System Tables

Many setup items fall under the System Tables category. Most of the customizable or drop-down fields that must be populated in Theatre Manager fall under System Tables. Please find links to all of these items below.

Code Tables

Code Tables are used to control the values selected in user defined fields. The values entered for each Code Table category appear in a Drop Down, Pop Up field, or Calculated fields. You can add new values to the Code Tables, when nessesary, and you create as many values for the Code Tables your company requires.

You access the Code Tables through the Setup >> System Tables >> Code Tables Menu.

The Code Table Data Window opens.

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.

Changing Value Status

Changing the status of a code table value is a good way to remove a value from use temporarily.

To change the status of a Code Table value, you perform the following steps:
  1. Select the Code Table and Table Etrey value you would like to change the status of.

  2. Click either the Activate or Inactivate Buttons depending on which status you would like to change the value of.

Setting or Removing a Default Value

Some code tables allow setting up a default value to be used when inserting a new record into Theatre Manager. For example, if the salutation code table had a default value of "Mr. and Mrs." This feature reduces the amount of time it takes to input information into Theatre Manager. Values that do not change each time a new record is inserted can be predefined.

Setting a Default

  1. Select the value from the appropriate code table.

    Single click the value to highlight it.

  2. Click the Set Default button.

    A bullet should now appear beside the value, signifing the default code table value.

Removing a Default

  1. Select the default value from the appropriate code table

    Single clicking the value to highlight it. This will be the value that is marked by the bullet.

  2. Click the Remove Default Button

    The default should now be removed. If the bullet has disappeared the process was successful. There is no longer a default value.

Merging Code Table Values

Merging Code Table Values can take some time as it depends on how many values you are merging and the number of times they have been merged. Make a backup of your database before you perform a merge on code table data. Click Here to learn how.

  1. Select the values that you would like to merge.

  2. Click the Merge button.

    The Duplicate Search Options Window will open.

  3. Select the value you would like to merge all data into then click Merge

    A Warning Window will open asking you to confirm the merge.

  4. Click Yes to continue with the merge.

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.

To delete a value, you perform the following steps:

  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.

Country

The Countries in the code table list appear in the Country drop down list in the Patron window, Default Data, Maps, Web Sales, and other places using the Country drop down list in Theatre Manager.

You can shorten the list by setting countries to inactivate, or if a country is not a 'System' country, it can be deleted from the code table. If a country is not in the Code Table, it can be added.

For 'System' countries, Theatre Manager has built in controls for phone numbers, postal codes, and more. Currently these are:

  • Canada
  • USA
  • Australia
  • New Zealand
  • Depending on the region, defaults can be set. For more information on setting a country as a default in the Company Defaults, click here.

    For more information on how to access the Country table click here.

    For information about editing values in Code Tables, click here.

Course Attendance Reasons

Course Attendance Reasons must be setup in Setup > >System Tables >> Code Tables before they can be used in Courses.

The field settings are:

  • Attendance Reason - this is a short description to appear online in the patrons' attendance record. Examples: 'away' or 'sick'
  • Expanded Description - is a longer description for lists for the attendance reason. Examples: 'cannot attend - personal reason' or 'caught the current flu going around'
  • set the status to be active or in active
  • indicate that the attendance reason as being patron usable. If this flag is set, then a patron can use this excuse to set their own attendance to a class within a course using the online module. For example, if a student could not attend one day in a drama class, ballet class, swim class or pilates session they can indicate why they cannot come so that the instructor knows who will be present that day.

Staff can use all reasons that are active, including those that are marked not 'patron usable'

For information about editing values in Code Tables, click here.

To see where and how Course Attendance Reason is used in Courses, click here.

Course Level

Course Levels must be set up in Setup> > System Tables >>Code Tables before they can be used in Courses and Report Cards.

For information about editing values in Code Tables, click here.

Course Report Card Categories

Report Card Categories also have to be setup before Report Cards can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Categories and assign values to it.

For information about editing values in Code Tables, click here.

Course Report Card Ratings

Just like Categories, Report Card Ratings have to be defined in Code Tables before they can be used. Go to Setup>>System Tables>>Code Tables to find Report Card Ratings and assign values to it.

For instructions on assigning values to Code Tables, click here.

Default Posting Accounts

Specific general ledger asset and income accounts are required to be defined prior to Creating Sales Entries and performing Deposits.

Refer to the section General Ledger Accounts to create the account information. Click here for more information.

For information about editing values in Code Tables, click here.

Because these code table values are defaulted, you may not insert a new default account or delete an existing account, however, you can edit an existing account. The result values are the types of default accounts that must be set up in Theatre Manager.

You must assign a General Ledger Account number to each of the defaulted values. The general ledger accounts you use must be created to carry out the sole purpose of the default value.

For example: Once you have an accounts receivable account, that account will only be used as an accounts receivable account.

Editing a Default Account

The default accounts should not need to be edited or changed very often. There may be times which you need to.

For example: When upgrading Theatre Manager, sometimes new default accounts are added, or you may desire to change the account numbers on a yearly basis. Before editing a default account ensure that there is a general ledger account number that is set up.

Refer to Creating General Ledger Accounts for more information.

  1. Double click on the account to be edited.

    The Entry of Account Description Window opens.

  2. Enter the G/L account number.

    If you do not already have a general ledger account number setup in G/L accounts do so now. Entering a G/L Account number here, will assign a general ledger account to the default account in code tables.

    For example: The default account "Exchange Fees" is assigned the G/L Account # 4 - 2000 - 200. Therefore all revenue generated from exchange fees will be posted to that account number.
  3. Enter an account purpose (or description).

    This field should be already filled in. You may change the name if you like, but it is not recommended.

  4. Click Save

    The changes have now been saved.

Special accounts for Outlet Setup

Please take care setting up the accounts below. They are design to act like 'revolving accounts' for sales an receivables. If set up properly, the periodic outlet balancing process should be relatively straight forward.
Account Purpose Account Type Description and what happens in your outlet What happens in the other outlet
A/R Ticket Sales Other Outlets Owe You Asset If you allow another outlet to sell your tickets, an entry will be made to this account for the amount that they owe you. This is why it is normally an Asset account (receivables)

The offset account for the tickets will be the accounts in the accounting tab of the event setup window

The other outlet will have taken the payment for the tickets and they will owe you money.
  • The payment is debited the asset accounts (in their books) that they have set up in the payment code tables under their outlet.
  • The offsetting credit will be their A/P Ticket Sales owed to other outlets. This is described below.
In general, tickets the other outlet sells is owed to you, less commissions.
A/R Commissions owed from other outlets Asset When you sell tickets for another outlet, you can receive a commission for the sale (if they set one up in Commission Setup>

The amount that the other outlet owes you

  • is debited in this receivables account
  • and is credited to the special Commission Income account (below)
Commission setup has an accounting tab.

When a commission is owed to an outlet, the accounts in the commission tab are used for the outlet:

  • Commission Cost of Sales is Debited
  • Outlet Payable Account is Credited
A/P Ticket Sales owed to other outlets Liability This is the account used to track money you owe to the other outlet after selling one of their tickets. It is the reverse of the description of the 'A/R Tickets sales other outlets owe you' under the last column - what happens in the other outlet. Essentially, your outlet:
  • puts money for the sale into your bank
  • owes the other outlet
This is also the reverse of the description of the 'A/R Tickets sales other outlets owe you' under the third column - what happens in your outlet other outlet.
Commission Income from all other outlets Income When you sell a ticket for another outlet, any commission due to you is offset into this account. (see 'A/R Commissions owed from other outlets - fourth column') When another outlet sells your ticket, the commission payable is placed into the account in the commission setup. (see 'A/R Commissions owed from other outlets - third column')

Donation Campaign Category

The Donation Category Code Table values are displayed in the Description Tab on the Donation Campaign set up window and are used to categorize donations for online sales.

items appear online in the sort order (alphabetical) and the external name is used to categorize and provide headers for each group. You can access various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

  • Gifts to Capital Campaign
  • Donations to Individual Campaigns
  • Support our Educational outreach

There are 3 fields:

  • External Name - see above
  • Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
  • Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Individual Donations are in the middle of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

Donor Asset Types

Donor Asset Types must be set up in Setup> > System Tables >>Code Tables before they can be used in the Patron Management Assets tab (for statistics).

For information about editing values in Code Tables, click here.

Donor Giving Capacity

The Donor Giving Capacity values are displayed on the Donor Tab on the Patron Window. Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

Donor Moves Management

The Code Table Moves Management is used to track interactions with Donors and Potential Donors. Moves Management can be used to track Patrons as relationships are built, donations given and contributions increase.

Click here for more information on the Donor Tab.

For information about editing values in Code Tables, click here.

Donor#1 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

These fields can be made manditory fields through the Mandatory Data Tab in Company Preferences. You can also change their names in the Appearance Tab of Company Preferences. This way you to customize Theatre Manager to your venue's requirements.

For information about editing values in Code Tables, click here.

Donor#2 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details.

These fields can be made manditory fields through the Mandatory Data Tab in Company Preferences. You can also change their names in the Appearance Tab of Company Preferences. This way you to customize Theatre Manager to your venue's requirements.

For information about editing values in Code Tables, click here.

Donor#3 Popup Field

The Donor 1,2,3 pop-up code tables represent the values under the Notes Tab of Donation Details. They can also be made manditory fields through the Mandatory Data Tab in Company Preferences and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your venue's requirements.

click here.

Facility Calendar Types

Calendar Types are set in new Tasks as they are inserted into the Calendar in Facility Managment. There are "permanent" system Calendar Types built into Theatre Manager.

Facility Calendar Types are built-in codes you do not have to set up. While you cannot change the meaning of each of these, you can change the description to something more meaningful to your organization.

These are used as the general types for the Facility Task Types you will use to define the type of each task.

Click here, to learn more about Calendars.

Facility Project Types

Facility Project types are used to assign a particular type to a project, such as Wedding, Conference, etc.

For information about editing values in Code Tables, click here.

Facility Resource Groups

Resource Groups are categories for different types of Resources in Theatre Manager's Facility Management module. Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Click for more information about Resources, Resources, Inventory and Merchandise.

The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Groups might be for internal resources and those sold on line. Examples might be:

  • Typical internal resource groups
    • Light devices
    • Sound equipment
    • Rooms
  • Resource groups that might also be sold online could be
    • Merchandise
    • CD's and Music
If you wish, you can add a sub category to the resource group in another table to collect like type items for display online.

For information about editing values in Code Tables, click here.

Facility Resource Sub Groups

Resource Sub Groups are sub categories of resources within a resource group in Theatre Manager's Facility Management module. Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Click for more information about Resources, Resources, Inventory and Merchandise. The default setting in Theatre Manager is the Generic group. Other groups can be added as needed.

Resource Sub Groups are intended to be sub classification within a resource group when items are sold online. For example, a resource group of Merchandice might have sub groups like

  • Men's t-shirts
  • Womens t-shirts
  • Hat's
When inventory resources are assigned to the subgroup, they are lumped together online making it easier for people to buy something. In the Men's t-shirts example, all items that category will be limped together and a pop-up will show the sizes and colours, so that all a patron has to do is select the size.

i.e. there is one Men's t-shirts with a bunch sizes/colours on the web pages.

For information about editing values in Code Tables, click here.

Facility Task Types

The Facility Task Types are those that appear in the Task Information Window, Task Type drop down.

  1. To enter a new task type, click the new button.

    The Task Type Add window opens.

  2. In the Calendar Type tab, select the Calendar Type the task is to be associated with, from the drop down list.

    You can also choose a color for the task on a calendar.

  3. Click the Save button.

    The Default Security tab is now available.

    You can now choose a security level. Security indicates which groups of employees can view/change information for tasks of these types when they are created. You can change any of these and they will apply to the next task of this type created. Prior tasks are not affected.

Facility Volunteer Pricing Levels

The types of activities your organization's volunteers engage can not only be set up, assigned and tracked inside Theatre Manager but if you have the Facility Module, Pricing Levels can be established and changed to reflect things like Overtime and Stat Holidays. You define pricing levels for the volunteer on the Facility Billing tab of a Volunteer's Activity window. Click here for more information on the Facility Billing tab. For more information on volunteer management inside Theatre Manager click here.

For information about editing values in Code Tables, click here.

Folder Names

The Code Table Folder Name is used to categorize and organize Folders within Theatre Manager. At the current time, these Folders can be found when saving Form Letters or Mail Lists

You can create folders where you can store Form Letters and Mail Lists. It makes it handy to separate them by department, for example. You could have a Development folder and a Box Office folder. The Box Office would store all their Mail Lists in the Box Office folder - then when the Development staff go looking for a Mail List, they don't have to wade through all the Box Office Mail Lists to find their own. Folders can be used as search options in the Form Letter List and Mail List windows to ease the search time for the desired Form Letter or mail List.

The folders can be divided by department or person, or any other division you want.

For information about editing values in Code Tables, click here.

Gender

The gender table contains the following genders as a minimum. You may add more if there are options that you need for your venue. For example, we have heard that some students are now indicating that the 'Prefer not to Say'.

The Gender code table is also linked to the salutation table. If people pick a salutation, you can indicate the gender that is to be associated with the salutation. For example, Mr. generally translates to 'Male'. If a patron picks that as a salutation, Tm will help by setting their gender to Male, if it is set to the default of 'Unknown'

For information about editing values in Code Tables, click here.

Letter Types

Letter types are displayed in the Form Letters Window accessable through the Letters Tab.

Types allow you classify the types of letters that can be created and sent to patrons

For information about editing values in Code Tables, click here.

Media Types

The Media Types are used to maintain the type of press for members of the media.

Click Here to view the help on Media Management.

For information about editing values in Code Tables, click here.

Member, Pass and Gift Certificate Categories

The Member Category Code Table values are displayed in the Description Tab on the Member type set up window and are used to categorize passes and gift certificate for online sales.

items appear online in the following sort order:

  • Alphabetical by the 'sort order' of the category (multiple categories can have the same sort order), then by
  • External name used to categorize and provide headers for each group, then by
  • The actual pass/gift certificate name within the category
You can create online links to various categories online using direct links in emails or web pages

Suggested values to enter into this code table for external name are:

  • Gift Certificates
  • Memberships
  • Subscriptions
  • Passes

There are 3 fields:

  • External Name - see above
  • Internal Name - which can be the same as external name, or if you prefer a different set of names, for internal use, enter them instead
  • Sort order - which is the order in which the categories will be displayed online. You may want this to be different than the alphabetical sort order of the names for marketing purposes. Eg, Subscription Passes fall towards the end of the alphabet, but you may want them to be first in the online web page, so make the sort order for this a a '1' and for Gift Certificates, make that a 2 or a 3, etc.

For information about editing values in Code Tables, click here.

Mktg Field #6

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

Mktg Field #7

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

Mktg Field #8

The Marketing Code Table values are displayed in the Marketing Tab on the Patron Window. They can also be made manditory fields through the Mandatory Data Tab and their names can be changed in the Appearance Tab of Company Preferences. This allows you to customize Theatre Manager to your own venue's requirements.

For information about editing values in Code Tables, click here.

Order Reasons to Buy

The Reasons to Buy (or why did patron buy) code table is used to maintain what made the patron purchase tickets. This code table is used on the payment window. This can be used for determining the effectiveness of the marketing tools your company is using.

It is recommended that this code table be somewhat specific and contain between 10 and 25 key possible reasons for why patrons buy from your organization. Examples might be:

  • some newspaper sources
  • some social media sources
  • some sources based on annual activities like subscriptions, fundraiser, or donation
  • some sources based on referrals like friends

The Revenues by Why Did Patron Buy report is a great way to summarize this data for relevant events and periods of time.

You can make collection of this data mandatory for all orders by enabling the reason to buy option in System Preferences.
For all values in this table, you will want to take care in where you make them available.
  • Available at box office
    • will likely be checked for most reasons, but may not be checked for reasons like Facebook Referral or what have you.
    • You may also any to disable seasonal things when not appropriate such as Subscription or Christmas Flyer and then enable them again when appropriate.
  • Available on internet
    • should be unchecked for reasons that a customer should not pick.
    • e.g. <forgot to ask> is not really suitable for online sales.
For online donations, you will want a code table entry that:
  • indicates that the order is for donations (e.g if the word donation is in the reason to buy list, it is probably sufficient)
  • is active
  • has the Available on internet unchecked so it cannot be picked during online ticket orders.
  • is placed in the tmcheckoutdonationreasontobuy.html web page for donation only onliny orders.

For information about editing values in Code Tables, click here.

Pass/G.C. Card Status

The member card status codes are displayed on the Member Card Window. They are used as a reference as to the status of the card. Each card status may be set as 'active' or 'inactive'. Inactive card types do not count towards the maximum access card limit for a pass/Gift certificate setup-> edits tab.

Click here for more information on the Member Card window.

For information about editing values in Code Tables, click here.

Patron Age Codes

The Code Table Age Codes is used to categorize personnel and/or volunteers into particular age ranges. If the age is unknown, then an age code Unknown may be useful. Age codes could also be specific birth years if required.

For information about editing values in Code Tables, click here.

Patron Location

The Code Table Patron Location is used to categorize the locations or categories that can be found though-out patron data entry for:
  • phone numbers
  • addresses
  • e-mail addresses
  • web site addresses
Note: for addresses, you can indicate if 'Company/Title' should be printed on the address label or form letter address. This field would be checked for 'work' addresses, and not for 'home'. If the company name is not marked to be printed on an address (in codetables), it never will for labels or form letters

For information about editing values in Code Tables, click here.

 

Default Locations used at the Box Office

Every code table can have a default value indicated by the '•' at the left of the code table entry. This is important to set for the Location table as it affects which location is used by default. In the example below:

  • Home is the default location, so it will appear in the new patron entry screen.
  • Home is allowed to be used for:
    • Phone numbers so the default for all phone numbers entered at the box office is 'home'. If you don't want that for a specific phone number, you much change it on the patron window
    • E-mail - which is shown as the default for email entry
    • Web site - which is shown as the default for web sites
    • Address - which is shown as the default for addresses
  • Home is not allowed for fax in this example. The default for fax will be one of other locations that allows fax numbers

 

Default Locations used on the web Site (for new patrons)

Locations on the web are a bit more granular and refer to the code tables for values, but do not use the code tables for position of usage.

For example, on the web you may want to:

  • Only allow certain items to be entered
  • duplicate some of them (like allow entry of multiple phone number)
  • Change the order in which they are presented

to do this, you edit the file called constantPATRONCONTACTNEW.txt that is in the tmTemplates folder. In that file, you would have a number followed by a tab, followed by the name of the location from the code table. The number reflects the meaning of the contact data. Always put Email first. The following is an example:

4 tab Home   where

  • 4 means email per the legend -and-
  • Home is the value to use which must exist in code tables and be valid for that entry

so a reasonable list of entries are:

Number Value Description
4 Home the default email address is 'home' it does at the top opf the new patron web page
1 Home the default mailing address is also 'home' which goes in the address section of the web page. If you put a second address in this table, you could allow patrons to enter a work address or leave it blank.
2 blank A blank entry means take the default location for a phone from the code tables. In the example of the code table above, it would also be 'home'
2 Work means add a second entry field for another phone number and label it 'Work'
2 Cottage means add a third entry field for another number and label it 'Cottage'

The above table do not have any entry for 3 (faxes) or 5 (web sites), so those options will not be presented to the user.

 

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTEXISTING.txt with the same rules for existing patrons. Theatre Manager will always show all the data in the patron record and no more. If you want to have some empty fields for additional data, you can add more to the template.

For example, if you want to allow up to 3 phone numbers, then you might have a table of

  • 2 tab Home
  • 2 tab Work
  • 2 tab Mobile
Theatre Manager will fill the appropriate ones in from the patrons record and leave blank ones it cannot find, so the patron may add them if they wish.

 

Default Locations used on the web Site (for existing patrons)

There is a similar file called constantPATRONCONTACTLIMITED.txt with the same rules if you are using limited profile patrons to specify what those phone or emails will be called when a patron fills them in.

Patron Name Suffixes

Name Suffixes are chosen from the Patron window. These can be included when sending letters to patrons.

For information about editing values in Code Tables, click here.

Patron Relationships

Patron Relationship tracking is a convenient way to know the nature of the relationship amongst patrons such as: whether two people share a subscription and sit together, who works on external Boards together, or what guardians can pick up a minor after a class.

The example below provides some ideas for the relationship code table that you can enhance to suit your business and CRM requirements.

Making a relationship entry under one patron automatically makes an entry under the other patron. The code table allows you to create terminology that clearly defines both sides of the relationship. For example:

  • in a family relationship you could use Parent/Child to show who is the parent in the relationship and who is the child.
  • a work relationship could be supervisor/employee.
  • some relationships might use the same words like coworker/coworker.
  • some political relationships could be Knows the Mayor/Is known by the Mayor

Use any pair of words that helps you define the relationship.

For information about editing values in Code Tables, click here.

Patron Salutations

The Patron Salutations code table is used to maintain the salutations on the patron and employee windows.

Default Gender Setting the gender allows the gender to be automatically tagged in the patron's record when a salutation is applied to a patron's record. Then there is no guessing as to who you are talking with. Gender can be used in search criteria for reports, exporting and mail lists and are created in the gender table.
Status Allows the salutation be changed between Inactive or Active. Some salutations are not changeable and are marked as Permanent or System. This field is searchable.
Available At Select areas where the salutation can be used in the Box Office, Development, or Internet. More than one choice can be used. This field is searchable.

For information about editing values in Code Tables, click here.

Setting Patron Salutation As Mandatory On Patron Insert

To make the salutation a mandatory field whenever a new patron record is created:
  1. Go to Setup >> System Tables >> Code Tables.
  2. Scroll to Patron Salutation.

    A blank salutation is set as a default by Theatre Manager. The default value in a code table is marked with a dot to the left of the entry.

