions

between The parameters for the field are between to sets of factors.
>= The parameters for the field are greater than or equal to these factors.
> The parameters for the field are greater than this factor.
<= The parameters for the field are less than or equal to these factors.
< The parameters for the field are less than this factor.
<> The parameters for the field are not equal to this factor.
= The parameters for the field are equal to this factor.
is one of The parameters for the field is one of this factor.
is none of The parameters for the field is none of this factor. Remember that the NOT operator paired with this condition will create a double negative.
You can download a Cheatsheet of the Conditions by clicking on the icon.

CheatSheet

Using Custom Categories in Reports

Custom categories allow you to create an alias for favourite reports in a different category to be recalled rapidly later. You may wish to set up each department or user with their own report category so they can create aliases to reports they use most often.

  1. To start, click the Report button in the Theatre Manager ribbon bar. The Reports Window opens.

    Click here for more information on the Reports window.

  2. Click the Categories button.

    The Custom Categories List window opens.

    Click here for more information about the Custom Report Categories window.

  3. Click the New button.

    The Report Category Detail window opens.

    Click here for more information on the Report Category Detail window.

  4. Enter in the name of the new custom category.
  5. Click the Save button, and close the window.

    The new category has now been created. Custom categories have a bullet (•) next to them in the Report window.

To add reports to the new category, simply drag and drop them in the Reports window. The Add to Custom Category button can also be used in the Finished Reports window.

You can download the Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.

Flash Video

MP4 Video

The Custom Category List Window

Parts of the Custom Category List Window

Opens the Report Category Detail Window to create a new custom category. Click here for more information on the Report Category Detail window.
Opens the selected custom category for editing purposes.
Duplicates the selected custom category.
Deletes the selected custom category.
Prints a report of all items in the list window.
Exports all items in the list window as a TXT file.
Report Category The name of the custom category.
Outlet Owner The outlet that the custom category belongs to.

Date Conditions

between The parameters for the field are between to sets of factors.
>= The parameters for the field are greater than or equal to these factors.
> The parameters for the field are greater than this factor.
<= The parameters for the field are less than or equal to these factors.
< The parameters for the field are less than this factor.
is empty The parameters for the field is empty of all characters
not empty The parameters for the field are not empty of one or more characters.
year one of The parameters for the field include the year being one of this factor.
month one of The parameters for the field include the month being one of this factor.
day of month one of The parameters for the field include the day of the month being one of this factor.
weekday one of The parameters for the field include the day of the week being one of this factor.
day of year one of The parameters for the field include the day of the year being one of this factor.

List Conditions

is one of The parameters for the field is one of this factor.
is none of The parameters for the field is none of this factor. Remember that the NOT operator paired with this condition will create a double negative.

The Report Category Detail Window

Parts of the Report Category Detail Window

Opens the Report Category Detail Window to create a new custom category.
Saves the custom category.
Duplicates the selected custom category.
Reverts to the last save.
Deletes the selected custom category.
Category Name The name of the custom category.
Outlet Owner The outlet that the custom category belongs to.

The Finished Report Window

Once a reported is created, it appears in a new window. A number of operations can be done from this window including printing the report. For a listing of all reports, click here.

Parts of the Finished Reports Window

A small drop down menu opens showing all Custom Categories to which the report can be added. Once a category is selected, the report will appear in that category for easy access alter. Click here for more information on custom categories.
Opens the operating systems print dialog and prints the report.
Opens the operating systems print dialog and prints the current page of the report.
Prints the entire report as a PDF. The Save As dialog for the operating system will open allowing the report to be saved as a file. Click here for more information on the PDF Generator.
Saves the current report. This feature is not currently implemented.
Opens the Add Criteria window to allow the user to adjust the criteria being used in the report. Click here for more information on criteria.
Re-runs the report so the latest data is shown.
A small drop down menu opens listing all other reports that are similar to the report currently shown. This allows the user to use the same criteria but in a different format. Click here for more information on the Run Similar feature.

Run Similar Button in Reports

At the top of each completed Report is the Run Similar button. This button provides a drop down of report that can be used to create similar reports to the original, presenting the information in a different format.

  1. Select the report that sound closest to the report you are looking for.

  2. Run the report with your desired criteria.

  3. Click the Run Similar button at the top of the report window.

    Run Similar Button

    This will provide a list of reports with the same related data files as your original selection.

  4. Select one of the report options provided.

    Select Alternative Report

  5. Theatre Manager will open a new Parameters window and automatically load the criteria used for the original report.

  6. Alter the criteria as needed and generate the selected report.

Reports - PDF Generator

The Portable Document Format (PDF) Generator is maintained by Brainy Data. The PDF Generator allows for any report or letter in Theatre Manger to be created as a PDF document without the assistance of additional software. PDF documents are a better format for emailing documents to another person. In simplest terms, a PDF document looks exactly as a document that has been printed when opened. This allows for transferring documents in their printed format to other users via email or over a network.

The document cannot be edited with a PDF Editor.

Steps for Printing an Invoice

The Print Invoices report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report is used to print invoices for an order(s) that has been completed in Theatre Manager.

  1. Access the Print Invoices report by double clicking on it in the report window.

    The Add Criteria window opens.

  2. Select criteria to be used in finding the invoices to be printed.

    Order # or Account # would be the recommended criteria.

  3. Click the Next button to move to the Header tab.

    Click here for more information on the Header tab.

  4. Make adjustments as necessary and then click the Next button to move to the Footer tab.

    Click here for more information about the Footer tab.

  5. Make adjustments as necessary and then click the Next button to move to the Tickets tab.

    Click here for more information on the Tickets tab.

  6. Make adjustments as necessary and then click the Next button to move to the Pass/G.C. tab.

    Click here for more information on the Membership tab.

  7. Make adjustments as necessary and then click on the Next button to move to the Donations tab.

    Click here for more information on the Donations tab.

  8. Make adjustments as necessary and then click the Next button to move to the Payments tab.

    Click here for more information about the Payments tab.

  9. Make adjustments as necessary and the click the Next button to move to the Fees & Taxes tab.

    Click here for more information about the Fees & Taxes tab.

  10. Make adjustments as necessary and the click the Next button to move to the Sort tab.

    Click here for more information on the Sort tab.

  11. Make adjustments as necessary and the click the Next button to move to the Sort tab.

    Click here for more information on the Titles tab.

  12. Make adjustments as necessary and the click the Done button to generate the report.

    Click here for more information on the Finished Report window.

  13. To print the invoices, click the Print button at the top of the Finished Reports window.

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

List of Available Reports

Below is a list of reports available in Theatre Manager.

By using criteria, reports are able to be generated with specific information from the database.

Attendance and Front of House Reports

Following is a list of attendance and typical front of house reports.

Graphic Map by Performance

The Graphic Map by Performance report is found under the Attendance for House and Calendar Reports category.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a graphical map of a reserved performance showing sold seats for ALL tickets, held, and unsold seats. Sold seats are denoted by either Price Code or Promotion depending on system setup.

Departments Who Benefit From This Report

Box Office This report can help Front of House allocate Seats on a last minute rush basis.
House Management Use this report to see the empty seats in the theater and assign patrons properly.
Marketing Use this report to see areas of the venue that need more patrons and adjust marketing accordingly.
Stage Management Use this report to let actors know where the heavy concentrations of audience members will be for the performance.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

Print Graphic Map by Performance Report from Event

This report is most commonly printed from within the Play / Event.

To run this report from a Play / Event, you perform the following steps:

  1. From the main Theatre Manager toolbar / ribbon bar, click the Play button.

    The Play List window opens.

  2. Open the Play / Event.

    Click here for more information on Finding Events.

  3. Select the Map tab.
  4. Single click on the performance.

  5. Click the Print button.

    The Graphic Map by Performance prints.

Graphic Map by Ticket

The Graphic Map by Ticket can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report generates a graphical map ofa reserved performance showing all sold, held, and unsold seats. Sold seats are denoted by either Price Code or Promotion depending on system setup.

Departments Who Benefit From This Report

Box Office Use this report to assist with placing patrons to properly "dress" the house.
House Management Use this report to see the heavily seated areas of the theater and assign ushers properly.
Marketing Use this report to see areas of the venue that need more patrons and adjust marketing accordingly.
Stage Management Use this report to let actors know where the heavy concentrations of audience members will be for the performance.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

Print Graphic Map by Ticket

You can easly print a Graphic Map by Ticket from the Patron Record.

You perform the following steps:

  1. Open the patron record.

    There are a number of different methods to open a patron record from a number of different places inside Theatre Manager

  2. Highlight the tickets you want to have printed on the map.
  3. Click the Map button.

    The Report opens.

House Report - Available Seats

The House Report - Available Seats can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the House Report - Available Seats to print a list of seats available for reserved seating performances. This can be printed by seat assignment to help front of house.

Departments Who Benefit From This Report

Box Office
House Management
Marketing
Stage Management

Criteria Hints

It is recommended that this report be run using .

Parameter Field Condition Value

House Report - By Order (With Address and Notes)

The House Report - By Order (With Address and Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

h3>Purpose of the Report

This report is a detailed listing of patrons attending a performance of an event separated by order. It includes address information, details about the order the patron placed and notes for both the order and patron.

Departments Who Benefit From This Report

Box Office Use this report to check on order balances for a performance. Orders with balances will not batch print tickets.
House Management Use this report to see a listing of patrons attending a performance along with a detail of tickets purchased and notes for the patron. This includes special needs notes.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Order (With Address)

The House Report - By Order (With Address) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report is a detailed listing of patrons attending a performance of an event separated by order. It includes address information and details about the order the patron placed.

Departments Who Benefit From This Report
Box Office Use this report to check on order balances for a performance. Orders with balances will not batch print tickets.
House Management Use this report to see a listing of patrons attending a performance along with a detail of tickets purchased.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Order (Without Notes)

The House Report - By Order (Without Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report is a detailed listing of patrons attending a performance of an event separated by order. It includes details about the order the patron placed.

Departments Who Benefit From This Report

Box Office Use this report to check on order balances for a performance. Orders with balances will not batch print tickets.
House Management Use this report to see a listing of patrons attending a performance along with a detail of tickets purchased.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Patron (With Notes)

The House Report - By Patron (With Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report is a detailed listing of patrons attending a performance of an event. It includes a listing of the tickets the patron purchased for the event and order notes.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all patrons attending a performance along with a detail of the tickets they have purchased and order notes. Orders with an outstanding balance will not print with batch tickets.
House Management Use this report to see a listing of all patrons attending a performance along with a detail of the tickets that they have purchased and order notes.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Patron (Without Notes)

The House Report - By Patron (Without Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report is a detailed listing of patrons attending a performance of an event. It includes a listing of the tickets the patron purchased for the event.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all patrons attending a performance along with a detail of the tickets they have purchased.
House Management Use this report to see a listing of all patrons attending a performance along with a detail of the tickets that they have purchased.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Ticket (With Notes)

The House Report - By Ticket (With Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report is a detailed listing of tickets for the performance and includes patron and order information and notes.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all tickets for a performance along with patron, order information and order notes. Orders with an outstanding balance will not print with batch tickets.
House Management Use this report to see a listing of all tickets for a performance along with patron, order information and order notes.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - By Ticket (Without Notes)

The House Report - By Ticket (Without Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report is a detailed listing of tickets for the performance and includes patron information.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all tickets for a performance along with patron information.
House Management Use this report to see a listing of all tickets for a performance along with patron information.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Dinner Table Tents

The House Report - Dinner Table Tents can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report generates a listing of patrons attending the performance in a format that can be printed, separated, and placed on a dinner table as a marker.

Departments Who Benefit From This Report

House Management Use this report to create placeholders for dinner tables so patrons can easily locate their seats.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Reservation List (With Notes)

The House Report - Reservation List (With Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report shows a summary of all order reservations for the performance along with ticket quantity, patron notes and order notes. All reservations are included in this report along with confirmed orders.

Departments Who Benefit From This Report

Box Office Use this report for a quick summary of all reservations for the performance and to check for order notes. Orders with outstanding balances will not print with batch tickets.
House Management Use this report for a quick summary of all reservations for the performance and to check order and patron notes. This includes special needs notes.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Reservation List (With Order Balance)

The House Report - Reservation List (With Order Balance) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report shows a summary of all order reservations for the performance along with balance information. All reservations are included in this report along with confirmed orders.

Departments Who Benefit From This Report

Box Office Use this report for a quick summary of all reservations for the performance and to check outstanding order balances. Orders with outstanding balances will not print with batch tickets.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Reservation List (Without Notes)

The House Report - Reservation List (Without Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report shows a summary of all order reservations for the performance along with ticket quantity, patron notes and order totals. All reservations are included in this report along with confirmed orders.

Departments Who Benefit From This Report

Box Office Use this report for a quick summary of all reservations for the performance and to check for order totals.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Reservation List by Order (With Notes)

The House Report - Reservation List by Order (With Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report shows a summary of all ordersfor the performance along with ticket quantity, patron notes and order notes.

Departments Who Benefit From This Report

Box Office Use this report for a quick summary of all reservations for the performance and to check for order notes. Orders with outstanding balances will not print with batch tickets.
House Management Use this report for a quick summary of all reservations for the performance and to check order and patron notes. This includes special needs notes.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Reservation List by Order (Without Notes)

The House Report - Reservation List by Order (Without Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report shows a summary of all orders for the performance along with ticket quantity, patron notes and order totals.

Departments Who Benefit From This Report

Box Office Use this report for a quick summary of all reservations for the performance and to check for order totals.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

House Report - Revenues by Patron

The House Report - Revenues by Patron can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report shows a breakdown of the revenue for each order attached to a performance of an event.

Departments Who Benefit From This Report

Box Office Use this report for a detail of the revenue generated by each order.
General Manager Use this report for a detail of the revenue generated by each order.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

Play Detail

The Play Detail can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of an event including the G/L accounts assigned to the event.

Departments Who Benefit From This Report

Box Office Use this report to verify that all details have been set properly prior to the event going on sale.
Accounting Use this report to verify that all G/L accounts have been properly assigned to the event.
General Manager Use this report to verify that all details have been set properly prior to the event going on sale.

Criteria Hints

It is recommended that this report be run using only one event as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)

Play List (With Notes)

The Event List (With Notes) can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report lists the events selected in a more detailed format than the Event List report. Additional contact information and event notes are included on the report.

Departments Who Benefit From This Report

Every Department Use this report as a quick guide to upcoming events and detailed information in regards to performance dates, venues, ticket purchasing, and event notes.

