Creating New Events / Plays

Before you add an event / play into Theatre Manager, a general ledger account number must be created for the new event / play. Refer to General Ledger Accounts for more information.

In the Event / Play window, there are eight different account number fields in five different ticket types. The eight accounts are:

1. Sales
2. Exchange
3. Refund
4. Discount
5. Markup
6. Ticket Fee account 1
7. Ticket Fee account 2
8. Ticket Fee account 3

The five ticket types are:

1. Regular
2. Season
3. Other Type 1
4. Other Type 2
5. Internet

Depending on how your accounting system is setup:

• You may need to create only one G/L account for the entire event / play, or
• You may need a separate account for each of the account number fields in each of the five ticket type categories.

To start, you perform the following steps:

1. Open the Event / Play List Window.

   Click here to learn how to access this window.

   

2. Click the New button.

   The fields are blanked to allow you to add new data.

   

3. Enter the Event / Play information.

   Click here for more information on Event / Play Information tab.

4. Click the Save Button to Save the new information.

   Click the Cancel Button in the toolbar to cancel the insert.

Accounting Tab

The Accounting Tab displays the accounting information for an event. It displays the general ledger accounts that are set for the event and the applicable taxes applied. As well, when the revenue will be received into the general ledger can be determined.

Taxes to Apply to Tickets

There are three taxation levels that can be applied to an event. Checking the box beside a tax level tells Theatre Manager that taxation level will be applied to the price of a ticket for the event. Tax levels are set up in the Accounting Tab of Default Data.

Deferred Revenue

In general, deferred revenue results when payment for goods and services (tickets to an event) is received in advance of the goods (the event). Deferred Revenue is a Liability until the event has pasted. Theatre Manager then transfers the revenue from the liability account to the earned revenue accounts. Checking the box beside Use Deferred Revenue will define this event as a deferred revenue event. You will be required to insert the necessary set of General Ledger Liability Accounts for recording the deferred revenue. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining a Chart of Accounts.

Posting Accounts

Their are six different types of accounts that are used in combination with Events. They are, a Sales Account, an Exchange Account, a Refund Account, a Discount Account, a Markup Account, and three levels of Ticket Fee Accounts. As well, there are five different ticket categories for each type of ticket. They are, Regular, Season, Other-Type 1, Other-Type 2 and Other-Type 3.

Depending on how your accounting system is designed, you may want to set up all account types with the same general ledger account. For example, the same general ledger account can be entered for all revenue accounts -- the general ledger will record all revenue for the event into one account. Separate general ledger accounts can be entered for all revenue accounts -- the general ledger will record each type of revenue for the event in a separate account. Refer to the section, General Ledger Setting Up the Chart of Accounts for more information on determining whether to use a detailed versus a simplified general ledger number setup.

Sales Account	Designates the general ledger account number used to record revenue received through new ticket sales for the event.
Exchange Account	Designates the general ledger account number used to record revenue gain or revenue loss through ticket exchanges for the event.
Refund Account	Designates the general ledger account number used to record revenue loss through ticket refunds for the event.
Discount Account	Designates the general ledger account number used to record the net value of ticket discounts through ticket sales, ticket exchanges, and ticket refunds for the event.
Markup Account	Designates the general ledger account number used to record the net value of ticket markups through to ticket sales, ticket exchanges, and ticket refunds for the event.
Ticket Fee Accounts	Designates the general ledger account number used to record the net value of per ticket service charges applied to ticket sales, ticket exchanges, and ticket refunds for the event.

Ticket Types

Theatre Manager can also breakdown your ticket sales for an event into five separate sections.

This allows you to keep track of how your tickets are being sold. The "Other Type" Tabs can be renamed in Default Data: Appearance. Under each of these tabs are independent deferred revenue and earned revenue accounts for each type. Thus allowing you to designate separate accounts for each revenue for all types.

Adding Performances

Once you have created an event you can create performances to sell tickets to. Click here to learn how to create an event.

Adding a new performance can use a lot of space in the database. Each performance requires about 400-600 bytes. If you create an event with 10 performances, you might require 4K to 6K. Typically, most of the required space is for tickets. Each ticket sold uses between 500 & 1000 bytes, depending on the length of your promotion codes, credit cards, etc.

You can regain the space used, by archiving an event when all performances and reports are completed or at the end of a year.

Festival Seating

Tickets are created at time of sale and a ticket can represent an admission of a number of people (e.g. admit 10). If a ticket always represents one admission, the number of tickets created will be similar to reserved seating.

Example #1 600 seat house average ticket being admit 3 house sold to 60% capacity for 30 performances This would require: 600 seats * 30 performances * .6 (capacity) /3 (average tickets qty) = 3600 tickets issued 3600 * 500 bytes = approx. 2 Meg

Example #2 200 seat house average ticket being admit 1 house sold to 110% capacity for 10 performances This would require: 200 seats * 10 performances * 1.1 (capacity) /1 (average tickets qty) = 2200 tickets issued 2200 * 500 bytes = approx. 1 Meg

Reserved Seating

Tickets are created at the same time as the performances. One ticket is created for each seat in the theatre so the formula for predicting the amount of space used is relatively constant.

Example 600 seat house and 30 performances would require: 600 seats * 30 performances = 18000 tickets * 500 bytes = approx. 9 meg

2 Year Requirement 600 seat house 5 productions 30 performances using reserved seating may require 9 megs * 5 * 2 = 90 megs for 2 years of tickets online.

Price Codes

on the Play/Event Setup Window, price codes are displayed on the right side and are for the currently selected (highlighted) performance. Clicking on the different performances will change the prices seen.

This section is a description of the Price List, Setting a Default Price Code for a performance, Copying Prices and Editing Prices.

Pricing Information

Pricing information for the selected performance on the left, displays in the price list on the right side of the Play Setup Window. When you click on different performances the price list will change. From left to right the price list displays:

Code	Displays the single character code that is associated with this price. This character was assigned in the Price Code field in the Venue Map window.
Use?	Check box field. If the box is checked then the price code is available for use by the performance that is highlighted in the performance list.
Description	The description you give to easily identify the price code. For example, Adult, Child, Senior, Student. Or alternatively: Front, Mezzanine, Loge, Balcony.
Price	Displays the dollar value of the price code. For example, $10.00, 15.00... etc.
City	Displays the amount of city tax charged on the price code.
State/PST	Displays the amount of provincial / state tax that is charged on the price code.
Federal/GST	Displays the amount of Federal tax charged on the price code.
Price + Tax	Displays the total price of the price code with all taxes included.

Selecting a Default Price Code

Each performance (series) can have its own default price code setting.

1. Click on the Pricing Tab of the Event Setup Window.

   Pricing information should now display on the right side of the Event Setup Window.

   

2. Select the performance for which you are setting the Default Price Code.

   Click on the performance from the performance list. The prices for this performance display in the price list on the right side of the window. 