  3. Highlight that blank salutation and click the Remove Default button.

    This removes the blank default salutation.

  4. Remove the blank salutation using the Delete button.

    If it has been used in a patron record, you will not be able to remove it. Mark it inactive.

  5. To mark a value inactive, follow instructions found here.

Patron Type

The Code Table Patron Type is used to sort patrons records into categories. This information is used for Patron Records.

For information about editing values in Code Tables, click here.

Payment Methods

The Payment Methods Code Table is used for setting up various forms of payment types used to pay balances on orders such as credit cards, cash, interac, cheque, other, etc.
  • The payment Code is the abbreviated form that is found throughout Theatre Manager.
  • The Payment Method is the full description of the payment type that appears online and at the box office.
  • The G/L account column displays the GL asset account that a particular payment is posted to.
  • The Sort Order allows you to organize the payment method display order where paymetns are listed online and at the box office. this way you can put your commonly used items at the top of the list. Sort order is 10 characters, alphabetic
  • Payment types are one of:
    • Credit Card - can be used with merchant providers or EMV devices to authorize cards. You must have contracted wit your merchant provider to use each card type you want to accept.
    • EFT - (Electronic Funds Transfer) can be used, amongst other things, for post dated payments and produce an export file during end of day. The export file is formatted to your bank and will cause funds to be transferred from patrons to your account
    • System - are some special system payments that cannot be deleted (only inactivated) like cash, check, voucher, pass/gift certificate redemption and gift in kind. They cause Theatre Manager to behave in a distinct way and ask for special values that support the payment method.
    • Other - can be used for any other payment methods such as intra-campus PO's or payment entered in another system and recorded in TM - those which cannot be accommodated in the standard payment methods

There are some specific values for the payment code if the payment type is 'Credit Card'. These are:

  • VISA - for Visa
  • MCARD - for Mastercard
  • DISC - for Discover
  • DCCB - for Diners Club
  • INTRAC - for Interac (debit) in Canada - currently only supported for Moneris EMV cards. You cannot accept INTRAC without using an EMV device.
  • JCB - for JCB cards
  • UPAY - for Union Pay (Chinese branded)

This will ensure that Theatre Manager validates for the required number of numbers, and have the correct numeric algorithm. An error message is displayed if the numbers are not entered correctly, as this will assist in payments entered incorrectly. If the lookup values for these card types are changed, this verification does not occur. Other card types do not have automated edits.

Please refer to Rounding of Cash Payments if you are in Canada or another country that requires rounding of certain payment methods.

For information on how to access the payment method table click here.

For information about editing values in Code Tables, click here.

Inserting a New Payment Type

Inserting a New Payment Type is used to add options to the Payment Methods category.

  1. Create a general ledger account number.

    Entering a new payment type in Code Tables requires entering a General Ledger Account number for the card type in the Chart of Accounts.

  2. Open Code Tables.

    Click Here to learn how to access the Code Tables Window.

  3. Click on Payment Method.

  4. Click the New button.

    The Payment Methods Insert Window opens.

  5. Enter the payment code.

    This is the short form of the payment description. This text appears as the code table lookup value.

  6. Enter the payment description.

    This is the full description of the type of payment that you are creating. This text appears as the code table result value.

  7. Enter the GL account number.

    This is the GL number that you created in step one. Type in the full 8 digit account number or use the drop down list on the right side of this field to manually select the account number.

  8. Select the payment type.

    Click on the radio button that best describes the type of payment method you are inserting.

  9. Select mandatory fields.

    If a customer is paying via credit card, you must decide which credit card fields must be entered before payment can be accepted. The fields you may make mandatory are credit card number, credit card expiry date, credit card authorization number, and process card via credit card server. The last selection is available using Theatre Manager's Credit Card Authorization.

    Selecting yes for any of these fields makes them mandatory fields.

  10. Select the Merchant Charges tab.

    For Credit Card processing a Merchant #, Service Charge G/L Account Number and Percent of Dollar Value or Dollar Charge Per Transaction are required.

  11. Click the Save button.

    The new payment type has now been created and is ready for use.

Rounding Cash Payments

In Canada, the penny was vanquished in 2013. This means that cash sales at the door need to be rounded up or down, depending on the price. Theatre Manager will do that for you automatically if you:

  • Go to Setup>>System Tables>>Code Tables
  • Select Payment Methods
  • Double click on the payment method you wish to setup for rounding on the right. If you are rounding the Cash payment method, then find the system ~CASH payment explicitly per the image below.
  • click on the 'Misc' Tab for the payment method and set 'Allow Payment Rounding' on
  • indicate the amount of rounding you want.
    • Normally, this rounding amount would be $0.05 to round to the nearest nickel.
    • You can have TM round to the nearest dime, quarter or any value you place into this field.
  • Provide a fee type that will be used to track any rounded amounts -or-create one if you do not have a rounding fee account
    • you will need a G/L code in your chart of accounts to post the fee to.
    • the fee should not have any tax associated with it as you are just tracking the amount of cash that you gain or lose to rounding the payment. If your payments are evenly distributed (i.e. half are rounded up, half are rounded down), the total amount in this account will approximate zero.

Example: How does the process work?

Lets say the value of the ticket you sell is $29.46. Any tax is calculated by Theatre Manager is purely on on the price of the ticket (not the payment) and this is what is posted to the sales accounts and all reports.

  • if the person pays by any method other than cash, you receive $29.46 in the asset account
  • if the patrons pays by cash, the order total is still $29.46 and the cash payment that is requested is rounded down to $29.45. The payment windows does this for you automatically.
  • When the person gives you cash for $29.45
    • the ticket is still allocated the full price of $29.46 (which includes per ticket fees and taxes)
    • the bank account for cash payments is only allocated $29.45 because that is what you received.
    • the fee account is allocated -$0.01 as a write off
While intended only for cash payments at the box office, Theatre Manager will round any payment type you want if you set them up this same way.

Deleting a Payment Type

If a payment type has been used, it cannot be deleted.

If you wish to discontinue a payment type, disable it. Click here to learn how.

To delete an unused payment type:

  1. Select the payment type that will be deleted.
  2. Click the Delete button.
  3. The Delete codtable confirmation opens.

  4. Click the Delete button.

    The payment type is now deleted. Clicking the Cancel button will abort the deletion.

Performance Type

This is a versitile, customizable code table field you can use to flag specific performances. You can use it for display on the web and it can also be used like the Genre flag for TicketTrove. It can also be used for reports to narrow down searching for specific performances.

Using this field, you can also search for specific performances during the Ticket Sales.

If you are using this field for courses, Click here for more information.

For information about editing values in code tables, click here.

Play / Event Genre

Genre is a general classification for events that is common to all Theatre Manager customers.

You cannot edit the Genre Table

Currently, there are about 70 classifications which are used in the TicketTrove iPhone/iPad app to help customers find entertainment to their liking as well as on the event search window on the web.

For Example: Customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

Specifying a genre for an event is required.

You will need to update the genre setting for each future event on the Events and Dates Marketing tab to help users search for specific types of events in their interest area.

Click here for more information on the Events and Dates Marketing tab.

For information about editing values in Code Tables, click here.

Promotion Sales Groups

Sales Promotions are able to be grouped into letter codes to help make them easier to read on a report. By assigning a letter to a group of Sales Promotions, you can categorize them in a report by their similarities. For example, you can use the letter 'S' to indicate all the Season Sales Promotions (Early Bird, Season, Flex Season) into one category. Then when running reports, you can run them based on Report Subtotal Group 'S', rather than selecting the promotions one by one. In addition, when running full reports on an event, you can subtotal all your

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)

Or any categorization you choose.

You can set names for these categories so they are more meaningful to your organization in the Code Table setup for Promotion Sales Group.

For information about editing values in code tables, click here.

Province/State Code

The Province/State Code Table is a list of Provinces and States in North America and recognized American states throughout the world. This list is primarily used for Web Sales.

The name Province can be changed to State (and vice versa) in the Appearance tab of Company Preferences. For more information on changing the title click here. Altering the Sort Value allows you to determine whether Provinces or States appear at the top of the list. They are assigned to Groups which sorted alphabetically. Each Province/State is then sorted numerically within the group.

For example, Provinces might be in Group 'A', and States in group 'B'. Within the Group, you would assign the Provinces A01, A02, A03, etc. The States would be given Sort Values of B01, B02, B03, etc. Since A comes before B, the Provinces would come above the States in the list. American users would do the opposite.

Depending on the region a default can be set. For more information on setting a Province or State as default click here.

For information about editing values in Code Tables, click here.

Security Access groups

Security levels or Access groupings define functional groups of people as per the examples in the screen below. These access groups can be
  • As broad as a department
  • As specific as a person or two

To use this feature, you need to do three things:

  • Create a list of departments of access groups to suit your needs in this code table
  • Assign an employee to one or more access groups
  • Assign a specific record to one or more groups using the access field on each record. If the employee matches any one of the groups, they will be able to see the data. This applies to:
    • Donation records
    • Ticket Sales
    • Ticket Reporting
    • Tasks
    • Mail Lists
    • Donation Campaigns
    • Play Access
    • Performance Access
    • Volunteer Activities
    • and more

Using Access Groups

Certain types of records within Theatre Manager may need restrictions as to who can view/edit them. If this is the case you will see a field on the screen labelled 'Access' as per the first image.

When you click on the popup, there are 3 options to choose from and which are explained below. These security access groupings are defined in code tables and need to be .

All Groups If you have access to all groups (form employee prefernces) or if the current record allows access by all employees, you will be able to set that 'all groups' have access.

This setting means that anybody may view or edit this particular record.

My Access The setting allows you to change the access of the current record to provide at least the same access that you have.

You cannot remove groups that you do not have access to, so that means if you only are assigned the box office and finance groups, and the existing record has box office and marketing, marketing will still have access.

Custom If you select this option, you will see a floating window like the image below. You will only see groups to which you are assigned and you can indicate which ones other employees will need to access the record.

If there are groups to which you do not belong and that are part of the security for this record, you will neither see them, nor be able to change them and they will always be put back onto the security string.

This means you can

  • give or take away access to groups you belong to
  • but not groups that you do not.

Subscription Date Change

The values from this table are displayed on the Season Subscription Detail Window. They reflect if a patron changed the date which they were attending plays for their subscription. They also allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Subscription Location Change

The values from this table are displayed on the Season Subscription Detail Window. When the patron is renewing, you can record if they changed their season seats and where in the theatre they moved to.

This means better marketing records can be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Subscription Renewal Status

The values from this table are displayed on the Season Subscription Detail Window. They allow for better marketing records to be kept and provide another value which can be used in reports and form letters.

For information about editing values in Code Tables, click here.

Tag Groups

Tag groups are ways to conveniently group a number of different tags that you want to associate with records.

Tag Types allow you group or classify the tags in the tag setup tables

 

For information about editing values in Code Tables, click here.

Transaction Source

Allows for reporting on the appropriate sales source. Used in the Box Office tab of the employee window, it indicates the department the employee works in.

For information about editing values in Code Tables, click here.

Transaction Types

The Transaction Types Code Table is a system table and cannot be changed. The values found here are a list of all the possible types of transactions that can be created and found in Theatre Manager. The result value is the actual transaction name, while the lookup value is a short form that is usually found on transaction reports, or inside the patron transaction tab. If you come across a transaction lookup value that you don't recognize, visit this code table to find its definition.

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The Transaction type Values are:

Code Value Transaction Description Type Sort Key

PATRON or AUDIT

AC Patron Card Viewed by Authorized User N audit
ACR Coupon Redeemed N audit
AEI Patron Change-Internet N patron
AIT IT system notification N audit
ALI User logged in N audit
ALM Email password to user N audit
ALO User logged out N audit
ALX Lockout/multiple failed PW attempts N audit
AM Patron Merged N patron
AP Audit of Pricing/Promotion Setup Changes N audit
APD Audit of non deposited payment deleted N audit
AS Patron Added N patron
ASI Patron Added-Internet N patron
AT Audit of Operator Over-Rides N audit

CREDIT CARD (No longer supported after Version 6)

COU Credit Card Fee Over/Under Y credit
CRD Credit Received Deduction Y credit
CS Credit Card Fee Y credit
CTF Credit Card Fee Transfer From Patron N credit
CTT Credit Card Fee Transfer To Patron N credit

DONATION

DEF Donation Exchange From Y donation
DET Donation Exchange To Y donation
DR Donation Refund Y donation
DRB Donation Benefit Refund Y donation
DRC Donation Soft Credit Refund Y donation
DS Donation Y donation
DSB Donation Benefit Y donation
DSC Donation Soft Credit Y donation
DTF Donation Transfer From Patron N donation
DTT Donation Transfer To Patron N donation
DU Donation Unprint N donation
DUR Donation Reprint N donation

FACILITIY

FEF Facility Management Exchange From Y facility
FET Facility Management Exchange To Y facility
FR Facility Management Refund Y facility
FS Facility Management Sale Y facility
FTF Facility Management Transfer From Patron N facility
FTT Facility Management Transfer To Patron N facility

MEMBERSHIP

MEF Pass/G.C. Exchange From Y membership
MET Pass/G.C. Exchange To Y membership
MR Pass/G.C. Refund Y membership
MRB Pass/G.C. Benefit Y membership
MRR Pass/G.C. Manual Redemption Y membership
MS Pass/G.C Y membership
MSR Pass/G.C. Redeemed For Y membership
MTF Pass/G.C. Transfer From Patron N membership
MTT Pass/G.C. Transfer To Patron N membership

FEES

OEF Order Fee Exchange From Y fees
OET Order Fee Exchange To Y fees
OR Order Fee Refund Y fees
OS Order Fee Sale Y fees
OTF Order Fee Transfer From Patron N fees
OTT Order Fee Transfer To Patron N fees

PAYMENTS

PD Payment Post Dated Y payments
PDD Payment Post Dated Deposited Y payments
PDR Payment Post Dated Refund Y payments
POF Payment Move From Order Y payments
POT Payment Move To Order Y payments
POU Payment Over/Under Y payments
PT Payment Y payments
PTF Payment Transfer From Patron N payments
PTT Payment Transfer To Patron N payments

INVENTORY

RIAD Resource Inventory Adjustment N inventory
RICI Resource Inventory Check In N inventory
RICO Resource Inventory Check Out N inventory
RIEN Resource Inventory Tracking Ended N inventory
RIH Resource Inventory Held N inventory
RIPR Resource Received by patron N inventory
RIR Resource Inventory Released N inventory
RIST Resource Inventory Tracking Started N inventory

RESOURCES

REF Resource Exchange From Y resources
RET Resource Exchange To Y resources
RR Resource Refund Y resources
RS Resource Sale Y resources
RTF Resource Transfer From Patron N resources
RTT Resource Transfer To Patron N resources

EXCHANGES

TEF Ticket Exchange From Y exchanges
TET Ticket Exchange To Y exchanges

REFUNDS

TR Ticket Refund Y refunds

SALES

TS Ticket Sale Y sales

MISC

ACR Coupon Redeemed N misc
TTF Ticket Transfer From Patron N misc
TTT Ticket Transfer To Patron N misc
TU Ticket Unprint N misc

OUTLET

XR Outlet-Donation refunded for another Outlet Y outlet
XS Outlet-Donation sold for another Outlet Y outlet
YR Outlet-Pass/G.C. refunded for another Outlet Y outlet
YS Outlet-Pass/G.C. sold for another Outlet Y outlet
ZEF Outlet-Ticket exchange from for ticket own Y outlet
ZET Outlet-Ticket exchange to for ticket own Y outlet
ZR Outlet-Ticket refund for ticket owned by Y outlet
ZRC Outlet-Commission Payables to Other Outlet Y outlet
ZRS Outlet-Sales Payable to Other Outlet Y outlet
ZS Outlet-Ticket sale on behalf of another Y outlet
ZSC Outlet-Commission A/R from Other Outlet Y outlet
ZSS Outlet-Sales A/R from Another Outlet Y outlet

Click here to download a PDF of the Transaction Types Codes List

Traveling Troupe

The Traveling Troupe code table affects the Traveling Troupe buy window. The result values are listed on the troupe buy window in the order you would like them to be displayed (Lookup Value). The Result values are important "times" for the traveling troupe. A call time is assigned to each value in the buy window. This is so a troupe manager can print a daily report of the troupes activities for the members of its troupe.

For information about editing values in Code Tables, click here.

Units of Measure

This is a listing of the various units of measure recognized by the program. They are "permanent" system values built into Theatre Manager and cannot be edited or amended.

Volunteer Activity

The types of activities your organization's volunteers engage in can be set up, assigned and tracked by Theatre Manager. This page shows you how to set up those activity types.

Refer to the video help on volunteer management for more information.

Click here, for more information on setting up Volunteer Activities.

Adding Volunteer Duties

To set up volunteer activities, you perform the following steps:

  1. Go to Setup >> System Tables >> Code Tables and scroll down to select Volunteer Activity.

  2. Click the New button to open the Volunteer Activity Insert window.

  3. Give the new activity a specific name so anyone will be able to decipher its purpose. It will also appear on reports and search criteria.
  4. Optionally, if tracking hours or if hours do not match the task or performance it is associated with
    • Enter the number of hours before and after the performance that the volunteer is expected to be there. For example, if the performance starts at 7:30 pm, you might expect an usher to arrive 1 hour before and stay a half hour afterwards. If these two fields are set, they add extra time to the volunteer record before event start and duration of performance. Thus a 2 hour performance might result in a time credit of 2 + 1 before and 0.5 after, or 3.5 hours. This will show on the calendar in Facility Management.
    • Alternatively, you can specify a fixed number of hours to credit to the staff/volunteer for doing this activity. This approach is more suitable for things like directors, actors or volunteer office staff who might be given a time allotment, regardless of the duration of the event.
    • If either of the above are provided, they become defaults during data entry. If not provided, the setup can specify the total time if you want the time to be fixed, rather than based on calendar input.
  5. If you want this activity to have special colouring on the calendar, select a color other than black.
  6. On the Duties tab, enter any default duties for this position.

Volunteer Activity Status

The Status tab is used to indicate if the volunteer/personnel activity code is active or inactive as well as where it might be used.

Volunteer Activity Performances and Courses

This feature is designed to work in conjunction with the Web Services to give permission to a Staff member/volunteer to accomplish various tasks within the web module. The permissions will allow the employee managing a course/class to set attendance, add participants on the fly, refund a class, reschedule a class or add a new class.

If this activity code is associated with the person for a particular event, the following indicates what they can do online. The employee/volunteer will need to pull up the event/performance online in a web browser.

Permission Meaning
Set attendance This means that the employee/volunteer can set or clear attendance reasons for the patron for each class.
Add (sell to) patrons If enabled, the employee/volunteer can add NEW patrons to the course. It is designed for those kinds of classes where people can just show up - and then be enrolled by the instructor.
Remove (refund) patrons If enabled, the employee/volunteer can remove people from the course/class and issue a refund to the patron in form of a credit (eg pass/gift certificate).
Reschedule performance Allows the employee/volunteer to change the date and time of a class within the course
Duplicate performance Allows the employee/volunteer to add extra classes to the course.

Volunteer Activity Facility Setup

If you have the Facility Management module, on the Facility tab, enter all of:
  • Default billing rate - which is what we wish to bill the person out at to the renters.
  • Default hourly cost - which is the default hourly cost of using the person in this volunteer activity. It can be overridden by setting pay rates on the employee facility set up window
  • Sales Tax Code - which is used to add taxes to the expenses and income
  • Use deferred accounts if set, then any facility project marked as using deferred accounts will use the deferred account entered below. If neither the project, nor the activity uses deferred accounts, then only the earned accounts need to be specified.
  • Accounts
    • Deferred Expense Account - the deferred account into which future expenses will be placed if using deferred accounting for the project. This is typically a liability account
    • Earned Expense/Cost of Goods Account - the earned account for expenses This is typically either an expense of cost of goods account. When the project ends, this is where the expenses will be rolled over into.
    • Deferred Income Account - the deferred account into which future income will be placed if using deferred accounting for the project. This is typically an asset account
    • Earned Income Account - the earned account for income. When the project ends, this is where the invomce will be rolled over into.

 

Review Rates

To see current billing rates for anyone already associated with this activity, click the Review Rates button. The same window will pop up if you change the default billing rate, giving you an opportunity to change or leave alone the billing rate for anyone associated with the activity.

Volunteer Awards

Personalizing your volunteer recognition component of your program is the best form of showing appreciation for the contribution of volunteers. In this code table, you add the details for your awards.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 1

The Custom Volunteer Field 1 (Volunteer Eye Color) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 2

The Custom Volunteer Field 2 (Volunteer Hair Colour) field can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 3

The Custom Volunteer Field 3 (Volunteer Instrument) can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Custom Field 4

The Custom Field #4 (Volunteer Vocal range) code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Hour Ranges

The Volunteer Hour Ranges code table Used to summarize volunteer hours in the Volunteer Hour Summary Report.

For information about editing values in Code Tables, click here.

Volunteer Shift

The Volunteer Shift code table can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Volunteer Status

The Volunteer Status can be customized to suit client needs. The field can be renamed and drop down options edited to reflect client needs. This drop down field is found in Patron Records and Personnel Management.

For information about editing values in Code Tables, click here.

Workflow Notifications

The Workflow tab allows you to create and manage different notification types for Internet and Box Office Sales.

Click here for more information on WorkFlow Notifications.

For information about editing values in Code Tables, click here.

Sales Promotions

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.

The Sales Promotions window opens.

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

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.

Promotions must be available at other outlets before a performance can be sold at the other outlets.

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.

Sales Promotion Code Window and Detail Tab

The Sales Promotion Detail window is where you enter new, or edit sales promotions.