Criteria Hints

It is recommended that this report be run using only one season as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title) or (Event Title) or (Event Title)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Play List

The Play List can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report creates a listing of events with a quick view of details for the event.

Departments Who Benefit From This Report

Every Department Use this report as a quick guide to upcoming events and basic information in regards to performance dates and venues.

Criteria Hints

It is recommended that this report be run using only one season as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title) or (Event Title) or (Event Title)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Play Price Codes

The Event Price Codes can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report lists a price code detail for each performance of an event.

Departments Who Benefit From This Report

Box Office Use this report to verify that the price codes for each performance of an event have properly been entered prior to going on sale.
Marketing Use this report to view all price codes for each performance of an event.
General Manager Use this report to verify that the price codes for each performance of an event have properly been entered prior to going on sale.

Criteria Hints

It is recommended that this report be run using only one event as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)

Play and Series List

The Play and Series List can be found under the Attendance for House and Calendar category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report provides a detail of all performances for an event and includes information in regards to sales method and venue.

Departments Who Benefit From This Report

Box Office> Use this report to verify that all performances are entered correctly for an event prior to going on sale.>
Marketing Use this report to view a detail of all performance for an event.
General Manager >Use this report to verify that all performances are entered correctly for an event prior to going on sale.
Every Department >Use this report as a hardcopy of information on all performances of an event or for the season.

Criteria Hints

It is recommended that this report be run using only one season or event as the criteria.

Parameter Field Condition Value
Event #> is one of> (Event Title) or (Event Title) or (Event Title)>

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Box Office Statistics

Following are the box office statistics reports:

Tickets Printed More Than Once

The Tickets Printed More Than Once can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report contains a listing of tickets that have been printed multiple times.

Departments Who Benefit From This Report

Box Office Use this report to look for problems with ticket printers and also as a means of inventory control.

Criteria Hints

It is recommended that this report be run using only one date or range of dates as the criteria.

Parameter Field Condition Value
Ticket Date-Printed = (Date)

Ticket Purchase Times

The Ticket Purchase Times report is found under the Box Office Statistics category. It provides an hourly breakdown of when tickets are purchased on a daily basis. This report also has additional Time Parameter and Sort & Subtotals. Click here for more information about the Time Paramaeters Tab. Click here for more information about the Sort & Sub total Tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purposeof the Report

This report generates an hourly breakdown of when tickets are purchased throughout a specified time parameter.

Departments Who Benefit From This Report

Box Office Use this report to verify when the largest number of tickets are sold.

Criteria Hints

It is recommended that this report be run using only one date as the criteria.

Parameter Field Condition Value
Hour Start = (Time)
Hour Stop = (Time)

Ticket Sales - by Employee

The Ticket Sales - by Employee can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of the ticket sales by each employee for a specific date.

Departments Who Benefit From This Report

Box Office Use this report to verify sales that have been done during the day.

Criteria Hints

It is recommended that this report be run using only one date or range of dates as the criteria.

Parameter Field Condition Value
Order Date = (Date)

Ticket Sales - by Employee by Price Code

The Ticket Sales - by Employee by Price Code can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of the ticket sales by price code for each employee for a specific date.

Departments Who Benefit From This Report

Box Office Use this report to verify sales that have been done during the day.

Criteria Hints

It is recommended that this report be run using only one date or range of dates as the criteria.

Parameter Field Condition Value
Order Date = (Date)

Ticket Sales - by Employee by Promotion

The Ticket Sales - by Employee by Promotion can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of the ticket sales by promotion for each employee for a specific date.

Departments Who Benefit From This Report

Box Office Use this report to verify sales that have been done during the day.

Criteria Hints

It is recommended that this report be run using only one date or range of dates as the criteria.

Parameter Field Condition Value
Order Date = (Date)

Ticket Sales - by Order Solicitor - Detail

The Ticket Sales - by Order Solicitor - Detail can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of the orders for each employee.

Departments Who Benefit From This Report

Box Office Use this report to verify orders that have been done by an employee.

Criteria Hints

It is recommended that this report be run using only one date or range of dates, and/or one employee as the criteria.

Parameter Field Condition Value
Order Date = (Date)
Employee # is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Ticket Sales - by Order Solicitor - Summary

The Ticket Sales - by Order Solicitor - Summary can be found under the Box Office Statistics category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary listing of the orders for each employee.

Departments Who Benefit From This Report

Box Office Use this report to verify orders that have been done by an employee.

Criteria Hints

It is recommended that this report be run using only one date or range of dates, and/or one employee as the criteria.

Parameter Field Condition Value
Order Date = (Date)
Employee # is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Calendar and Facility Management

These are the patron notes and contact history reports.

Calendar of Events - Daily View

The Calendar of Events - Daily View can be found as part of the calendar and facility management category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the "Calendar of Events - Daily View" to display the travelling troupe/touring sales on a daily basis. Since this report also displays timing, accomodation and contact information, it may be useful for the tour manager or stage manager.

Departments Who Benefit From This Report

Box Office
House Management
Marketing
Stage Management

Criteria Hints

It is recommended that this report be run using touring events that are for the future.

Parameter Field Condition Value
Performance Date >= [today's date]

Contact Audit Listing

The Contact Audit Listing report can be found under the Patron Notes and Contact History category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all notes that have been added to a patron record under the Letter tab.

Departments Who Benefit From This Report

Box Office
Use this report to view and verify notes that have been added to a patron's record.

Criteria Hints

It is recommended that this report be run with a single patron or range of patrons as the criteria.

Parameter Field
Condition
Value
Patron Name-Last
between
(Last Name) and (Last Name)

Contact Detail for a Patron - 1 Per Page

The Contact Detail for a Patron - 1 Per Page report can be found under the Patron Notes and Contact History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of each patron with notes and contact information.

Departments Who Benefit From This Report

Box Office
Use this report as a checklist for following up on patron notes.

Criteria Hints

It is recommended that this report be run with a single patron or range of patrons as the criteria.

Parameter Field
Condition
Value
Patron Name-Last
between
(Last Name) and (Last Name)

Contact Detail for a Patron - Condensed

The Contact Detail for a Patron - Condensed report can be found under the Patron Notes and Contact History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with notes and contact information.

Departments Who Benefit From This Report

Box Office
Use this report as a checklist for following up on patron notes.

Criteria Hints

It is recommended that this report be run with a single patron or range of patrons as the criteria.

Parameter Field
Condition
Value
Patron Name-Last
between
(Last Name) and (Last Name)

Daily Action Items by Employee

The Contact Detail for a Patron - Condensed report can be found under the Patron Notes and Contact History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with notes and contact information.

Departments Who Benefit From This Report

Box Office
Use this report as a checklist for following up on patron notes.

Criteria Hints

It is recommended that this report be run with a single patron or range of patrons as the criteria.

Parameter Field
Condition
Value
Patron Name-Last
between
(Last Name) and (Last Name)

Traveling Troupe Itinerary-List Format

The Traveling Troupe Itinerary can be found under the Calendar and Facility Management category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report contains an itinerary of a Traveling Troupe performance as it entered into Theatre Manager. Information in regards to call times, travel times, and performance are all listed.

Departments Who Benefit From This Report

Box Office Use this report to view and verify a copy of the itinerary for a Traveling Troupe performance.
Education Use this report to view and verify a copy of the itinerary for a Traveling Troupe performance.
Stage Management Use this report to view and verify a copy of the itinerary for a Traveling Troupe performance.

Criteria Hints

It is recommended that this report be run using only one performance as the criteria.

Parameter Field Condition Value
Event # is one of (Event Title)
Performance Date = (Date)
Performance Time = (Time)

Course Reports

Reports under the 'Course Reports' category are more specific to items sold as 'courses' through the ticket module. They are generally intended to assist with the education component of an Arts or Entertainment organization.

Course Attendance Sheet

The Course Attendance Sheets can be found under the Course Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Course Attendance Sheet ti generate a sheet to be used for attendance.

Purpose of the Report

You use the Course Attendance Sheet ti generate a sheet to be used for attendance. As attendance is entered into theatre amanger, the results can be printed using this report.

Departments Who Benefit From This Report

Instructors To print the donations in order of Fiscal Year

Use this report to track attendance.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Preformance = Desired Class
Donation Date is Date Entered

Course Report Card Summary

More Information to come

Course Roster

The purpose of the Course Roster report is display who is attending the class. It also lists any relationships for the attendee so you can see things like parent contacts, emergency contacts etc.

The Course Roster report can be found under the Course Reports category. Below the image are detailed notes to help you in using the report.



Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Course Roster report to print a list of of patrons who are attending a class or course, along with their relationships to other patrons such as a parent or teacher.

Departments Who Benefit From This Report

Education Managing the Course Roster and Emergency Contacts
Marketing Cross selling other classes and courses to the parents
Box Office To provide a list of who is in the building to fire personnel

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Event # is one of Desired Class or Course
Performance Series Code contains Day of the week for the class (if appropriate)

Course Report Cards

Course Report Cards is found under the category Course Reports.

Being able to create, assign, and print report cards is part of the Courses module. Before report cards can be used, you need to set up the following in the Setup >> System Tables >>code tables:

  • Report Card Templates, click here for more information,
  • Course levels, to assign different levels or grades of classes, click here for more information,
  • Report Card Categories for different areas to assess students, click here for more information,
  • Report Card Ratings, to describe your system of assessment, click here for more information.

Donation Reports & Receipts

There are a number of donation reports, some of which are described below.

Audit List Receipts

The Audit List - Receipts can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Audit List Receipts to print a list of receipts and the Donor who received them.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development To print the donations in order of Fiscal Year

Use this report to see donation receipts that have been printed and ones waiting to be printed.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Audit Trail - Donor & Pledge Daily Audit

The Audit Trail - Donor & Pledge Daily Audit can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Audit Trail - Donor Pledge & Daily Audit to tally data within a given time period (usually daily) based on the donations and payments recveived within a specified time frame. It is best run after the end of day wizard has been finished, because this is when all the sales postings have been finalized for the prior day and all payments have been deposited. This report can be run for a date range that is more than one day, for part of a day, or a time period that crosses two days.

Departments Who Benefit From This Report

Development To print a list of donations and pledges received and evaluate the need to respond in a particular way to the donor<.p>

Use this report as a means of keeping an audit trail of donation transactions.

Accounting Use this report as supporting information for bookkeeping or auditors.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Audit Trail - Donor & Receipt Summary - Patron

The Audit Trail - Donor & Receipt Summary - Patron can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to tally data within a given time period (usually daily) based on the donations and payments recveived within a specified time frame. It is best run after the end of day wizard has been finished, because this is when all the sales postings have been finalized for the prior day and all payments have been deposited. This report can be run for a date range that is more than one day, for part of a day, or a time period that crosses two days.

Departments Who Benefit From This Report

Development To print the donations in order of fiscal year. A complete summary is printed, even notes and comments

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Audit Trail - Donor & Receipt Summary Campaign

The Audit Trail - Donor & Receipt Summary Campaign can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Audit Trail - Donor & Receipt Summary Campaign to tally data within a given time period (usually daily) based on the donations and payments received within a specified time frame. It is best run after the end of day wizard has been finished, because this is when all the sales postings have been finalized for the prior day and all payments have been deposited. This report can be run for a date range that is more than one day, for part of a day, or a time period that crosses two days. This report gives you a quick summary of donation campaigns over time

Departments Who Benefit From This Report

Development To evaluate the fluctuations in a campaign
General Manager Use this report as a quick summary of donation campaigns over a time period.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Campaign List

The Campaign List can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Campaign List to print a list of Donation Campaigns.

Departments Who Benefit From This Report

Development Provides a list of Donation Campaigns and can use this report to verify donation campaigns are set up correctly.
Accounting Use this report to verify that donation campaigns and G/L accounts are setup properly.
General manager Use this report to verify that donation campaigns and G/L accounts are setup properly.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Charitable Receipts for Donor (Annual)

The Charitable Receipts for Donor (Annual) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the The Charitable Receipts for Donor (Annual) to print annual donation receipt summaries.

Departments Who Benefit From This Report

Development Print Donation receipts on a preprinted form according to the preferences on each donation.

Criteria Hints

It is recommended that this report be run using:.

Parameter Field Condition Value
Next Receipt # # #
Campaign Specific All
Last Name Between And

Charitable Receipts for Donor

The Charitable Receipts for Donor can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Click here for a Charitable Receipts example.

Purpose of the Report

You use the Charitable Receipts for Donor to print Donation receipts on a preprinted form according to the preferences on each donation. Theatre Manager prints previously unprinted receipts and updates them with the next receipt number. Receipts only print if payment is received, the print option requires one and the campaign allows it.

Departments Who Benefit From This Report

Development Print Donation receipts on a preprinted form according to the preferences on each donation.

Criteria Hints

It is recommended that this report be run using:.

Parameter Field Condition Value
Next Receipt # # #
Campaign Specific All
Last Name Between And

Donation Cash Flow

The Donation Cash Flow can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donation Cash Flow to print a a chart for the amount of time elapsed between donation date to payment date.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Campaign payment types through the weeks of the campaign

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Donor & Pledge Summary with Payments

The Donor & Pledge Summary with Payments can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor & Pledge Summary with Payments to print a list of of patrons with a donation summary and the payments. This can manage donation receivables.

Departments Who Benefit From This Report

Development Managing donation receivables

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Donor Behind in Their Pledge Payments

The Donor Behind in Their Pledge Payments report can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Prints a listing of patrons behind in their donation payments and how far behind they are.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year = Desired Year
Donation Date is Date Entered
Campaign # is one of desired campaign

Donor Detail - Campaign & Year (Fiscal)

The Donor Detail - Campaign & Year (Fiscal) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report for a detailed listing of pledges to a campaign and patrons who gave. The patron's contact information and next contact date are also included.

Criteria Hints

It is recommended that this report be run using:

Parameter Field Condition Value
Donation Year - Fiscal = Desired Year
Donation Date is Date Entered
Campaign Seq # is one of desired campaign

Donor Detail - Campaign & Year (Program)

The Donor Detail - Campaign & Year (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to
Marketing Use this report to

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Donation Year - Program = (Program Year)

Donor Detail - Donor & Pledge

The Donor Detail - Donor & Pledge can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Donor & Pledge to print a list a complete summary of the donation history for each patron including notes and comments. This report is sorted by donor.

Departments Who Benefit From This Report

Development Use this report to lookup a patron's donation history.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor Detail - Giving Level

The Donor Detail - Giving Level can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Developemnt Use this report to lookup all pledge from patrons by giving level.