3. Open the Default Price Code drop down list.

   A list of usable price codes is displayed.

   

4. Select a Price Code to be the Default.

   Do this by clicking on a price code from the list.

Copying Prices

In Theatre Manager , you can copy prices to a single performance or group of performances, from any performance saved in Theatre Manager.

1. Click on the Pricing Tab of the Events and Dates Window.

   Pricing information should now display on the right side of the Events and Dates window.

   

2. Select the performances that you want to Copy Prices to.

   To do this, click on the first performance you want to copy prices to, then drag you cursor over the remaining performances from the performances list on the left side of the window. Alternately, you can click the first performance, and then hold <CTRL> (Windows) or <COMMAND> (Mac) and click each additional performance.

3. Click the Copy Prices Button.

   The Copy Price Wizard window opens.

   

4. In Step 1, select the performance to use as a Pricing Template.

   To further refine your searchm click the drop down list under the 1. You can then choose a different five search fields. They are:

   

   Select a search field, and you can further restrict the search using the "from" and "to" fields to enter criteria. For example, the (picture) below displays a successful search for performance that have Play Codes starting with 07.

   

5. In Step 2, you select the performance that you want to use as a Pricing Template.

   As you select plays on the right, their price codes are displayed on the left and the performance's price codes are displayed on the right.

6. Select the Price Codes you want to copy.

   Highlight the Price Codes you want. You can select all, none, or some of the price codes to be copied.

7. In Step 3, you choose which Attributes of the Price Code to copy.

   There are four parts of the price code that you can copy across. The Description, the Price, Able To Use Flag, and Enabled/Disabled Promotions. To copy an attribute put a check in the box beside the attribute desired.

8. Click the Copy Button.

Promotion Tab

The promotion tab assigns promotions to a performance. You can assign whatever promotion you want to any performance. A performance could have all available promotions or only specific promotions A performance must have at least one (1) promotion in order to sell tickets to the performance. In order to do this, there must be promotions created already. For detailed information about promotions Click Here. The instructions below describe how to assign promotions to a performance as well as removing them.

By default, ALL promotions are available to the performance when it is created.

Adding Promotions to a Performance

1. Open the Event Setup Window.
2. Click on the Promotions Tab.

   A list of all the performances for the event will be displayed on the left side of the window. All the promotions currently setup will appear on the right side.

    

3. Select the performance you want to add promotions to.

   Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

4. Select the promotions you want to use.

   Click a promotion to select / deselect it.

5. Click the Allow Use Button.

   An green check mark to the left of the promotion description. The checked promotions will now appear in the buy window when selling tickets to that performance.

Removing Promotions from a Performance

1. Open the Event Setup Window.

2. Click on the Promotions Tab

   A list of all promotions in Theatre Manager will appear on the right side of the Window.

   

3. Select the performance.

   Click a performance to select it. Only one performance may be selected since each may contain different promotion data.

4. Select the promotions you want to remove.

   Do this by highlighting the promotions you want to clear.

5. Click the Disable Use Button.

   An red X will now appear to the left of the promotion description. The X'd promotions will now not appear in the buy window when selling tickets to that performance.

Maps Tab

Maps Tab

This allows you to view the current map, with holds being used, for the performance. You can see a graphical representation of the current "House Dressing". You can also add and release holds for each performance from this tab. If you add holds in the theatre map for a performance that has already been set up, you will have to go into each performance in the event, select the Holds Tab, and check the box for "Return tickets to hold for this performance." You will then need to:

• Open the Maps tab of the Events and Dates Window
• Highlight each performance in turn
• Select the Sales Map in the display options
• Click the Holds button to activate the "All Seats on 'Return to Holds' Map popup and select that popup.





Parts of the Maps Tab

Performance Information
Performance #	Unique performance number generated by Theatre Manager.
Performance Code	A quick reference for the performance.
Performance Date	Date of the performance.
Performance Time	Time of the performance.
# Sold	Number of seats currently sold for the performance.
# Held	Number of seats currently held for the performance.
Sales Method	Type of seating used for the performance, typically either Festival or Reserved.
Play #	Sequence number of the event.
Additional Buttons
	Shows the current map as it appears in the Ticket Selection process.
	Shows the default holds map for the venue as set in Theatre Maps.
	Prints a graphical version of the "House Dressing" for the selected performance.
	Allows a seat to be released for sale for the selected performance.
	Allows a seat to be held by a letter code for the selected performance.
	Places holds based on the default hold map for the venue. Appears after "Hold" is clicked.

Editing Performances

Each series of performances can be edited after being created. You may be required to change the time or date of the performance or some other attribute. There are different editing options for each of the different sales methods, however they are similar. Before details are explained about editing each performance type. It is useful to know how to access the series detail window so you can start editing.

Accessing the Performance Detail Window

1. Open the Event / Play Setup Window.
2. Find the Event with the performance you wish to edit.

   Click Here to learn how to find events.

3. Click on the Performances tab

   The Performance Tab opens.

   

4. Double click on a performance to open the Performance Detail Window.

   

   The detail window is the same for each sales method. Depending on the sales method you may not have access to some fields. Click Here for a detailed description of this window.

Editing Price Codes

There are two different reasons for editing price codes: One, to initially set up the prices for the price codes. Two, to alter an all ready set up price.

1. Open the Play Setup Window.
2. Select the Play you want to adjust and click the Open Button.
3. Open the Pricing Tab.

   For more detailed information about the Pricing Tab, Click Here.

   

4. Select the Performance that you want to Edit Price Codes for.

   Do this by clicking on the specific performance from the performance list on the left side of the Play Setup Window. The prices for this performance will display in the price list on the right side of the Play Setup Window.

5. Select the the Price Code you want to Edit.
6. Click the Edit Price Button.

   

7. Enter a description for the Price Code.

   Common price code descriptions are Adult, Student, Senior, etc..

8. Enter a Base Price.

   The price that is entered here is the ticket price before taxes have been added on. If your company likes to have nice round ticket prices after taxes then you can use the Calculate Price Excluding Tax Feature. It is explained further down the page.

9. Click Save .

   Doing this accepts the changes to the price code. Clicking Cancel would have canceled the changes.

   
   

Calculating Prices Excluding Taxes

1. Enter the Selling Price you want to end up with after taxes.

   In this example we will use $10.00 and a 7% tax rate.

   

2. Click the Calculate Price Excluding Taxes Button.

   The selling price will now display as the price before taxes. In this example the $10.00 Price Code turned into a $9.35 Price Code. Look to the calculation to see how the tax was broken out to create $10.00 final price ticket.

   

3. Click Save .

   This accepts the changes to the price code.