The Sales Promotion Code window can be broken into 3 parts:

  1. The toolbar / ribbon bar. Click here, for more information on the buttons and what they do.
  2. The Name and Status of the current promotion.
  3. The Tabs. These are:
  • Description - As Described on this page.
  • Calculation - Click here for a description of this tab.
  • Edits - Click here for a description of this tab.
  • Plug In - Click here for a description of this tab.
  • Performances - Click here for a description of this tab.
  • Transactions - Click here for a description of this tab.

Parts of the Detail Tab

External Description The descriptive name of the promotion.
Exclude Price Codes The price codes which the promotion cannot be used with.
Report Subtotal Group Select from the drop down list, the appropriate grouping to use to subtotal similar promotions together on reports. You can add more groups in the Promotions Sales Groups. Click here for more information.
Map Display Letter The letter to display on a graphical map when a ticket is sold using this promotion.
Subscription Hold Letter The hold letter to display on a reserved seating map in a control house, when a ticket is held for a subscriber using this promotion as part of the subscription process.
Ticket Type for G/L Posting The ticket type to which the promotion applies. Availble are:
  • Regular
  • Season
  • Other Type 1
  • Other Type 2
  • Other Type 3
Ticket Face # Sales promotions can print an extra ticket under certain conditions, for example a restaurant voucher if it is a Dinner and Show promotions.

Calculation Tab

This is a very powerful tool to help you figure out ticket pricing if you are applying fees, discounts and commissions.

This window is broken into four columns:

  • Ticket Pricing Options
  • Tax Rate
  • Calculation Options
  • Sample Price Calculator

Notes about tax rates:
  • The tax rate on ticket fees are set in the promotion
  • The tax rate for the base price and effect of markup and discount are set in the event setup. They are not set here since each performance can have different taxation rates than the service fees.

 

Parts of the Calculation Tab

Ticket Pricing Options   Tax Rate

Calculation Options

Enable or disable

Sample Price Calculator
Price

=Base Price for Ticket Price Code

- Discount

Used to decrease the base ticket price by a fixed dolar amount OR by a percentage Tax rate setting here is only for sample calculator. Apply the Dollar Discount First. This means that any percentage discount is applied after the dollar discount is applied. For example: 1$ off and then 10% off that calculation is different than $1 off the original price plus 10% off the original price. Displays what the values you have entered do to change the price.
+Markup Used to increase the base ticket price by a fixed dolar amount OR by a percentage Apply the Dollar Markup First. This means that the dollar amount is added to the price and then any percentage amount is added on top. Eg. $10 added to the price, followed by 10% on the total is different than $10 added to the original amount plus 10% of the original price.

Always add the Markup - means add the markup amount even if the price of the ticket starts at zero (comp) or gets discounted to zero. it is away of making a ticket a fixed price and can be used for things like a youth ticket anywhere in the venue or a fixed amount of a tip added at dinner theatre, even to comp tickets.

and round to the nearest Indicates if the base price is to be rounded before adding fees and taxes.
  • 0=No
  • other values will indicate to the nearest $ or $.50
+Ticket Fee 1 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List Always Add Fees
+Ticket Fee 2 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List
+Ticket Fee 3 A ticket fee added to the base ticket price by a fixed dolar amount OR by a percentage Choose the tax to apply from the Drop Down List
and round to the nearest Indicates if the base price is to be rounded before adding fees and taxes.
  • 0=No
  • other values will indicate to the nearest $ or $.50
Commission Table Opens the Commisions Setup Lookup to apply a commission

If a performance is to be sold at another outlet, the promotion slected will require a Commission.

Edits Tab

Parts of the Edits Tab

Use For Sales Enable the appropriate check boxes for this promotion:
  • Via the Box Office
  • Via the Internet
  • At Another Outlet
  • Include in Patron Statistics
Can be sold between Enter the dates for when the tickets can be sold From and Through
Can be used

Enable the appropriate check boxes for this promotion

  • For tickets sold before the date of performance
  • On the day of sale of the performance
Base Price The Lowest and the Highest price of the ticket the promotion can be appied to
Maximun Use The maximum number of time a promotion can be used
For Example: the first 50 tickets get a discounted rate
Coupon Requirements BOX OFFICE has a special meaning. It tells the system that in order to get this promotion/discount, the patron must present a coupon to you at the box office that verifies eligibility for the discount. An example might be:
  • An entertainment book 2 for 1 coupon where you want the patron to provide you with proof that they have the coupon as payment
  • Military or AAA discount (or similar) where the patron must show the affinity card to get the discount
  • age related discounts where the patron must show proof of age to get student or senior pricing

In such cases, the order ticket print status is automatically set to HOLD @ WILLCALL FOR COUPON regardless if the patron asks to have their tickets mailed.

This feature can be used to exclude batch printing all tickets in an order if the order contains at least one ticket with this sales promotion.

ONLINE has a slightly different meaning. If you mark that a coupon is required for an online sales (for the same reasons as above) and the ticket is printed-at-home, Theatre Manager will:

  • Allow Print-at-home for the tickets (that need coupons) along with the rest of the tickets.
  • The bar code on the tickets that need coupons will be invalid and cannot be scanned
  • The instructions on the ticket can contain words that indicate it must be taken to the box office to exchange for a real ticket, at which time any coupons or eligibility can be verified.
This means if the patron buys 4 tickets (1 of which require a coupon from the web sale) the customer will still receive 4 tickets that can be printed. They won't wonder if one is missing. Instead, that one ticket will contain instructions to take it to the box office.
Coupon Requirements Note When a patron buys online and the print at home setting requires a coupon, you must also enter a note in this field. This provides the box office staff (and the patron) some instructions what they have to do to validate the ticket. This is printed on the upper left corner of the print at home ticket, per the sample.
Notifications If necessary, select the appropriate notification from the drop down list

Plug In Tab

Plug-Ins are special code segments designed specifically for your Theatre that affect how the sales process works. For example, a sales promotion plug in might look at the number of tickets and change regular sales to group sales of tickets automatically.

Click the Plug In button to open the the Plug In List Window.

Performances Tab

The Performances tab, allows you to veiw indepth information about the Plays / Events / Performances you want to apply the promotions to.

Parts of the tab

Opens the highlighted Performance in the Performance Detail window for editting. Click here for more information on editing a performance.
Disables the current sales promotion from the selected performance(s). To enable the sales performance again, you will need to edit each performance or mass enable from the sales promotion list.
Clicking the Transactions button, opens the transactions list window to show the transactions related to the selectd performance.
Allows you to find specific performances to select from by selecting an option.
From / To You can further refine the displayed list by entering from or to information related to your selection in the drop down list.
Click the Search button to find the performances that match your search critera.

Transactions Tab

This tab allows you to view all the transaction related to Plays / Events / Performances. You can further refine the results of your search through making a selection in the drop down list box, or by enabling or disabling the checkboxes. Once you have the list of transactions you can use:
Allows you to insert a new transaction record.
Opens the Transaction Detail window for the selected transaction record.
Deletes the selected transaction record.

Sales Promotion Toolbar / Ribbon Bar

The functions available are:

Help - opens the appropriate page in the online help.
New Adds a new record.
Save - Saves the current entry.
Duplicate - Duplicates the current entry as a new record.
Revert - reverts the current entry back to the last time it was saved.
Delete - removes the current entry from the listing.
Print - prints the current record to the default printer.
Spell - Checks the spelling in the appropriate fields.

Merging Sales Promotions

If a number of sales promotions have been created over the years that had a similar purpose, you may find it useful to merge them if they are not longer used.

For example: If an 'Early Bird Subscriber- 20xx' promotion was created for each and there is no possibility of re-using them, you could merge all the old ones into the current one. The discount calculations will be lost - but the meaning - on each ticket from the past - will still be clear as it will say 'early bird subscription'.

It is suggested that you only merge promotions where the meaning is similar and they are not likely to be used again.

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 Promotion 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 you can setup three levels of ticket fees. You 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, these 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.

    Here is where you enter a markup and/or a discount for the promotion. You can create a discount or markup based on dollars or percentage.

    For example: You can create a discount of $10.00 or 25 % off of a given ticket price. You can also create a markup of $5.00 or 15 % on a given ticket price.

    You can also use the markups and discounts in conjunction with each other, such as, 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.

    You can also decide which taxes are applicable to the promotion. Click on the check box for the taxes that should be included.

  12. When complete, click Save .

    This finishes the process and saves 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 to edit.
  3. Click the Open Button.

    The Promotion Code Detail Window opens 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.

Enable a Promotion

To Enable a batch of promotions, you perform the following steps:

  1. Select the promotion you want to enable.

  2. Click the Enable button.

    The Enable Promotions for Performance dialog opens.

  3. To enable for a series of performance, click the Play Code button.

    The Play List window opens.

  4. Highlight the Event / Play you want to add the promotion to and click the Select button.
  5. You can not add multiple Plays / Events at the same time. They need to be added individually.

  6. Cloose the Day of Performance from the drop down list (if the promotion is only for a specific day of the week).
  7. Cloose the Sales Method from the drop down list (if the promotion is only for a specific Sales Method).
  8. When complete, click the Enable button.
  9. The Enable Sales Promotion confirmation dialog opens.

  10. Click the Yes button.

Enabling a Promotion for Another Outlet

If you want to allow a performance to be sold at another outlet, a promotion code must be enabled for that outlet. To enable a promotion for another outlet, you perform the following steps:

  1. Open the Sales Promotion List window.
  2. Click here for more information on opening the list window.

  3. In the search, choose the other outlet to be selling the tickets.

    The list of available promotions for that outlet is displayed.

Exclude Price Codes

 

The Exclude Price Codes field can be used to prevent a Sales Promotion from having access to the specified prices. It's designed increase the efficiency of a Sales Promotion and prevent a ticket from being sold at the wrong price point.
    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. Locate the Exclude Price Codes fields under the External Discription field.

    5. Enter the Price Codes to be excluded for this Promotion.
    6. Click the Save button.
    7. Close the Promotion Detail window.

Disable Sales Promotions

Sales promotions can be enabled or disabled in a batch mode using the 'Enable' and 'Disable' menu items on the sales promotion list window.

To Disable a batch, you perform the following steps:

  1. Select the promotions you want to disable.

  2. Click the Disable button.

    The Disable Promomotions for Performance dialog opens.

  3. Enter the information for the disabling of the promotions, when complete, click the Disable button.

    The Disable Promotions Confirmation dialog opens.

  4. Click the Yes button to disable the selected Promotions.

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, promotion report groups and order fees.

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

Sample Sales Promotions Setup

Single Ticket Promotions (Promotion Report Group R)
  • 2 for 1
  • Regular
  • General Admission
  • Senior Special
  • Member Discount
  • Sponsor Discount
  • Rush seating

Complimentary Ticket Promotions (Promotion Report Group C)

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

Season Ticket Promotions (Promotion Report Group S)

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

Group Ticket Promotions (Promotion Report 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

Sales Rules

Sales rules are used to provide mappings of a sales promotion and/or price codes from one promotion and/or price code to another. They can be used in conjunction with one or more of:

Coupon codes which offer a price reduction by way of a sales promotion will require a sales rule. Memberships/Passes which convert the ticket to an average dollar per admission will require a sales rule.

Sales Rules are designed to alter the sales promotion from one that is typically used on a regular basis to another which may be restricted for use by applying a promotion conversion. Although they are not exclusive for use for online sales this is particularly useful for the self-serve online patron to offer price reductions or special rates.

Sales Rules which convert promotions are also useful in tracking the type of ticket(s) that have been purchase for any given event. By applying a Promotion Conversion you can then track how many tickets were sold using a specific coupon code or pass type within your ticket based report.

Sales Rules are accessed from the Setup Menu >> System Tables >> Sales Rules

The following window will appear.

From this window you will click to create a Sales Rule - Promotion Conversion

Sales Rule - Promotions Conversion

The following will outline the steps to completing the setup of the sales rule - promotion conversion. Here it is assumed that you have setup the necessary sales promotion in the promotion table to be used in the sales rule.

Open the sales rule list by clicking the Setup Menu >> System Tables >> Sales Rules

From the Sales Rule List window you will click to create a sales rule with a promotion conversion.

The following window will appear.

    Enter the following data under the Notes Tab setup
    • Enter the Internal name of the rule
    • Enter the External name of the rule
    • Enter the Enternal note of the rule
    • Enter the Internal note of the rule

    Click to activate and the CLICK on the promotion tab.

    The following window should appear.

    Click from the bottom left to open and add a new Sales Rule Promotion Conversion.

    Specify the price code sale promotion combination in the FROM section that, if used to sell a ticket, will be converted to the price code and promotion in the TO section.

    NOTE: The FIRST price code/combo that is found in the TO section will be matched with the ticket sale. Any subsequent rules with the same price code/promtion will be ignored.

    NOTE: The price will change to the TO promotion regardless whether the it is enabled for the performance or not. This way, you can leave it disabled so that it can't be picked accidentally.

    Here you specify accepted promotions on tickets which can be used in this sales rule to convert the promotion on the ticket(s).

    Use the to access your sales promotion list and select the promotion.

    • You must have a different promotion on both the FROM and TO. Eg you can have a mapping from:
      • Online Promotion 1 to subscription promotion 2 (which means translate anything online to a subscription - useful if the pass is a subscription pass
      • but not from Promotion 1 to Promotion 1 (This ensures that you have good traceability in the revenues by promotion type of reports.)
    • Price codes can be left blank if all prices codes are to be converted. However, you can limit which price codes are acceptable if you want. Example:
      • If you specify from Price Code A to Price Code B, then only tickets with price code A will be accepted, and the price code will become 'B'
      • If you specify from Price code A and leave Price code B as blank, it will not change the price code
      • If you leave the from price code blank, and the to price code blank, then no attempt is made to change the price code
    • Maximum Uses can be left blank if the rule is not restricted. However, you can limit the number of uses. Example:
      • Enter 2 for the Maximum uses for a 2 for 1 conversion for a buy one get one promotion.
      Click to save the sale rule - promotion conversion.

      You can now apply the sales rule to a Coupon Code or Membership/Pass

Copy Sale Rules Mapping to another Sale Rule window

If you have sales rule promotion mappings in one or more sales rules setups that you want to copy into another sales rule, it is and easy as dragging them from one window to another.

The process is:

  1. Open the sales rule mapping tab that has the mappings you want to copy into another sales rule
  2. Open the sales rule mapping tab that you want to receive the copy of the sales rules
  3. Select the sales rules to be copied as per the diagram and drag them to the second window you have open

  4. When you release the mouse, sales promotions mappings will now be in the second sales rule as well.

    Note: Sales rules must be unique. so any that already exist in the window you are copying them to will be ignored.

  5. The copied sales rules will automatically be placed last in the list and ordered to be applied last. If you want them applied in a different order, refer to changing the sales rule mapping sort order en masse.

Reordering Sales rules en masse

Sales rule are applied in the order that you specify. This allows you to bias the order which which you want Theatre Manager to look at things.

For example, you may have a rule:

  1. that limits conversion from regular price in section 'A' to a very special discount, limited to the first x people.
  2. After that, you may want a rule that converts the rest of the ticket from regular price in section 'A' to a different price

In this case, the order of the promotion mapping is clearly required to be in the same order as above. if they are not in that order, then use the mechanism below to reorder them.

Reordering the Sales Rules Mappings

  1. Select the sales rules you want renumbered and use the context menu to select Renumber selected sales rules

  2. You will be asked to provider a number to start the reordering process at. Change this number to get the sales rules numbered in the approximate area you want them.

    Theatre Manager will change the Sort Order of the sales rules that are selected.

  3. After you have renumbered a group, you can select other sales rules mappings and renumber them with a different starting number
  4. Repeat this process (iteratively) as often as needed to get the sales rules into the order you want them applied.

Sales Rule - Promotions Conversion Detail

Parts of the Promotions Conversion Window

Inserts a new promotion conversion for the sales rule. For more information on inserting sales rules click here.
Saves changes made to the sales rule promotion conversion.
Creates a copy of the current promotion conversion for this sales rule.
Undoes changes to the last saved point.
Deletes the current promotion conversion. For more information on deleting sales rules click here.
Checks the spelling of fields that can be typed in.

Convert From Price Code/Promotion

Price Code Price code that will be changed when this sales rule is used. Leave blank to allow for all price codes.
Promotion Promotion that will be changed when this sales rule is used.
Opens the promotions list window in order to search for a promotion.

Convert To Price Code/Promotion

Price Code Price code that will be effective when this sales rule is used. Leave blank to not change the price code.
Promotion Promotion that will be effective when this sales rule is used.
Opens the promotion list window in order to search for a promotion.
Maximum Uses The maximum number of uses this conversion can be used for.
Current Uses The current number of total tickets that this sales rule has been used for.
Pending Rules The count of tickets in shopping carts where the sales rule conversion is pending usage. It will be used when the user checks out. If the user abandons the cart, this will be decremented appropriately.

Sales Rule - Merging Sales Rules

Sales Rule can be created uniquely for one specific purpose, a coupon code or Pass. Often this is the case however you may find sales rules may have a dual purpose.

You can Merge together common sales rules to become one

Sales Rules are accessed from the Setup Menu >> System Tables >> Sales Rules

The following window will appear.

From the list select the rules you wish to merge.

Click and the following window will appear.

Select the Sales Rule into which all information will be combined and click

Note that this cannot be undone.

Sales Rule - Deleting a Sales Rule

Once a sales rule has been created and assigned to either a Coupon Code or a Pass/GC it cannot be deleted from Theatre Manager.

Packages

A package, within Theatre Manager, is designed to group together several items. These items are listed together and require fewer clicks to purchase.

Do not confuse Packages with Subscriptions. Subscriptions sell the same seats, on the same night, using the same pricing for a patron. Packages do not define seating location or price. They simply allow for all items within the package to be sold together as a grouping.

The Packages window is opened through Setup >> System Tables >> Packages. From this window you can add, remove and edit existing packages.

The Package List window opens. Click here for a description of the Package List window.

Package Setup

Setting up a package requires you to first create the package, then Add the events / plays to the package.

Creating a Package

To Create a new package, you perform the following steps:
  1. Open the Package List window.

    Click here for more information on the Package List window.

  2. Click the New button.

    The Package Detail window opens.

  3. Enter the name for the package.
  4. Edit the External Name.

    The External Name populates automatically with the information entered in the Name field. Altering this information may not always be necessary.

  5. Click the Save button.
  6. The Content tab is now available for selection.

  7. Select the tab.

  8. Add items to the package as need.

    For details on adding items to a package, click here. Add as many items are are required for the package.

  9. Select the tab.
  10. Add any external or internal sales notes, as required.
  11. Select the tab.
  12. Check the box next to Via the Internet.
  13. This makes the package available online.

    Only do this for testing the package, or when you are ready to have the package available for purchase.

  14. Click the button.

    The package is now saved to the database and can be used in online sales.

Adding Items to a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Double click on the desired package.
  3. Select the tab.

  4. Click the New button.

    The Package Item Detail window opens.

  5. Click the Event/Play Add button.

    The Event List window opens.

    Click here for more information on searching for Events.
  6. Select the desired Event.

    Single click on the event to select it. If multiple events are required for the package you must add them individually.

  7. Click the Select button.
  8. Choose the desired Performance Restrictions option.
  9. Click the Add button.

    The Performance List window opens.

  10. Select the desired Performances.

    Single click on a performance to select it. To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

  11. Click the Select button.
  12. Close the Package Item Detail window.

    To continue to add more performances to the package, repeat the select and Add steps.

Editing a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Select the Package to be edited.

    Single click on a package to select it.

  3. Click the Open button.

    The Package Detail window opens.

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

    The changes are now saved and the window can be closed.

Purchasing a Package

Packages can be sold using a direct link from an organizations main web site to the package.

The individual performances within a package do not need to be made available for online sales. This allows you to define the performances within the package, to be available as a package only, and not as individual performances in the online sale.

Performances can be made available for single ticket sales within the online sales and still be a part of a season package.

Deleting a Package

  1. Open the Package List window.

    Click here to learn how to access the Package List.

  2. Select the Package to be deleted.

    Single click on a package to select it.

  3. Click the Open button.

    The Package Detail window opens.

  4. Select the Content tab.

  5. Select the items listed in the Content tab.

  6. Click the Delete button.

    The Delete Package Detail Lines confirmation window opens.

  7. Click the Delete button.
  8. Close the Package Detail window.
  9. Click the button.

    The Delete Package confirmation window opens.

  10. Click the button.

    The package is now removed from the database.

Package List Window

Parts of the Package List Window

Creates a new package. For more information on inserting packages click here.
Opens the selected package for editing. For more information on editing packages click here.
Creates a copy of the selected package.
Deletes the selected package. For more information on deleting packages click here.
Generates a report of the selected packages to the screen or default print location.
Exports out a list of the selected packages in a tab-delimited format.
Options to search for packages by.
Like The text used to search for a select package.
Package # The unique sequence number for the package.
Active Indicates the status of the package. An Active package can be made available for purchase.
Name (Internal) Lists the internal name of the package. This is the name used to refer to the package with the organization.
Name (External) Displays the external name of the package. This is the name seen online.
Box Office Indicates is the package is available for sale at the box office.
Web Indicates if the package is available for sale online.

Package Detail Window

Parts of the Package Detail Window

Creates a new package. For details on setting up a new package click here.
Saves changes made to the package detail window.
Creates a copy of the current package.
Undoes changes to the last saved point.
Deletes the current package. For more information on deleting packages click here.
This feature is not available in this window.
Checks the spelling of text within the fields displayed in the current tab.
Package # The unique sequence number for the package. This is used when creating links to the package within the online sales.
Name The name of the package within Theatre Manager. This name is used for internal purposes.
Status Indicates the status of the package. An active package can be made available for purchase.
Opens the Sales Management tab.
Opens the Content tab.
Opens the Notes tab.