Criteria Hints

It is recommended that this report be run using .

Parameter Field Condition Value
Giving Level Matrix is one of (Giving Level Matrix)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Detail - Pledge History with Custom Fields (Fiscal)

The Donor Detail - Pledge History with Custom Fields (Fiscal) report can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, including notes, comments and soft pledges.

Departments Who Benefit From This Report

Development Use this report to look at a patron's pledge history including custom donation field information.

Criteria Hints

It is recommended that this report be run using .

Parameter Field Condition Value
Patron Name Last between (Last Name) and (Last Name)

Donor Detail - Pledge History with Custom Fields (Program)

The Donor Detail - Pledge History with Custom Fields (Fiscal) report can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Accounting
House Management
Marketing

Criteria Hints

It is recommended that this report be run using .

Parameter Field Condition Value

Donor Detail - Receipt

The Donor Detail - Receipt can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. This report creates a detailed listing of all donations by a patron and associated receipt information.

Departments Who Benefit From This Report

Development Use this report to check a patron's donation and receipt history.

Criteria Hints

It is recommended that this report be run using .

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor Detail - Year (Fiscal)

The Donor Detail - Year (Fiscal) report can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to see all donations based on a fiscal year.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Donation Year - Fiscal = (Fiscal Year)

Donor Detail - Year (Program)

The Donor Detail - Year (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to see all donations based on a program year.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Donation Year - Program = (Program Year)

Donor Giving Trend by Year (Fiscal)

The Donor Giving Trend by Year (Fiscal) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Giving Trend by Year (Fiscal) to print an annual fiscal year donation total across the page for each patron. This indicates the giving trends for a donor.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to look for trends in donor giving each fiscal year and assist with projecting future donations.
General Manager Use this report to look for trends in donor giving each fiscal year and assist with projecting future donations.

Criteria Hints

It is recommended that this report be run without criteria or using a group of patrons for larger databases as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor Giving Trend by Year (Program)

The Donor Giving Trend by Year (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Giving Trend by Year (Program) to print an annual program Donation total across thepage for each patron. This indicates the giving trends for a donor.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to look for trends in donor giving each program year and assist with projecting future donations.
General Manager Use this report to look for trends in donor giving each program year and assist with projecting future donations.

Criteria Hints

It is recommended that this report be run without criteria or using a group of patrons for larger databases as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor History - Combined Giving Listing

The Donor History - Combined Giving Listing can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor History - Combined Giving Listing to pint a list of receipts and the Donor who recieved them.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the number of gifts and pledges, the actual amount, the average gift and the giving level for the selected range of donors.

Departments Who Benefit From This Report

Development Use this report to create a program insert of patrons by giving level.
Marketing Use this report to create a program insert of patrons by giving level.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Donation Year - Program = (Program Year)

Donor Program Insert - Giving Level

The Donor Program Insert - Giving Level can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Program Insert - Giving Level to view donor summary was previously created by previously running either one of the program listing by giving level reports. It prints by corporate/individual flag and giving level.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report to create a program insert of patrons by giving level.
Marketing Use this report to create a program insert of patrons by giving level.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Donation Year - Program = (Program Year)

Donor Program Insert - Giving Level with $$$

The Donor Program Insert - Giving Level with $$$ can be found under the Donation Reports & Receipts category. The criteria selections for this report contain additional options. Click here for more information on the Insert Summary tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report.

Purpose of the Report

This report creates a listing of patrons in each giving level of a matrix that can be used as a front of house program insert. It also includes the dollar totals for the patron.

Departments Who Benefit From This Report

Development Use this report to look for trends in donor giving each fiscal year and assist with projecting future donations.
General Manager Use this report to look for trends in donor giving each fiscal year and assist with projecting future donations.
Marketing Used to prepare the Playbill insert for Donor recognition.

Criteria Hints

It is recommended that this report be run without criteria or using a specific campaign or date range.

Parameter Field Condition Value
Campaign # is one of Choose your Campaign
Donation Date is between Choose your Dates

Donor Summary - Campaign & Giving Level (Program)

The Donor Summary - Campaign & Giving Level (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Campaign & Giving Level (Program) to summarize the total donations amd print totals by program year, campaign and giving level..

Departments Who Benefit From This Report

Development Use this report to evaluate the donation campaigns over the course of a number of program years.

Criteria Hints

It is recommended that this report be run either without criteria or for a specific campaign as the criteria.

Parameter Field Condition Value
Campaign Seq # is one of (Campaign)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Summary - Campaign & Year (Fiscal)

The Donor Summary - Campaign & Year (Fiscal) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Campaign & Year (Fiscal) to print a list of receipts and the Donor who received them.

Purpose of the Report

This report creates a summary of each campaign by fiscal year.

Departments Who Benefit From This Report

Development Use this report to evaluate donation campaigns over the course of a number of fiscal years.

Criteria Hints

It is recommended that this report be run either without criteria or for a specific campaign as the criteria.

Parameter Field Condition Value
Campaign Seq # is one of (Campaign)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Summary - Campaign & Year (Program)

The Donor Summary - Campaign & Year (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Campaign & Year (Program) to summarize the total donations and print the totals by program year and donation campaign.

Departments Who Benefit From This Report

Development Use this report to evaluate donation campaigns over the course of a number of program years.

Criteria Hints

It is recommended that this report be run for the program year as the criteria.

Parameter Field Condition Value
Campaign Seq # is one of (Campaign)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Summary - Donor (Fiscal)

The Donor Summary - Donor (Fiscal) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Donor (Fiscal) to print a list of receipts and the Donor who received them.

Purpose of the Report

This report creates a listing of each patron's donor history by fiscal year.

Departments Who Benefit From This Report

Development Use this report to look at patron's donation history by fiscal year.
General Manager Use this report to look at patron's donation history by fiscal year and ticket buying.

Criteria Hints

It is recommended that this report be run either without criteria or for a group of patrons for larger databases as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor Summary - Donor (Program)

The Donor Summary - Donor (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Donor (Program) to print a quick synpsis of the Donations for each patron who has given. Phone numbers and addresses are printed, making this useful for telemarketing.

Purpose of the Report

This report creates a listing of each patron's donor history by fiscal year.

Departments Who Benefit From This Report

Development Use this report to look at patron's donation history by fiscal year.
General Manager Use this report to look at patron's donation history by fiscal year and ticket buying.

Criteria Hints

It is recommended that this report be run either without criteria or for a group of patrons for larger databases as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Donor Summary - Giving Level & Year (Fiscal)

The Donor Summary - Giving Level & Year (Fiscal) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Giving Level & Year (Fiscal) to summarize the total donations and print the totals by fiscal year and giving level.

Departments Who Benefit From This Report

Development Use this report to see a summary of giving levels for each program year of a campaign.

Criteria Hints

It is recommended that this report be run either without criteria or for specific campaign as the criteria.

Parameter Field Condition Value
Campaign Seq # is one of (Campaign)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Summary - Giving Level & Year (Program)

The Donor Summary - Giving Level & Year (Program) can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary - Giving Level & Year (Program) to summarize the total donations and print the totals by program year and giving level.

Departments Who Benefit From This Report

Development Use this report to see a summary of giving levels for each program year of a campaign.

Criteria Hints

It is recommended that this report be run either without criteria or for specific campaign as the criteria.

Parameter Field Condition Value
Campaign Seq # is one of (Campaign)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Donor Summary

The Donor Summary can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor Summary to print a quick synopsis of the donations for each Patron who has given.

Purpose of the Report

You use the Donor Detail - Year (Program) to print the donations in order of fiscal year. A complete summary is printed, even notes and comments.

Departments Who Benefit From This Report

Development Use this report as a quick listing of all patrons that have given to your organization.

Criteria Hints

It is recommended that this report be run with the fiscal year as the criteria.

Parameter Field Condition Value
Donation Year - Fiscal = (Fiscal Year)

Donor and Activity Listing

The Donor and Activity Listing can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor and Activity Listing for a listing of activities for a given donor.

Departments Who Benefit From This Report

Development Print Donation receipts on a preprinted form according to the preferences on each donation.

Criteria Hints

It is recommended that this report be run using:.

Parameter Field Condition Value
Next Receipt # # #
Campaign Specific All
Last Name Between And

Donor with Balance Due

The Donor with Balance Due can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Donor with Balance Due to print a list of Patrons with a donation summary that have an outstanding balance due. This is used to manage all donation receiveables, including incomplete pledges (whether on schedule or not).

Departments Who Benefit From This Report

Development Use this report to check on donations that have not been paid yet.

Criteria Hints

It is recommended that this report be run either without criteria.

Giving Level Matrix

The Giving Level Matrix can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Giving Level Matrix to print giving level matricies.

Departments Who Benefit From This Report

Development Use this report to verify that all Giving Level matrices have been created properly.

Criteria Hints

It is recommended that this report be run either without criteria or for a specific Giving Level matrix.

Parameter Field Condition Value
Giving Level Matrix is one of (Giving Level Matrix)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Solicitor Summary

The Solicitor Summary can be found under the Donation Reports & Receipts category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Solicitor Summary to print a list of receipts and the Donor who received them.

Purpose of the Report

This report creates a summary of each solicitor's pledges and donations that have been received.

Departments Who Benefit From This Report

Development Use this report to see how much money has been received for pledges and donations from each solicitor.
General Manager Use this report to see how much money has been received for pledges and donations from each solicitor.

Criteria Hints

It is recommended that this report be run either without criteria or for a specific solicitor.

Parameter Field Condition Value
Employee # is one of (Employee)

Use the SHIFT key to select a series of campaigns, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual campaigns.

Exporting, Labels & Record Counts

Following is a list of Form Letter Reports

Export Data

The Export Data function can be found under the Form Letters, Labels, Exporting Record Counts category and it is also be found under File >> Import/Export >> Export Data. This function is used for exporting data from Theatre Manager into:

  • Tab Delimited (txt)
  • Comma Delimited (csv)
  • Excel 97-2004 Workbook (.xls)
  • Excel 2008 and higher (.xlsx)
  1. Open the Reports window by clicking on the Reports button.

    Click here for more information on the Reports window.

  2. Click on the Form Letters, Labels, Exporting & Record Counts category on the left hand side, then double click on the Export Data category on the right hand side.

    The Export Data window opens.

  3. Use the drop down menu to select a set of parent files to use.

    Remember, in Theatre Manager, data is contained in different areas. Make sure the information being exported does not cross two different sets of parent files.

  4. Click the Next button.

    This will open the Parameters window with default criteria in the Search tab.

    Click here for more information on the Parameters window.

  5. Make adjustments to the criteria as needed.

    Click here for more information on adding criteria.

    To change the Marketing Flag options, adjust the boxes under Exclude Records.

  6. Click the Next button.

    The Sort tab will now display on the Parameters window.

  7. Select the fields to sort by.

    Click here for more information on the Sort tab.

  8. Click the Next button.

    The Export tab will now display on the Parameters window.

    Click here for more information on the Export tab.

  9. Select the fields to be used in the data export.

    Double click on the field name to move it to the Selected Export Fields box.

  10. Click the Done button.

    This will open the Save dialog for the user's operating system.

  11. Set a file name for the data export, adjust the save location, and click the Save button.

    The file will now be created in the location specified and a confirmation message will appear.

You can download a Screencast of Exporting Data by clicking on the icon.

Flash Video

MP4 Video

Mailing Labels

The Mailing Labels function is found under the Form Letters, Labels, Exporting & Record Counts category. This function is used for creating mailing labels for patrons in the database.

To print address labels while printing letters, click here.

  1. Open the Reports window by clicking on the Reports button.

    Click here for more information on the Reports window.

  2. Click the category Form Letters, Labels, Exporting & Record Counts, on the left side, and then double click on the Mailing Labels category on the right hand side.

    The Mail List window opens.

  3. Use the drop down menu to select a set of parent files for your desired labels.

    In this example, Patrons Data has been selected as the parent file. Remember, in Theatre Manager, data is contained in different areas so make sure the information being exported does not cross two different sets of parent files.

  4. Click the Next button.

    The Parameters window opens.

    Click here for more information on the Parameters window.

  5. Make adjustments to the criteria as needed.

    Click here for more information on adding criteria.

    To change the Marketing Flag options, simply adjust the boxes under Exclude Records.

  6. Click the Done button.

    The Patron Address Labels window will open.

    Click here for more information on the Patron Address Labels window.

  7. Make adjustments to the labels as necessary.
  8. Click the Print button.

    The print dialog for the user's operating system will open.

  9. When printing is completed, the window will close.

Record Count

You use the Record Count to create a demographic profile of your data. This can be used with census information to understand market relationships or to determine the cost of postage in advance of a mailout.

To Create a Record Count, You perform the following steps:
  1. Open the Reports window by clicking on the Reports button.

    Click here for more information on the Reports window.

  2. Click on the Form Letters, Labels, Exporting & Record Counts category on the left hand side, then double click on the Record Count report on the right hand side.
  3. Click the Print button.
  4. The Count of Records window opens.

  5. Use the drop down menu to select a set of parent files to use.

    Remember, in Theatre Manager, data is contained in different areas. Make sure the information being counted does not cross two different sets of parent files.

  6. Click the Next button.

    The Parameters window opens to the Search tab.

    Click here for more information on the Parameters window.

  7. Add any Criteria as needed.

    Click here for more information on adding criteria.

    To change the Marketing Flag options, adjust the boxes under Exclude Records.

  8. Click the Next button.

    The Sort tab will now display on the Parameters window.

  9. Select the fields to sort by.

    To enable the Distance Tab, add the Distance or Household Primary Distance fields from the Patron Address Category.

    Click here for more information on the Sort tab.

  10. Click the Next button.

    The Distance tab opens. This tab is used in conjunction with sort and sub-total to control how the Distance and household pprimary distance fields are displayed.

  11. Make the appropriate changes and click the Next button.

    The Display Fields tab displays in the Parameters window.

    The Display Fields tab has the option to change the Available Display Fields.

  12. Select the fields to be used in the data export.

    Double click on the field name to move it to the Selected Export Fields box.

  13. Click the Next button.

    The Titles and Formatting tab opens. Click here for more information on the titles and Formatting tab.

  14. Click the Done button.

    Click here for more information on the Finished Report Window..

G/L Reports

Following is a listing of the general ledger reports.

The /GL Entry Reports can only be exported once a day. The entry report is flagged as being exported when it is done via the EOD wizard so no one exports it twice by mistake.