Verifying Seats

This is an internal database verification that ensures all tickets have been created and are properly setup. The verification routine has three functions:

• Determines if there are any missing reserved seats. This should never happen - verification will detect and correct the issue.
• recalculate performance totals based on ticket sales for the performances being verified
• ensures that the letters displayed on the map are consistent with the settings in system preferences. If you've changed the setting in system preferences to or from 'Price Code' and 'Promotion Letter', you will need to verify future performances to change the actual letter display.

1. Click the Event button in the Theatre Manager ribbon bar.
2. Locate the Event with the Performances to be Verified.

   

3. Open the Event by double clicking on it.

   

4. Select the Performance tab.

   

   Single click on the performance to be verified. You can select multiple performances at a time if needed.

5. Click the Verify Seats button.

   The Verify Seats warning dialog opens.

   

6. To continue, click the Verify button.

   The progress bar at the bottom of the window will state the function and the progress.

When the Verify process has completed, the Performances will no longer be available for sale at the Box Office. They will need to be marked as available before tickets can be sold.

Setting Attendance

You use setting attendance to keep track of how many patrons attended a performance versus the number of tickets sold. This feature is beneficial for deciding how much can be oversold to a festival house. You may have discovered there is a consistent 'no show' rate of 15% to 20% and can then adjust sales to match the trend. Another use for this feature is calculating royalties based on the number of patrons that actually attended the performance, not based on the number of tickets sold.

It is important to remember that this feature only works if you have the ticket and the patron number printed on the ticket, or a bar code that contains one or both of those numbers.

To Set the Attendance

1. Click the button in the Theatre Manager Ribbon bar.





2. Double click on the Play / Event to set attendance for.





3. Click the Attendance tab.


4. Select the performance to set attendance for.

Choose the performance by clicking on the corect date in the column on the left side of the Attendance Tab.



5. Click the button.

The Set Attendance button is only accessible if the performance you have selected has already taken place or will be performed that day. The Set Attendance dialog opens.



6. Click the All button to set the attendance flag to "Attended" for all patrons and tickets.

Use this option if you are sure that all the tickets were redeemed for the performance.



7. Click the Scan button to manually enter attendance.

The 'Attendance: Patrons who came' window opens.



8. Enter the patron number, ticket number or click in the ticket number field and scan the ticket.

If you enter the patron number, all of the tickets the patron purchased will appear in the window. If you enter the ticket number or scanning the ticket, only that ticket will appear.



9. Click the Accept button.

To speed up the process, press the <RETURN> key to accept the ticket # / Patron #. If you are using a bar code scanner, set the default to include an automatic <RETURN> after each scan. If the tickets have a bar code on them, then either the patron number or the ticket number can be scanned in. It depends on what information has been encoded in the bar code.

If too many tickets have been selected, and not all should be marked as attended, highlight those to remove and click the Clear Attend button. The tickets are removed from the list.

10. Click the Finished button when all data has been entered .

This marks all tickets entered in the list as Attended.

To clear tickets incorrectly marked as 'Attended' from a play:

If a mistake is made in setting attendance, attendance for the entire performance (or optionally, specific tickets) can be cleared.

1. Click the button in the Theatre Manager Ribbon bar.







2. Double click on the Play / Event to clear attendance for.





3. Click the tab.


4. Select the performance you want to Clear Attendance from.

The tickets for that performance are displayed in the attendance list.





5. If clearing attendance for a select group of tickets, highlight them in the right hand window.


6. Click the button.







7. Click the All button to clear the attendance flag for all patrons and tickets.


8. Click the button to only clear attendance for the tickets selected.

Adding a Fee to a Ticket Price

There are times you will want to add a fee to a ticket price. For example, adding a fee when selling tickets for another group.
The steps below outline how to add a fee to a ticket price.

1. Add a Fee to a Sales Promotion.
   - For information on creating a sales promotion click here.
   - On the promotion Calculation tab, enter the fee you wish to charge into Ticket Fee box 1.
2. Alter the event Account tab.
   - Select the event the fee is to be applied to. For more information on events click here.
   - Under the event Accounting tab, specify what G/L account the ticket fee should be posted to in the Ticket Fee 1 Account box under the Earned Revenue Accounts (Fees) section.
   - For more information on the accounting tab click here.
3. Alter the event Pricing tab.
   - Under the event Pricing tab, alter the prices for performances if the fee is to be built into the price.
   - For more information on the Pricing tab click here
4. Enable the promotion for the event performances.
   - Enable the promotion from Step 1 under the Promotions tab.
   - For more information on the Promotions tab click here.

You have now successfully set-up the ticket fee. When the Sales Promotion you created is selected during the ticket sales process, it will add the fee on top of the base ticket price.

Deleting a Play / Event

Deleting a play may only be necessary if the play was entered into the database incorrectly, inadvertently, or has been canceled. You can delete a play if all tickets sold have been refunded or exchanged out of the performance and the End of Day Wizard has been completed.

Rules for Deleting a Play:

You can delete only if:

• You have "Delete" user privileges the Play information under the data tab of Employee Setup.
• All general ledger detail records have been archived that are associated with this play.
• There are no Daily Sales Summary information associated with this play.
• The play is not a "Control House" for any Season Subscription Package.
• There are no Volunteer History records assigned to this play.
• All necessary ticket based analysis reports have been been printed for this play.

To start, you would perform the following steps:

1. Open the Play List Window.

   Click here for more information on opening the Play list window.

2. Open the Play to delete.

   

3. Click the Delete Button in the Plays window.

   After you click the delete button the Delete Play dialog opens.

   

4. Click Delete to delete the performance.

   Clicking the Cancel button cancels the deletion.

   If the Sales Method is Reserved Seating, then all tickets that were previously created for this series will also be deleted.

Deleting a Performance

If you chose not to put on a performance for a play, you can delete the performance. However, if you have sold tickets to the performance, you will be unable to delete it.

Rules for Deleting a Performance:

You can delete only if:

• You have "Delete" user privileges the Play information under the data tab of Employee Setup.
• The play must not be archived.
• No tickets have been sold to the performance.
• No transactions created for this performance.

To start, you perform the following steps:

1. Open the Play List Window.

   Click here for more information on opening the Play list window.

2. Open the Play you want to remove the performance from.

   

3. Review the Performance Tab to ensure that no ticket have been sold to the performance.

   

Note the # SOLD column in the performance list. Quantity must be zero for each performance in the list.

4. Click the Delete Button.

   The Delete Performance dialog opens.

   

5. Click the Delete Button to delete the performance.

Attendance Tab

The Attendance Tab is used to show which patrons are attending a performance. As well you can set the attendance the day of the performance and refund tickets from this tab. Setting attendance allows you to track which patrons with tickets actually attended the performance. The refund function is for ease of use if on the day of the performance a patron decides that they would like to refund their ticket you can do so without having to change windows.