Package Sales Management Tab

Parts of the Package Detail Sales Management Tab

External Name The external name of the package. This is the name displayed in the online sales.
At the Box Office When checked, the package is made available for sale at the box office. The Future Onsale Date indicates the date and time the package will be available for sale at the box office.
Via the Internet Checking the box indicates the package can be purchased online. When a date and time are entered into the Future Onsale Date field the package will not appear online until this indicated date.
At Other Outlets Check this box to allow other Outlets to sell the package. A date and time can be entered to indicate the onsale date of the package for other outlets.

Package Content Tab

Parts of the Package Detail Content Tab

Item # The unique sequence number for the item within the package.
Type The type of item in the package. At this time only Events can be added to packages.
Description The name of the Item added to the package. If the item is an event the event code and title are displayed.
Outlet-Owner The company the item belongs to.
Adds a New Item to the package.
Opens the Package Item Detail window for the selected item.
Removes the selected Item from the package.

Package Item Detail Window

Parts of the Package Item Detail Window

Creates a item to add to the package. For details on creating new items click here.
Saves changes made to the item detail window.
Creates a copy of the current item.
Undoes changes to the last saved point.
Deletes the current item detail and returns to the package detail window.
This feature is not available in this window.
Checks the spelling of text within the fields displayed.
Package Item # The unique sequence number for the item within the package. This is generated by Theatre Manager.
Type The item type to be added to the package.
Status Checkbox indicates if the current package is active or not
Event The Event to be added to the package.
Opens the Event List window. This can be used to locate the event to be added to the package.
Performance Restrictions Only one option can be selected. All performances, except those listed will add all the performance for the event excluding those in the list below. Only listed performances will add only those performances for the selected event to the package.
Opens the Performance List window. This window can be used to select the desired performances for the package. The Performance Restrictions will be applied to the selected performances.
Removes the selected performance from the package.

Package Notes Tab

Parts of the Package Detail Notes Tab

External Sales Notes These notes appear online and are visible to patrons during the online sales process. Often additional details regarding the package are entered here for patron reference.
Internal Sales Notes Internal Sales Notes are visible within Theatre Manager only and cannot be seen by the general public.

Donation Giving Levels

Donation Giving Levels are setup to allow for donations from patrons to be tracked using a giving level matrix.

The matrixes are setup through the Donation Giving Levels Window which can be accessed through the Setup >> System Tables >> Donation Giving Levels.

The Donation Giving Levels Window will open displaying all current Giving Level Matrixes.

Donation Giving Levels List Window

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

To create a new Donation Giving Level, you perform the following steps:

  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 opens.

  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 opens.

  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. You can also select a Notification to be sent, by clicking the Drop Down List.
  10. On the 'BENEFITS' tab, you can:
    • enter a description of the benefits associated with the giving level
    • specify the non-tax-receiptable portion of the donation.
      • For example, a give at the $100 level may include a dinner valued at $25, so the $25 would be entered as the non-receiptable portion
      • In this way, you can assign different non-receiptable amounts and benefits at each 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

Note that you need:
  • a range for all values of money from 0.01 to 99999999999.99, whether you expect people to give at that level or not.
  • please do not leave gaps in the numbers, and
  • please do not overlap them.

To edit a Donation Giving Level matrix, you perform the following steps.

  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.

    The Giving Level Detail window opens.

  4. Select the level to be edited and click the Detail button.

    The Giving Level window for the selected level opens.

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

    The changes are saved and the new data is 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.

To delete a Giving Level Matrix, you perform the following steps:

  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 Delete Level confirmation dialog opens.

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

Deleting a Giving Level from a Matrix

To delete a level from within a matrix, you perform the following steps:

  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 opens.

  4. Select the level to be deleted.

    Single click on a level to select it.

  5. Click the Delete button.

    The delete confrimation dialog opens.

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

Donation Campaigns

Donation Campaigns are setup to track to what campaign received donations from patrons.

The campaigns are setup through the Donation Campaign Window accessed through the Setup >> System Tables >> Donation Campaigns Menu.

The Donation Campaign List window opens.

To see all the Donation Campaigns, click the Search button.

For more information on the Donation Campaign List window click here

To further refine your search, you can select from the drop down list, choose an item to search for, enter text and click the Search button.

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.
Opens the DonorSearch Analytic List Window.
Category The code table category assigned to the donation campaign for online ordering and categorization
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 patron statistics tab

Creating a New Donation Campaign

To review Quick Reference information on Creating a Donation Campaign, You can choose

Cheatsheet

Screencast

Creating a Donation Campaign

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

  1. Open the Donation Campaign List window.

    Click here to learn how to access this window.

  2. Click the New button.

    The Campaign Detail window opens.

    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.

    Click here for more information on this window.

  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 here for more information on this window.

  16. Click the Statistics tab.
  17. Enter the target amount for the campaign.
  18. Click the Save button.

    Click here for more information on this window.

  19. Close the Campaign Detail window.

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

Campaign Detail Window

All the details of a campaign can be entered, edited and kept track of in the Campaign Detail window. This page explains the details of the window and its tabs.

Parts of The Campaign Detail Window

Opens a new Campaign Detail window to enter a new campaign.
Saves the currently open campaign.
Creates a duplicate of the currently open campaign.
Can be clicked while editing to revert back to the last time the open campaign was saved.
Deletes the Campaign currently open.
Checks the spelling in the appropriate fields.
Campaign Name Enter the internal name for the campaign.
Outlet Allows you to chose between any outlets avaialbe for your organization.
Access Groups Specify which groups of people can access the data
The Description tab is where you enter the descriptive information about the Campaign. It is described on this page.
The Accounting tab is where you enter the Account information for the Campaign. Click here for more information about the Accounting tab.
The Edits tab is where you define where donations to the campaign can be accepted and the Giving Level Matrix. Click here for more information about the Edits tab.
The Statistics tab shows all the total donations for the selected campaign. Click here for more information about the Statistics tab.
The Notes tab lets you enter text notes for the campaign. Click here for more information about the Notes tab.
The Donations tab shows you the list of donations to the campaign. From here, you can open, delete, make payments and print the selected donation. Click here for more information about the Donations tab.
The G/L Entries tab shows you the list of G/L Entries to the campaign. From here, you can add, open and delete, G/L entries. Click here for more information about the G/L Entries tab.
The Transactions tab shows you the list of Transactions related to the campaign. From here, you can add, open and delete, Transactions. Click here for more information about the Transactions tab.

Description Tab

Campaign Name The name of the donation campaign.
External Name Name to be displayed on the internet.
Category Assign the donation to a category that can be used to group and sort the campaigns in online web pages. These are set up in Donation Campaign Category code tables.
Campaign Starts Ends The time period that the campaign is running.
Ticket Face You can select a ticket face to be used for donations. Click the Ticket button to open the Ticket Face List window. 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.
Tags You can add any number of tags to the donation campaign.

Accounting Tab

Parts of the Accounting Tab

Posting Accounts

Restricted Campaign Generally funds are deposited to the Operating Account as setup in your Default Posting Accounts. If you are using another account for this campaign, check the Restricted Campaign box and enter the correct Bank Account below.
Bank Account Bank account for this campaign. Click the button to open the Chart of Accounts lookup.
Income "Prior Year in blue" and earlier. Prior fiscal year account for this campaign. Click the button to open the Chart of Accounts lookup.
Income for "Current Year in blue" Current fiscal year account for this campaign. Click the button to open the Chart of Accounts lookup.
Deferred Revenue for "Next Year in blue" and Later If you wish to defer donations for a future fiscal year for this campaign, you can select a different account than the current year account. It would normally be a liability. During year end rollover, any donations entered in future fiscal years will be rolled into the earned accounts. Click the button to open the Chart of Accounts lookup.
Patron is allowed to receive a benefit when giving to the campaign Applies the benefit matrix from the giving level matrix to this campaign. Click here for more information on setting up benefits for donations.
Can be changed from the default for the giving level Allows the value of the benefit to be edited during a donation.

Benefit Amount

Checkbox Patron is allowed to receive a benefit when giving to the campaign.
Checkbox Can be changed from the default for the giving level.
Benefit Account Benefit general ledger account for this campaign. Click the button to open the Chart of Accounts lookup.

Sales Tab

Accept Donation at

Via the Donor Tab Allow the campaign to be displayed as a choice when a donation is being entered through the donor tab on the patron window.
In conjunction with a Ticket Sale Allow the campaign to be displayed as a chouce when a donation is being given through an order created on the ticket tab in the patron window.
Taken during a Ticket Return Allow the campaign to be displayed when a ticket is being refunded / returned for any reason.
Accepted on the Internet Allow the campaign to be accessed via the Internet and donations made Online. Additional option, Visible in Internet List. This allows for the selected campaign to appear in the list of available donation campaigns for patrons to give to.
  • If both options are enabled, the donation campaign will appear online on this page - https://tickets.artsman.com/TheatreManager/1/login?donationcampaigns
  • If Accepted on the Internet is enabled for a donation campaign, this would apply to the campaign used for rounding up a online cart, where the donation campaign should NOT appear on the organizations donation page.
  • Another use for Accepted on the Internet is in conjunction with direct donation link where the campaign would not appear online for everyone.
Visible in Internet List Normally, donations campaigns available online should be visible online. There may some special purpose donations that you may create a quick-add button for that do do not want to see in list. If so, uncheck this option.

Examples might be: round up donations or quick donate on checkout window for a particular purpose.

Sort Order Allows you to specify an online sort order for campaigns (instead of purely alphabetical). The default is a three level sort:
  • Grouping order as specified for the Campaign Category code table, if one is provided)
  • Sort order specified for the campaign in this window (if any)
  • Finally, by the Campaign Name
Accept Post Dated Payments If post dated payments are accepted online, indicate the final payment date. Monthly payments will be set up through to the end of the payment date. You could set the date to be end of the year to get recurring yearly payments.
At other Outlets Allows the campaign to be accessed and donations made at other outlets.

Include in Patron Statistics

Include in Annual Statistics Donation values will appear in patron statistics tab.

Default values for a new Donation

Fiscal year Normally, the fiscal year on a donation defaults to your fiscal year in which the donation falls. If you enter a donation for a future year, it will take on a future fiscal year. If you want to change that behaviour and force the fiscal year, you can enter a non-zero year into this field. It must be a future year (since the default is for the current year).
Program Year The default program year for a donation is the calendar year on the donation date. If you wish it to be different then set a default value into this field. It must be a future year.
Default Solicitor The primary solicitor for the campaign. You can select or change the solicitor, by clicking on the Solicitor button to open the Employee Listwindow to select or change a solicitor for the Campaign.

Edits Tab

Parts of the Edits Tab

Print Controls On Receipts

Print receipts for this Campaign Allows receipts to be printed for this campaign and you may set a minimum amount if desired for receipt printing.
If Over A certain Amount If an amount is entered, the any single donation that is under that amount will never get a tax receipt printed in the batch printing of receipts

Suggested Donations Online

Suggested Amounts You can enter a list of suggested donation amounts - and if you do, then the online donation module will have buttons that let the patron quickly pick that amount as a donation - without having to enter information. The patron will always have the ability to enter a custom amount.

If you have no suggested amounts, then the patron will be required to type in a value for the donation.

If you drag some of the giving levels to this list, Theatre Manager will take the minimum value in the range for that giving level and add it to the list. You might want to take most popular ranges and drag onto this field for quick entry.

Giving Level Matrix

Giving Level The giving level matrix that will be used for the campaign. For information on setting up a Giving Level Matrix for use here, click here.
Opens the Giving Level (inserting) window, allowing you to add more levels to the campaign. Click here for more information on adding levels.
Opens the Giving Level window, allowing you to edit the selected Giving Level. Click here for more information on editing levels.
Allows you to delete the selected Giving Level. Click here for more information on deleting a level.

Statistics Tab

The statistics are kept as a total for all Donations to this Campaign. Targets are useful for long term capital campaigns. Theatre Manager does not support targets on an annual basis for ongoing/annual campaigns.

Parts of the Statistics Tab

Total Target Goal for the campaign.
Show on Internet Shows the progress to date on the web pages in the internet.

It will show the progress on the:

Non-Financial Donation Amounts

Prospects The total value of prospect donations for the campaign.
Soft Pledges The total value of soft pledge donations for the campaign.
Soft Credits Total value of soft credits allocated for the campaign.

Donation Amounts Affecting G/L

Actual Total amount received.
Total Donations Total number of donations for the campaign.
Hard Pledges The total pledged amount for the campaign.
Matching Gifts The amount of matching gifts for the campaign.
# Gifts Matched The number of matching gift donations for the campaign.
Written Off The total value of donations written off against this campaign.
Balance Owing Total balance owing on donations for this campaign.

Notes Tab

An area for any internal notes about this particular campaign. The Notes tab is not a mandatory field when setting up a Campaign.

Parts of the Notes Tab

External Sales Notes Enter any notes about the campaign that you would like patrons to see online - that might help them decide to give to this campaign.
Internal Sales Notes Enter any notes about the campaign that are for staff only
Icon You can drag a 200 pixel wide by 250 high image to this area - which will be shown during online sales in the list of donations

Donations Tab

Parts of the Donations Tab

Status Icon based indicators on the various aspects of the donation.
Order # The order number is a reference number for the order.
Prog Yr Program Year.
Use Indicates the source detailing hose the donation was received.
First / Last & Company Name Name of the patron making the donation.
Campaign Name Name of the campaign the donation was applied to.
Fiscal Year The accounting Fiscal Year the donation was made.
Donation Date Date the donation was made.
Pledge Amount The amount the patron pledged to this donation.
Actual Amount The actual amount the patron has confirmed they will donate towards their original pledged amount.
Giving Level What level of giving the donation is at.
Balance Outstanding balance of the pledged amount remaining to the paid.
Total Receipted The amount of the donation that has been issued paayment/receipts.
Soft Credit The total amount of Soft Credits that have been applied to the donation.
Program Name How the patron would like to be recognized on the program.

G/L Entries Tab

Parts of the G/L Entries Tab

View Selection Drop-down (set to All G/L Entries in the example) Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
Journal # The unique Journal # for the entry
Description The type of journal entry it is (ie. Sales Posting)
Date The posting date for the entry.
Debit The Debit amount of the entry (if applicable)
Credit The Credit amount for the entry.
Not available.
Opens the selected entry for viewing/editing.
Not available.

Transactions Tab

The Transactions tab allows you to view the specific details surrounding the audit transactions of the selected campaign.

Seq # The transaction reference number.
Trans Date Date the transaction took place
Journal No Journal Entry reference number.
Code Theatre Manager reference code used to determine the type of transaction.
Transaction Desc Brief description of what the transaction was.
Order # Reference number used to tract the components of the order.

Delete a Campaign

  1. Open the Donation Campaign window.

    Click here to learn how to access this window.

  2. Click on the campaign you want to delete.

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

  3. Click the Delete button.

    A Delete confirmation dialog opens.

  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.

    The Campaign Detail window opens.

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

    The changes are saved and the new data is 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 to merge.

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

  3. Click the Merge button.

    The Merge Donations window opens.

  4. Choose the Campaign the others are to be combined into.
  5. Click the Merge button.

    A merge confirmation dialog opens.

  6. Click the Merge button.

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

    Other Campaigns are deleted after the proceedure is complete and you may need to make manual GL Entires.

Membership, Pass, G/C Types

Passess, Gift Certificates and Memberships are bought by a patron and may (depending on your company) entitle them to a monthly newsletter, advanced ticket purchases, or discounts on ticket sales. Memberships can also be setup to allow a set number of free admissions with purchase. Gift Certificates are purchased for a dollar denomination and then given to another patron who can use the gift certificate as cash to purchase tickets for a performance. Passes can be setup to provide free admissions to a predefined number of performances; as well passes can be setup as "Average cost per Admission" the pass is purchased for a set price and allows x number of admissions. when the pass is redeemed Theatre Manager will override the price code and change the price to the denomination of the pass.

Setting up Pass G/Cs and Memberships is performed throughout the Pass G/C Member Types Window. The window is accessed through the Setup >> System Tables >> Pass G/C Types Menu

The Member Types Window opens.

Click here for a detailed description of this window.

Finding a Pass G/C Type

To Find Types, you perform the following steps:

  1. Select Setup >> System Tables >> Pass G/C Types Menu.

    The Member Types Window opens.

  2. To refine your search, you can choose from the drop down list, turn off or on the Active/Inactive flags, enter text in the description box and click the Search button.

    Or leave blank and click the Search button for a complete list of Memberships.

    The results which fit your parameters will be displayed.

    To access a membership double-click it.

Pass G/C Types List Window

Through this window you can add, edit, delete, view the details and verify Pass G/C types.

Parts of the Pass G/C Types List Window

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

Creating a Membership, Pass, Gift Certificate

"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 four key items: Tickets, Donations, Memberships and resources. 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 other items.

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.

To Create a new Pass, Gift Certificate or Membership, you perform the following steps:

  1. Go to the Setup Menu >> System Tables >> Pass G/C Types (remember, yours may be called "Pass," "GC/Pass," "Gift Certificates" or some other name).

    The Pass G/C Types window opens.

  2. Click the New button.

    The Pass G/C Detail window opens for entry.

  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.

Description Tab

The Description tab is the first of the setup tabs in a new membership. Many of the fields in this tab are optional.

 

Parts of the Description Tab

Pass GC Type Internal Name used during the sales process at the box office - which may be different than the external name.
Category Select a category for the pass or gift certificates. These are created in the Member Category code table. The categories are used to group similar pass types for display on the pass/gift certificate sales web page.
Access Groups Specify which groups of people can access the data
Active A pass or gift certificate must be marked active in order for it to be sold or redeemed. Refer to the compete list of redemption rules.

If you no longer wish to sell passes/GC's, but still allow redemptions, enter a final date that they can be sold that is prior to today.

External Name Name by which the patrons will know this membership (this name appears on the web).
* Available From Date and time the membership will be available for sale.
* Available Till Date and time the membership will no longer be available for sale. This does not mean "redeemable" until.
* Ticket Face The ticket face that will be used for this membership. If a ticket is to be printed for this membership, then the ticket coding must be based on Member Data.
* Exclude Price Codes If, during the redemption of this membership, any specific Price Codes in the Event Setup are to be unable to be used by this Membership, then those Price Codes need to be listed here.
* Notification If an internal email notification is to be sent when this particular membership is sold, it must be indicated here. For more information on Work Flow Notifications click here.
* External Sales Notes Enter notes regarding what this Membership/Pass/GC is for and it will appear in the online notes beside each pass/gc. This as a marketing opportunity to communicate with your online patrons.
* Internal Sales Notes Notes regarding what this Membership/Pass/GC for internal use only.
* Tags You can add any number of tags to the membership type.

* indicates an optional field

Redemption Rules Tab

The Redemption Rules tab controls how the pass works and how it can be redeemed. There are 5 different types of Memberships that can be created in Theatre Manager. Each one serves a specific purpose, yet remains flexible in the parameters you determine. The 5 types are:

  1. Free Admission
  2. Dollar Value
  3. Average Dollar Per Admission
  4. Can't Buy A Thing
  5. Use Promotion

Most passes and gift certificates should be tax exempt (but may include the total intended redemption value that includes taxes)

At time of sale, the value of the entire value of the pass is generally deferred in a liability account. When a portion of it is used to pay for tickets, the ticket will have the actual taxes payable calculated that the time of the sale of the ticket -- and the passes redemption value covers the entire cost of the ticket.

Tax is never allowed on a 'Dollar Value' or an 'Average Dollar Admission' type of pass to enforce those rules

Method of Redemption

Free Admission Free Admission is simply that - a "free admission." If you are giving away a ticket to an event in a radio giveaway or an auction, you can create a Free Admission pass. This allows the recipient to exchange the free admission pass for an admission ticket to any event. You can limit the events applicable to the pass in the "Valid Plays" tab of the Membership setup. Special Considerations:
  • The number of free admissions can be controlled by changing the # of Passes issued on the right side of the screen.
  • If the passes are going to be free, then the "Can be sold for a zero value" on the EDITS tab must be selected.
Dollar Value A Dollar Value pass is essentially a Gift Certificate. If the patron gives you $50 to use at a later date, then redeems the pass to purchase tickets, it should be set up as a Dollar Value. Special Considerations:
  • Typically, the "# of Passes Issued" is set to 0, and the "Purchase Amount" is set to $0. Then on the EDITS tab, the "Value Can Be Changed During Purchase" option is selected so Gift Certificates can be sold in any amount.
  • In most U.S. States, and all of Canada, Gift Certificates never expire and should be set as such in the EDITS tab.
  • The General Ledger accounts for "Dollar Value" and "Average Dollar Per Admission" are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit.
  • Tax is not allowed on this Pass Type.
Average Dollar Per Admission This is more commonly known as a "Flex Pass" where a patron purchases a pack of "x" admissions for "y" price. The Flex Pass is then redeemed for tickets on whatever schedule the patron wishes. The parameters can be set such that the patron can use one, some or all admissions on the same performance. Average $ per Admission passes (or better known as "Flex Passes") are rapidly becoming more popular than the traditional "all-in" subscriptions.
Special Considerations:
  • The values for "# Passes Issued" and "Purchase Amount" must be set for an Average Dollar Per Admission type.
  • Theatre Manager will split the Purchase Amount equally across all available redemptions. So if the Flex Pass is $100 for 5 admissions, regardless of the actual price of the ticket, Theatre Manager will attribute $20 ($100/5) to each event where the pass is redeemed.
  • You may set a "Maximum per admission" to limit the value to which the pass can be applied. Using the above example, you set a Maximum per admission of $25. If the recipient attempts to redeem the pass on an event where the ticket price is $30, Theatre Manager will apply $25 from the pass to the ticket, and leave a balance owing of $5 to be paid in some other form.
  • Tax is not allowed on this Pass Type.
Can't Buy A Thing This is used as a true membership such as a Symphony League, Community Players, or other membership group. This can also be used to track sales that are merchandise, concessions, advertising sales, rental fees or other miscellaneous forms of income.
Special Considerations:
  • Can't Buy A Thing and Use Promotion are the only two membership types where "Grace period before approval needed to renew expired memberships" (on the EDITS tab) can be employed. This is because these are the only two true membership types, whereas the previous three are based on admissions.
Use Promotion This pass type is designed to allow pass holders reduced admission prices for a specific time period. When this pass is used, the price of the tickets changes from their original promotion to something else using the sales rules mapping.
Examples of this membership type are:
  • Annual movie pass
  • Alumni who receive a "2 for 1" discount on tickets
  • Musicians who receive a dollar discount on tickets purchased
  • or patrons who belong to an elite club within your organization who, as a benefit of membership, receive a set discount on tickets.

