Missed Settling PC Charge within the Required Time Period

The following steps may need to be followed if the settlement process in PC Charge has not been completed within the required time period and credit cards previously authorized are no longer valid and are required to be re-authorized again. The maximum time period between settlements is determined by your merchant provider, not PC Charge nor Theatre Manager.

Follow the steps below to:

1. Determine the starting batch totals from the merchant provider via PC Charge
2. Determine which credit cards need to be re-authorized in Theatre Manager
3. Authorize the credit cards in PC Charge
4. Verify the batch totals from the merchant provider via PC Charge
5. Manually Settle PC Charge
6. Force Settle Theatre Manager

Determine the starting batch totals from the merchant provider via PC Charge

It is required to force settle PC Charge and Theatre Manager at the end of this process even though the merchant totals and Theatre Manager will be in balance, because of the missed settlement timeline. In PC Charge, it will appear (as appearance only) that the batch totals are higher for the total credit cards that you were required to re-authorize and they will appear (as appearance only) that those cards were charged twice.

The steps for your merchant provider may be different, but in most cases the following steps are the same. If the following menu options are unavailable, please contact Arts Management Support.

1. In PC Charge goto Batch >> Inquire >> Open Batch
2. Click OK
3. Write down all the numbers presented on the screen. The key value that will be used to balance to, is 'Total Balance $'
4. Click Close Form to close the window

Determine which credit cards need to be re-authorized in Theatre Manager

1. Log into Theatre Manager as an employee with 'master user' access
2. Go to Accounting >> End of Day Wizard >> Deposit tab >> Deposit Funds
3. Enter today's date
4. Click Deposit
5. Select ALL non-credit card payments
6. Click Remove in the window toolbar. This will just 'remove' the payments that we do not need to deal with at this time -- they have not been deleted.
7. Click Summary by Patron
8. Maximize the window size in order to view more columns easily
9. Sort by the 'Date Received' Column (do this by clicking on the column header)
10. Start at the BOTTOM of the list and start multi-line selecting each credit card one at a time. At the bottom of the window, there will be a 'total' payments displayed. When this 'total' matches the PC Charge Batch 'Total Balance $' that you determined in the prior step, then STOP. You now have the credit cards authorizations that the bank has.
11. Click Remove in the window toolbar. This will just 'remove' the credit card payments that we do not need to re-authorize at this time -- they have not been deleted.
12. The credit card payments on the screen, are the payments that need to be re-authorized as their 'authorization number' provided by the bank is no longer valid.
13. Click Print in the window toolbar to get a printed report of the payments that need to be re-authorized or use the list on the window as a reference if PC Charge is close by.

Authorize the credit cards in PC Charge

1. In PC Charge go to Transactions >> Credit Card >> Sale tab
2. Enter in the credit card information, Amount, Ticket Information (order number), and Zip Code (for Canadian clients, enter 99999)
3. Click Process

Repeat the above steps for each credit card that is required to be re-authorized.

Verify the batch totals from the merchant provider via PC Charge

The steps for your merchant provider may be different, but in most cases the following steps are the same. If the following menu options are unavailable, please contact Arts Management Support.

1. In PC Charge go to Batch >> Inquire >> Open Batch
2. Click OK
3. The batch totals should now match the total credit cards in Theatre Manager.

If the totals match, then carry onto the next step. If the totals do not match, then you missed entering or double entered (depending on the total difference) a credit card -- go and correct the mistake.

Manually Settle PC Charge

The steps for your merchant provider may be different, but in most cases the following steps are the same. If the following menu options are unavailable, please contact Arts Management Support.

1. In PC Charge go to Batch >> Settle
2. Click OK
3. The batch will now be settled with the merchant provider.

Force Settle Theatre Manager

1. Log into Theatre Manager as an employee with 'master user' access
2. Go to Accounting >> End of Day Wizard >> Deposit tab >> Deposit Funds
3. Enter today's date
4. Click Deposit
5. Proceed with the deposit as normal.
6. At the end of the process, you will get warning messages that the PC Charge could not be settled -- this is ok, as you have manually settled it. You will be asked if you should 'force' the deposit, click the buttons to proceed with a forced deposit -- there will be multiple warnings.