Parts of the Attendance Tab

Performance #	Number of performance assigned in order of creation.
Performance Code	Code assigned based on the week and day of the performance.
Performance Date	The date of the performance.
Purchase #	Purchase reference number.
First Name	Patron's first name.
Last Name	Patron's last name.
Company	Company the patron works for.
Quantity	Number of admittance per ticket.
Section	Section the patron is seated in.
Row #	Row the patron is seated in.
Seat #	Seat number the patron is seated in.
	Sets the attendance for the performance. This is only available on the day of the performance or after it has taken place.
	Clears the attendance of the performance. This is only available on the day of the performance or after it has taken place.
	Print the selected tickets for this performance that are not yet printed.
	Refunds the selected ticket(s).
	Transfers the selected ticket(s) to another performance.

Cash Flow Tab

The Cash Flow tab displays a detailed summary of the sales analysis taken in for the event event.  Each line displays the NET number of tickets that were sold, the gross sales in dollars, the amount of markups in dollars, the amount of discounts in dollars, the price before tax, the amount of tax in dollars (each tax level is broken out separately), and the net sales. The price before tax is the gross sales + markups - discounts + 3 levels of ticket fees. The Net Sales is the price before tax + 3 levels of taxes.

G/L Entries Tab

The G/L Entries tab displays a detailed summary of the transactions created and journalized to the general ledger for the general ledger accounts defined for this play.

You can adjust the summary options by choosing the drop down menu in the bottom right hand corner of the window.

Marketing Tab

In the Marketing tab, you can configure the Marketing notes for the play. You can also add the play to a mail list and include external and internal notes for your Box Office Staff. Information you enter on this page will appear on your page in the Ticket Trove iPhone and iPad app.

Available Actions
Notification	The email notification that will be sent when tickets are purchased to this play. Click here for info on work flow notifications.
Default Mail List	Allows you to assign this play to a specific mail list.
Running Time	Running time of each performance in minutes. Also displays for Web Sales.
Genre	Genre is a setting for events that is common across all Theatre Manager customers. Currently, there are about 30 classifications which will be used in the iPhone/iPad app to help customers find entertainment to their liking.
External Sales Notes	Marketing notes for both your Box Office staff and for Web Sales.
Internal Sales Notes	Marketing notes that appear to you Box Office staff, but not on the Web.
Event Icon for Web/iPhone App	If there is a graphic in the event, entering it here will display the graphic for all performances of the event.

Performance Tab

The Performance Tab is used to create the performances that make up a play. Performance information cannot be added (and the tab will not be made available) until Play information and Accounting information have been entered and saved. If a play has already been set up you can access the Performance Tab at any time.

Sale Settings
At the Box Office	Checking this box allows you to sell the performance at the Box Office.
Via the Internet	Checking this box allows you to sell the performance on the Internet.
At Other Outlets	Checking this box allows you to sell the performance at other outlets.
Use In a Control House	Checking this box allows the performance to be used in a Control House for subscribers.
Prevent Overselling	Checking this box prevents the performance from being oversold.
Sell Security	Allows you to control what security levels have the ability to sell this performance. Click here for more information on Sell Security.
Performance Information
Performance #	Unique performance number generated by Theatre Manager.
Performance Code	A quick reference for the performance.
Performance Date	Date of the performance.
Performance Time	Time of the performance.
Sales Method	Type of seating used for the performance, typically either Festival or Reserved.
# Sold	Number of seats sold for this performance.
# Held	Number of seats currently held for the performance.
# Available	Number of seats currently available for purchase for this performance.
Box Office?	Whether the performance is available for sale at the Box Office.
Web?	Whether the performance is available for sale on the Internet.
Outlet?	Whether the performance is available for sale at an outlet.
Subscription?	Whether the performance is available for sale via a subscription.
Oversell?	Whether overselling is allowed for this performance.
Play #	The Play number that this performance is part of.
Additional Buttons
	Creates a new performance and opens the Performance Setup Window. Click here for more information.
	Opens the Performance Setup Window for the selected performance.
	Deletes the selected performance. Click here for more information.
	Shows all transactions for the selected performance.
	Verifies all seats for the selected performance. It is best to do this when no other users are logged in.

Play Tab

Parts of the Play Tab

Play Information
Play #	Unique play number generated by Theatre Manager.
Play Code	A quick reference for a play. It is recommended that play codes start with the fiscal year of the performance, followed by the play number. This allows for quickly generating reports on plays by year. If there is more than one venue or different types of series, for example a main-stage and a second stage series, a character code can be included after the year. 09-01 - the first play of the 2009 season 09-05 - the fifth play of the 2009 season 09-C01 - the first play in the "C" theatre (assuming multiple theatres) 09-J01 - the first play in the "Jazz" series
Play Colour	You can override the normal play colour displayed on the calendar by selecting a different colour from the colour palette.
Play Title	Official title of the play as it will appear on the ticket or internet.
Season	Year the play takes place. This is based on the financial year.
Theatre Map	Number of the venue map that the play will be performed in. Plays which are to be sold with reserved seats must take place in venues that have had seats created. Plays sold as general admission, Festival Sales or Traveling Troupe, may be sold to plays with or without seats created.
	Theatre map search button. This button is only available when a new play is entered. To open a list of possible theatre maps to choose from click the button. From the list double click on a map to select it.
Additional Information
Corporate Sponsor	Name of the sponsor for the production. Additional sponsors could be entered in the notes field. This information can be printed on tickets.
Special Note	Additional information such as warnings or special messages that may be required for an play. This information can be printed on tickets.
Director	Director of the play. This information can be printed on tickets.
Playwright	Playwright of the play. This information can be printed on tickets.
Show Status Information
Active	Status of the play for reporting purposes.
Closed	Status of the play for ticket sales and postings.
Date Closed	This field displays the date the play was set to prevent sales and financial changes.
By	This field displays the initials of the employee who closed the play.
Web Sales Controls
Stop Sales in Advance	Number of minutes prior to the play start time that the play will be removed from web sales.
Patron Purchase Limit	Sets the maximum number of tickets to be sold in an order for this play via web sales. If the Box Office will allow a patron to have more than the allotted number of tickets, the tickets will need to be sold by a Box Office staff member and not via the internet.
Ticket Printing Information
Print selected ticket face	Choose to print ticket for this play (is the default setting)
Ticket Face	The ticket face selected for the play. The ticket face number can be typed manually or selected.
	Click to open a list of possible ticket faces to choose from. Double click on a ticket face to select it. By leaving this field blank a built in default ticket face design will be used for printing tickets.
Mark ticket as printed (but don't print)	Will not print a ticket for the play all though when tickets are sold they will appear printed.
Only Print Sales Promotion ticket face	Prints a ticket based upon the promotion selected. For more information regarding printing tickets by promotion refer to Promotion Detail.
	Click to print a test ticket for this play.

Revenue Tab

This tab displays a detailed summary of the revenue taken in for each performance of an event. The Play is broken down into individual performances.