Redeemable By


There are four options for who can redeem the pass or gift certificate.

Purchaser only Only the patron who purchased the pass will be able to redeem it. This is good when you wish to limit the pass to the owner alone.

Online Redemption Rules:

  • The patron can see this pass and redeem it without a password because it is assigned specifically to them.
  • No other patron can redeem this pass (including household members)
Any Household Member Any member of the same household can redeem the pass. This is good for a flex pass where you may want it redeemable by the patron, their spouse or any other members of the household.

Online Redemption Rules:

  • The patron who owns the pass can see and redeem it without a password because it is assigned specifically to them.
  • Other household members can see the pass and use it without a password when they choose 'Redeem passes' at the cart or checkout page.
  • Patrons outside the household will be unable to use the pass
Any Patron (Visible to Purchaser) This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale.

Online Redemption Rules:

  • The patron who owns the pass can see and redeem it without a password because it is owned by them.
  • All other patrons will need both the pass control number and the redemption password.
If a pass that may be redeemed by any patron is to be used online, then the BOX OFFICE MUST also give the patron the redemption password. It is 15 characters long and can be printed on the 'pass' ticket face or on a form letter based on passes/gift certificates.
Any Patron (Not Visible to Purchaser) This pass can be redeemed by any patron in the database. This type of redemption is good for Gift Certificates or Raffle/Give-Away vouchers where you do not know the final user at the time of the sale.

Online Redemption Rules:

  • All PATRONS will need both the pass control number and the redemption password.
  • Even the patron who purchased it cannot use it without the password because it is not visible in their account
For this redemption method, ALL Patrons (including the one who purchased the pass) will need to enter the pass redemption password. The pass will not show on anybodies account until it us used at least once.

Redemption Options for Passes

Depending on the type of Membership, you may be able to specify certain parameters about how it operates. The available fields will grey out or become available as appropriate.
  • # of Passes Issued - For Free Admission or Avg $/Admission, you are allowed to indicate how many passes will be issued with this membership. The number can be zero, as long as on the EDITS tab, you indicate that the value can be changed during purchase.
  • Purchase Amount - The cost of this membership. The value can be set to zero as long as one of two conditions are met on the EDITS tab. Either "Value can be changed during pruchase" or "Can be sold for a zero value" are enabled. The former is ideal for Gift Certificates. The latter is for use with a Free Admission type of pass.
  • Redeemable Amount - The value of the pass during the redemption process. This is usually the same as the Purchase Amount, however can be different. For example, you may have a "Holiday Gift Certificate" where the Redeemable Amount is higher than the Purchase Amount. To achieve this, set the Purchase Amount at $1, and the Redeemable Amount at $1.10. This will increase your Gift Certificate value to 10% more than the Purchase Amount.
  • Sales Rules - Sales Rules are mappings for converting one Sales Promotion to another Sales Promotion.

Internet Options for Pass or Gift Certificate Redemption

At your discretion, you may choose to make some Memberships redeemable online. For example, a Flex Pass holder or Gift Certificate owner may be able to redeem their Membership for tickets online.

  • Redeem via the Internet - This checkbox indicates whether the selected Membership can be redeemed online. If enabled:
    • The patron will be able to see all the passes associated with their account online on a pass/gc redemption web page
    • A patron can redeem passes/gift certificates online that were given to them by another patron if they know both:
      • the pass number -and-
      • the redemption code.
      The redemption code is a secret serial number unique to each pass/gift certificate that is generated when it is sold. The Box Office staff can only see this redemption code if it is printed on a ticket face or on a form letter based on Passes/Gift Certificates. This is for security reasons and also that they do not need the redemption code to use the pass at the box office.

      Under certain circumstances, Theatre Manager may support redemption codes embedded in track III on specialty cards - contact sales to find out more about the encoding and where to source cards.

    Refer to rules regarding payment of pass before use for the sub-options.
  • Renew via Internet - If the Membership is renewable (applies to "Can't Buy a Thing" and "Use Promotion" only), this checkbox indicates if the pass is renewable online.

Redeemable via Internet Options

If you decide to allow the pass or gift certificate to be redeemed online, you have two options:
  • Must be fully pre-paid. This is the default option and means that the pass or gift certificate must have been paid for by the patron before it can be used online. If set, you are guaranteed that you have the money before the pass is used.
  • Might be unpaid. If this option is selected, it means that a patron can redeem the pass or gift certificate online before it is even paid for. Enabling this option requires that the employee has the function security enabled for Payments - use pass that has not been fully paid for'
    This option exposes you to Risk and is not recommended.

    If a pass or gift certificate is not paid for and the patron uses it to see a show, you risk being left with a receivable that the patron might never pay for after seeing the show. In effect, it means you gave away a comp ticket unwillingly.

Accounting Tab

The Accounting tab determines where the funds go to during a sale, and are drawn from during the redemption.

If the method of redemption is Average $/Admission or Dollar Value Gift Certificate. taxes will be ignored as GAAP treatment is to defer taxes on financial instruments until the time of redemption via a ticket purchase. At that time, taxes on the ticket are taken from the value of the redemption. You may want to include taxes in the total cost.

Parts of the Accounting Tab

Tax Rate to Apply

Tax Rate A drop down to select the tax rate applied to this membership. If there is no tax rate for this membership, then select "None."

Default Fiscal Year

Fiscal Year Normally, passes and gift certificates are sold for the fiscal year that you are currently in. If this is the case, leave this field blank.

However, sometimes there is a time where you are selling passes now for a future fiscal year. If that is true, enter the future fiscal year that the pass is for (normally the next year). When selling the pass, TM will use the default fiscal year for the pass, or the current fiscal year of the venue, whichever is greater. This prevents defaulting to a prior fiscal year.

General Ledger Accounts

Income for FY20xx and Earlier For many membership types (Free Admission, Dollar Value, Average Dollar Per Admission), the income account is normally a liability account. As the membership is sold, the liability goes up. As the membership is redeemed, the liability goes down.
Deferred Revenue FY20xx and Later If the usable redemption period of a membership or gift certificate falls within the upcoming year, rather than the current fiscal period, you may want to consider deferring the revenue in a liability account. During data entry of the pas/G.C., you will need to specify the future fiscal year. If you do this, then revenue will be rolled over into the current year during year end rollover.
Redemption/Expense Account If there is a difference between the sale amount of the membership, and its redeemable value, then enter the GL account to which the difference should be applied. For example, if you have a holiday Gift Certificate promotion where if you buy a Gift Certificate for $100, but receive a redeemable value of $110, you may want to attribute the $10 expense to the marketing GL line. Use of this membership benefit amount ties back to the Redeemable Amount on the Type tab.
Unearned Income Write-Off Account If the membership expires (as set in the Edits tab), then any unearned income will be moved to the GL account indicated here when the pass is manually written off.

Sales Management Tab

The Sales Management tab is the third - and possibly most important - of the setup tabs in a new membership. You must carefully consider each of the check boxes and options in this tab as your selections control how the Membership can be sold and redeemed.

Parts of the Sales Management Tab

Allow pass/g.c. to be Purchased

Via Member tab on the patron screen This option allows the membership to be sold using the BUY button on the patron record on the MEMBER tab.
In conjunction with a ticket sale This option allows sales staff to sell the membership using the Member tab on the left-hand side of the Order Window during the ticket sale process.
As a ticket refund ("store credit") This would be selected if the membership is a voucher that is issued to a patron to rectify customer service situations. Instead of issuing a cash refund, a voucher/pass/gift certificate may be issued for a future ticket purchase.
Via the internet This option allows the membership to be sold online.
Visible in Internet List Normally, pass/GC types available online should be visible online. There may some special purpose ones that you may create a quick-add button for that do do not want to see in list. If so, uncheck this option.
Sort Order Allows you to specify an online sort order for pass/GC types (instead of purely alphabetical). The default is a three level sort:
  • Grouping order as specified for the Pass/GC Category code table, if one is provided)
  • Sort order specified for the Pass/GC type in this window (if any)
  • Finally, by the Pass/GC Name
Accept Post Dated Payments If you wish to offer a payment plan for this Membership online, indicate the final payment date in this field.

Include in Patron Statistics

Include in Annual Statistics Checking this option will include sales of this membership when generating annual patron statistics reports.

Icon for TicketTrove/Web

Icon Place any 200x250 pixel image there which will appear online in the pass/gift certificate web sales page that you can create a direct link to via eblasts or from other web sites or web pages.

Pass/G.C. Management for Other Outlets

Sales Rules at Other Outlets If you have the Outlet Edition of Theatre Manager, you may choose to allow sales of a particular pass/g.c at other outlets. If so, you will be able to select which outlets may or may not be able to sell a specific pass/g.c.
Redemption Rules at Other Outlets If you have the Outlet Edition of Theatre Manager, you may choose to allow redemption of a particular pass/g.c at other outlets. If so, you will be able to select which outlets may or may not be able to redeem a specific pass/g.c.

Edits Tab

The Edits tab is the fifth of the setup tabs in a new membership. You must carefully consider each of the check boxes and options in this tab as your selections control how the membership can be sold.

Parts of the Edits Tab


Edit Controls on Pass G/C

Value can be changed during purchase Allows the employee selling this membership to change some values (such as those set in the Redemption Rules tab or the pass expiry date) during the sale. This is important if you have set your Gift Certificates to sell for an unspecified dollar amount. You will need to change the $0 amount to the amount the patron wished to purchase the gift certificate for.
Sell in even multiples of original value If the membership has a specified value, checking this option allows the membership to be sold only in even multiples (1, 2, 3...) of the original value. When an employee purchases multiples of the member type it will increase the quantity of memberships by the number of multiples purchased. The number of admissions will also be increased by the same number of multiples purchased. A Flex Pass, for example, may cost $30 for 2 admissions. By selecting this option, you can sell 4 admissions for $60, or 6 for $90, but not 3 for $30 or 2 for $25.
Can be sold for a zero value If the membership is to be given away or "comped" (for example a "free admission" or a Radio Giveaway Voucher), then this option must be selected.
Can be renewed after expiry date Only available for "Can't Buy a Thing" and "Use Sales Promotion" as they are the only true membership types (as opposed to admission based memberships). This option allows the membership to be renewed after the expiration date defined when the membership was sold.
Future memberships can be redeemed now If a membership is Season Year specific (i.e. a patron purchases a Flex Pass for the 20xx season), this option allows the redemption of this pass prior to the start of the season.
Entry scan creates festival (General Admission) seating tix If your site employs ticket scanners for audience entry control, scanning this membership card will create a festival (General Admission) ticket. There is no need for the bearer of this kind of membership to stop by the box office. They only have their membership scanned during their entry to a festival or General Admission event, and Theatre Manager will register a sale to that membership.

Default Mail List

You can add a patron to a mail list based on purchase of a type of pass. The patron will:

  • be added to the mail list the first time this pass is purchase
  • be added if the pass is purchased again at some future time, but the patron was removed from the mail list for some reason
  • be added to the mail list if an order containing the pass is transferred to their account
  • NOT be removed from the mail list if the pass is refunded

Mail List Enter or lookup an option mail list that should be associated with the patron account when the pass or gift certificate is purchased.

Defaulting the Control Number

A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. ONE of the following options must be selected for the membership.

Defined at time of purchase This option allows the seller to manually define the Control Number used for the membership. This is typically employed when there are pre-printed membership cards or magnetically encoded gift cards that already have a Control Number on them.
Theatre Manager Defined Theatre Manager will assign the next number in sequence to the membership. This option must be used if the membership is to be sold online.
Next available # starting at This option allows your organization to serialize the Control Number. For example, you can indicate that all Gift Certificates start at 100,000, while 2011 Flex Passes start at 11,000. This allows for easy recognition by sales staff as to the original purpose of the membership

Defaulting the Expiration Date

An expiration date indicates when the membership will no longer be redeemable. ONE of the following options must be selected for the membership.

Never Expires Indicates that the membership will never expire. In most U.S. states and all of Canada, Gift Certificates must be set to "Never Expire." Please contact your local revenue agency for laws governing your Province/state.
Expires in xx Months This allows the membership to be used on a "rolling" basis. It will expire xx months from the purchase date.
Expires on Date This option allows the membership to expire on a specific date, such as the end of the season year. Popular for Flex Passes, it prevents the previous year's unused admission from being carried over to the current year.

Other fields on the Type tab

Number of Access Cards assigned to membership Like a hotel asking how many room keys you want, Access Cards can be assigned to a specific membership allowing more than one patron to use the membership. For more information on Access cards click here. Leaving the values at 0 allows one card to be issues for a membership.
Grace period before approval needed to renew expired membership If the membership is renewable ("Can't Buy a Thing" or "Use Sales Promotion" only) then you may indicate the number of months after expiry where the membership can be renewed without a Master User override. If engaged, this is typically set to 1 or 2 months. For example, if you plan to increase the membership price from one year to the next, you may wish to offer a grace period for the old price to those who have recently expired memberships.
Maximum # of tickets redeemable per performance and/or event Indicates the maximum number of times this membership can be used within a single performance or event. For example, if the membership is a flex pass for 5 admissions, how many admissions can be used in a single performance? In order to encourage diversity of attendance, some organizations choose 1 performance, while others are happy for patrons to attend a single event, using all 5 admissions at once. By default, the setup allows the maximum number of admissions to be used within a single performance.

Valid Plays Tab

The Valid Plays tab allows you to indicate which events the membership is able to be redeemed for. You can restrict the use of the membership to specific events simply by adding them here. An unrestricted membership would have no events listed.

In addition, there is an option to allow over-riding the event settings when each individual pass/GC is sold. If checked, then the events in the pass/gc Valid Events list takes precedence.

Parts of the Valid Plays tab


Allow Setting Valid Plays Normally, this list indicates which events that any patron holding a valid instance of this pass is able to use it for -or- the list is bank so that the pass can be used for any events.

However, if you Allow Setting Valid Plays on each Pass/GC, it means that at the time when a pass/gc is sold to a patron, you can over-ride the events in the list and specify a subset of the above (or completely different set) as per the rules below

When the flag is enabled:

  1. If you have events in this list, then the box office can only pick from items in this list - in other words the pass must be a subset of this list. Examples:
    • You might use this for scholarship passes. You can indicate in the pass type which items the scholarship can be for -- and then then attached to a patron, limit it to one of the events.
    • For actor passes, you can set which event they can come to -- and restrict it to the event they are working on - or some other events, that may exclude a big show.
  2. If you have no events in this list, then the box office can pick from any event. This is useful for limiting free passes to one event or scholarships to be redeemed for a certain class or range of classes
Play # Sequence number of the event within Theatre Manager.
Year Season year of the event.
Play Code The Event Code as defined in the Event Setup.
Play Title The title of the event as defined in the Event Setup.
# Perf. Total number of performances for this event.
Allows you to add an event / play to the list.
Deleted the selected play/event from the list.


To Add an Event / Play to the list, you perform the following steps:

  1. Click the button.

    The Event List (lookup) opens.

  2. Click the icon to generate a list of events.

  3. Highlight the events you want to allow for this membership.
  4. Click the button.
  5. Continue adding events as appropriate.

Statistics tab

The Statistics tab displays a listing, year by year of the number of passes issues and redeemed and their value. This is a helpful "at-a-glance way of seeing what your organization has in terms of membership liability.

Patrons Tab

The Patrons tab shows you the Patrons associated with the selected Pass G/C and Membership.

Parts of the Patrons tab


Status The status of their Pass G/C.
Order # The Order number of the Pass G/C.
Year - Fiscal The fiscal year the pass g/c was purchased.
First Last and Company Name The patron who purchased the pass g/c.
Control # A Control Number is a number associated with a membership that Theatre Manager uses to identify and track the specific membership within the system. A control number must be assigned with each membership, and is defined in the EDITS tab of the Membership Setup.
Purchase $ The amount (in dollars) of the pass g/c purchased in the order.
Issued Pass Amount The amount (in dollars) of the value of the pass g/c.
Issued Qty. The number of admissions in the purchased pass.
Remain $ The amount (in dollars) remaining on the pass g/c.
Remain Qty. The remaining number of admissions left on the pass/g.c.
Date Renewed The date the pass was renewed or purchased.
Expiry Date The date the pass/g.c. is no longer valid.
Opens the Detail window for the selected Pass G/C for editing. Click here for more information on editing Memberships, Passes and Gift Certificates
Deleted the selected pass g/c, membership from the list and places a refund on the order.
Opens the payment window for the order the pass g/c, membership is attched to..
Write Off If you select a number of the passes in the list and use the write off function against the passes, then any with a remaining balance or quantity will be written off and GL entries created to move the unused portion to unearned income.
Extend If you need to extend the expiry date for a number of passes at one time due to some unforeseen reason, you can:
  • Select the passes or gift certificates that you want to extend the expiry date for
  • Click the Extend button
  • A window will open that lets you change the expiry date. The default expiry options are the same as the current options under the edit tab. In other words, if the pass/GC tab is set to expire:
    • on a specific specific date, so will the dialog
    • never, so will the dialog
    • in a certain number of months, so will the dialog - please make sure that you enter the number that you wish to extend
    • You can change the expiry from never expires to a specific date for the pass, if you wish

    Note: any attempt to try to extend a pass or gift certificate that never expires will be ignored UNLESS you:

    • choose the option to specifically set an expiry date -and-
    • tell Theatre Manager you mean to set the expiry date on 'never-expire' passes/GCs

You muse have extend a pass permission in employee function setup.

To refine your search for the correct pass g/c, membership, you can choose from the top down list, enter text and click the Search button.

G/L Entries tab

The GL tab lists the general ledger entries associated with this membership.

Parts of the G/L Entries tab

Journal #
The specific journal number associated with the G/L entry.
Description
Whether the entry is a Sales Posting, Deposit Posting, or manual G/L entry
Date
Date the G/L entry took place
Debit
The debit amount associated with the G/L entry.
Credit
The credit amount associated with the G/L entry.
Memo
A single memo line, generated by Theatre Manager to indicate in the ledger the purpose of the entry.
Date Posted
The date the entry was posted to the G/L.

Transactions Tab

Parts of the Transactions Tab

Seq #
The transaction reference number.
Trans Date
Date the transaction took place.
Journal No
Journal Entry reference number.
Code
Theatre Manager reference code used to determine the type of transaction.
Transaction Desc
Brief description of what the transaction was.
Order #
Reference number used to track the components of the order.
Type
Type of pass/g.c or transaction that is referenced.
Description of Entry
Details of the transaction.
Debit
The debit amount of this transaction.
Credit
The credit amount of this transaction.
Total
The net effect of the transaction.
Opens the selected transaction displaying the transaction details window.

Edit Pass G/C and Memberships

To edit an existing Pass/g.c., you perform the following steps:

  1. Open the Member Types window.

    Click here to learn how to access this window.

  2. Select the Pass/g.c. you want to edit.

    The Pass detail window will open.

    Click here for a detailed description of this window.

  3. Edit the data as needed.
  4. When you have completed your changes, click the Save button.

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

Verifying Passes, G/Cs and Memberships

This function is for future development. It is currently not an available option in Theatre Manager.


You use Verify to change the setting on sold passes, G/Cs and Memberships to the new settings of that 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.

Black Friday Gift Certificates

A Pass can be created in Theatre Manager to provides a discounted purchase amount with a full value redemption. This type of Pass is commonly sold during Black Friday events, Boxing Day sales or prior to the holiday season.

The example below shows a Gift Certificate where the patron receives a 10% discount on the purchase cost.

  1. Create a new Pass in Theatre Manager.
  2. Under the Redemption Rules tab sent the Redeemable Amount to be the value of purchase. In the example the Redeemable Amount is $10.
  3. In the Purchase Amount field set the value to be 10% less than the Redeemable Amount. In the example the Purchase Amount is $9, 10% less than the $10 Redeemable Amount.

    10% Discounted Pass

  4. Under the Accounting tab set the Redemption/Expense Account to be the GL Account where the difference between the Purchase Amount and Redemption Amount should be posted.
  5. In the Edits tab check the box for Value can be changed during purchase.

    By allowing the value to be changed Theatre Manager will calculate a 10% discount on the Pass based on the Purchase and Redemption amounts in the Redemption Rules tab. The difference between these two amounts will be posted to the GL Account outlined in the Redemption/Expense Account field in the Accounting tab.

    Pass Value Can Be Changed

Deleting Pass G/C and Membership Types

Pass, G/C and Membership types can only be deleted if they have not been purchased by a patron.

To delete a Type, you perform the following steps:

  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 can NOT be deleted the following dialog opens.

    If a record CAN be deleted, the following delete confirmation dialog opens.

  4. Click the Delete to confirm the deletion.

    The type is removed from the Member Types Window.

Resources

Tasks are a major feature of Theatre Manager's newest versions and the Facility Management module. For more information about the Facility Management module click here. To read more specifically about tasks and their place within Facility Management, click here.

