Wed, 03/04/2009 - 16:42 — AMSAdmin

List of Functions to be Accessed

The following fields are the various functions available in Theatre Manager:

Accounting	'Force balance' the G/L entries in end of day if the EOD balance is non-zero (not recommended).
	'Force' a credit card deposit through TM only (not recommended-should balance to CC software).
	Access or complete a till balance for another user.
	Clear the 'order-in-use' flag when a ticket sale is aborted by mistake (eg force quit)
	Create bank deposits for current payments received-Cash/Checks/Other
	Create bank deposits for current payments received-authorized credit cards only (ie. allow settlement)
	Create sales entries for tickets, donations and memberships
	Export G/L entries to a tab delimited file (which sets the G/L entry exported flag)
	Post sales and deposit to the G/L (that have already been created)
	Run reports permitted for user in End of Day Wizard
	Run the year end roll over to prepare for a new year
	Unpost sales/deposit G/L entries and reverse them from G/L

Batch Functions	Batch print any tickets that have not yet been printed
	Mass update of patron marketing fields via direct SQL
	Recalculate all patron balances based on existing order balances

Credit Cards	Allow a refund to a credit card
	Allow clearing/black listing a credit card so it can/cannot be used by a patron
	Allow empty CID or CVV2 number even if required for credit card payments
	Allow use of a black listed credit card
	Change to a different merchant account in the payment window (if there are multiple merchant accounts)
	Delete authorized credit card payments in TM instead of voiding on Server as well (recommended unchecked)
	Delete credit card payments for auto-renewed subscriptions during End of Day deposit process
	Deposit current/post dated credit cards (that have not yet been authorized) with authorizing the card
	Display all digits of last used charge card on payment window (otherwise remove last 4 digits to force card completion)
	Edit the credit card number on any existing payment that has not been deposited
	Last used charge card # - display all digits on payment window (otherwise remove all digits - overrides other CC display options)
	Over-ride the 'cash only' setting for the patron and accept a credit card
	Search for a patron using a credit card number
	Shred cards older than 99999 days on the patron window
	Use 'force-duplicate' and cause a second charge for same amount for same card #/patron/batch
	Use the lookup button on the payment window to see other credit cards for the patron
	View entire card number (otherwise show **** and last 4 digits on most reports and screens)

Donor	Add donations for a patron while in the patron window
	Add donations to an order while on the ticket sales window
	Clear date that commission paid for the donation
	Print donation acknowledgments to the ticket printer
	Print donation charitable receipts
	Unprint donation charitable receipts for later reprinting
	View donors summary information (all non private) at the top of the patron window
	View donors summary information (marked PRIVATE) at the top of the patron window

Fees	Change a fee used during a 'New Sale'
	Change a fee used during an 'Exchange'
	Change a fee used during the 'Refund' process
	Change a fee used during the order 'Modify' process
	Enter a negative value for a fee (ie. discount) if able to edit fees on the order window

Form Letters	Merge letters from the form letter list or edit window
	Print or Batch Print form letters or emails that had been previously assigned to print later

Outlet

Sell tickets at All locations (regardless of Outlet that created event)

Pass/G.C.	Able to renew the pass/g.c. if it is past its expiry date/renewal deadline
	Add pass/g.c. for a patron while in the patron window
	Add pass/g.c. to an order while on the ticket sales window
	Change the full redeemable value of the pass/g.c. from the purchase price to confer benefits
	Print pass/g.c. tickets
	UnPrint pass/g.c. tickets

Outlet

Sell tickets at All Locations (regardless of Outlet that created event)

Patron	Change the primary address from one address to another
	Change the primary email from one email to another
	Change the primary phone or fax from one phone to another
	Clear the 'cash only' flag so that patron can resume using credit cards
	Clear the 'do not mail, telemarket, etc.' flags
	Merge two or more patron records into the same person and delete the others
	Merge/transfer two or more patrons into a common household
	Send a patron their email address and web password in an email
	Set the 'cash only' flag so that patron cannot use credit cards
	Set the 'do not mail, telemarket, etc.' flags
	View annual marketing purchase statistics on the patron window at the lower right

Payments	Access and change 'Contractual Notes' on the payment screen
	Delete post dated payments previously entered against the order
	Use 'Gift In Kind' as payment method (means G/L account code needed)
	Use 'On Account' as payment method on any order (closes without a payment & creates A/R)
	Use 'Post Dated Payments' as a payment method which will appear in End of Day on appropriate future date
	Use 'pass/g.c.' (current) as payment method
	Use pass/g.c. (expired) as payment method

Plug-In Code

Associate existing custom Plug-in code to any data record

Pricing

Merge two or more pricing map records into the same theatre and delete the others

Reports	Print invoices for a patron from the order window or batch functions
	Run donation reports
	Run general reports (the majority of reports)
	Run sales summary analysis reports
	Run ticket revenue reports

Sales

View 'Transaction Monitoring' window

Season Reservations	Print season renewal notices
	Process a season ticket reservation using the book button
	Process season subscription auto renewals (people who get same seats each year)
	Unprint season renewal notices so they can be printed again

Tickets	Change default ticket sale/reservation setting to allow tickets to be sold as reservation only (no A/R created)
	Change the promotion/price code during a quick exchange for a performance that DOES NOT have the employee's security access privileges
	Change the promotion/price code during a quick exchange for a performance that the employee has security access to
	Confirm attendance at a performance using ticket scanner or entering ticket number
	Exchange tickets by transferring them "en masse" from one performance to another on the attendance tab in the play window
	Exchange tickets to a performance that DOES NOT have the employee's security access privileges
	Exchange tickets to a performance that has the employee's security access privileges
	Hold tickets to prevent selling them
	Print tickets for fully paid order
	Print tickets for partially paid order
	Recalculate a specific order balance based on its contents
	Refund tickets to a performance that DOES NOT have the employee's security access privileges
	Refund tickets to a performance that has the employee's security access privileges
	Refund tickets when the performance is no longer on sale
	Refund tickets when the performance is over
	Release all held tickets for a performance on ticket sales window
	Sell COMP tickets (where a promotion was required to reduce the initial base price to $0.00)
	Sell FREE tickets where the base price starts at $0.00 (these are not considered comps)
	Sell from the patron screen using 'buy' button
	Sell held tickets which are marked on maps as held with lowercase letter (but only to permitted hold codes in employee record)
	Sell tickets to performance that is in the past
	Sell using 'Before Event Sales' menu (no patron data captured)
	Sell using 'Quick Buy' (sell tickets first, then transfer to a patron)
	Set the price of a traveling troupe performance during the sales process
	Unprint a ticket (so it can be reprinted later)
	Use their personal setting for 'Reservation Only' ticket sales (means no transactions created until first payment)

Utilities	Open the Data Verify utilities under 'Setup'
	Purge historical data from the database
	Open the Data Verify utilities under 'Setup'

Web Sales	Add e-mails to patron correspondence history for mass emailing later
	Start the web sales listener and become a web listener under their personal user id
	View and manage emails pending on the web to resend or cancel them
	View ticket scan statistics window

Adding and Removing Access to Functions

Open the Employee Data window for the Employee.
For information on how to access the Employee Data window click here.
Click the Functions tab.
When a box is checked an employee has access to the function. If the box is unchecked an employee can not access the function.
Click on the box next to the function to change the status.
Click the Save button.
Changes to the Functions tab have now been saved.