Balance Sheet Detail - 5 Year Comparison

The Balance Sheet Detail - 5 Year Comparison report can be found under the G/L Reports category. Below the image are detailed notes to help you in using the report.

p>Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary listing of all G/L account totals for the past five years by year. There is also a summary of all years beyond the past five years.

Departments Who Benefit From This Report

Accounting Use this report as a quick comparison of totals by G/L account for the past five years.
General Manager Use this report as a quick comparison of totals by G/L account for the past five years.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accounts as the criteria.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Balance Sheet Detail - Monthly for Current Year

The Balance Sheet Detail - Monthly for Current Year report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing by month of the G/L account balances for the current fiscal year.

Departments Who Benefit From This Report

Accounting Use this report to see how G/L accounts were affected over the course of the fiscal year.
General Manager Use this report to see how G/L accounts were affected over the course of the fiscal year.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accountsas the criteria.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Balance Sheet Detail - Monthly for Prior Year

The Balance Sheet Detail - Monthly for Current Year report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing by month of the G/L account balances for the prior fiscal year.

Departments Who Benefit From This Report

Accounting Use this report to see how G/L accounts were affected over the course of the prior fiscal year.
General Manager Use this report to see how G/L accounts were affected over the course of the prior fiscal year.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accountsas the criteria.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Financial Statements - Balance Sheet

The Financial Statements - Balance Sheet report can be found under the G/L Reports category. This report has additional criteria than most reports. Click here for more information on the Set Day As 'Today' tab. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a comparison of G/L accounts from the current fiscal year to the previous fiscal year based on the date set.

Departments Who Benefit From This Report

Accounting Use this report to compare that status of G/L accounts with the prior fiscal year.
General Manager Use this report to compare that status of G/L accounts with the prior fiscal year.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accountsas the criteria. Also, remember to adjust the Set Date As 'Today' tab based on the end date for the report.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Financial Statements - Profit/Loss

The Financial Statements - Profit/Loss report can be found under the G/L Reports category. This report has additional criteria than most reports. Click here for more information on the Set Day As 'Today' tab. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a comparison of income and expense accounts between the current fiscal year and the prior fiscal year to determine profit and loss.

Departments Who Benefit From This Report

Accounting Use this report to see the difference in a G/L account between the current fiscal year and the prior fiscal year.
General Manager Use this report to see the difference in a G/L account between the current fiscal year and the prior fiscal year.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accountsas the criteria. Also, remember to adjust the Set Date As 'Today' tab based on the end date for the report.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

G/L Budget

We apologize for the inconvenience, but this feature will be coming in a later version.

G/L Budgets vs Actual

We apologize for the inconvenience, but this feature will be coming in a later version.

G/L Chart of Accounts

The G/L Chart of Accounts report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of all G/L Accounts setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to verify that all G/L accounts have been setup properly and as a handy reference listing.
Accounting Use this report to verify that all G/L accounts have been setup properly and as a handy reference listing.
General Manager Use this report to verify that all G/L accounts have been setup properly and as a handy reference listing.

Criteria Hints

It is recommended that this report be run using no parameters or for a range of G/L accountsas the criteria.

Parameter Field Condition Value
Account # is one of (G/L Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

G/L Journal Entry Detail - By Account

The G/L Journal Entry Detail - By Account report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all journal entries for an account.

Departments Who Benefit From This Report

Box Office Use this report to review transactions that have occurred in the general ledger.
Accounting Use this report to review transactions that have occurred in the general ledger.

Criteria Hints

It is recommended that this report be run using a single G/L account or date range as the criteria.

Parameter Field Condition Value
Account # is one of (Account)
G/L Header Date - Posted between (Date) and (Date)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

G/L Journal Entry Detail - By Posting

The G/L Journal Entry Detail - By Posting report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all journal entries that occurred arranged by posting.

Departments Who Benefit From This Report

Box Office Use this report to review journal postings that occurred.
Accounting Use this report to review journal postings that occurred.

Criteria Hints

It is recommended that this report be run using a date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

G/L Journal Entry Listing

The G/L Journal Entry Listing report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summarized listing of all general ledger postings.

Departments Who Benefit From This Report

Box Office Use this report as a quick summary of journal postings or to locate a specific posting.
Accounting Use this report as a quick summary of journal postings or to locate a specific posting.

Criteria Hints

It is recommended that this report be run using a date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

G/L Journal Entry Summary - By Account & Memo Description

The G/L Journal Entry Summary - By Account & Memo report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summarized listing of all general ledger accounts that have a balance and includes the memos from the postings.

Departments Who Benefit From This Report

Box Office Use this report as a quick summary to see general ledger accounts that have a balance and see the memos attached to the postings.
Accounting Use this report as a quick summary to see general ledger accounts that have a balance and see the memos attached to the postings.

Criteria Hints

It is recommended that this report be run using a date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

G/L Journal Entry Summary - By Account

The G/L Journal Entry Summary - By Account report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summarized listing of all general ledger accounts that have a balance.

Departments Who Benefit From This Report

Box Office Use this report as a quick summary to see general ledger accounts that have a balance.
Accounting Use this report as a quick summary to see general ledger accounts that have a balance.

Criteria Hints

It is recommended that this report be run using a date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

G/L Journal Entry Summary - By Date/Time Posted

The G/L Journal Entry Summary - By Date/Time Posted report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summarized listing of all postings and the general ledger accounts affected.

Departments Who Benefit From This Report

Box Office Use this report to see a quick summary of how a posting affected the general ledger.
Accounting Use this report to see a quick summary of how a posting affected the general ledger.

Criteria Hints

It is recommended that this report be run using a date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

G/L Journal Entry Summary - By Play

The G/L Journal Entry Summary - By Event report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of each event that affected a general ledger account.

Departments Who Benefit From This Report

Box Office Use this report to see which events affected a general ledger account number.
Accounting Use this report to see which events affected a general ledger account number.

Criteria Hints

It is recommended that this report be run using a range of accounts or an event as the criteria.

Parameter Field Condition Value
Account # is one of (Account)
Event # is one of (Event)

Use the SHIFT key to select a series of accounts or events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts or events.

G/L Journal Entry Summary - By Play and Posting

p>The G/L Journal Entry Summary - By Play and Posting report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the "G/L Journal Entry Summary - By Play and Posting " to toal many journal entries and the accounts the funds are allocated to and summarize by Play, including a subtotal for journal number. This is useful for transfering lump sums to anonother acounting program.

Departments Who Benefit From This Report

Box Office Use this report to see which events affected a general ledger account number.
Accounting Use this report to see which events affected a general ledger account number.

Criteria Hints

It is recommended that this report be run using a range of accounts or an event as the criteria.

Parameter Field Condition Value
Account # is one of (Account)
Event # is one of (Event)

Use the SHIFT key to select a series of accounts or events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts or events.

G/L Journal Entry Summary - By Posting

The G/L Journal Entry Summary - By Posting report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of each posting that affected a general ledger account.

Departments Who Benefit From This Report

Box Office Use this report to see which postings affected a general ledger account number.
Accounting Use this report to see which postings affected a general ledger account number.

Criteria Hints

It is recommended that this report be run using a range of accounts or date range as the criteria.

Parameter Field Condition Value
Account # is one of (Account)
G/L Header Date - Posted between (Date) and (Date)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

G/L Play Revenue Allocated to Type of Ticket

The G/L Event Revenue by Type of Ticket report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a breakdown of ticket sales for each event.

Departments Who Benefit From This Report

Box Office Use this report to review how money was split for ticket sales for an event.
Accounting Use this report to review how money was split for ticket sales for an event.

Criteria Hints

It is recommended that this report be run using a fiscal year or event as the criteria.

Parameter Field Condition Value
Event Season Start between (Year) and (Year)
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

G/L Totals - 5 Year Comparison

The G/L Totals - 5 Year Comparison report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a comparison of each general ledger account against the previous five years.

Departments Who Benefit From This Report

Accounting Use this report to benchmark general ledger accounts against previous years.
General Manager Use this report to benchmark general ledger accounts against previous years.

Criteria Hints

It is recommended that this report be run without criteria or for an account range as the criteria.

Parameter Field Condition Value
Account # is one of (Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

G/L Trial Balance

The G/L Trial Balance report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a trial balance of the general ledger.

Departments Who Benefit From This Report

Accounting Use this report to run a trial balance of the general ledger to look for discrepancies.
General Manager Use this report to run a trial balance of the general ledger to look for discrepancies.

Criteria Hints

It is recommended that this report be run without criteria.

Job Cost - Play Journal Entry Detail

The Job Cost - Event Journal Entry Details report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report shows the costs associated with an event.

Departments Who Benefit From This Report

Box Office Use this report to evaluate the income and expense for an event.
Accounting Use this report to evaluate the income and expense for an event.
General Manager Use this report to evaluate the income and expense for an event.

Criteria Hints

It is recommended that this report be run for a season or for specific events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Profit/Loss Detail - 5 Year Comparison

The Profit/Loss - 5 Year Comparison report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a profit and loss listing comparison for the past five fiscal years.

Departments Who Benefit From This Report

Accounting Use this report as a quick summary comparison of the profit and loss for each account for the past five years.
General Manager Use this report as a quick summary comparison of the profit and loss for each account for the past five years.

Criteria Hints

It is recommended that this report be run without criteria.

Profit/Loss Detail - Monthly for Current Year

The Profit/Loss Detail - Monthly for Current Year report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing by month of the profit and loss for each general ledger account for the current fiscal year.

Departments Who Benefit From This Report

Accounting Use this report to review the profit and loss for each account on a monthly basis for the current fiscal year.
General Manager Use this report to review the profit and loss for each account on a monthly basis for the current fiscal year.

Criteria Hints

It is recommended that this report be run without criteria.

Profit/Loss Detail - Monthly for Prior Year

The Profit/Loss Detail - Monthly for Prior Year report can be found under the G/L Reports category. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing by month of the profit and loss for each general ledger account for the prior fiscal year.

Departments Who Benefit From This Report

Accounting Use this report to review the profit and loss for each account on a monthly basis for the prior fiscal year.
General Manager Use this report to review the profit and loss for each account on a monthly basis for the prior fiscal year.

Criteria Hints

It is recommended that this report be run without criteria.

Mail List Reports

Following is a listing of the mail list reports.

List of Mail Lists

The List of Mail Lists report can be found under the Mail List Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all Mail Lists currently setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify all Mail Lists in Theatre Manager.
Marketing Use this report to view and verify all Mail Lists in Theatre Manager.
Development Use this report to view and verify all Mail Lists in Theatre Manager.

Criteria Hints

It is recommended that this report be run without criteria.

Mail List Contact Report

The Mail List Contact report can be found under the Mail Lists Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons in a mail lists and their contact information.

Departments Who Benefit From This Report

Box Office Use this report to see all contact information for patrons in a mail list.
Marketing Use this report to see all contact information for patrons in a mail list.
Development Use this report to see all contact information for patrons in a mail list.

Criteria Hints

It is recommended that this report be run with a single or group of mail lists as the criteria.

Parameter Field Condition Value
Mail List # is one of (Mail List)

Use the SHIFT key to select a series of mail lists, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual mail lists.

Mail List Criteria

The Mail List Criteria report can be found under the Mail Lists Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all criteria used to generate a mail list.

Departments Who Benefit From This Report

Box Office Use this report as a quick overview of the criteria used in each mail list.
Marketing Use this report as a quick overview of the criteria used in each mail list.
Development Use this report as a quick overview of the criteria used in each mail list.

Criteria Hints

It is recommended that this report be run with a single or group of mail lists as the criteria.

Parameter Field Condition Value
Mail List # is one of (Mail List)

Use the SHIFT key to select a series of mail lists, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual mail lists.

Mail List Telemarketing Report

The Mail List Telemarketing report can be found under the Mail Lists Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing for each patron in a mail list that can be used for telemarketing purposes.

Departments Who Benefit From This Report

Box Office Use this report to give to your telemarketers prior to contacting a patron.
Marketing Use this report to give to your telemarketers prior to contacting a patron.
Development Use this report to give to your telemarketers prior to contacting a patron.

Criteria Hints

It is recommended that this report be run with a single or group of mail lists as the criteria.

Parameter Field Condition Value
Mail List # is one of (Mail List)

Use the SHIFT key to select a series of mail lists, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual mail lists.

Miscellaneous Reports

Following is a list of the Miscellaneous reports.

City Codes List

The City Codes List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all information contained in the City Table for Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in Code Tables.

Criteria Hints

It is recommended that this report be run with criteria, such as a City or a Range of Codes.

If you run this report without criteria, it will take an extremely long time to run.

Code Tables Data

The Code Tables Data report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all information contained in Code Tables for Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in Code Tables.

Criteria Hints

It is recommended that this report be run without criteria.

Commission Listing

The Commission Listing report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all commission listings setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in Commission Setup.

Criteria Hints

It is recommended that this report be run without criteria.

Default Data

The Default Data report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a copy of all information setup in Theatre Manager under Company (Outlet) Preferences.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in Company Preferences. This is also useful for sending to Arts Management Support if there are questions about the setup.

Criteria Hints

It is recommended that this report be run without criteria.

Employee Contact List

The Employee Contact List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all employee contact information from Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report as a printable contact list for the organization's staff.

Criteria Hints

It is recommended that this report be run without criteria.

Employee Data & Access Rights

The Employee Data & Access Rights report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report. You can change permissions using the Employee Access window.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detail for each employee setup in Theatre Manager. It includes their information along with their security settings.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the setup of an employee.

Criteria Hints

It is recommended that this report be run for a single employee or with a range of employees as the criteria.

Parameter Field Condition Value
Employee # is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Form Letter List

The Form Letters List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all Form Letters setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the Form Letters setup.

Criteria Hints

It is recommended that this report be run without criteria.

Plug-In List

The Plug-In List report can be found under the Miscellaneous Reports category. Below the image of the sort criteria are notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a list of the plu-ins your organization has purchased from Arts Management Ltd. and installed in Theatre Manager.

Criteria Hints

It is recommended that this report be run with no criteria selected.

Pricing Map Graphic List

The Theatre Map Graphic List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report allows you to view the graphic map you have created.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in the Theatre Pricing Maps.

Criteria Hints

It is recommended that this report be run without criteria.

Promotion Code List

The Promotion Code List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all promotion codes setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the Promotion Codes.

Criteria Hints

It is recommended that this report be run without criteria.

Promotion Price Worksheet

The Promotion Price Worksheet report can be found under the Membership Reports category. This report has additional criteria than most reports. Click here for more information on the Promotion Worksheet tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of how each promotion will affect each price code of a performance.