Below is an explanation about each column on this tab.

Performance Code	This is the code used to track the performance by.
Performance Date	The date of the performance.
Performance Time	The time of the performance.
# Sold	The current number of tickets sold to the performance.
# Report	The number of tickets being used for reporting.
Price	The base price pf the ticket.
Discount	The total of all discounts.
Gross Sales	The total amount of sales minus all discounts, fees, and taxes.
Ticket Fee 1	Total of all fees categorized to this fee.
Ticket Fee 2	Total of all fees categorized to this fee.
Ticket Fee 3	Total of all fees categorized to this fee.
City Tax	The total of all City taxes.
State / PST Tax	The total of all State or PST taxes.
Federal / GST Tax	The total of all Federal or GST taxes.
Total	The total of all money collected during payment. This includes fees and taxes.
Journal No Code	If the performance has occured, the G/L number that it was posted to.
Performance #	The performance number assigned by Theatre Manager based on order inputted.

Volunteer Tab

"Volunteer" is a broad term meaning "Personnel," "Volunteers," "Staff," or a variety of other terms. The field refers to any person assigned to an activity - whether they are paid or unpaid. you may have a mixture of paid and unpaid staff within the same event, for example Ushers (who are unpaid) and Run Crew (who are compensated). Since the name of the field is customizable, some organizations may retain the term "Volunteer," while others change it to reflect their own terminology. The nomenclature in your database may be different than "Volunteer."

This Volunteer tab displays a list of the volunteers (personnel) assigned to each performance of the event, and what their task will be during the performance.

Parts of the Volunteer tab

Performance Information	On the left side of the window, the listing of performances including the sequence number of the performance, series code, and performance date.
Volunteer Information	On the right side of the window, the listing of volunteers assigned to a specific performance.
	Allows you to look up and add a volunteer to the selected performance.
	Brings up the Volunteer Activity Detail window for the selected patron.
	Allows you to remove a volunteer from the selected performance.
Show volunteer working entire event	This feature is currently under development.

Tasks Tab

This page is under construction.

Ticket Face Code Tab

Parts of the Ticket Face Code Tab

Row	Row to which the calculation is applied
Column	The column to which the calculation is applied
Rotation	The rotation of the data
Font	The font to be used to display the data
Height	The height of the characters
Width	The width of the characters
Calculation	Exports the ticket calculations
	Add a line to the ticket face calculations. For more information on calculations click here.
	Remove a line from the ticket face calculations.
Ticket DPI Conversion	Allows the conversion of the row and column information to a different DPI.
	Enables printing of a sample ticket to the printer. Ensure the printer is correctly set up in the options tab. This is designed to print a sample ticket with sample information. To see an actual ticket with correct information the ticket face number must be entered into the Plays and Dates information for a particular play. Sell tickets to a test patron account and print them as a final test of the ticket design.

Constants Tab

You use constants to add to ticket face equations. Constants replace long lines of equation that need to be repeated or in conjunction with pick statements. A pick statement may read if the constant is not met to print one thing on the ticket but if the constant is met to print something completely different. Constants allow for more editing options and can be used as many times as is needed in the ticket face.

Parts of the Constants Tab

Constant #1	First constant equation.
Constant #2	Second constant equation.
Constant #3	Third constant equation.
Constant #4	Fourth constant equation.
	Opens the constant equation window. For more information on creating constants click here.
Print Ticket Depending on Value of Constant #4	If the value of constant #4 equals zero the ticket face will not print.

Options Tab

Parts of the Options Tab

Print to Port
Printer #1	Option 1 for ticket printing. Select this option if the ticket printer is connected to this port.
Printer #2	Option 2 for ticket printing. Select this option if the ticket printer is connected to this port.
Dual Path Printer
Ticket Printer Path #1	Port 1 on the ticket printer. Select this option if the ticket should print to this port.
Ticket Printer Path #2	Port 2 on the ticket printer. Select this option if the ticket should print to this port.
PCX Logo File	File name of the logo to be printed on the ticket
	Search button to locate the logo file.
	Opens the logo in it's designated program for viewing.
	Opens the folder the logo resides in.

Formatting Ticket Faces

When you are formatting ticket faces, you need to think in Rows and Columns.

Row

The number of rows on a ticket face is dependent on the resolution of the ticket printer in dots per inch (DPI). The total number of rows is equal to the total number of dots that could be printed in the height of the ticket. To calculate the total number of rows available, multiply the DPI of the ticket printer, times the height of the ticket. For example:

• If a printer has 200 DPI resolution, it prints 200 dots per inch. A two inch high ticket will have 400 dots or rows.

  By entering 300 into the row perimeter, you instruct the printer to start printing the information at the 300th dot, or 1.5 inches from the top of the ticket.

• If the printer is 100 DPI there are 200 dots in the height.

  By entering 150 in the row perimeter, you instruct the printer to start printing the information at the 150th dot or 1.5 inches from the top of the ticket.

The best way to determine the effect of changing row placements is to print tickets changing the row parameter. To edit the row parameter you perform the following steps:

1. Double click on a line to open up the Ticket Face Detail window.

   

2. Change the row parameter.
3. Click the Save button.

   The changes have now been accepted for this line.

4. Click the Test Ticket button.

   A sample ticket will print for review.

Column

The number of columns is also dependent on the resolution of the ticket printer in dots per inch (DPI). The total number of columns is equal to the total number of dots that could be printed in the width of the ticket. To calculate the total number of columns available multiply the DPI of the ticket printer times the width of the ticket.

• If the printer has 200 DPI resolution, it prints 200 dots per inch. A 5 inch wide ticket will have 1000 dots or columns.

  By entering 300 into the column parameter, you instruct the printer to start printing the information 1.5 inches from the left edge of the ticket.

• If the printer is 100 DPI there are 500 dots in the width.

  By entering 150 in the column parameter you instruct the printer to start printing the information 1.5 inches from the left edge of the ticket.

The best way to determine the effect of changing column placements is to print tickets changing the column parameter.

1. Double click on a line to open up the Ticket Face Detail window.

   

2. Change the column parameter.
3. Click the Save button.

   Any changes you make are accepteed for the ticket line.

4. Click the Test Ticket button.

   A sample ticket will print from review.

Height

Height allows you to customize the font height. For example, if the font selected is (5 x 7) and the height set at 2, the size of the font will change. The height of the font will be multiplied by 2 and print at 14 instead of 7.

Width

Width allows you to customize the font width. For example, if the font selected is (5 x 7) and the width set at 2, the size of the font will change. The width of the font will be multiplied by 2 and print at 10 instead of 5.

Rotation

Rotation allows you to print information both horizontally and vertically on the ticket.

NR (No Rotation) means no rotation and information is printed horizontally.

RL (Rotate 90+) means rotate left and print top to bottom.

RR (Rotate 90-) means rotate right and print bottom to top.