This section shows how to set up an organization's resources for use within tasks. A resource can be anything from a consumable item (like paper cups or candy bars for concession), to reusable items like tables and chairs, to rooms for rent, or even employees or volunteers whose time can be considered a resource for a task (and billed to clients using the Facility Management billing/invoicing feature). Resources can be as broadly or narrowly defined as you decide you need them to be.

To open the Tast Resource setup, you perform the following steps:

  1. Choose Setup >> System Tables >> Resources.

    The Resource List window opens to the All resources tab.

For more information about the List window for Resources, click here.

Resources List Window

The Resource List window allows you to Add, Edit and Delte Resources from the Theatre Manager database.

Parts of the Resource List Window

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.
Puts any pictures/images related to the selected data onto the FTP site.
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).

Generic Tab

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

Custom Tabs

Setting up different Facility Resource Groups in the System Code tables creates new tabs in the Resource List window. This allows you to group resources under different headings.

Resources can be grouped under different headings. The default heading in Theatre Manager is the Generic Resource.

Additional groups can be added in Setup >> System Tables >> Code Tables >> Facility Resource Groups. Click here for more information about adding a group in the Facility Resource code table.

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.

Description Tab

The Description tab of the Resource window is where you enter the Resource Group, the type of units, the owner, vendor any special instructions, notofications, size and color of the resource.

Parts of the Description Tab

Accesses the Help section for this window.
Inserts a new Resource. For more information on inserting resources click here.
Saves changes made to the selected Resource
Copies the selected Resource.
Undoes any changes made to the last saved point.
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.
Does a spell check of the record.
Click to add inventory for the selected Resource. Opens the Pricing and Inventory Tab.
Resource Code A unique code assigned to the specific Resource (similar to an Event Code, for example).
Outlet The outlet to which a Resource belongs (for organizations using Outlet Edition of Theatre Manager).
Resource Description The internal name of the Resource that will show in the Resource List Window and elsewhere in Theatre Manager.
Status Box When checked, the Resource will be marked as an Active resource in lists.
Resource Group The Resource Group to which a resource belongs. Theatre Manager's default Resource Group is "Generic." Click here, for information on how to add another group or groups.
External Description the name of the resource that is viewable by the general public.
Picture of Resource You can drag and drop an image from your computer into the Picture box. You are limited to a graphic less than 500k. Click here, for more information on adding an image.
Unit The unit of measure for the resource for use in inventory management.
Owner If the resource is owned (or managed), you can include that person by using the patron lookup button and searching for the owner/manager in the database.
Vendor The preferred Vendor from whom to obtain the resource (if applicable)
Special Instructions Include any special or important information about the resource in the Special Instructions field.
Notification Notifications can be set to alert employees about usage of resources if desired. For more information about setting up workflow notifications, click here.
Item Colour, Size and Picture Item colour and size description may also be included. You may also drag a picture into the picture field if you'd like.
Tags You can add any number of tags to the resource.

Accounting Tab

The Accounting tab determines where the funds go for Expenses and Income.

Parts of the Accounting Tab

Deferred Accotning For each resource, you can indicate if expenses and income should be deferred.

Even if you select deferred revenue accounting for the resource, it only comes into effect if the resources is attached to a project that is marked to defer revenue on the project's accounting tab.

Expense Accounts

Expense Tax Code The tax rate that applies to the purchase of the resource.
Deferred Liability A liability account as set up in the Chart of Accounts to be used with this resource when it it purchased for later sale.
Earned Expense Account An expense (or cost of goods) account as set up in the Chart of Accounts to be used with this resource when it it purchased for later sale.

Income Accounts

Sales Tax Code The sales tax rate used when selling/renting the resource.
Deferred Asset The deferred income account - usually an asset to track future work (from the Chart of Accounts) to be used when this resource is sold or rented.
Income Account The income account (from the Chart of Accounts) to be used when this resource is sold or rented.

Resource Sales Options

Pricing and Inventory Tab

Parts of the Pricing and Inventory Tab

Sales Method
The three options are:
  • Component Only - the resource is intended only as part of a larger resource and is not used on its own (for example, a mic cable as part of a PA package).
  • Facility - the resource is rented or used over and over again without need of replenishment (for example, the PA package).
  • For Sale - the resource will need to be replenished as it is used (for example, paper cups).
Resource Cost
The replacement cost per unit of the resource (unit is set up on the Description Tab).
Resource Pricing
The suggested amount is how much should be charged per use of the resource. Usage is defined by the lookup button to the right of the entry field (in the example, it's set to Per Day).
Customizable checkbox
When checked, the Suggested Price can be changed when the resource is used.
Inventory Management
Enable Inventory Tracking checkbox Sets up the inventory management for this rental resource. If inventory tracking is enabled, then Theatre Manager will ensure that no more than the available quantity is rented at any given time.

Click here to see how to Add Inventory Tracking.

Enabling Inventory Tracking

Tracking inventory allows you to specify the number of units available. If tracking is not on, Theatre Manager assumes the number of units available are unlimited. To start tracking inventory for the selected resource, perform the following steps:

  1. In the Pricing and Inventory window, click to enable Inventory Tracking.

    If required, enter Notes about the inventory modification.

    Optionally - You can enter the number of units to track.

  2. To start inventory tracking, click the Start button.

    The inventory number appears on the Pricing and Inventory tab and in the Resource List.

Adjusting Inventory Tracking

This page is under construction.

Removing Inventory Tracking

You can disable the tracing of a particular resource. To remove tracking for the selected resource, perform the following steps:

  1. In the Pricing and Inventory window, click the check box to disable Inventory Tracking.

    If required, enter Notes, such as a reason the tracking was disabled (for example, the particular unit has been replaced).

  2. Click the Stop button.

Components Tab

The Components Tab can be used for those resources which may require the use of various components (a PA System in the example). It is not a required tab for resource setup.

Parts of the Pricing and Inventory Tab

Components List
Add or remove components to/from a resource here using the Add or Remove buttons at left under the list.
Component Detail
This section on the right side applies to the currently selected component resource on the component list on the left. In the example, the selected component is Speaker Cables, so the items under Component Detail apply to Speaker Cables as they are being used as a component of the PA System (the current selected Resourse)
Component
The currently selected component resource.
Component Type
Component resources are either a Standard part of the current Resource, or an Optional part of the Resource as designated here.
Amount Used
Set here how many units of the selected component resource are to be used in the instance of the current Resource.

Notes Tab

In the notes tab, you can enter any internal notes about this particular resource. The Notes tab is not a mandatory field to fill out when setting up a Resource.

Usage Tab

Parts of the Usage Tab

Task #
The unique number in the database assigned to the particular task.
Rental Start Date
The start date for the rental of the respurce.
Rental Expected End Date
The ending date for the rental of the resource.
Description
The name or description as it appears on the calendar.
Quantity
How many of the current resource are set for use.
The New Button is grayed out on this tab as it is not possible to add usage to a Resource.
Opens the selected Task Resource Detail window in order to edit the resource details as they pertain to that task.
Deletes the resource from the Task.
Opens the selected Task for editing.
Drop-down that allows searching the Task list for All Resources, by Task Description, or by Task Begin Date.

G/L Entries

G/L Entries

  • The G/L Entries tab shows all G/L entries associated with the specific resource.
  • Transactions Tab

    Transactions

  • The Transactions tab shows each transaction associated with the resource. This tab and the G/L Entries tab will be populated as you use the resource and has no set up requirements.
  • 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:

    Editing a Resource

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

      The Resource list Window opens.

      Click here for more information on the Resource List window.

      Highlight a Resource from the list by single-clicking on it.

    2. Click the Open button.

      The Resource Detail window opens.

      Click here for more information on the Resource Detail window.
    3. Edit the information for the Resource as required.
    4. Click the Save button.

    Delete a Resource

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

      The Resource List Window opens.

      Click here for more information on the Resource List window.
    2. Highlight a Resource from the list by single-clicking on it.

    3. Click the Delete button.

      The Delete Confirmation dialog opens.

    4. Click the Delete button.

      The Resource Record is deleted.

    Tax Tables

    The Tax Rates Window can be accessed through the Setup >> System Tables >> Tax Tables menu. The tax table displays all current taxes which have been setup for use with Theatre Manager. From the window you can also insert, edit and delete taxes.

    The Tax Rates List window opens.

    Click here for more information on the Tax Rates List.

    Tax Rate List

    Parts of the Tax Rate List Window

    Accesses the Help section for this window.
    Inserts a 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 for more information on deleting 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.

    City Tax Tab

    Parts of the City Tax Tab

    Tax Number
    Your organization's tax ID number for City taxes.
    Tax Rate
    The percentage of the tax rate that applies to City taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the City tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the City tax.

    State/PST Tax Tab

    Parts of the State/PST Tax Tab

    Tax Number
    Your organization's tax ID number.
    Tax Rate
    The percentage of the tax rate that applies to State or PST taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the State/PST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the State/PST tax.
    Apply To Base Sale Price Only
    When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
    Apply To Base + City
    When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
    Apply To Base + Federal/GST
    When selected, this option will apply the percentage set above to the base price plus the Federal/GST tax set in the Federal/GST Tab(cumulative method).
    Apply To Base + City + Federal/GST
    When selected, this option will apply the percentage set above to the base price plus the City tax and plus the Federal/GST tax (cumulative method).

    Federal/GST Tax Tab

    Parts of the Federal/GST Tax Tab

    Tax Number
    Your organization's tax ID number.
    Tax Rate
    The percentage of the tax rate that applies to Federal or GST taxes.
    Deferred Tax Account
    Deferral account number from your Chart of Accounts for the Federal/GST tax. For more information about the Chart of Accounts in Theatre Manager, click here.
    Tax Payable Account
    Liability account from your Chart of Accounts for the Federal/GST tax.
    Apply To Base Sale Price Only
    When selected, this option will apply the percentage set above to only the base price of the ticket or pass (parallel method).
    Apply To Base + City
    When selected, this option will apply the percentage set above to the base price plus the City price set in the City Tab(cumulative method).
    Apply To Base + State/PST
    When selected, this option will apply the percentage set above to the base price plus the State/PST tax set in the State/PST Tab(cumulative method).
    Apply To Base + City + State/PST
    When selected, this option will apply the percentage set above to the base price plus the City tax and plus the State/PST tax (cumulative method).

    G/L Entries Tab

    Parts of the G/L Entries Tab

    View Selection Drop-down (set to All G/L Entries in the example)
    Choose which entries you want to see in the list and then click the lookup button to view the list. The default is All G/L Entries.
    Journal #
    The unique Journal # for the entry
    Description
    The type of journal entry it is (ie. Sales Posting)
    Date
    The posting date for the entry.
    Debit
    The Debit amount of the entry (if applicable)
    Credit
    The Credit amount for the entry.
    Not available.
    Opens the selected entry for viewing/editing.
    Not available.

    Inserting a Tax Code

    To add a Tax Code, you perform the following steps:;

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

      The Tax Rate List window opens.

      Click here for a description of this window.

    2. Click the New button.

      The Tax Rate Detail Window opens.

      Click Here for a detailed description of this window.

    3. Enter the Tax Code name.

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

    4. Enter the tax number in the City tab.
    5. Enter the Tax Rate percentage that applies to City taxes for the overall rate.
    6. Click the Lookup button next to the Deferred Tax Account field.

      The Chart of Accounts Lookup window opens.

    7. Select the G/L account the city tax should be applied to.
    8. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

    9. Select the G/L account the city tax should be applied to.
    10. Select the State/PST tab.

      Click here for more information on the State/PST Tax Tab.

    11. Enter the tax number in the State/PST tab.
    12. Enter the Tax Rate percentage.
    13. Click the Lookup button next to the Deferred Tax Account field.

      The Chart of Accounts Lookup window opens.

    14. Select the G/L account the State tax should be applied to.
    15. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

    16. Select the G/L account the State tax should be applied to.
    17. Select the Federal/GST tab.

      Click here for more information on the Federal Tax 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.

      The Chart of Accounts Lookup window opens.

    21. Select the G/L account the Federal tax should be applied to.
    22. Click the Lookup button next to the Tax Payable Account field.

      The Chart of Accounts Lookup window opens.

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

    24. Click the Save button to save the tax.

     

    Editing Tax Codes

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

      The Tax Rate List window opens.

      Click here for a description of 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. Click Setup >> System Tables >> Tax Tables.

      The Tax Rate List window opens.

      Click here for a description of this window.

    2. Select the tax code to delete.

      Do this by single clicking on the value.

    3. Click the Delete button.
    4. The Delete confirmation opens.

    5. Click the Delete button.

    Fee Tables

    The Fee Type window is opened through the Setup >> System Tables >> Fee Tables.

    The Fee Table window opens.

    From this window you add, remove and edit Fee Tables.

    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.
    An optional list of member types to which the fee can be applied. For more information on the member types 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.

    Description Tab

    Parts of the Description Tab

    External Name Name of the fee as it will appear on the internet or a ticket face.
    Effective Unitl If there is a range of dates during which you want the fee to be applied, enter a start and ending date.

    • If a start date is provided but no end date, then the fee applies after the start date forever
    • If an end date is provided but no start date, then the fee applies from now until the end date is reached
    Base Price Between Ordinarily, the fee will apply to any item in the shopping cart, regardless of price. however, if you want the fee to only apply to tickets (or donations or passes) that have a base price valued between $x.xx and $y.yy, then enter the range of prices. This allows you to structure non-refundable box office fees to vary, based on the price of the item.

    Note: the price that is checked is the base price and all taxes, fees and discounts are ignored when evaluating if the fee is valid or not.

    This might be beneficial use of fees for Road House style venues.

    G/L Account General ledger account to apply this fee to - which is normally an income account
    Search button to access a list of G/L accounts.
    Statistics Fee will be included in the patron statistics.
    Automatic Fee will be added to the order automatically based on the edit controls in the edits tab.

    Calculation Tab

    Parts of the Calculation Tab

    Default Fee Amounts

    $ Amount Value of the fee prior to tax calculations
    Per Order Fee is applied once to the order.
    Per Item Charge the fee in a multiple of the number of items purchased.
    Percentage Set a percentage for the fee of either the total order or the items in the order, based on the radio button choice above, rather than a flat dollar amount.
    To Maximum Maximum amount to be charged for this
    Allow fee to be changed Fee can be edited at the time of purchase

    Tax Setting

    Tax Rate Tax rate to be applied to this fee

    Sample Price Calculator

    Effect on fee of A temporary value entered to view the effect of the calculation
    City Value of the city tax based on the tax rate and Effect on fee of
    State/PST Value of the State/PST tax based on the tax rate and Effect on fee of
    Federal/GST Value of the Federal/GST tax based on the tax rate and Effect on fee of
    Net Price If selected mailing fees will be refunded
    Subtracts the tax from the Effect on fee of value based on the tax rate.

    Edits Tab

    You can decide what fees apply to when making a sale. If a fee is added automatically or manually, it looks at the content of the order or cart and will only apply the fee if the corresponding item(s) are in the cart.

    • Depending on which you pick on the right side of this screen, some options will disappear.
    • On the left side, you can only make the fee apply to one of the three groups. For example, if the fee applies to a payment source, it cannot apply to a ticket purchase and vice versa.

    Parts of the Edits Tab

    Allow fee to be used during

    Coupon Code Fee is tied to the use of a coupon code at checkout.
    New Sale Fee is applied to a New Sale.
    Modify Fee is applied when an order is modified.
    Exchange Fee is tied to either:
    • Echanged Tickets
    • Purchased Tickets
    Refund Fee is tied to a refund.

    Allow fee to be used when entering by:

    Box Office Applies fee when ever a ticket is sold by the Box Office.
    Before Event / Pay What You Can Applies fee when ever a ticket is sold before event/pay what you can.
    Development Applies fee when ever a ticket is sold by Development.
    Internet Sale (added by Patron) Applies fee when ever an item is purchased by the Patron through your web sales module
    Internet Sale (added by Staff/Volunteer) Applies fee when ever an item is sold by the Staff (volunteer) to the Patron as part of the manage sales process for courses and such

    Only apply fee to the following items:

    Tickets Applies fee when ever a ticket is sold.
    Regular Admission Fee is applied to any tickets sold using regular admission accounting.
    Season Ticket Fee is applied to any tickets sold using season ticket accounting.
    Other-Type 1 Fee is applied to any tickets sold using other-type 1 accounting.
    Other-Type 2 Fee is applied to any tickets sold using other-type 2 accounting.
    Other-Type 3 Fee is applied to any tickets sold using other-type 3 accounting.
    Pass / G.C. Applies fee when ever a Pass or G.C. is purchased.
    Donation Applies fee when ever a Donation is purchased.
    Payments at Specific Sources Applies fee when purchaced at Any Source.
    Internet / Web Sales Applies fee when purchased online.
    Telephone Order Applies fee when purchased through a Phone Order.
    Mail Order Applies fee when purchased via Mail Order.
    Patron Present Applies fee when the Patron is at the Box Office.
    Patron wants items mailed at Box Office Applies fee only when the Order Ticket Handling Option is set to Mail To Patron.

    Performances Tab

    Parts of the Performances Tab


    Leaving this list blank will default to the fee being applicable to all performances.
    Exclude Selected Performances When selected, the fee will be excluded from the performances listed.
    Apply to Selected Performances When selected, the fee will apply to only the performances listed.
    Play The Seq # of the event(s) in the list.
    Performance The performance(s) code for the events in the list
    Date The date of the performance(s).
    Time The time of the performance(s).
    Play Title The full title of the event(s)
    Year The fiscal year of the play(s)
    Theatre Name The name of the theatre that the coupon can be used for.
    Opens the performance lookup list window to allow the selection of performances.
    Delete the current selected performance from the list.

    Member Types Tab

    Parts of the Member Types Tab


    Leaving this list blank will default to the fee being applicable to all memberships.
    Exclude Selected Member Types When selected, the fee will be excluded from the member types listed.
    Apply to Selected Member Types When selected, the fee will apply to only the member types listed.
    Member # The Seq # of the member types(s) in the list.
    Member Description Internal Name used during the sales process at the box office - which may be different than the external name.
    Redemption Method The method of redemption for the membership.
    Tax The tax rate applied to this membership.
    Active The status of the membership.
    External Notes Notes regarding what this membership is for and may will appear online for the patron to read.
    Opens the member type lookup list window to allow the selection of member types.
    Delete the current selected member type from the list.

    Resources Tab

    Notes Tab

    Enter notes in this tab that pertain to the usage of this particular fee. Notes are for internal use only.

    Patrons Tab


    As patrons incur this fee, each instance of the fee's usage will be recorded in the Patrons Tab for your reference.

    G/L Entries Tab


    As journal entries are created and posted, each instance of the fee's usage will be recorded in the G/L Entries Tab for your reference.

    Creating a New Fee

    To create a new fee Type. you perform the following steps:

    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 opens.
    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 Performances as required.
      • Choose The Exclude Selected Performances to ensure the fee in NOT applied to the performances you select.
      • Choose Include Selected Performance to ensure the fee is applied to ONLY the selected perdomances between the dates entered on the Description tab.

      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 Open button.

      The Fee Type Detail window opens.

    4. Make changes as needed.

    5. Click the Save button.

    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.

      A Delete Record confirmation window opens.

    4. Click the Delete button.

      The fee is now removed.

    Order discounts (negative fees)

    The use of negative fees and the ability to change it from the default discount requires a special permission set for the employee in the function tab of employee setup, per the image to the right.

    This in the column 'window' and look for Fees - to allow the user to Enter a negative value for a fee (i.e. discount).

    It is possible to create fees that discount an entire order - essentially negative fees. This can be useful for a one time subscription discount or for refunding portions of ticket fees.

    The example below highlights some of the things you might need for setting up a negative order fee. There are variations such as if subscribers get an automatic discount vs tuition discounts that would not be automatic.

     

    Example for Tuition Fee Discount

    Key settings for a negative fee like tuition refund would be:

    Description Tab (highlighted below)

    • Give it a name like Tuition Refund for tracking purposes
    • Use an account that appropriately identifies the refund in your accounting system.
      Since it is a refund, it is probably an expense account or cost of goods. Please discuss with your accountant for the proper account number for tracking purposes.
    • Be sure that Do not automatically add to orders is unchecked if you want to add the fee manually such as Tuition Refunds. Click it for automatic order discount such as for Subscription Sales.

    Calculation Tab (highlighted below)

    • Make it a per order fee
    • Allow the fee to be changed if you are going to be prorating the tuition refund based on number of classes attended.
    • if your tuition is taxable, then the fee should also be taxable at the same rate. Most often tuition is not taxable.

    Edits Tab (highlighted below)

    • Apply fee to actions: Modify (optionally Exchange and Refund)
    • Apply fee at Box office only

    Coupon and Pre-Access Codes

    Coupons and pre-access codes provide a lot of versatility. Their prime purpose is to allow one or both of:
    • A discount on a certain show to a target market segment
    • Access to that event before it goes on sales to the public - or that is never on sale to the general public

    Examples of marketing activities that are supported

    1. Amex front of the line. The performance must be tagged as only accepting AMEX for a period of time.)
    2. A one time mailing discount for subscriber purchases online - for their tickets
    3. Automatic access to events based on a patron classification (mail list) once the patron logs in so you know that the access code cannot be passed around the internet - the recipients can be identified up front
    4. A wide ranging discount (eg 2 for 1) if a special coupon code is entered - including limiting the number of uses of that sale promotion within a section of the venue
    5. Scaled discounts based on the first x people get '10%' in an area, the next Y people get '5%' based on sales rules
    6. Limited access to subscribers to an add on show after the fact. The general capability can be extended (using plugins) to any people that satisfy a dynamic set of criteria such as donors in the past 6 months to certain campaigns that also have bought other specific events.
    7. and much more - refer to the explanation of each window.
    The Coupon Codes window is accessed through Setup >> System Tables >> Coupon Codes.

    From this window you can add, remove and edit Coupon Codes.