Departments Who Benefit From This Report

Box Office Use this report to review how promotions will affect the final ticket price of each price code for a performance.

Criteria Hints

It is highly recommended that this report be run for a single performance or event as the criteria.

Parameter Field Condition Value
Event # is one of (Event)
Performance Date = (Date)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Standard Comments List

The Standard Comments List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of Invoice Comments setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify all Invoice Comments setup.

Criteria Hints

It is recommended that this report be run without criteria.

Tax Rates List

The Tax Rates List report can be found under the G/L Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all tax rates currently in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to verify that all tax rates have been setup properly.
Accounting Use this report to verify that all tax rates have been setup properly.
General Manager Use this report to verify that all tax rates have been setup properly.

Criteria Hints

It is recommended that this report be run without criteria.

Theatre Map List

The Theatre Map List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report allows you to view the Pricing Maps you have created, if the seats have been named and the price codes used.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the information in the Theatre Pricing Maps.

Criteria Hints

It is recommended that this report be run without criteria.

Theatre Maps Seat List

The Theatre Maps Seat List report can be found under the Membership Reports category. Below Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates the seat codes and descriptions for each seat in the theatre.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the names seats file for a venue map. This is also useful for sending to Arts Management Support if there is a problem with the named seats for a venue.

Criteria Hints

It is recommended that this report be run with a single venue map as the criteria.

Parameter Field Condition Value
Venue Map # is one of (Venue Map)

Use the SHIFT key to select a series of maps, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual maps.

Ticket Face Detail

The Ticket Face Detail report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detail for each ticket face setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the ticket faces setup. This is also useful for sending to Arts Management Support if there are problems with a ticket face.

Criteria Hints

It is recommended that this report be run with a single venue map as the criteria.

Parameter Field Condition Value
Ticket Face Number = (Ticket Face)

Ticket Face List

The Ticket Face List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all ticket faces currently setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the ticket faces that are setup.

Criteria Hints

It is recommended that this report be run without criteria.

Workflow/Notification E-mail List

The Workflow/Notification E-mail List report can be found under the Miscellaneous Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all workflow notifications currently setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify all workflow notifications.

Criteria Hints

It is recommended that this report be run without criteria.

Order and Payments

OrderPayments

Bank Deposit - Totals

The Bank Deposit - Totals report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of current and past bank deposits.

Departments Who Benefit From This Report

Box Office Use this report to see a summary of the deposits for the bank that are outstanding or in the past.
Accounting Use this report to see a summary of the deposits for the bank that are outstanding or in the past.

Criteria Hints

It is recommended that this report be run with for a single date or with a range of dates as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Bank Deposit Check Listing

The Bank Deposit Check Listing report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of past bank deposits and the checks that were part of the deposit.

Departments Who Benefit From This Report

Box Office Use this report to review deposits that have previously been taken to the bank.
Accounting Use this report to review deposits that have previously been taken to the bank.

Criteria Hints

It is recommended that this report be run with for a single date or with a range of dates as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Cash Flow - Post Dated Payment Analysis

The Cash Flow - Post Dated Payment Analysis report can be found under the Order and Payments category. This reports has additional criteria than other reports. Click here for more information on the Subtotal Options tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of cash flow into the organization, including future cash flow based on post dated payments.

Departments Who Benefit From This Report

Box Office Use this report to review past and future cash flow for the organization.
Accounting Use this report to review past and future cash flow for the organization.

Criteria Hints

It is recommended that this report be run without criteria.

Check Request

The Check Request report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

p>Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of refunds owed to a patron that are to be disbursed by check.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all refunds owed to a patron that need a check issued.
Accounting Use this report to see a listing of all refunds owed to a patron that need a check issued.

Criteria Hints

It is recommended that this report be run without criteria.

Credit Card Verification Responses

The Credit Card Verification Responses report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the responses received during payment verification.

Departments Who Benefit From This Report

Box Office Use this report to review the responses received during payment verification to look for any problems.

Criteria Hints

It is recommended that this report be run with for a range of dates and with a payment method as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)
Payment Method is one of (Payment Method)

Use the SHIFT key to select a series of payment methods, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual payment methods.

Daily Change in A/R

The Daily Change in A/R report can be found under the Order and Payments category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of the changes that occurred in Accounts Receivable.

Departments Who Benefit From This Report

Box Office Use this report to see a summary of the changes to the A/R account.
Accounting Use this report to see a summary of the changes to the A/R account.

Criteria Hints

It is recommended that this report be run with for a range of datesas the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Deposit Detail - by Employee

The Deposit Detail - by Employee report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of current and past deposits by employee.

Departments Who Benefit From This Report

Box Office Use this report for a detailed view of current and past deposits by employee.
Accounting Use this report for a detailed view of current and past deposits by employee.

Criteria Hints

It is recommended that this report be run with for a specific employee with a range of dates as the criteria.

Parameter Field Condition Value
Payment Received By is one of (Employee)
G/L Header Date - Posted between (Date) and (Date)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Deposit Detail

The Deposit Detail report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of current and past deposits.

Departments Who Benefit From This Report

Box Office Use this report for a detailed view of current and past deposits.
Accounting Use this report for a detailed view of current and past deposits.

Criteria Hints

It is recommended that this report be run with for a range of dates as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Deposit Summary - by Employee

The Deposit Summary - by Employee report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of the current and past deposits by employee in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view a summary of the current and past deposits by employee.
Accounting Use this report to view a summary of the current and past deposits by employee.

Criteria Hints

It is recommended that this report be run with a specificrange of dates as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Deposit Summary

The Deposit Summary report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of the current and past deposits in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view a summary of the current and past deposits.
Accounting Use this report to view a summary of the current and past deposits.

Criteria Hints

It is recommended that this report be run with a specificrange of dates as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Order Detail - by Date (Tickets Only)

The Order Detail - by Date (Tickets Only) report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of orders by date for tickets that have been purchased.

Departments Who Benefit From This Report

Box Office Use this report to review orders by date for ticket sales.

Criteria Hints

It is recommended that this report be run with a specificrange of dates as the criteria.

Parameter Field Condition Value
Order Date between (Date) and (Date)

Order Detail - by Employee, by Patron (Tickets Only)

The Order Detail - by Employee, by Patron (Tickets Only) report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of orders for each employee by patron for tickets sales.

Departments Who Benefit From This Report

Box Office Use this report to review orders by employee for ticket sales.

Criteria Hints

It is recommended that this report be run with a specificrange of dates and/or employee as the criteria.

Parameter Field Condition Value
Order Date between (Date) and (Date)
Employee # is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Order Detail - by Patron (Ticket, Pass/G.C., Donation, Fee & Payment)

The Order Detail - by Patron (Ticket, Membership, Donation, Fee & Payment) report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of each patron's orders and all the detail that is in it.

Departments Who Benefit From This Report

Box Office Use this report to review patron's orders.

Criteria Hints

  • It is recommended that this report be run with a specific range of patrons as the criteria.
  • If you are looking to see for a specific performance, or donation campaign, how people paid and what else was in the order, then build a mail list of 'people who bought for an event' or 'people who donated to..', then use that mail list as the criteria for this report.
Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)
Parameter Field Condition Value
Patron Belongs to mail list is one of Mail list of ticket buyers

Order Detail - by Patron (Tickets Only)

The Order Detail - by Patron (Tickets Only) report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of each patron's orders for tickets.

Departments Who Benefit From This Report

Box Office Use this report to review patron's orders for tickets.

Criteria Hints

It is recommended that this report be run with a specific range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Order Summary

The Order Summary report is found in the Order and Payments category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of each order attached to a patron.

Departments Who Benefit From This Report

Box Office Use this report to review the orders for a patron.

Criteria Hints

It is recommended that this report be run with a specific range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Payment Detail by Deposit

The Payment Detail by Deposit report can be found under the Order and Payments category. Below the image are detailed notes for helping you in using this report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of current and past payments as they are associated with a deposit.

Departments Who Benefit From This Report

Box Office Use this report to look at the payments associated with a deposit.

Criteria Hints

It is recommended that this report be run with a specific date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Payment Detail by Employee

The Payment Detail by Employee report can be found under the Order and Payments category. Below the image are detailed notes to help you use the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of current and past payments by the employee and date they were handled.

Departments Who Benefit From This Report

Box Office Use this report to look at the payments handled by an employee by date.

Criteria Hints

It is recommended that this report be run with a specific date range and employee as the criteria.

Parameter Field Condition Value
Employee # is one of (Employee)
G/L Header Date - Posted between (Date) and (Date)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Payment Detail by Patron

The Payment Detail by Patron report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all payments by a patron.

Departments Who Benefit From This Report

Box Office Use this report to look at payments that have been made by a patron.

Criteria Hints

It is recommended that this report be run with a specific date range and range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)
G/L Header Date - Posted between (Date) and (Date)
Post Dated Payments Please refer to the description of post dated payment report criteria to limit this report to only post dated payments

Payment Summary - Sales Transaction Allocation

The Payment Summary - Sales Transaction Allocation report can be found under the Order and Payments category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Payment Summary - Sales Transaction Allocation to allocate how much was paid by credit card, cash, checks, etc. based on transactions. This is best done on a dialy basis AFTER the End Of Day Wizard.

Departments Who Benefit From This Report

Accounting Use this report to see a total of all payments for a specific day.

Criteria Hints

It is recommended that this report be run with a specific date rangeas the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Payment Summary

The Payment Summary report can be found under the Order and Payments category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a quick listing of all payment totals for a date.

Departments Who Benefit From This Report

Box Office Use this report to see a total of all payments for a specific day.

Criteria Hints

It is recommended that this report be run with a specific date rangeas the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Receivables - As Of Specific Date

The Receivables - As Of Specific Date report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Receivables - As Of Specific Date to compute the A/R as of a specific date (e.g. Year End) by reading the transaction history and ignoring transactions after the specified date.

This report may be inaccurate if transactions are missing or dated incorrectly around the date in question.

Most venues delay creation of transactions for web purchases till the next EOD - so if the date in question is over a weekend and and EOD was not done daily, you may see some orders displayed which reflect the delay in posting.

Departments Who Benefit From This Report

Box Office Use this report to see which orders currently have outstanding balances and the aging of those balances.

Criteria Hints

It is recommended that this report be run with only the receivables date as criteria.

Receivables - Based on Order Balances by Play

The Receivables - Based on Order Balances by Play report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all orders that have outstanding balances by event.

Departments Who Benefit From This Report

Box Office Use this report to see outstanding order balances by each event along with contact information on the patron.

Criteria Hints

It is recommended that this report be run without criteria or for a specific event.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Receivables - Based on Patron Balances

The Receivables - Based on Patron Balances report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons that have an outstanding balance and the accumulated totals.

Departments Who Benefit From This Report

Box Office Use this report to see all patrons that have an outstanding balance and the accumulated total for the balance.

Criteria Hints

It is recommended that this report be run without criteria.

Receivables Based on Order Balances

The Receivables Based on Order Balances report can be found under the Order and Payments category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all orders that have outstanding balances.

Departments Who Benefit From This Report

Box Office Use this report to see which orders currently have outstanding balances and the aging of those balances.

Criteria Hints

It is recommended that this report be run without criteria.

Pass G.C. Reports

Following is a list and a description of the membership reports.
Member Cards A report used for printing a list of member cards and the patron they are attached to. Click here for more information on the Member Cards report.
Member Detail - Complete Information A detail report showing each member and associated information. Click here for more information on the Member Detail - Complete Information report.
Member Detail - Member A report showing a membership summary by patron. Click here for more information on the Member Detail - Member report.
Member Detail - Type A report showing a membership summary by membership type. Click here for more information on the Member Detail - Type report.
Member Detail - Type Remaining A report showing remaining memberships sorted by membership type. Click here for more information on the Member Detail - Type Remaining report.
Member Detail - Year A report showing memberships purchased by fiscal year. Click here for more information on the Member Detail - Year report.
Member Summary A report listing a summary of memberships by membership type and year. Click here for more information on the Member Summary report.
Member Summary - Remaining A report listing a summary of memberships by membership type and year and includes the remaining amounts for each membership type. Click here for more information on the Member Summary - Remaining report.
Member Type List A listing of all membership types setup in Theatre Manager. Click here for more information on the Member Type List report.

Pass/G.C. Cards

The Pass/G.C. report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report..

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Pass/G.C. Cards to print the card number and the name for each patron.

Departments Who Benefit From This Report

Box Office Use this report to see the card number for each patron.

Criteria Hints

It is recommended that this report be run with a single membership type or range of patrons as the criteria.

Parameter Field Condition Value
Member Type Seq # is one of (Membership)
Patron Name-Last between (Name) and (Name)

Use the SHIFT key to select a series of memberships, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual memberships.

Pass/G.C. Detail - Complete Information

The Pass/G.C. Detail - Complete Information report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing for each membership that has been purchased by a patron.

Departments Who Benefit From This Report

Box Office Use this report to see information about memberships and the patrons that have purchased them.

Criteria Hints

It is recommended that this report be run with a single membership type or range of patrons as the criteria.

Parameter Field Condition Value
Member Type Seq # is one of (Membership)
Patron Name-Last between (Name) and (Name)

Use the SHIFT key to select a series of memberships, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual memberships.

Pass/G.C. Detail - Pass/G.C.

The Pass/G.C. Detail - Pass/G.C. report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing for each patron that has purchased a membership.

Departments Who Benefit From This Report

Box Office Use this report to look up a patron and the memberships that have been purchased.

Criteria Hints

It is recommended that this report be run with a range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Name) and (Name)

Pass/G.C. Detail - Type

The Pass/G.C. Detail - Type report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of memberships purchased by type of membership.

Departments Who Benefit From This Report

Box Office Use this report to see how many patrons have purchased each membership.
General Manager Use this report to see how many patrons have purchased each membership.

Criteria Hints

It is recommended that this report be run for a specific fiscal year and/or with a specific group of memberships as the criteria.

Parameter Field Condition Value
Membership Fiscal Year = (Fiscal Year)
Member Type Seq # is one of (Membership)

Use the SHIFT key to select a series of memberships, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual memberships.

Pass/G.C. Detail - Type Remaining

The Pass/G.C. Detail - Type Remaining report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a detailed listing of memberships purchased by type of membership and the amount left on the membership.

Departments Who Benefit From This Report

Box Office Use this report to see how many patrons have purchased each membership and have remaining balances. This is useful if memberships need to be written off after a certain time frame.