RU (Rotate 180) means print upside down.

Font

The fonts you can use are dependent on those available in the printer.

The number bracketed after each font refers to the number of dots in each character. A (5 x 7) font means that the font will print each character 5 dots wide and 7 dots high.

Calculation

There are two ways to enter information into the field calculation area of a ticket. You can type the information directly into the field calculation area or select from available fields. Both methods will be used to build a ticket. Available fields are divided into several groups.

Default Data	Enables the placement of information about the company contained in the Company Preferences setup. For example, the company name, address, and telephone numbers.
Theatre Information	Enables the placement of information about the Theatre Map associated with the play. For example, the theatre name, address, and the section/row/seat names.
Play Information	Enables the placement of information about the Plays and Dates associated with the ticket. For example, the play title, play date and time, and play sponsor.
Ticket Information	Enables the placement of information about the ticket sold to the patron. For example, the price paid, price discounts, and the ticket serial number. The ticket serial number is a unique number generated by Theatre Manager for each ticket.
Member Data	Enables the placement of information about the membership sold to the patron. For example, purchase date, expiry date, member type, and the control number. The control number is a unique number generated by Theatre Manager for each membership used for tracking purposes.
Order Information	Enables the placement of information about the order created when the ticket was sold to the patron. For example, the order date and total order dollar amount outstanding.
Payment Information	Enables the placement of information about the payment made by the patron. For example, payment type, total payment value, and the credit card number.
Patron Information	Enables the placement of information about the patron. For example, the patron name, address, and telephone numbers.
Donation Information	Enables the placement of information about the donation made by the patron. For example, the campaign, donation date, and the total donation amount outstanding.
Donation Receipt Data	Enables the placement of information about the donation receipt as it pertains to donation of a patron. For example, the receipt number, date the receipt was issued and the value of the receipt.
Miscellaneous Information	Enables the placement of printer created information. For example, drawing boxes, drawing lines, and printing the internal ticket printing counter. The internal ticket printer number is a number generated by the printer every time a ticket is printed. If the same ticket is printed 4 times, each ticket will have an unique number.

Adding Accented Letters to a Ticket Face

In some instances, a Play or Event title or other piece of information you need to print on a ticket face, includes an accented letter. The following instructions will allow you to make that edit.

To print accented letters you are limited to using Font F13. This means for any field that has an accented letter within it, the line must use font F13 (other lines of coding can be any other font you wish). This is the only available font within the default language for the ticket printer that uses the extended ASCII character set.

1. Chose Setup > Ticket Faces to open the Ticket Face List Window.

   

   For more information on the click here.

2. Select the ticket face to edit from the list.

   For information about editing ticket faces, click here.

3. Double-click the line of ticket face code to edit to include the accented text.

   This opens the Ticket Face Detail window for that line of code.

   

   For information about formatting ticket faces, click here.

4. Select Font F13 from the Font Drop Down Menu. .

   Selection of any font, other than F13, will print "?" for the character. Any other fonts available do not reference the extended ASCII character set.

5. You must enter the extended ASCII character within the field to print, as a WIN character instead of a DOS character. You achieve this by holding down the key while typing "0" then the decimal number on the keyboard keypad. (The decimal number must be preceded by a leading zero). For example:

   For an è hold down ALT and type 0138

   For an à hold down ALT and type 0133

   For an É hold down ALT and type 0144

   For an å hold down ALT and type 0134

6. On the screen (we'll use è as an example) the character appears as the WIN representation , a funny looking "S", but when you print the ticket, it will print out as the DOS ASCII character of è .
7. You will end up with a line that looks like this:



8. Following is a table of DOS vs WIN characters:

Inserting Values

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

1. In the left column of the Code Tables Data window, highlight the table you want to insert a new value.
2. Click the New button in the Code Tables Data window ribbon bar.

   The Code entry dialog opens.

   

3. Enter the new code.
4. Set the status of the new code.

   When inserting, the default is always "Active".

5. Click the Save button.

   The new code is now saved and added to the code table.

Editing Values in a Code Table

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

1. Double Click the value you would like to edit.

   

2. Change the value as needed and click the Save button.

   The value will be changed in the code table and on all records which contained that value.

Deleting Values

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

1. Choose the code value to be deleted

   Do this by single clicking the value.

2. Click the Delete button.

   

   The Delete a Record confirmation dialog opens.

3. Click the Delete button to complete the deletion

   The Value is now be deleted and has been removed from the table.

Reloading Table Values

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

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

1. Close Theatre Manager.
2. Start Theatre Manager.

   Any changes made to the code tables will be visible and available.

Code Table Options

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

Sales Promotions List Window

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

Markups and discounts can be percentages or fixed amounts.

For Example:

A half price sales promotion has a 50% discount.

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

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

A sales promotion can combine a discount and a markup.

For Example:

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

Ticket prices before tax are calculated as:

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

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

Parts of the Sales Promotions Window

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

Default Promotion

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

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

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

1. Choose Setup>>System Tables>>Sales Promotions.

   

   The Sales Prootion List window opens.

   

2. Select the promotion to become the default.

   Single click on a promotion to select it.

3. Click the Set button.

   

   The status bar displays the name of the default sales Promotion.

Removing the Default Setting

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

1. Select the promotion currently set to default.

   Single click on a sales promotion to select it.

2. Click the Clear button.

   The bar at the bottom of the window now states No Default Sales Promotion had been selected.

Adding a Promotion

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

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

   

   The Sales Promotions list window opens.

   

2. Click the New button.

   The Promotion Detail Window opens.

   

3. Enter Sales promotion Name.

   Try to give the promotion a name that is relatively self explanatory.

   For example: If the promotion is a buy one get one free type of admission, name the promotion 2 for 1. Refer to Promotion Ideas Page for more promotion description examples.

4. Enter the dates that the Promotion will be active.

   The effective date is the date that the promotion takes effect, the thru date is the date that the promotion is good until. If the promotion does not have time constraints leave the date boxes empty.

5. Enter Price Codes to be Excluded.

   Excluded Price Codes are Price Codes that should not be effected by this Sales Promotion

6. Assign the Promotion to a Report Subtotal Group.

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

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

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

   G - Group Tickets (Senior homes, Brownies).

   M - Media Tickets (Critics, Editors).

   S - Season Tickets (Earlybird, Season).

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

   These letters can be further defined in Code Table data.

7. Select a Map Display Letter.

   This is the letter that will appear on the seat in the Map

8. Select the Per Ticket Fees.

   This is where the user can setup three levels of ticket fees. The user can also decide which taxes will be applicable to those order fees. Once again clicking on the check box for that tax desired. Refer to Promotion Example Page for examples of Per Ticket Fees.

9. Set Promotion Type.

   Similar to the report groups, they are used to classify similar sales promotions together. There are four possible selections to choose from. Regular Admission, Season Ticket, and three user defined fields. These promotion types are used in the same manner as the report groups.