    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 tab-delimited, comma delimited and two Excel formats.
    Options to search for coupon codes by, including the Coupon Name (Internal), Coupon Code, whether the coupon is Active, and which Outlet it is available for.
    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.
    Mail List Name Displays the name of the mail list the coupon is restricted to.
    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.

    Coupon Codes Discount Detail Window

    Coupons are used to enable pre-access to tickets and/or cause a discount on tickets during the checkout process. The intention is a code may be mailed or given to a group of patrons who may, at checkout on the web or at the time of payment at the box office, specify the coupon code and get tickets or receives a discount if there are any uses left on them.

    Parts of the Coupon Code Discount Detail 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.
    Folder You can assign a folder name to the coupon code so that you can search by that if you wish.
    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.

    Availability Tab

    Redemption Details

    Redeemable From Date that the coupon is available for use.
    Redeemable Until Date that the coupon is no longer available for use.
    Accesses a calendar to select dates.
    Restricted to Mail List Coupon is only available to members of selected mail list. Any other patron who tries to use the coupon will be told that it is invalid.
    Accesses the Mail List Lookup window to select Mail List.
    Auto Add on Web If a mail list is specified for the coupon, you can decide how the coupon gets into the patrons cart. Choices are:
    • Never - means that the coupon is not automatically added to the patrons cart when they sign in. The patron will need to specify the coupon code after logging in in order to receive the benefits that the coupon conveys (like pre-access)
    • Only if Patron is on the selected maillist - means that the coupon will automatically be added if the patron signs in online. They have to take no action to receive the benefits of the coupon. It could be used to create automatic discounting of certain ticket prices for certain performances using a sales rule.
    • Any household member on maillist. - will auto add the coupon for any member of the patrons household when they log in. This conveys the patrons benefits over to their partners or dependants.

    Coupon Usage Type

    Applies discount when used Check this for coupon codes that are to apply a discount.
    Presale access via internet Check this for coupon codes that allow patrons to purchase tickets before they are available to the general public.

    Overall Coupon Usage Limits

    Max Coupons available The number of times that this coupon can be used before it becomes inactive. Leave blank to disable this feature.
    Used Coupons The current number of times that this coupon has been used.
    Coupons in web carts The number of coupons currently in shopping carts.

    Redeemable At Sales Sources

    Box Office Check this box if this coupon can be used in conjunction with a sale at the Box Office.
    Internet Sales Check this box if this coupon can be used in conjunction with a Web Sale.

    Sales Rule Tab

    Parts of the Sales Rules Tab

    Sales Rules The rule which will be applied to convert the tickets from one promotion and/or price code to another. For information on sales rules promotion conversion, click here
    Opens the Sales Rule list in order to select a sales rule.
    One Time Order Fee Order fee applied to the coupon.
    Max Use per coupon Maximum number of tickets per order that this coupon can be used to receive a discount.

    Performance Tab

    Parts of the Performance Tab

    Event/Play # The # of the event/play(s) the coupon can be used for.
    Event/Play The name of the event/play(s) that the coupon can be used for.
    Performance The performance(s) that the coupon can be used for.
    Date The date of the performance(s).
    Time The time of the performance(s).
    Event/Play Title The full title of the event/play(s) that the coupon can be used for.
    Year The fiscal year of the event/play(s) that the coupon can be used for.
    Theatre Name The name of the theatre that the coupon can be used for.
    Perf # The performance number.
    Opens the performance lookup list window to allow the selection of performances that the coupon is valid for.
    Delete the current selected performance from the list of valid performances for the coupon.

    Redemptions Tab

    The redemptions tab displays a list of every instance when the coupon was redeemed.

    The Redemptions tab will show Coupon redemptions only. Pre-Sale access only allows access to an event and is not tracked within the code. Pre-Sales access is best tracked by Sales Rule, Promotion Conversion

    For more information and sales rules - promotion redemptions click here.

    Pre-sale access can be limited to members of a Mail List by selecting the Mail List on the Availability tab.

    Resources Tab

    Implementing Coupon Codes

    For further information on creating a coupon for discounts, click here.

    With Restricted Access Codes, please be aware of the following:

    If...

    1. on the availability tab if you set your Max Coupons to 10
    2. on the promotion tab set you set the max use per coupon to 2
    3. and in the promotion conversion detail you set the Maximum Uses to be 20 ( 20 tix max ).

    The following occurs

    • If everyone only buys 2 tickets per order, the coupon will remain available for all 10 coupons available.
    • If someone buys 4, only two ticket will be affected by the coupon.
    • If you reach either the 10 coupon threshold or the max uses of 20 no more discounts will be offered.

    The following topics indicate how to implement coupon codes for redemption and/or presales access within Theatre Manager

    Creating a Coupon Code for Ticket Discounts

    Using Theatre Manager, you can create Ticket Discount coupon codes.

    You can create coupon codes for both ticket discounts and presale access. For more information on creating coupons for presale access, click here.

    With Restricted Access Codes, here is an example of restricting the coupon to 10 coupons of 2 redemptions for a maximum of 20 tickets:

    1. on the availability tab if you set your Max Coupons to 10
    2. on the promotion tab set you set the max use per coupon to 2
    3. in the promotion conversion detail you set the maximum Uses to be 20 ( 20 tix max ).

    The following occurs

    • If everyone only buys 2 tickets per order, the coupon will remain available for all 10 coupons available.
    • If someone buys 4, only two ticket will be affected by the coupon.
    • If you reach either the 10 coupon threshold or the max uses of 20 no more discounts will be offered.

    To create a Coupon Code for Ticket Discounts, you perform the following steps:

    1. Click here to learn how to access the Coupon Codes List window.

    2. Click the New button.

      The Coupon Code Discount Detail window opens.

    3. Enter the Coupon Code Description.

      The internal description will only be displayed in Theatre Manager and the external description will be displayed for web sales.

    4. Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.

      Example: 2FOUR1

    5. Enter the availability dates detail as needed. ( blank for unlimited )

      For more information on the availability tab click here.

    6. Add a Mail list if restricting the coupon to only patron on a particular Mail List.

      Leave blank if coupon is unrestricted and can be used by any patron

    7. Select option for Auto Add
    8. Check Coupon Usage Type

      Note that the default on insert is Applies discount when used

    9. Click the Save button.

      The promotion, performance and redemption tabs are now available.

    10. Click the Promotions tab.

      For more information on the promotions tab click here.

    11. Click the New button and create a promotion conversion.
    12. For more information on promotion conversions click here.

    13. Click the Performance tab.
    14. Click the New button.

      For more information on the performance tab click here.

      The Performance List Lookup window opens.

    15. Select the performance(s) that the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

    16. Press the Select button.
    17. Click the Save button.

      The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

    Creating a Coupon to Add/Remove an Order Fee

    Coupon codes are useful to add fees to or remove fees from an order.

    You can create coupon codes for both order fees and presale access. For more information on creating coupons for presale access, click here.

    1. Create the order fee.

      Click here for more information on creating fees.

    2. Ensure the fee you create has the option checked to be allowed to be used during coupon code.

    3. Open the Coupon Codes List window.

      Click here to learn how to access the Coupon Codes List window.

    4. Click the New button.

      The Coupon Code Discount Detail window opens.

    5. Enter the Coupon Code Description.

      The internal description is displayed in Theatre Manager and the external description is displayed for web sales.

    6. Enter the code the Patron will use to receive the coupon discount in the Coupon Code box.
    7. Check the Discounts to be applied when use box.
    8. Enter the order fee number in the One-Time Order Discount - Associated Order Fee box.

      You can search for the order fee by pressing the Search button.

      The fields described above, are the only fields required to be filled out on the Availability tab for the order fee coupon to work. The other fields do not apply, or are optional. For more information on the Availability tab click here.

    9. Click the Save button.

      The promotion, performance and redemption tabs are now available.

    10. Click the Performance tab.
    11. Click the New button at the bottom of the window.

      For more information on the Performance tab click here.

      The Performance List Lookup window opens.

    12. Select the performance(s) the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac).

    13. Press the Select button.
    14. Click the Save button.

      The Coupon Code has now been created. Click here for more information on editing a Coupon Code or click here for more information on deleting a Coupon Code.

    Creating a Coupon for Presale Access

    You can set-up coupons to allow patrons to have presale access to buy tickets online before they go on sale to the general public.

    You can set-up coupons to be used both presale access, as well as ticket discounts or order fees. For more information on creating coupons for ticket discounts, click here. For more information on creating coupons for order fees, click here.

    1. Ensure the performance has a future onsale date.
      • Go to Events/Plays
      • Select the Event/Play
      • Click on the Performances tab
      • Double-click on the performance
      • Click on the Sales Management tab
      • Input future on sale dates for the internet and/or box office. (if you want people to buy online, you need to enter a date for at least online sales -- box office could always be on sale)
      • Save

      Click here for more information on Events/Plays and Performances.

    2. Open the Coupon Codes List window.

      Click here to learn how to access the Coupon Codes List window.

    3. Click the New button.

      The Coupon Code Discount Detail window opens.

    4. Enter the Coupon Code Description.

      The internal description will only be displayed in Theatre Manager and the external description will be displayed for web sales.

    5. Enter the code that the Patron will use to receive the coupon discount in the Coupon Code box.

      This code can be manually entered by patrons on the web, or manually at the box office. If the coupon is 'auto-add' on web, then a mail list must be supplied to limit the distribution and the coupon will only be added to the cart if the user logs in.

    6. Enter the availability Redeemable dates.

      The dates and times you enter will be before the future onsale date you entered in Step 1.

    7. Indicate if the coupon should auto-add on the web.

      This is handy for pre-sales access where if the patron logs in, the coupon code will automatically add to the cart for only the patron or anybody in the household. If that occurs, they can see performances that others cannot see without doing much more than logging in.

    8. Set the Coupon Usage Type

      A coupon can be used to apply discounts to tickets that are purchased -or- to only provide access to specific performances in advance of general sale on the web -or- a coupon can perform both those features simultaneously.

    9. Click the Save button.

      The Presale access via internet field, promotion, performance and redemption tabs are now available.

    10. If using, enter a mail list number in the Restricted to Mail List field.
    11. Place a check in the Presale access via internet box.
    12. Place a check in the Redeemable at Sales Source - Internet Sales box.

      The fields described above are the fields required to be filled out on the Availability tab in order for the presale coupon to work. The others do not apply or are optional. For more information on the availability tab click here.

    13. Click the Performance tab.
    14. Click on the New button at the bottom of the window.

      For more information on the performance tab click here.

      The Performance List Lookup window opens.

    15. Select the performance(s) that the coupon will be used for.

      To select multiple performances, use the CTRL key (Windows) or the OPTION key (Mac). The selected performances will need to have the future onsale date set as in Step 1.

      If a performance does not have a check in "Allow Selling - Via The Internet" under Event >> Performance Tab, if it is added to the Coupon Code Performance Tab, online ticket selling will still be available. Online selling will only be available until the future onsale date, when tickets go on sale to the public.

    16. Press the Select button.
    17. Click the Save button.

      The Coupon Code for Presale Access has now been created and can be used online.

    Enabling Coupon as a Payment Method

    If you do not see Coupon listed as a payment method type on the payment method drop down, it will need to be activated.

    To set Coupons up as a payment method, you perform the following steps:

    1. Choose Setup >> System Tables >> Code Tables to access the code table window.

      The Code Table window opens.

    2. Select Payment Methods in the Code Table list.

      For more information on Code Table Payment Methods, click here.

    3. Double-click on Coupon in the Code Table Entries list.

    4. Set the coupon to be Active.
    5. Select the coupon availability.

      Select whether the coupon payment method will be available as a payment method at the Box Office, Internet Sales, Development or a combination of the three.

    6. Click the Save button.
    7. Close the detail and code table list window.

      Coupon is now be available as a payment method.

    Using Coupons at the Box Office

    Coupon codes can be redeemed at the box office provided box office is selected under the coupon code's availability tab. For more information on the Availability Tab, click here.

    1. Access the Payments window during the order before the payment is to be made.

      For more information on accessing the payment window, click here.

    2. Select Coupon as the Payment Method.

      Coupon # and Coupon Quantity Boxes will now be displayed.

      If coupon is not an entry in the drop down list of payment methods, you will need to enable it. For more information on enabling coupon as a payment method, click here.

    3. Type the coupon code in the Coupon # box.

      Alternatively you can look-up the coupon code by using the Search button. This button opens the Coupon Code List window. For more information on the Coupon Code list, click here.

    4. Enter the quantity of coupons to be applied to the order in the Coupon Quantity box.
    5. Click the Accept Payment button.

      A confirmation dialog opens. The coupon will have been applied to the order and the order total will change.

      If the coupon is not accepted, ensure the coupon code is set-up to allow the selected performance, price code and promotion.

    6. Choose another payment method to finish processing the order.

      For more information on creating payments, click here.

    Editing a Coupon Code

    1. Open the Coupon Codes List window.
      Click here to learn how to access the Coupon Codes List.
    2. Choose the Coupon Code you want to edit.
      Single click on a package to select it.
    3. Click the button.
      The Coupon Code Discount Detail window opens.
    4. Make changes as needed.
    5. Click the button.
      The changes are now saved and the window can be closed.

    Deleting a Coupon Code

    1. Open the Coupon Codes List window.
      Click here for more information on accessing the Coupon Codes List.
    2. Select the Coupon Code to be deleted.
      Single click on a Coupon Code to select it.
    3. Click the button.
      The Delete Record confirmation window will open if the selected Coupon Code has not been used in any transactions.
    4. Click the button.
      The Coupon Code is now deleted.

    How the Web Sales Pages Work With Coupon Codes

    By default the coupon button in the TMcart page takes you back to the TMtickets page so you can buy more tickets. If your customers tell you they are "stuck" when entering a code, this may be the reason.

    You have set up a pre-sale coupon, but how does the website manage it?

    The idea of when a coupon/Pre-Sales Code is entered on the Event Listing page is to STAY on that page because the Event Listing will be updated with any NEW events that you coupon / Pre-Sales Code gives you.

    For example, I have set up a presale coupon for our event Classic Vaudville. This has been sent out to selected patrons.

    When they click the Add Code button, the event list displays the event that coupon is good for.

    The patron now clicks the buy button and the Seat Selection window is displayed.

    Our patron clicks the Find Best Seats Available button.

    The seats are the ones they want, so they click the Add Tickets to Shopping Cart button.

    The Cart is displayed. The tickets are in the cart and the coupon discount has been applied. The next step is to choose go to checkout and make payment.

    However, if the patron has NOT noticed the Coupon, they may then enter the Coupon Code again and click the Add Coupon button.

    By default the coupon button in the TMcart page takes you back to the TMtickets page so you can buy more tickets. If your customers tell you they are "stuck" when entering a code, this may be the reason.

    If your intention is to give only discounts with your coupons, then it would make more sense for the patron to be directed to the Shopping Cart page after entering in their coupon so they can SEE that the coupon was entered, and if they ALREADY purchased tickets that the coupon is applicable for, they will see the discounted ticket price there too.

    Report Card Templates

    A report card template can be assigned to a specific course to evaluate Patrons/students enrolled in that course. The report card allows a standardized grading system to be used for all students, and the template can be used across multiple classes as a "base" form.

    For more information about report cards, click here. For more about how to set up and utilize courses within Theatre Manager, click here.

    The Report Card Template List Window

    To access templates for Report Cards, go to Setup > System Tables > Report Card Templates:

    Parts of the Report Card List Window

    Inserts a new report card template For more information on inserting report card templates click here.
    Opens the selected report card template for editing. For more information on editing report card templates click here.
    Creates a copy of the current template.
    Deletes the current report card template. For more information on deleting report card templates click here.
    Generates a report of the list of report card templates to the screen or default print location.
    Exports out a list of the report card templates in a tab-delimited format.
    Template drop-down
    Options to search the report card template list.
    From
    Starting point for the search.
    To
    Ending range for your search.
    Template #
    The unique number for that report card template in the database.
    Template
    The name assigned to the report card template.
    Entered
    The date that report card template was entered into the database.
    Updated
    The date the report card template was updated.
    Active
    Indicates if report card template is marked Active.

    Adding a Report Card Template

    Categories must be set up before adding Report Cards. Click here for more information on setting up Report Card Categories.

    To create a template for Report Cards, you perform the following steps:

    1. Select Setup >> System Tables >> Report Card Templates.

      The Report Card Template List window opens.

    2. Click the New button.

      The Report Card Template Insert Window opens.

    3. Enter a descriptive name for the new template.
    4. Click the Add Categories button.

      The Categories list populate from the Report Card Category code tables. Click here for more information on setting up Report Card Categories.

    5. Click on each Category in turn, and enter specific items for Ratings in the fields on the right.

      For example, under Contribution, one item might be Class Participation and another might be Peer Feedback.

      These are the items for which students will be given Ratings. For information about setting up Report Card Ratings, click here.

      Continue entering Descriptions.

    6. When you have completed entered Categories and Items in each Category for Ratings, click the Save button.

      The Usage Tab in the Report Card Template displays the instances of the Template's use in Courses. You can also add report cards to or delete report cards from a Course from the Usage Tab.

      For more information about assigning Report Cards, click here.

    Editing a Report Card Template

    To edit an existing Report Card Template, you perform the following steps:

    1. Open the Report Card Template List window.

      Click here to learn how to access this window.

    2. Choose the template edit.

      Single click on a template to select it.

    3. Click the Open button.

      The Report Card Template Insert window will open.

    4. Change any data as necessary..
    5. When you have completed makeing your changes, click the Save button.

    Deleting a Report Card Template

    To permanently remove a Report Card template, you perform the following steps:
    1. Open the Report Card Template List window.

      Click here to learn how to access the Report Card Template List.

    2. Select the report card template you are deleting.

      Single click on a template to select it.

    3. Click the Delete button.

      The Delete Record confirmation window opens.

    4. Click the Delete button.

      The template is now deleted.

    City Lookup Table

    The City Lookup Table allows for automated insertion of the City, Province / State, Country when a specified Postal / Zip Code is entered.

    The City Lookup Table Window is accessed through the Setup >> System Tables >> City Lookup Table menu. If you already have a large database of patrons, Theatre Manager can automatically create a lookup list. Depending on the size of your database this process may take upwards of one hour.

    The City / Postal Code Window will open.

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

    List Window

    Parts of the City / Postal Code Lookup Window

    Postal Code / Zip Code
    The range of the postal / zip codes that apply to the location.
    City
    The city with which the range is associated.
    County
    The range of the Counties (US) which apply to the location.
    Province / State
    The province / state with which the range is associated.
    Country
    Country of the entry as it appears in the Country table of Theatre Manager.
    Area Code
    Telephone area code for the entry.
    Time Zone
    Time zone the entry falls in.
    Inserts a new lookup value. Click here for more information on adding new values to the table.
    Opens an existing code value for editing. Click here for more information on editting the selected value.
    Duplicates the selected value.
    Deleted the selected value. Click here for more information on deleting the selected value
    Imports a list of pre-defined codes. Click here for more information on how to import a list of predefined codes.
    Exports the lookup list. Click here for more information on exporting the lookup list.
    The Verify button, checks that the latitude and longitude for full addresses in Canada and the US is set correctly.

    Lookup Detail Window

    The Lookup Detail Window allows you to enter additional values, or edit and existing value on a one-by-one basis. This can be useful if there are specific towns that are included in a particular postal/zip code that do not already exist on the list.

    For more information about the tab, click here.

    For more information about the tab, click here.

    Postal Code Tab

    Parts of the City / Postal Code Lookup Detail Window
    Postal Code Tab

    Postal Code
    Postal or zip code for the entry.
    City or Town
    City the range is associated with.
    County
    County the range is associated with.
    Province
    Province or state the range is associated with.
    Country
    Country of the entry as it appears in the Country table of Theatre Manager.
    Area Code
    Telephone area code for the entry.
    Time Zone
    Time zone the entry falls in.
    Observe Daylite Savings Time
    Indicate if the entry observes daylite savings by checking this option.
    Creates a new item in the lookup list.
    Saves changes made to a code.
    Copies an existing Code.
    Removes changes made to the Code up to the last save point.
    Deletes the selected value.

    Geographical Info Tab

    Parts of the City / Postal Code Lookup Detail Window Geographical Info Tab

    Latitude
    The accepted "center" (North/South) of the postal / zip code area.
    Longitude
    The accepted "center" (East/West) of the postal / zip code area.
    US FIPS55 Code
    Used for US zip codes, this is a specific categorization by the Geographic Names Information System. For more information, click here.

    Inserting a Lookup Value

    To insert a lookup value, you perform the following steps:

    1. Open the City/Postal Code Lookup List Window.

      Click here to learn how to access this window.

    2. Click the New button.

      The Postal Code Lookup window opens.

    3. Enter the range of the postal / zip code

    4. Enter the city or town to which the entered range applies
    5. Enter the county to which the entered range applies.
    6. Enter the province/state to which the entered range applies.
    7. Use the drop down to select the Country to which the range applies.
    8. Enter the Area Code to which the range applies.
    9. Use the drop down to select the Time Zone to which the range applies.
    10. Check the box if this postal code participates in the Daylight Savings Time program.
    11. On the Geographical Info tab, enter the Latitude, Longitude, and (optionally) the USGS FIPS 55 Code.
    12. Click the Save button to save the changes.

      To cancel the insert, click the Revert button.

    Editing a Lookup Value

    To edit a lookup value, you perform the following steps:

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Select the lookup value you wish to edit.

    3. Click the Open button.

      The Postal Code lookup window for the selected value opens.

    4. Modify the details as needed.
    5. Click the Save button to save the changes.

      To cancel the edit click the Revert button.

    Deleting Existing Lookup

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Select the lookup value to delete.

      Single click on a value to select it.

    3. Click the Delete button.

      The Delete City Lookup warning dialog opens.