Criteria Hints

It is recommended that this report be run for a specific fiscal year and/or with a specific group of memberships as the criteria.

Parameter Field Condition Value
Membership Fiscal Year = (Fiscal Year)
Member Type Seq # is one of (Membership)
Membership Remaining - $ Amount is greater than 0

Use the SHIFT key to select a series of memberships, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual memberships.

Pass/G.C. Detail - Year

The Pass/G.C. Detail - Year report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary listing of patrons with memberships by fiscal year.

Departments Who Benefit From This Report

Box Office Use this report as a quick view of the patrons who purchased membershipsduring a fiscal year.

Criteria Hints

It is recommended that this report be run for a specific fiscal yearas the criteria.

Parameter Field Condition Value
Membership Fiscal Year = (Fiscal Year)

Pass/G.C. Summary - Remaining

The Pass/G.C. Summary - Remaining report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of all memberships by fiscal year and the remaining balances.

Departments Who Benefit From This Report

Box Office Use this report to see remaining balances for all memberships in a fiscal year. This is useful if memberships needed to be written off after a certain time frame.

Criteria Hints

It is recommended that this report be run for a specific fiscal yearas the criteria.

Parameter Field Condition Value
Membership Fiscal Year = (Fiscal Year)

Pass/G.C. Summary

The Pass/G.C. Summary report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report..

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of all memberships by fiscal year.

Departments Who Benefit From This Report

Box Office Use this report as a quick view of the memberships purchased during a fiscal year.

Criteria Hints

It is recommended that this report be run for a specific fiscal yearas the criteria.

Parameter Field Condition Value
Membership Fiscal Year = (Fiscal Year)

Pass/G.C. Type List

The Pass/G.C. Type List report can be found under the Membership Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all memberships currently setup in Theatre Manager

Departments Who Benefit From This Report

Box Office
Use this report to view and verify all membership types.

Criteria Hints

It is recommended that this report be run without criteria.

Patron Reports

These are the patron reports

Media Detail

The Media Detail report can be found under the Patron Reports category.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with media information attached to their patron record.

Departments Who Benefit From This Report

Box Office Use this report to view and verify all media patrons.
Marketing Use this report to view and verify all media patrons.

Criteria Hints

It is recommended that this report be run without criteria.

Patron List - Email Addresses

The Patron List Email Addresses report can be found under the Patron Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons along with contact information and other useful notes.

Departments Who Benefit From This Report

Box Office Use this report as a reference for the patrons in the database.
Marketing Use this report as a reference for the patrons in the database.

Criteria Hints

It is recommended that this report be run witha single patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Patron List - Greeting & Formal Names

The Patron List - Greeting & Formal Names report can be found under the Patron Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with their Greeting and Formal names.

Departments Who Benefit From This Report

Box Office Use this report as a quick reference for patron's Greeting and Formal names.
Marketing Use this report as a quick reference for patron's Greeting and Formal names.

Criteria Hints

It is recommended that this report be run witha single patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Patron List - Marketing Fields

The Patron List - Marketing Fields report can be found under the Patron Reports category.

Click here for information on generating a report. Click here for information on the Finished Report window.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons along with information from the Marketing tab of the Patron record.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the marketing information for patrons.
Marketing Use this report to view and verify the marketing information for patrons.

Criteria Hints

It is recommended that this report be run witha single patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Patron List

Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose

This report will give you the patron #, the patron's name, phone #, address, last activity year, notes, and status flags (personnel, donor, media, member, patron).

Benefits

A good report to produce a hard copy of current patrons.

Criteria Hints

The default criteria uses patrons which are merged with a mail list. If you wish to print all patrons do not insert any criteria.

When to Print

When you would like a hard copy of patron data or whe you wish to view the details of patrons who are merged with a specific form letter.

Patron Web Usage Statistics

The Patron Web Usage Statistics report can be found under the Patron Reports category.

Click here for information on generating a report. Click here for information on the Finished Report window.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons along with information from the Marketing tab of the Patron record.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the marketing information for patrons.
Marketing Use this report to view and verify the marketing information for patrons.

Criteria Hints

It is recommended that this report be run witha single patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name-Last between (Last Name) and (Last Name)

Sales Summary Analysis (Daily)

Sales Detail - Y.T.D. Comparison

The Sales Detail - Y.T.D. Comparison report can be found under the Sales Summary Analysis category.

  • Click here for information on generating a report.
  • Click here for information on the Finished Report window.
  • This report has additional criteria options.
    • Click here for more information about the Parameters tab.

      One of the tabs is the report parameters - and the key information is the date range at the bottom which signifies the current range for the report to compare to the YTD range.

    • Click here for more information about the Sort & Subtotal tab.
    • Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a comparison listing between sales for the given fiscal years.

Departments Who Benefit From This Report

Box Office Use this report to see how types of sales are doing compared to the same time frame last year.
Marketing Use this report to see how types of sales are doing compared to the same time frame last year.
General Manager Use this report to see how types of sales are doing compared to the same time frame last year.

Criteria Hints

It is recommended that this report use the date range settings on the Parameters tab of the Add Criteria window.

Sales Detail

The Sales Detail by Date report can be found under the Sales Summary Analysis category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a listing of sales for a given day by type and promotion.

Departments Who Benefit From This Report

Box Office Use this report to review that types of sales that were done on a certain date.

Criteria Hints

It is recommended that this report be run witha date or range of dates as the criteria.

Parameter Field Condition Value
Daily Sales Date between (Date) and (Date)

Sales/Exchanges/Refunds - Y.T.D. Comparison

The Sales/Exchanges/Refunds - Y.T.D. Comparison report can be found under the Sales Summary Analysis category. Below the image are detailed notes to help you in using the report.

  • Click here for information on generating a report.
  • Click here for information on the Finished Report window.
  • This report has additional criteria options.
    • Click here for more information about the Parameters tab.

      One of the tabs is the report parameters - and the key information is the date range at the bottom which signifies the current range for the report to compare to the YTD range.

    • Click here for more information about the Sort & Subtotal tab.
    • Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a comparison listing between sales, exchanges, and refunds for the given fiscal years.

Departments Who Benefit From This Report

Box Office Use this report to see how types of sales are doing compared to the same time frame last year.
Marketing Use this report to see how types of sales are doing compared to the same time frame last year.
General Manager Use this report to see how types of sales are doing compared to the same time frame last year.

Criteria Hints

It is recommended that this report use the date range settings on the Parameters tab of the Add Criteria window.

Sales/Exchanges/Refunds

The Sales/Exchanges/Refunds by Date report can be found under the Sales Summary Analysis category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a listing of sales, exchanges, and refunds for a given day by type and promotion.

Departments Who Benefit From This Report

Box Office Use this report to review that types of sales, exchanges, and refunds that were done on a certain date.

Criteria Hints

It is recommended that this report be run witha date or range of dates as the criteria.

Parameter Field Condition Value
Daily Sales Date between (Date) and (Date)

Season Subscription and Subscription Packages

You use the Season Reservation module to creating season packages and to subscribe patrons to those packages. For more information on pre-planning for season packages, click here.

To start, you perform the following steps:

  1. Choose Patron Sales>> Season Reservations >> Setup Season Packages.

     

    The Season Package List window opens.

For more information on the Season Package List window and to continue, click here.

 

Favorite Seat List

The Favorite Seat List report can be found under the Season Subscription and Subscription Packages category. BeBelow the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with season subscriptions and their favorite seats.

Departments Who Benefit From This Report

Box Office Use this report to view and verify patron's favorite subscription seats.

Criteria Hints

It is recommended that this report be run without criteria or for a range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Favorite Seat List with Address

The Favorite Seat List with Address report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with season subscriptions and their favorite seats along with address information.

Departments Who Benefit From This Report

Box Office Use this report to view and verify patron's favorite subscription seats.

Criteria Hints

It is recommended that this report be run without criteria or for a range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Season Package - Play Listing

The Season Package - Event Listing report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all season packages setup in Theatre Manager.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the season packages.

Criteria Hints

It is recommended that this report be run without criteria.

Season Package - Renewal Progress Statistics by seat

this report is similar to the Season Package - Renewal Progress Statistics by sub report except it shows statistics by seat.

Season Package - Renewal Progress Statistics by sub

The Season Package - Renewal Progress Statistics report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

This report has a few built in sort options in the 'Sort/Subtotal' tab that can be changed:
  • Normally people run it for a season package showing the totals in each night of the control house
  • You can also sort and subtotal by 'date renewed' to see when the subscription money came in. An 'Empty Date Renewed in the first line indicates the number of subscribers that have not yet renewed.
The columns in the report mean the following:
Field Meaning
First column Shows what you have sorted the report by - the example shows date renewed, but it could be subscription night or some other fields.
Total # Subs the number of individual subscriptions that are assigned to the package. A subscription usually has one of more preferred seats in it
Total Tix $ The net amount of money for tickets in the subscription. This is amount paid, less discounts, plus the 3 per ticket fees in the orders relating to the new/renewed subscriptions for ANY TICKET, regardless if it a s subscription ticket or an add-on to a subscription package (or an opt out). The total does not include taxes.
Total Other $ The amount of money in subscriptions orders that are not tickets. This will include order fees, donations, gift certificates, taxes and/or any facility management fees.
Not Strt The number of subscriptions sitting in the 'Not Started' classification. These have not had the renewal notice sent to the patorn
Notice Prntd The number of subscriptions that have been marked as printed because the notice has been sent to the patron.
Renew # Subs The number of subscriptions that have been renewed, typically without changes. This could have occurred online or at the box office.
Renew Ticket $ The value of tickets in any order that is marked renewed. It includes changes that reflect ADD-ON's and OPT-OUTS.
Renew Other $ The value of anything else in the subscription order that is not a ticket or ticket fee. Includes donations, gift certificates, order fees, etc.
Chg Req Indicates the number of subscriptions where the user has requested a change from their original subscription seats. The request sits as a change request until the change is completed or rejected to become a simple renewal.
Chg Done Indicates subscriptions that were wanting for a change -- and that change has been completed, with no more action to occur on it.
Change Tix $ The value of all tickets in an order that needed some form of change to occur to the subscription. If the change is not yet completed, it would refer to the original tickets. If the change is completed, it is the value of the new location that the patron is seated.

It gives an idea of the amount of money involved in 'movements'. If there isn't a lot of money in movements, then people are relatively happy where they were. if there is a lot of money in movements instead of renewals -- then it may mean something like changing demographics your subscriptions.

Change Other $ The value of other things in a subscription order which is marked for some form of change..
New Sub Done is the count of subscriptions that are for new subscribers -- and have been completed
New Need Seat is the count of subscriptions that are for new subscribers -- where the subscriber has not yet been assigned their final seats and/or has not yet been booked.
New Tix $ The value of all tickets in an order that for a new subscriber. If the ratio of new to renew is small, then its mostly existing subscribers that bought
New Other $ The value of other things in a subscription order which is for a new subscriber.
Cncl Sub Begin The count of subscriptions that have been cancelled by 'renewing' subscribers at the beginning of the season.
Cncl Sub Mid The count of subscriptions that have been cancelled in the middle of the season by a subscriber that cannot come to the rest of the season for some reason. While rare, there is probably some sort of refund involved.

Click here for information on generating a report. Click here for information on the Finished Report window.

This report has additional criteria options.

Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a summary of the status of all season subscription renewals.

Departments Who Benefit From This Report

Box Office Use this report to see a summary of the progress of season subscription renewals.

Criteria Hints

It is recommended that this report be run without criteria.

Season Package - Summary Listing

The Season Package - Summary Listing report can be found under the Season Subscription and Subscription Packages category.

Below the image are detailed notes to help you in using the report.

Field Meaning
Assigned Subs the number of individual subscriptions that are assigned to the package. A subscription usually has one of more preferred seats in it
Assigned Seats the total number of seats assigned to all subscriptions as favourite seats
Renewed Subs the total number of subscriptions that have in one of the new or renewal status codes. This will be less than the assigned subs.
Renewed Seats the total number of seats in the subscriptions that have been renewed or are new completed subscriptions
Ticket $ The net amount of money for tickets in the subscription. This is amount paid, less discounts, plus the 3 per ticket fees in the orders relating to the new/renewed subscriptions for ANY TICKET, regardless if it a s subscription ticket or an add-on to a subscription package (or an opt out). The total does not include taxes.
Other $ The amount of money in subscriptions orders that are not tickets. This will include order fees, donations, gift certificates, taxes and any facility management fees.
% Renewed Subs The percentage of the total subscriptions that are new or renewed status.
% Renewed Seats The percentage of the total subscription seats that are new or renewed status.

Click here for information on generating a report. Click here for information on the Finished Report window.

This report has additional criteria options.

Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab.

Purpose of the Report

This report generates a summary of the status of all subscription packages.

Departments Who Benefit From This Report

Box Office Use this report to see a summary of the progress of season subscription sales.

Criteria Hints

It is recommended that this report be run without criteria.

Season Renewal statistics - by seat

Season Subscription - Auto Renew Payment Methods

The Season Subscription - Auto Renew Payment Methods report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of all patrons with season subscriptions and the renewal methods assigned.

Departments Who Benefit From This Report

Box Office Use this report to see a listing of all patrons with season subscriptions and the renewal methods assigned. This is useful for seeing especially the patrons who will need to be manually renewed.

Criteria Hints

It is recommended that this report be run without criteria.

Season Subscription - Change Requests

The Season Subscription - Change Requests report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

The Season Subscription - Change Requests prints any subscription change requests asked for by the patron.

Departments Who Benefit From This Report

Box Office Use this report to view and verify the season packages.

Criteria Hints

It is recommended that this report be run without criteria.

Season Ticket Renewal Notice

The Season Ticket Renewal Notice report can be found under the Season Subscription and Subscription Packages category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

The Season Ticket Renewal Notice can be used to configure and print the Season Renewal noices for a range of patrons or season packages. These become a renewal invoice for the patron when sent with the marketing brochure.

For more information on printing notices and the different tabs, click here.

Departments Who Benefit From This Report

Box Office Use this report to send season subscription renewals.

Running the Report

In the Report Categories, select Season Subscription and Subscription packages, choose Season Ticket Renewal Notice.

The Notice Selection tab is displayed.

Click here for more information on the Notice Selection tab.

Click the Next button.

The displayed fields tab opens.

Click here for more information on the Display Fields tab.

Click the Next button.

The Taxes & Ticket Fees tab opens.

Click here for more information on the Taxed & Ticket Fees tab.