10. Click on the Calculation tab.

11. Enter the Base Price Calculation.

    This is where the user enters a markup and, or discount for the promotion. The user can create a discount or markup that is based on dollars or percentage. Example: A user could create a discount of $10.00 or 25 % off of a given ticket price. The user could also create a markup of $5.00 or 15 % on a given ticket price. The user may also use the markups and discounts in conjunction with each other. Create a promotion that has a discount of 100 % with a markup of $7.00. This promotion used on any ticket will yield a ticket with price of $7.00. The user may also decide which taxes are applicable to the promotion. Click on the check box for the taxes that should be included.

12. Click Save .

    Doing this will finish of the process and save the promotion. Refer to the section on Selling Tickets for details on how to apply the promotion during a ticket sale.

Editing Promotions

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

To update a Promotion, you perform the following steps:

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

   

   The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

   

2. Click on the promotion you want to edit.
3. Click the Open Button.

   The Promotion Code Detail Window will open with the data for the selected promotion.

   

4. Change data as needed.
5. Click the Save Button.

   This saves all the data you have changed. The new data will be displayed in the Sales Promotions Window.

Deleting Promotions

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

To delete a promotion, you perfrom the following steps:

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

   

   The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

   

2. Click on the promotion you want to delete.
3. Click the Delete button.

   Clicking the delete button opens one of the two following dialogue boxes:

   

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

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

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

   

   This Dialogue box opens when you are deleting a promotion that has never been used or no longer has tickets or transactions referenced to it.

4. Click the delete button.

   The promotion will then be deleted and removed from the Sales Promotions Window.

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

Promotional Ideas

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

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

Possible Promotions

Single Ticket Promotions (Promotion Group R)

• 2 for 1
• Regular
• General Admission
• Senior Special
• Member Discount
• Sponsor Discount
• Rush seating

Complimentary Ticket Promotions (Promotion Group C)

• Staff
• Promotional
• Media
• Volunteer
• Artist
• President
• Other

Season Ticket Promotions (Promotion Group S)

• 5 play
• 3 play
• Season Early
• Season Regular
• Flex Pass

Group Ticket Promotions (Promotion Group G)

• Group 10 +
• Group 20 + 

Possible Ticket Fees

• Asset Replacement Fund
• Ticket Handling Charge

Order Fees

• Order Handling Charge
• Phone Order Fee
• Credit Card Order Fee
• Mailing Ticket Fee

Donation Giving Levels

Parts of the Donation Giving Level Window

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

Creating Giving Levels

1. Open the Donation Giving Levels window.

   Click here to learn how to access this window.

   

2. Click the New button.

   The Giving Level Detail window will open.

   

3. Enter a name for the Giving Level.
4. Click the Save button.
5. Click the the Add button.

   The button will become accessible once you have entered a matrix name.

   The Giving Level window will open.

   

6. Enter the name of the giving level.

   i.e. Bronze

7. Enter the lower limit of the giving level.

   i.e. 1

8. Enter the upper level of the giving level.

   i.e. 99

9. Enter the benefit amount.
10. Enter a description of the giving level.
11. Click the Save to save the giving level.
12. Repeat this procedure to add the different giving levels

    Example Matrix:

    • Bronze $ 1 - 99
    • Silver $ 100 - 499
    • Gold $ 500 - 999
    • Platinum $ 1000 - 1000000

Editing a Donation Giving Level Matrix

1. Open the Donation Giving Level window.

   Click here to learn how to access this window.

   
2. Click on the Giving Level Matrix you wish to edit.
3. Click the Open button.

   This will open the Giving Level Detail window.

   

4. Click on the level to be edited and select the Detail button.

   

5. Change the required data.
6. Click the OK button.

   The changes will be saved and the new data will be displayed in the Giving Level Detail Window.

Deleting Giving Levels

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

Deleting a Giving Level Matrix

1. Open the Donation Giving Levels window.

   Click here to learn how to access this window.

2. Select the giving level matrix.

   Single click on a matrix to select it.

   

3. Click the Delete button.

   The following warning window will appear.

   

4. Click the Delete button to delete the selected giving level matrix

Deleting a Giving Level from a Matrix

1. Open the Donation Giving Levels window.

   Click here to learn how to access this window.

2. Select the giving level matrix.

   Do this by single clicking the value.

   

3. Click the Open button.

   The giving level detail window will open.

   

4. Select the level to be deleted.

   Single click on a level to select it.

5. Click the Delete button.

   The following warning window will appear.

   

6. Click the Delete button to delete the giving level.

Donation Campaign List Window

Parts of the Donation Campaign Window

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

Campaign Detail Window

Parts of the Description Tab

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

Creating a New Donation Campaign

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

For the Cheatsheet

or the Screencast

Creating a Donation Campaign

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

1. Open the Donation Campaign window.

   Click here to learn how to access this window.

   

   Click here for a detailed description of this window.

2. Click the New button.

   This will open the Campaign Detail window.

   

   Click here for a detailed description of this window.

3. Enter the name of the campaign.
4. Enter the time period of the campaign.
5. Enter the solicitor for this campaign.

   This field is defaulted to the current user. The Employee Lookup button can be used to display a list of all current Employees.

6. Select a ticket face.

   This prints an extra ticket for a donation and can only be used by thermal printers.

7. Select the Notification type.

   This will send an email to whomever has been setup to receive emails based on type of notification. To setup a Notification click here.

8. Click the Accounting tab.

   

9. Enter in the Accounting information for this campaign.

   If this is a Restricted Campaign (one which deposits to a bank account OTHER THAN the Operating Account, check the Restricted Campaign box and fill in the appropriate Bank account.

   Different G/L Accounts can be selected for prior fiscal years, current fiscal year, and future fiscal years. For more information on creating G/L accounts click here.

10. Select the Edits tab.

    

11. Select the giving level matrix to use for the campaign.

    Click here to learn how to setup giving levels.

12. Select the access to be given to the campaign.
13. Determine if a receipts should be printed for this campaign.
14. Select the edit controls on the benefit amount.
15. Click the Statistics tab.

    

16. Enter the target amount for the campaign.
17. Click the Save button.
18. Close the Campaign Detail window.

    The campaign will be saved and displayed on the Donation Campaign window.

Delete a Campaign

1. Open the Donation Campaign window.

   Click here to learn how to access this window.

   

2. Click on the campaign you wish to delete.

   The campaign must not be tied to any transactions in order to be deleted.

3. Click the Delete button.

   The following warning window will appear.

   

4. Click the Delete button.

   The donation campaign has now been deleted.

Editing a Donation Campaign

1. Open the Donation Campaign window.

   Click here to learn how to access this window.

   

2. Select the campaign you wish to edit.

   Single click on a campaign to select it.

3. Click the Open button.

   This will open the Campaign Detail window.

   

4. Change the required data.
5. Click the Save button.

   The changes will be saved and the new data will be displayed in the Donation Campaign Window.

Merging Donation Campaigns

1. Open the Donation Campaigns window.

   Click here to learn how to access this window.

   

2. Select the campaigns you would like to merge.

   Do this by holding <CTRL> (Windows) or <OPTION> (Mac) as you click the campaigns.

   

3. Click the Merge button.
4. Click the Merge button to complete the merge.

   The campaigns will be merged and displayed in the Donation Campaigns Window as the campaign you chose to merge the files into.

Finding a Membership Type

1. Click Setup.
2. Click System Tables.
3. Click Member Types.

   

4. Enter the search From and To fields.

   Or leave blank for a complete list of Memberships.

5. Click the Search button.

   The results which fit your parameters will be displayed.

   

   To access a membership double-click it.

Member Types List Window

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

Parts of the Member Types List Window

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

Creating a Membership

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

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

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

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

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

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

Creating a Membership

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



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




4. Proceed to each tab in the Membership Setup.

Editing Memberships

1. Open the Member Types window.

   Click here to learn how to access this window.

2. Click the Open button.

   This will open the Member Detail window.

   

   Click here for a detailed description of this window.

3. Edit the data as needed.
4. Click the Save button once changes are complete.

   The changes will be saved. Clicking the Revert button will abort any changes you made to the member type.

Verifying Membership

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

1. Open the Membership Types window.

   Click here to learn how to access this window.

2. Select the member type to verify.

   Single click a member type to select it.

3. Click the Verify button.

   The following confirmation window will open.

   

4. Click the Yes button to continue.

   The Member type has now been verified.

Deleting Membership Types

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

1. Open the Member Types Window.

   Click here to learn how to access this window.

2. Select the Member Type to be deleted.

   Single click on a Member Type to select it.

3. Click the Delete button.

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

   

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

   

4. Click the Delete to confirm the deletion.

   The type will be removed from the Member Types Window.

N/A To Be Deleted

Pages in this section are redundant/outdated

Resources List Window

Function Definitions

Click on a link to learn more about the features.

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

Resource Detail Window

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

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

Adding a Resource

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

1. Click Setup >> System Tables >> Resources.

   The Resource List window opens.Cick here for more information on this window.

   

2. Click the New button.

   A blank Resource Detail Window opens. Click here for a detailed description of this window and its tabs.

   

3. Enter a Resource Code.
4. Enter a Resource Description that will show on lists in Theatre Manager of resources (the name of the resource).
5. Select a Resource Group.

   For more information on Resource Groups, click here.

6. Enter an External Description for the resource

   This is a name for the resource that could be published online.

7. If you like, you can add a Picture of the Resource by dragging and dropping.

   

8. Click the Accounting tab and enter an expense or liability account in the Cost of Goods line and an income account in the Income Account line.

   

   For a complete description of this tab, Click here.

As required, you can enter other information in the:

• Description tab
• Pricing and Inventory tab
• Components tab
• Notes tabs

None of this information on the above tabs is mandatory.

Editing a Resource

1. Click Setup >> System Tables >> Resources

   The Resource List Window will appear.

   

2. Highlight a Resource from the list by single-clicking on it.
3. Click the Open button.

   The Resource Detail Window will open for the selected Resource.

   

4. Edit the information for the Resource as required.
5. Click the Save button.

Delete a Resource

1. Click Setup >> System Tables >> Resources

   The Resource List Window will appear.

   

2. Highlight a Resource from the list by single-clicking on it.
3. Click the Delete button.
4. A new window will appear.

   

5. Click the Delete button.

Tax Rate List

Parts of the Tax Rate List Window

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

Tax Rate Detail Window

Parts of the Tax Rate Detail Window

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

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

Inserting a Tax Code

 

1. Click Setup >> System Tables >> Tax Tables.

 

2. The Tax Rates List window will appear.

    

   

    

   Click Here for a detailed description of this window.

 

3. Click the New button.

    

   The Tax Rate Detail Window will open.

    

   

    

   Click Here for a detailed description of this window.

 

4. Enter the Tax Code name.

    

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

 

5. Enter the tax number in the City tab.

 

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

 

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

 

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

 

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

 

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

 

11. Select the State/PST tab.

 

12. Enter the tax number in the State/PST tab.

 

13. Enter the Tax Rate percentage.

 

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

 

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

 

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

 

17. Select the Federal/GST tab.

 

18. Enter the tax number in the Federal/GST tab.

 

19. Enter the Tax Rate percentage.

 

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

 

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

 

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

 

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

 

24. Click the Save button to save the tax.

 

Editing Tax Codes

1. Open the Tax Rates window.

   Click here to learn how to access this window.

   

2. Select the tax code you wish to edit.

   Do this by single clicking on the value.

3. Click the Open button.

   The tax rate detail window will open with the data for the selected tax code.

   

4. Change data as required.
5. Click the Save button.

Deleting a Tax Code

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

1. Open the Tax Rates window.

   Click here to learn how to access this window.

   

2. Select the tax code to delete.

   Do this by single clicking on the value.

3. Click the Delete button.
4. A new window will appear.

   

5. Click the Delete button.

Fee Type Detail Window

Parts of the Fee Type Window

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

Creating a New Fee

1. Open the Fee Types List.

   Click here to learn how to access the Fee Types List.

   

2. Click the New button.

   The Fee Type Detail window will appear.

   

3. Enter the Fee Type Description.
4. Enter the description details as needed.

   For more information on the description tab click here.

5. Click the Calculation tab.
6. Enter the calculation information as needed.

   For more information on the calculation tab click here.

7. Click the Edits tab.
8. Enter the edit preferences as needed.

   For more information on the edits tab click here.

9. Click the Performances tab.
10. Enter the edit preferences as needed.

    For more information on the performances tab click here.

11. Click the Notes tab.
12. Enter notes as needed.

    For more information on the notes tab click here.

13. Click the Save button.

    The fee is now saved and to be applied to future orders.

Editing a Fee Type

1. Open the Fee Types List window.

   Click here to learn how to access the Fee Types List.

   

2. Select the Fee to be edited.

   Single click on a fee to select it.

3. Click the Edit button.

   The Fee Type Detail window will appear.

   

4. Make changes as needed.
5. Click the Save button.

   The changes are now saved.

Deleting a Fee Type

1. Open the Fee Types List window.

   Click here to learn how to access the Fee Types List.

   

2. Select the Fee to be deleted.

   Single click on a fee to select it.

3. Click the Delete button.

   The Delete Record confirmation window will appear.

   

4. Click the Delete button.

   The fee is now deleted.

Coupon Codes List Window

Parts of the Coupon Code List Window

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

Coupon Codes Discount Detail Window

Parts of the Coupon Code Discount Detail Window

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