Click the Next button.

The Comments window opens.

Click here for more information on the Comments tab.

Click the Next button.

The Search Critria tab is displayed.

Click here for more information on the Criteria tab.

Click the Next button.

The Sort tab is displayed.

Click here for more information on the Sort tab.

Click the Next button.

The Titles tab is displayed.

Click the Done button.

The preparing Season Renewal Noice Data window displays the progress of the data merge.

When complete, click the Proceed button to pint the Renewal Notices.

Ticket Printing, Invoicing and Ticket Analysis

Cash Flow - Ticket Inventory Analysis

The Cash Flow - Ticket Inventory Analysis report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. It is very handy for seeing when the inventory (**in its current state) was sold. It can produce summary totals by event by and is quite handy for seeing when tickets were sold for the event as it lists the cumulative dollars down the right column.

 

**in its current state means that when the report is run on your sold inventory, it can only consider the sold tickets as of right now. An ticket that was sold and refunded will not appear in the report. Any ticket that is sold, refunded and then sold again will have the most recent sale date on it. If you need to see the sales progress with the ebb and flow of sales and refunds, you will need to look at the daily sales summary reports or the transaction based reports.

Click for more information on

Purpose of the Report

This report generates a listing of the sales for each event and performance.

Departments Who Benefit From This Report

Box Office Use this report to see how much money will be received from a particular performance or event.
Accounting Use this report to see how much money will be received from a particular performance or event.
General Manager Use this report to see how much money will be received from a particular performance or event.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Cash Flow - Transaction Analysis

The Cash Flow - Transaction Analysis report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a listing of the sales, exchanges, and refunds for each event and performance.

Departments Who Benefit From This Report

Box Office Use this report to see how much money will be received from a particular performance or event.
Accounting Use this report to see how much money will be received from a particular performance or event.
General Manager Use this report to see how much money will be received from a particular performance or event.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Potential Revenue From Unsold Tickets

The Potential Revenue From Unsold Tickets report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a listing of the potential revenue based on the price code structure and the number of seats available.

Departments Who Benefit From This Report

Box Office Use this report to see how much money can be earned for a performance and is still to be earned.
Accounting Use this report to see how much money can be earned for a performance and is still to be earned.
General Manager Use this report to see how much money can be earned for a performance and is still to be earned.

Criteria Hints

It is highly recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Print Invoices

The Print Invoices report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about printing invoices. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates an invoice for each patron's account.

Departments Who Benefit From This Report

Box Office Use this report to generate invoices for all orders.

Criteria Hints

It is recommended that this report be run with a specific order or orders as the criteria.

Parameter Field Condition Value
Order # between (Order) and (Order)

Printing Raffle Tickets

  1. Select the File >> Reports Menu or click the Reports Button in the main Theatre Manager toolbar / ribbon bar.

    The Reports Window opens.

  2. Select Ticket Printing, Invoicing and Inventory Analysis Section and then Print Raffle Tickets Report.
  3. Click Print

    The Parameters for Raffle Tickets Window opens.

    • You must pick a ticket face that is based on tickets and has ticket information on it
    • The ticket number that will print is the ticket number field on the ticket face
    • Only the fields that are shown below will substitute on the ticket face. Any other specialized information must be hard coded on the ticket face

  4. Enter all of the applicable information.
  5. When complete, click the Done button.
  6. Confirm your Printer Setup,

    Click Here for more information.

  7. Click OK/Print on your Printer setup Window.

    The Raffle Tickets will be printed.

Promoter Revenue Audit

The Promotor Revenue Audit report is designed for venues that are selling tickets on behalf of other entities (such as Live Nation or Clear Channel) based on past associations with other ticket vendors. Generally, we have been told that the requirement is a single report that shows 3 essential elements on it that are broken down by price code (generally akin to section in Theatre Manager) and sales promotion (discounting).
  • Base Price - which shows that the highest price could be in a section.
  • Sales - which shows what is sold by promotion and subtotalled by the sales grouping category on the sales promotion screen
  • Capacity - which mixes the number of seats held, the open (unsold) seats, and repeats the subtotals from the sales section. The hold allocation for a section is automatically assigned to the highest price that can be found in a section for any night. For example, if a map has two possible bases prices for a seat -- and it is held, then Theatre Manager allocates the hole to the highest possible price code.

Note: A new section heading is generated across the top of the report in Theatre Manager for each unique price code, price, description and tax rate. That means if you are doing a report for an 8 day run, then you need to either:

  • make sure that the base prices, price code description, and tax rate for each price code are the same for each performance if you want to generate one report for the entire run -or-
  • generate the same report for each night -or-
  • if there are two prices in a section for any reason, explain why they are different or segregate them by sales group description on the promotion setup. For example, ADA requirement was that seats could be purchased in the wheelchair area in prices proportional to the number of seats in the venue for able bodied people. That means those seats could have multiple price codes. Similarly, you may have two base prices - one for regular and one for subscriptions. If the regular and subscription tickets are in a different report subtotal group then you will see the two sections across the top and the totals segregated down the side by sales group and promotion

The above indicates a sample report with 3 sections. In this sample:

  • there are two different base prices in main floor and two in balcony (because it is a multi-night event with different weekday prices)
  • there are two sales promotions because only regular and comp-volunteer tickets were sold
  • and there are two subtotal sections in the sales area (carried into the capacity area) based on the sales promotions.

The subtotal groups are given a description in code tables as per the following picture

Revenue Summary - Quick

The Revenue Summary - Quick report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of the ticket sales for each performance of an event and the taxes and ticket fees associated.

Departments Who Benefit From This Report

Box Office Use this report for a quick way to view the total sales for each performance with extended information.
Accounting Use this report for a quick way to view the total sales for each performance with extended information.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenue Summary Reports - Parameters

The Parameters Tab allows for certain variable field totals to be included on the Revenue Summary reports. Key fields that can be included are Held and sold seat counts, attendance and sales target. Click in the box to select or unselect a field.

Discounts Includes Promotion Discounts in the report totals
Ticket Fee 1 through 3 Includes Ticket Fee 1, 2, 3 in the report totals
Held Count Includes the number of seats currently held for an event or performance in the report totals
Sold Count Includes the number of seats currently sold for a performance in the report totals
House Count Includes the reporting capacity of a performance in the report totals
Include Budget Includes the sales target number setup on the Event Performance tab in the report totals
City Tax Includes CITY tax in the report totals
State/PST Tax Includes State/PST tax in the report totals
Federal/GST Tax Includes Federal/GST tax in the report totals
Available Count Includes the number of available seats in the performance in the report totals
Attended Count Includes the number of patron who attend the performance in the report totals

Revenue Summary for Royalties - Credit Card Discounts

The Revenue Summary for Royalties - Credit Card Discounts report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about: Below the image are detailed notes to help you in using the report.
The report may display Accounts Receivable. Receivables should be resolved or removed from the report to ensure correct totals. If Receivables are not removed they will be included in the totals and could result in over paying royalties.
The revenues by payment method report provides similar information and shows the fee and tax breakdown.

Purpose of the Report

This report generates a listing of the payment types used for an event and shows the credit card fees that were charged for payment.

Departments Who Benefit From This Report

Box Office Use this report to show how much money was charged in credit cards fees from the sales for an event.
Accounting Use this report to show how much money was charged in credit cards fees from the sales for an event.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenue Summary for Royalty - Quick

The Revenue Summary for Royalty - Quick report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of the ticket sales for each performance of an event and the taxes and ticket fees associated.

Departments Who Benefit From This Report

Box Office Use this report for a quick way to view the total sales for each performance with extended information.
Accounting Use this report for a quick way to view the total sales for each performance with extended information.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenue Summary for Royalty - Ticket Based

The Revenue Summary for Royalty - Ticket Based report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of the ticket sales for an event by promotion type.

Departments Who Benefit From This Report

Box Office Use this report to see the total tickets sales for an event by promotion type.
Accounting Use this report to see the total tickets sales for an event by promotion type.

Criteria Hints

It is recommended that this report be run with a specific event as the criteria. The report will summarize multiple events.

Parameter Field Condition Value
Event # is one of (Event)

Revenue/Attendance Counts - Quick

The Revenue/Attendance Counts - Quick report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary by performance of the attendance and revenue for the performance.

Departments Who Benefit From This Report

Box Office Use this report as a quick view of how sales are doing for each performance.
Accounting Use this report as a quick view of how sales are doing for each performance.
Marketing Use this report as a quick view of how sales are doing for each performance.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenue/Attendance Counts - Ticket Based

The Revenue/Attendance Counts - Ticket Based report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary by performance of the attendance and revenue for performances with tickets sold.

Departments Who Benefit From This Report

Box Office Use this report as a quick view of how sales are doing for each performance with tickets sold.
Accounting Use this report as a quick view of how sales are doing for each performance with tickets sold.
Marketing Use this report as a quick view of how sales are doing for each performance with tickets sold.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenues by Payment Method - Deposit Based

The Revenues by Payment Method - Deposit Based report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary by payment method of the ticket sales for each performance with money that has been deposited.

Departments Who Benefit From This Report

Box Office Use this report to see the ticket sales for performances by payment method.
Accounting Use this report to see the ticket sales for performances by payment method.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenues by Payment Method - Ticket Based

The Revenues by Payment Method - Ticket Based report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

This report does an allocation of payment methods to tickets. It should not be used for accounting purposes - read the link for an explanation
The Royalty Report may be another useful report to determine credit card discounts for charging renters or discounting royalties.

Purpose of the Report

This report generates a summary by payment method of the ticket sales for each performance.

Departments Who Benefit From This Report

Box Office Use this report to see the ticket sales for performances by payment method.
Accounting Use this report to see the ticket sales for performances by payment method.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenues by Price Code and Promotion

The Revenues by Price Code and Promotion report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of each promotion used extended across price codes for a performance.

Departments Who Benefit From This Report

Box Office Use this report to see the how money was split between promotions and price codes for a performance.
General Manager Use this report to see the how money was split between promotions and price codes for a performance.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenues by Promotion (Average Ticket Price)

The Revenues by Promotion (Average Ticket Price) report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary by promotion for each performance and also calculates the average ticket price based on that promotion.

Departments Who Benefit From This Report

Box Office Use this report to see the average price per ticket based on a promotion.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)>

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Revenues by Promotion (Detailed Breakdown)

The Revenues by Promotion (Detailed Breakdown) report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary by promotion for each performance and shows detailed information.

Departments Who Benefit From This Report

Box Office Use this report to see detailed information about each promotion used for a performance.

Criteria Hints

It is recommended that this report be run with a specific event or events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Ticket Held Seat Detail

The Ticket Held Seat Detail report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a listing of all seats held for an event.

Departments Who Benefit From This Report

Box Office Use this report to view and verify held seats for an event. It will also show seats that have been held for a patron.

Criteria Hints

It is recommended that this report be run with a specific event as the criteria. The report will summarize multiple events.

Parameter Field Condition Value
Event # is one of (Event)

Tips and Tricks

Perhaps you want to find the seats that just have one code letter, in this example f.

  1. In the Edit Report Parameters, chose Ticket Data for Patron >> Ticket Price Code.

    The key is in the Condition you select. Between or Equal searches always capitalize, however CONTAIN does not.

  2. Choose the condition Contain, and enter f. Click Save.
  3. Run the Report.

Ticket Hold Counts - Quick

The Ticket Hold Counts - Quick report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about the Hold Code Options tab. Click for more information about:

Purpose of the Report

This report generates a summary of the held seats for each performance along with the number in each hold code.

Departments Who Benefit From This Report

Box Office Use this report to view and verify held seats for an event.

Criteria Hints

It is recommended that this report be run with a specific event or group of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Tickets Sold by Price Code

The Tickets Sold by Price Code report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about the Price Code Options tab. Click for more information about:

Purpose of the Report

This report generates a summary of the tickets sold for each performance and to which price codes.

Departments Who Benefit From This Report

Box Office Use this report to see an overview of the price codes used for ticket sales to a performance.

Criteria Hints

It is recommended that this report be run with a specific event or group of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Tickets Sold by Price Code and Promotion

The Tickets Sold by Price Code and Promotion report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about the Price Code Options tab. Click for more information about:

Purpose of the Report

This report generates a summary of the tickets sold for each performance and to which promotions and price codes.

Departments Who Benefit From This Report

Box Office Use this report to see an overview of the promotions and price codes used for ticket sales to a performance.

Criteria Hints

It is recommended that this report be run with a specific event or group of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Tickets Sold/Revenue by Why Did Patron Buy?

The Tickets Sold/Revenue by Why Did Patron Buy? report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of the tickets and revenue earned by the Why Did Patron Buy? field. It shows both the daily sales and total sales.

Departments Who Benefit From This Report

Box Office Use this report as an overview of the tickets sold and revenue earned by the Why Did Patron Buy? field.
Marketing Use this report as an overview of the tickets sold and revenue earned by the Why Did Patron Buy? field.

Criteria Hints

It is recommended that this report be run with a specific event or group of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Tickets Sold/Revenues by Promotion & Price Code

The Tickets Sold/Revenues by Promotion & Price Code report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click for more information about:

Purpose of the Report

This report generates a summary of the tickets and revenue earned by promotion and price code.

Departments Who Benefit From This Report

Box Office Use this report as an overview of the tickets sold and revenue earned by promotion and price code.
Accounting Use this report as an overview of the tickets sold and revenue earned by promotion and price code.
General Manager Use this report as an overview of the tickets sold and revenue earned by promotion and price code.

Criteria Hints

It is recommended that this report be run with a specific event or group of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History Reports

Transaction History - By Series, By Promotion

The Transaction History - By Series, By Promotion report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred by series and promotion

Departments Who Benefit From This Report

Box Office Use this report to review transactions that occurred by series and promotion.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History - By Employee (Totals Only)

The Transaction History - By Employee (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred in conjunction with an order by employee.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions by an employee for an order.

Criteria Hints

It is recommended that this report be run with a date or date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)
Order Changed By is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Transaction History - By Employee

The Transaction History - By Employee report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred in conjunction with an order by employee.

Departments Who Benefit From This Report

Box Office Use this report to review transactions by an employee for an order.

Criteria Hints

It is recommended that this report be run with a date or date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)
Order Changed By is one of (Employee)

Use the SHIFT key to select a series of employees, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual employees.

Transaction History - By G/L Journal # (Totals Only)

The Transaction History - By G/L Journal # (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred in conjunction with the General Ledger.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions that occurred that affected the General Ledger.
Accounting Use this report to review a summary of transactions that occurred that affected the General Ledger.

Criteria Hints

It is recommended that this report be run with an account or range of accounts as the criteria.

Parameter Field Condition Value
Account # is one of (Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Transaction History - By G/L Journal #

The Transaction History - By G/L Journal # report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred in conjunction with the General Ledger.

Departments Who Benefit From This Report

Box Office Use this report to review transactions that occurred that affected the General Ledger.
Accounting Use this report to review transactions that occurred that affected the General Ledger.

Criteria Hints

It is recommended that this report be run with an account or range of accounts as the criteria.

Parameter Field Condition Value
Account # is one of (Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Transaction History - By Patron (Totals Only)

The Transaction History - By Patron (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred by patron.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions that occurred by patron.

Criteria Hints

It is recommended that this report be run with a patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Transaction History - By Patron

The Transaction History - By Patron report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred by patron.

Departments Who Benefit From This Report

Box Office Use this report to review transactions that occurred by patron.

Criteria Hints

It is recommended that this report be run with a patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Transaction History - By Play (Totals Only)

The Transaction History - By Event (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred in conjunction with an order for an event.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions for an order by an event.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History - By Play

The Transaction History - By Event report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

The criteria selections for this report contain additional options. Click here for more information on the Insert Summary tab. Below the image are detailed notes to help you in using the report.

Purpose of the Report

This report generates a listing of transactions that occurred in conjunction with an order for an event.

Departments Who Benefit From This Report

Box Office Use this report to review transactions for an order by an event.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History - By Play, By Price Code (Totals Only)

The Transaction History - By Play, By Price Code (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred in conjunction with an order for an event by price code.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions for an order by an event and price code.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History - By Play, By Price Code

The Transaction History - By Play, By Price Code report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred in conjunction with an order for an event by price code.

Departments Who Benefit From This Report

Box Office Use this report to review transactions for an order by an event and price code.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History - By Sales Promotion Group (Totals Only)

The Transaction History - By Sales Promotion Group (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred by sales promotion groupings.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions that occurred by sales promotion groupings.

Criteria Hints

It is recommended that this report be run with an account or range of accounts as the criteria.

Parameter Field Condition Value
Account # is one of (Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Transaction History - By Sales Promotion Group

The Transaction History - By Sales Promotion Group report can be found under the Transaction History Reports category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred by sales promotion groupings.

Departments Who Benefit From This Report

Box Office Use this report to review transactions that occurred by sales promotion groupings.

Criteria Hints

It is recommended that this report be run with an account or range of accounts as the criteria.

Parameter Field Condition Value
Account # is one of (Account)

Use the SHIFT key to select a series of accounts, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual accounts.

Transaction History - By Series, By Promotion (Totals Only)

The Transaction History - By Series, By Promotion (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred by series and promotion

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions that occurred by series and promotion.

Criteria Hints

It is recommended that this report be run with an event or range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Transaction History List (Totals Only)

The Transaction History List (Totals Only) report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of transactions that occurred during an order.

Departments Who Benefit From This Report

Box Office Use this report to review a summary of transactions that took place during an order.

Criteria Hints

It is recommended that this report be run with a date or date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Transaction History List

The Transaction History List report can be found under the Transaction History Reports category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of transactions that occurred during an order.

Departments Who Benefit From This Report

Box Office Use this report to review transactions that took place during an order.

Criteria Hints

It is recommended that this report be run with a date or date range as the criteria.

Parameter Field Condition Value
G/L Header Date - Posted between (Date) and (Date)

Transaction Revenues

TheTransaction Revenues report can be found under the Transaction History Reports category.

Use Transaction Revenues to print ticket sales revenue from the transactions. This should match inventory if no transactions are deleted. Use this to analyse the revenues for a sales posting.

The criteria selections for this report contain additional options.

Click here for more information on the Insert Summary tab. Below the image are detailed notes to help you in using the report.

Purpose of the Report

Use this to analyse the revenues for sales.

Departments Who Benefit From This Report

Accounting Use this report to review Fee, Taxes and Discount for an event by type of ticket sold.

Criteria Hints

It is recommended that this report be run using criteria for:

  • an event or range of events -or-
  • for a specific date/timestamp range to check allocation of revenue -or-
  • for specific GL codes and/or date posted if you want to see the transactions that make up some end of day entries
  • Parameter Field Condition Value
    Event # is one of (Event)

Utility Functions and Database Analysis

Check Order and Transaction Balances

The Check Order and Transaction Balances report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of orders and the balance between the transaction and the order. This report should be run when deposits and sales entries have been done in the End of Day Wizard, and the amounts are out of balance.

Departments Who Benefit From This Report

Box Office Use this report to find problems with the balance between the deposit and the sales entries in the End of Day Wizard.

Criteria Hints

It is recommended that this report be run with the date that the End of Day is being run for as the criteria.

Parameter Field Condition Value
Order Date Updated >= (Date)

Check Seat Transaction Balance by Perfomance

The Check Seat Transaction Balance by Perfomance report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Check Seat Transaction Balance by Perfomance to compare Performance and Play totals with transaction totals. This is used to identify specific seats where total transactions do not match the current seat balances.

Departments Who Benefit From This Report

Box Office Use this report to find problems between the performance and Play totals and the transaction totals. It can identify the specifc seats where the totals do not match.

Criteria Hints

It is recommended that this report be run with the date that the End of Day is being run for as the criteria.

Parameter Field Condition Value
Order Date Updated = (Date)

Check Ticket Transaction Balances

The Check Ticket Transaction Balances report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of compare performance and event ticket totals with transaction totals. This report should be run when deposits and sales entries have been done in the End of Day Wizard, and the amounts are out of balance.

Departments Who Benefit From This Report

Box Office Use this report to find problems with the balance between the deposit and the sales entries in the End of Day Wizard.

Criteria Hints

It is recommended that this report be run with the date that the End of Day is being run for as the criteria.

Parameter Field Condition Value
Order Date Updated = (Date)

Check Transactions and G/L Entry Balances

The Check Transaction and G/L Entry Balances report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. This report has additional criteria options. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of the A/R and balances the transactions affecting it.

Departments Who Benefit From This Report

Box Office Use this report to find problems between transactions and the G/L.

Criteria Hints

It is recommended that this report be run with a specific date as the criteria.

Parameter Field Condition Value
Order Date Updated = (Date)

Check Web Cart and Final Order Status

The Check Web Cart and Final Order Status report can be found under the Ticket Printing, Invoicing and Inventory Analysis category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of web sales orders that may not have completed correctly. This report should be run when deposits and sales entries have been done in the End of Day Wizard, and the amounts are out of balance.

Departments Who Benefit From This Report

Box Office Use this report to find problems with the balance between the deposit and the sales entries in the End of Day Wizard.

Criteria Hints

It is recommended that this report be run with the date that the End of Day is being run for as the criteria.

Parameter Field Condition Value
Order Date Updated = (Date)

Volunteer and Volunteer History

Volunteer and Volunteer History

Cast & Crew Listing A report listing the cast and crew with full contact information. Click here for more information on the Cast & Crew Listing report.
Cast & Crew Listing (Without Addresses) A report listing the cast and crew with only phone and email contact information. Click here for more information on the Cast & Crew Listing (Without Addresses) report.
Cast & Crew Program Insert A report listing of the cast and crew that can be exported for the program. Click here for more information on the Cast & Crew Program Insert report.
Volunteer Code List - Detail by Patron A report listing volunteer codes, patrons and notes. Click here for more information on the Volunteer Code List - Detail by Patron report.
Volunteer Code List - Summary by Patron A report listing patrons and the volunteer codes they are interested in. Click here for more information on the Volunteer Code List - Summary by Patron report.
Volunteer Code List - Volunteer in Each Code A report listing volunteer codes and the patrons in each code. Click here for more information on the Volunteer Code List - Volunteer in Each Code report.
Volunteer Detail for a Patron A report listing each patron along with contact information and detailed volunteer information. Click here for more information on the Volunteer Detail for a Patron report.
Volunteer History List - Activity & Comments by Patron A report listing volunteer activities a patron is interested in along with prior volunteer history. Click here for more information on the Volunteer History List - Activity & Comments by Patron report.
Volunteer Schedule by Patron A report listing a patron's volunteer schedule based on activities entered in Theatre Manager. Click here for more information on the Volunteer Schedule by Patron report.
Volunteer Schedule by Performance A report listing volunteers scheduled for a performance. Click here for more information on the Volunteer Schedule by Performance report.
Volunteer Statistics A report summarizing volunteer statistics for a time frame. Click here for more information on the Volunteer Statistics report.
Volunteer Time Availability - by Patron A report listing each patron with the time available for volunteer activities. Click here for more information on the Volunteer Time Availability - by Patron report.

Cast & Crew Listing (Without Addresses)

The Cast & Crew Listing (Without Addresses) report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the cast and crew for an event based on information entered through the volunteer module.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to create a short contact list without address information.
Stage Management Use this report to create a short contact list without address information.

Criteria Hints

It is recommended that this report be run with an event as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Cast & Crew Listing

The Cast & Crew List report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the cast and crew for an event based on information entered through the volunteer module.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to create a contact list for the cast and crew of an event.
Stage Management Use this report to create a contact list for the cast and crew of an event.

Criteria Hints

It is recommended that this report be run with an event as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Cast & Crew Program Insert

The Cast & Crew Program Insert report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the cast and crew for an event based on information entered through the volunteer module.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to create a cast and crew listing for the program insert. This report can be exported into another application.
Marketing Use this report to create a cast and crew listing for the program insert. This report can be exported into another application.

Criteria Hints

It is recommended that this report be run with an event as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Volunteer - Hours Worked by Performance Type

The Volunteer - Hours Worked by Performance Type report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Volunteer Hours Summary to print a report for each volunteer with selectable detail fields and a summary of what hour range the volunteer falls in for the selected criteria.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to determine which volunteers should be used for a specific event.

Criteria Hints

Parameter Field Condition Value
Patron # is one of (Patrons)
Perf Type is one of Selected Performances

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Volunteer Award Detail

The Volunteer Award Detail report can be found under the Volunteer and Volunteer History category. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

You use the Volunteer Award Detail to print a report for each Volunteer detailing the awards received, the total hours of activity and the total number of years the Patron has been a Volunteer within the criteria specifid.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to see the details for each volunteer.

Criteria Hints

Parameter Field Condition Value
Patron # is one of (Patrons)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Volunteer Code List-Detail by Patron

The Volunteer Code List - Detail by Patron report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of patrons and the volunteer codes assigned to them in the volunteer module along with detailed information.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to review the volunteer codes assigned to each patron.

Criteria Hints

It is recommended that this report be run without criteria or for a range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Volunteer Code List-Summary by Patron

The Volunteer Code List - Summary by Patron report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of patrons with a summary of the volunteer codes assigned to them.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to review the volunteer codes assigned to each patron.

Criteria Hints

It is recommended that this report be run without criteria or for a range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Volunteer Code List-Volunteer in Each Code

The Volunteer Code List - Volunteer in Each Code report can be found under the Volunteer and Volunteer History category. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of volunteer codes along with the patrons with that volunteer code assigned to them.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to review the volunteer codes assigned to each patron.

Criteria Hints

It is recommended that this report be run without criteria or with specific volunteer codes as the criteria.

Parameter Field Condition Value
Volunteer Code # is one of (Volunteer Code)

Use the SHIFT key to select a series of volunteer codes, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual volunteer codes.

Volunteer Detail for a Patron

The Volunteer Detail for a Patron report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the volunteer record for a patron.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to view and verify the volunteer setup for a patron.

Criteria Hints

It is recommended that this report be run with a specific patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Volunteer History List - Activity & Comments by Patron

The Volunteer History List - Activity & Comments by Patron report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Formatting tab. Below the image are detailed notes in regards to uses for the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the volunteer history and evaluations for each patron.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to review a patron's volunteer history and critiques.

Criteria Hints

It is recommended that this report be run with a specific patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)

Volunteer Hours Summary

The Volunteer and Volunteer History report can be found under the Volunteer and Volunteer History Reports category. This report has additional criteria options. Click here for more information about the Volunteer Hour Ranges Code Table used to summarize the hours. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Columns tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of Volunteers, the specified information and the mnumber of hours they have volunteered.

Departments Who Benefit From This Report

Box Office You use the Volunteer Hours Summary to print a report for each Volunteer with selectable detail fields and a summary range of what hour range the Volunteer falls in for the selected criteria.

Criteria Hints

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Parameter Field Condition Value
Volunteer Hours Summary

Volunteer Schedule by Patron

The Volunteer Schedule for a Patron report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the schedule for a volunteer.

Departments Who Benefit From This Report

Volunteer Coordinator
Use this report to see the schedule for a volunteer. This report can also be given to the volunteer or emailed as a reminder of the times they will be working.

Criteria Hints

It is recommended that this report be run with a specific patron or range of patrons as the criteria.

Parameter Field
Condition
Value
Patron Name - Last
between
(Last Name) and (Last Name)

Volunteer Schedule by Performance

The Volunteer Schedule by Performance report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of the schedule for volunteers for a particular event. The volunteers are sorted by the performance(s) that they are assigned to.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to see the schedule for volunteers for a specific event.

Criteria Hints

It is recommended that this report be run with a specific event or range of event as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Volunteer Statistics

The Volunteer Statistics report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a summary of the volunteer statistics by volunteer code.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report as an overview of the volunteers for the year and the total hours volunteered.

Criteria Hints

It is recommended that this report be run without criteria or with a specific range of events as the criteria.

Parameter Field Condition Value
Event # is one of (Event)

Use the SHIFT key to select a series of events, or the OPTION key (Mac) or CTRL key (Windows) to select multiple individual events.

Volunteer Time Availability by Patron

The Volunteer Time Availability by Patron report can be found under the Volunteer and Volunteer History category. This report has additional criteria options. Click here for more information about the Parameters tab. Click here for more information about the Sort & Subtotal tab. Click here for more information about the Formatting tab. Below the image are detailed notes to help you in using the report.

Click here for information on generating a report. Click here for information on the Finished Report window.

Purpose of the Report

This report generates a listing of each volunteer and their availability.

Departments Who Benefit From This Report

Volunteer Coordinator Use this report to review the availability of a patron. It can also be given to a patron to confirm the times with.

Criteria Hints

It is recommended that this report be run with a specific patron or range of patrons as the criteria.

Parameter Field Condition Value
Patron Name - Last between (Last Name) and (Last Name)