    4. Click the Delete button to continue with the deletion.

      Clicking the Cancel button aborts the deletion.

      The deletion will be confirmed with the following confirmation message.

    Importing Values

    You can import your own list of values from a tab or comma delimited file into your database using the steps below.

    1. Open the City/Postal Code Lookup List window.

      Click here to learn how to access this window.

    2. Click the Import button

      The Import Data window opens.

    3. Click the Select button.
    4. Select the file you wish to import.

      Do this by single clicking the value.

    5. Click the Open button.

    Exporting a City Lookup Table

    1. Open the City/Postal Code Lookup List Window

      Click here to learn how to access this window.

    2. Click the Export button.
    3. Choose the export format.

      The Select Postal Code Export File opens for your Operating System..

    4. Browse to where the file will be saved and name the file.
    5. Click the Save button.
    6. The table will be exported to the location using the file name assigned.

    Volunteer Signup Templates

    This function allows the Volunteer Manager to create a small survey for specific shows to ask patrons/volunteers to pick which shows or performances that they'd like to participate in. The idea is the patron would access the ticketing web site, sign in and then indicate their preferences.

    You access Volunteer Signup templates through the Setup >> System Tables >> Volunteer Signup Templates.

    The List Window opens.

    Add a Volunteer Signup Template

    To add a Volunteer Signup Template, you perform the following steps:

    1. From the main theare manager Menu, choose Setup>>System Tables >> Vounteer Signup Templates.

      The List Window opens.

    2. Click the New button.

      The Schedule Template window opens.

    3. Enter a Name for the template and the Start and End dates a Volunteeer can signup.

    4. Click the Save button.
    5. To add template details, click the New button.

      The Schedule Template Detail is where you enter the inormation to query the volunteer for their responses to signing up for activities and any preferences they may have for doing these activities for some selected performances.

    Invoice Comments

    Invoice Comments are printed at the bottom of invoices for statements, payment reminders, and confirmation notices.

    You access the Invoice Comments Window through Setup>>System Tables>>Invoice Comments Menu.

    The Invoice Comments window opens.

    Invoice Comments List Window

    The parts of the window are as follows:

    Inserts a New comment through the Comment Detail Window. For more information on inserting comments click here.
    Opens a window to edit a comment through the Comment Detail Window. For more information on editing comments click here.
    Deletes a comment. For more information on deleting comments click here.
    Generates a report displaying the list of comments to the screen or default print location.
    Exports the selected invoice comments in text tab-delimited format.
    Description Search options for locating comments.
    From Starting range to search by.
    To Ending range to search by.
    Description Description of the comment.
    Minutes Prior Time prior to the event to arrive.
    Outlet Owner Outlet responsible for the comment.
    Changed By User initials of the last employee to edit the comment.

    Invoice Comments Detail Window

    Standard comments can be maintained for the various types of invoices, statements, payment reminders and confirmation notices that are sent to patrons.

    Parts of the Invoice Comment Window

    Insert a New comment through the Comment Detail Window. For more information on inserting comments click here .
    Saves comments when edited in the Comment Detail Window. For more information on editing comments click here.
    Creates a copy of the current comment.
    Undoes changes to the last saved point.
    Deletes a comment. For more information on deleting comments click here.
    Checks the comment for spelling errors.
    Description Brief description of the nature of the comment.
    Arrival Special field. If it is >0 then a default arrival time will show on invoices that are printed. if is = 0 then no message will arrive. The Message cannot be chaged based on arrival time.
    Comment The comments.

    Adding Invoice Comments

    To Add invoice comments, you perform the following steps:

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Click the New button.

      The Invoice Comment Detail window opens.

    3. Enter a name for your comment in the description field.
    4. Enter the details of the comment.
    5. If applicable, enter the number of minutes to arrive before the performance.

    6. Click the Save button to save the comment.

      The comment is saved and added to the Invoice Comment window.

    Editing Invoice Comments

    To Edit Invoice Comments, you perform the following steps:

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Select the comment you wish to edit.

      Single click on a comment to select it.

    3. Click the Open button.

      The Invoice Comment Detail window opens.

    4. Change data as needed.

    5. Click the Save button to save the changes.

    Printing an Invoice and Adding the Comments

    To print an invoice, you perform the following steps:

    1. In the Patron Window, click the Order tab.

      For more information on opening Patron records, click here.

      For more information on the Order tab, click here.

    2. Highlight the Order you want to print the invoice for, and click the Invoice button.

      The Print Invoice Criteria window opens.

      You have the option to page through the criteria using the tabs, or the Next button.

    3. To add the Invoice Comments, Click the Next button to navigate to the Footer tab.

    4. To have the comments print, enable the Print tear off section check box.
    5. Enter a Performance Start warning time, if applicable.

    6. From the Additional Comments drop down list, choose the comment you want to have printed on the invoice.
    7. When you have determined all the criteria for your invoice is correct, click the Done button.

      Your invoice prints.

    8. The Invoice comments print on the bottom of the invoice.

    Deleting Invoice Comments

    1. Open the Invoice Comments window.

      Click here to learn how to access this window.

    2. Select the comment to delete.

      Single click on a comment to select it.

    3. Click the Delete button.

      A Delete confirmation dialog opens.

    4. Click the Delete button.

    Plug-in Modules

    Plugins are customized special code segments written by Arts Management specifically tailored to perform business rule logic to automatically alter prices on tickets, memberships, gift certificates, fees, donations, and/or mail lists for patrons who purchase either online, or via the box office. Their purpose is to enforce site specific rules during the sales process.

    The organization describes a business rule / reason why to alter a patrons shopping cart purchases, then Arts Management writes customized code to perform that action. Plugin code may be required to change/adapt over time, depending if the business rules or requirements change within the organization from year to year.

    The "how does a plugin work" is not as important from your viewpoint, as having a clearly defined business rule/requirement to Arts Management for each situation. Whats important is that a business rule offers an A or B solution. If conditions X, Y, and Z are met, then perform action A. If conditions P & Q are met, perform action B. etc. It can also be as simple as if condition R is met, perform action C.

    Plugins cycle through the defined business rules each time an item is added or removed from the shopping cart. If any of the business rule conditions "match" items within the cart, then the those items are processes through the special code segment to alter their default state (i.e. alter their price, price code, and/or sales promotion —> the most common alterations).

    Plugins allow patrons to utilize web sales for their purchases by receiving their justified discounts without having to contact the box office directly. Plugins are also utilized in the box office to automatically provide patrons their justified discounts; without having the box office staff to remember each business rule to determine discounts patron may be applicable for.

    For example, plug-ins could achieve the following kinds of special rules:

    • if more than 10 tickets are purchased, automatically change them to a group sale
    • provide preferred seating areas to donors of a certain level
    • limit ticket sales to certain events at certain times of the year to people who buy subscriptions
    • automatically convert ticket sales from single tickets to subscriptions if the customers buys a certain number of tickets.
    • automatically give subscribers (or frequent buyers) discounts on subsequent tickets.
    • prevent a sale for next season unless a donation is received.

    Plug-ins may be associated with specific sales promotions and also when checking out an order.

    If you want a plug-in, you must contact Arts Management and speak with someone in Software Development department. Sales Plug-Ins are customized code, our standard custom programming rate per hour will apply.

    Purchasing a Plug-In

    If you want a plug-in, you must contact Arts Management and speak with someone in Software Development department. As Sales Plug-Ins are customized code, our standard custom programming rate per hour will apply.

    Plug-in List Window

    For information about how to access the Plug-in List Window, click here.

    Inserts a New Plug-in through the Plug-in Detail Window. For more information on inserting plug-ins click here.
    Opens the selected Plug-in Detail Window for editing. For more information on editing Plug-ins click here.
    Duplicates the selected Plug-in.
    Deletes a Plug-in. For more information on deleting Plug-ins click here.
    Generates a report displaying the list of Plug-ins to the screen or default print location.
    Exports the selected invoice comments in text tab-delimited format.

    Plug-in Detail Window

    Access the Plug-in Detail window by going to Setup > System Tables>Plug-in Modules and selecting the plug-in from the list of plug-ins. For more information on how to access the Plug-in List Window, click here.

    Insert a New Plug-in through the Plug-in Detail Window. For more information on inserting Plug-ins click here .
    Saves Plug-ins when added or edited in the Plug-in Detail Window. For more information on editing Plug-ins click here.
    Creates a copy of the current Plug-in.
    Undoes changes to the last saved point.
    Deletes a Plug-in. For more information on deleting Plug-ins click here.
    Checks the Plug-in for spelling errors.
    Exports the selected Plug-in.
    Imports a new Plug-in.

    Inserting a Plug-in Purchased from AMS

    1. Open the Plug-in List Window.

      For information on how to access the Plug-in List Window, click here.

    2. Click the New button.

      The Plug-in Detail window opens.

    3. Enter a Name for the Plug-in in the Name Field.
    4. Drag-and-drop the .TM2 file containing the Plug-in Code provided by AMS into the PlugIn Code field.

    5. If you have been informed that your plugin is designed to work with a specific sales rule, enter it into the window. Otherwise entering anything here will do nothing.
    6. Click the Save button.
    7. Your new plug-in is ready to use.

    Editing a Plug-in

    1. Open the Plug-in List window.

      Click here to learn how to access this window.

    2. Select the Plug-in to edit.

      Single click on a Plug-in to select it.

    3. Click the Open button.

      The Plug-in Detail window opens.

    4. Click the Export button.
    5. Save the export file.

      Save the export .TM2 text file in a known location where you will have easy access to it.

      Do NOT use change or remove the 3 character (.TM2) filename extension. Theatre Manager requires this unique filename extension when importing plugins.

    6. Edit the plug-in's .TM2 text file in Notepad++, BBEdit, or any other true text based file editor.

      Do NOT use Windows WordPad, Windows NotePad, Microsoft Word, TextEdit, SimpleText, or other non-text based file editors. Using these types of editors will alter the plugin file data structure and rendering the file unreadable by Theatre Manager.

    7. Using the text editor, change the plugin export .TM2 file as required.

      If your unsure on how to make changes to your customized plugin, or do not feel confident in making minor changes, please contact Arts Management Systems. We are here to help you.

      Hint: Make a note of the update date and changes made within the plugin .TM2 text file. The top section of the source code is an area of comments that record changes made to the file. This will help assist debugging the plugin in situations where a change to the plugin has an undesired effect.

      Hint: To easily locate where you are in the text file, the display of line numbers offers an easy indicator.

      If your using BBEdit, goto Edit Menu >> Text Options >> enable Display Line Numbers.

      If your using Notepad++, goto Settings Menu >> Preferences >> Editing >> enable Display Line Number.

    8. Click 'Save' in the text editor to save your changes.

      Hint: Save the changes to a new plugin .TM2 file rather then overwriting the existing .TM2 file. This will allow quick ability to revert back to the prior version of the plugin in situations where a change to the plugin has an undesired effect.

    9. On Theatre Manager's Plugin Detail Window, either:

      Drag & Drop the external plugin .TM2 file into the "Plugin Code" area.
      - or -
      Click the Import button to select the external plugin .TM2 file.

      After the plugin code has been updated, at the bottom of the window it will indicate "Successfully read and updated the Plug-In code".

    10. Click the Save button to save the changes.

      The changes to the plugin code will take effect immediately.

      Theatre Manager will not save changes made to the plug-in code, where those changes resulted in a coding syntax error. As well, attempts to import an updated plugin .TM2 file edited with a non-text based editor may result in Theatre Manager unable to save the changes.

    Deleting a Plug-in

    1. Open the Plug-in List window.

      Click here to learn how to access the Plug-in List.

    2. Select the Plug-in to be deleted.

      Single click on a Plug-in to select it.

    3. Click the Delete button.

      The Delete Record confirmation opens.

    4. Click the Delete button.

      The Plug-in is now deleted.

    Merchant Accounts

    Merchant Accounts are used in Theatre Manager to:
    • Provide the required details to communicate with the credit card processing provider
    • Set up an Electronic Funds Transfer (EFT) Merchant so that you can take customer information and process repeated payments as selected back institutions. The banks supported by EFT are currently limited - if the setup does not show your bank, please contact us.

    Merchant Accounts are accessed by selecting Setup >> System Tables >> Merchant Accounts.

    The Merchant Account List window opens.

    For more information on the Merchant Account List window click here.

    Merchant Account List Window

    Parts of the Merchant Account List Window

    Inserts a new merchant account. For more information on inserting merchant accounts click here.
    Opens the selected merchant account for editing. For more information on editing merchant accounts click here.
    Creates a copy of the current merchant account.
    Deletes the current merchant account. For more information on deleting merchant accounts click here.
    Generates a report of the merchant accounts to the screen or default print location.
    Exports out a list of merchant accounts in a tab-delimited format.
    Opens the Merchant Profiles window displaying credit card profiles for this merchant account.
    Merchant # Unique number used to define the merchant account.
    Merchant Description Name of the merchant account.
    Active Active status of the merchant account.
    Status Indicates if credit cards belonging to this merchant can be used in the box office an/or via web sales.
    Provider Name of the Merchant Provider contracted to authorize cards.
    Server Id The merchant Servier Id for credit card authorizations.
    Description The merchant provider you contracted with to authroize credit cards.
    Country The currency/country that the merchant provider authorizes in at time of checkout.
    Outlet-Owner Outlet responsible for the merchant account.

    Merchant Account Detail Window

    There are two types of merchant accounts as follows:
    • Credit Cards - which is used to describe how who processes your credit cards directly from Theatre Manager.
    • EFT - Checks - which is used to tell Theatre Manager how to process direct deposit checks to a bank. It supports some banks (contact us if you wish to use this and your bank is not listed). EFT can also be used as a convenience tool for recurring (but not direct deposit) transactions from an external agency like Canada Helps.

    The purpose of the merchant type is dependant on the software type selected half way down the screen.

    Credit Card Merchant Account
    EFT Account

    Parts of the Merchant Account Detail Window

    Inserts a new merchant account. For more information on inserting merchant accounts click here.
    Saves changes made to the currency merchant account.
    Creates a copy of the current merchant account.
    Undoes changes to the last saved point.
    Deletes the current Merchant Account. For more information on deleting merchant accounts click here.
    Checks the spelling of text fields within the merchant account detail window.
    Account Name Title for the merchant account.
    Status When checked the merchant account is available for use.
    Configuration settings for the server software of the merchant account. For more information on the software type tab click here.
    Access information for the credit card server and/or software. For more information on the connection info tab click here.
    Authorization settings for credit card authorization. For more information on the authorization tab click here.
    End of Day wizard settings for the merchant account. For more information on the settlement tab click here.
    Currency conversion settings (if applicable) for the merchant account. For more information on the currency tab click here.
    Merchant profile setup information for the service provider associated with the merchant account. For more information on the profiles tab click here.
    Merchant contact information for the service provider associated with the merchant account. For more information on the miscellaneous tab click here.
    The staff members in Theatre Manager who are permitted to use this merchant account. For more information on the Employees tab click here.
    The payment methods enabled for use with the merchant account. For more information on the Employees tab click here.

    Software Type Tab

    Parts of the Software Type Tab

    Point of Sale Credit Card Software

    Enable Card Use
    • At the Box Office - When checked credit card processing is enabled for the Box Office
    • By the Web Listener - When checked credit card processing is enabled for Web Sales
    Emergency Mode When enabled, you can accept credit cards without Authorization.

    Use this option rarely and disable it as soon as Credit Card Servers become available again! You are accepting risk on your part should cards be declined later!

    Click here for more information on Using Emergency Mode.

    Server Software Credit card processing software Theatre Manager will be communicating with.
    Merchant Provider Merchant provider responsible for credit card authorization.
    Merchant Number Merchant or client ID number issued by the merchant provider and is placed on the credit card receipt. In this example, PNS is the number for Paymentech.

    Connection Info Tab

    The Connection Info tab is where you define how Theatre Manager should access the credit card server. The fields that are available will change, depending on the Merchant Provider chosen in the Software Type Tab.

    Parts of the Connection Info Tab

    User Id Merchant Number or Client User ID on the Credit Card Server
    Password Password for the Merchant Number or Client User ID used on the Credit Card Server
    Capture Mode You can choose Host (Bank) Draft Capture or Terminal (Credit Card Server) setting must match the settings provided by the Merchant Provider.
    Primary URL

    Port #

    IP address / name of the credit card server and Port #
    Secondary URL IP address / name of the secondary credit card server
    Terminal ID Terminal ID
    Bin Number Bin Number
    Debugging Click the Display raw response headers for troubleshooting if you are having problems isolating issues with a specific credit card processor. Normally, this is never enabled.

    If you do enable it, all credit card authorization requests at the box office will show:

    • The exact message that is sent from Theatre Manager to the service provider
    • The complete response back from the credit card provider to the specific request
    This can help the support team diagnose problems that suddenly occur with a specific credit card processor, or an unusual or unexpected error condition. The steps are:
    1. Turn on the debugging flag
    2. Start your authorization or refund from the client order or payment window.
    3. A dialog will appear with the message that will be SENT to the merchant provider. COPY IT to an email or document, then click continue
    4. A second dialog will appear with the complete response from the processor. COPY IT to an email or document, then click continue
    5. Repeat as often as you need to while you gather information, then disable the debugging flag
    6. Contact support and send us the messages you copied. This will help us help you describe your problem to your bank

    Authorization Tab

    The Authorization tab allows your organization to define some specifics around how the credit card merchant handles authorizations and refunds

    Parts of the Authorization Tab

    Duplicate Authorization Settings

    Box Office Duplicates Force without Notify checkbox - Transactions to the same card for the same value will not receive a warning indicating a possible duplicate charge to the credit card when checked. It is recommended you leave this unchecked
    Force Without Notify Transactions to the same card for the same value will not receive a warning indicating a possible duplicate charge to the credit card when checked.
    Internet Duplicates Choice of three Options:
    • Duplicate Forcing - Transactions to the same card for the same value will not be processed via the internet.
    • Always Force Duplicates - Transactions to the same card for the same value will be allowed via the internet.
    • Smart Force Duplicates - Theatre Manager will determine if the transaction should be processed based on the transaction details.
    • Smart Checking is recommended

    Fraud Prevention

    Fraud Prevention Send Address/Zip - Zip code and address is sent with the credit card information during processing for verification. This information can decrease processing fees in the USA where applicable.
    Some merchant providers charge for this feature. Also be aware that making it mandatory in your web banking merchant account might cause some card rejections. We advise NOT needing strict AVS matching

    Send Card Swipe Data - Card swipe data is sent during processing for verification. This can decrease processing fees where applicable.

    If your merchant provider complains about sending swipe data, you might want to turn this feature off

    Send CVV2/CID number - Send the CVV2 number from the back of the card.

    • Turning off this option means you pay a higher rates on cards (As of late 2018, turning it off may not be allowed by the credit card companies).
    • Turning it on means you should also require collection of CVV2 for each credit card payment method in code tables
    • IP Address Blocking - Allows the merchant provider to block web sales to specific IP Addresses.

      1st Transaction can be refund - Some merchant providers (notably Global Payments acting on behalf of some Banks) may not authorize the first couple of transactions if they are refunds, as a fraud prevention tool. The rules are actually set by the Bank and each service provider follows them. The best approach is to avoid a refund as the first transaction..

      It is recommended you leave this checkbox blank if you are using Global Payments. For other merchant providers, you can allow refunds as first transaction.

    Misc Authorization Settings

    Timeout Maximum time, in seconds, Theatre Manager will try to process a card - 30 seconds is recommended.
    Note: TM will wait for a response from the credit card provider up to the time out. If the credit card provider does not tell TM that it authorized the card in that time period, you can try again. Be aware that the credit card provider could still have authorized the first attempt. You will find out about that during end of day reconciliation and may have to void it to balance.
    Last Transaction Displays the last tranaction number at the server

    Refund Capability Settings (Varies by Merchant Provider and Agreement)

    The Credit Card refund capabilities vary by merchant provider and your agreement with them. Merchant providers instituted strong rules for fraud prevention and you may find that you need to ask them for capabilities if you cannot refund credit cards. These options indicate what your contractual agreement is with them and tells Theatre Manager how to attempt to refund money.

    Allow Independent Refunds Independent refunds are when you enter the patron's credit card and refund any amount to that card. This is how credit cards worked for decades until merchant providers decided to limit this capability.

    Refer to the rules for Independent refunds and possible errors before turning this on.

    Note: you must have encrypted card data for the patron, a prior merchant profile set up for them, or contact the patron for a full credit card number in order to do independent refunds.

    Allow Linked Refunds Linked Refunds were created by visa/mastercard to force merchants to only return money to the original card for up to the amount charged on the card to avoid fraud.

    Enabling this means your merchant provider allows it. Also set the time frame so that TM knows how far back in time the payment may be before the linked refund might be denied.

    You can contact your merchant provider and they may increase the amount of time allowed.

    Allow Linked Refunds on Same Day Payments Some merchant providers seem to disallow linked refunds on the same day. That might mean you have to void the transaction before doing end of day in order to create the refund.
    Timeframe The number of days since the payment was made in which a linked refund is likely to be authorized. For any payment older than that number of days, the refund is likely to be denied.

    Associated Pin Pads (currently Moneris Only)

    StoreId The store ID for pinpads for Moneris
    API Key The API key for pinpads for Moneris

    Settlement Tab

    Parts of the Settlement Tab

    Timeout
    This is the maximum time, in seconds, that Theatre Manager expects to take to send the completed deposit batch to the bank. Normally, 120 seconds is enough for most processors but if you have larger batches or are using some terminal based authorization, you may need to alter this value.

    The time out is how long Theatre Manager will wait for a response from the processor before giving up and telling you that it was unable to get any response. If a response is received from the bank processor within that time frame, no errors are generated.

    Settle Batch Frequency
    Indicates the number of days that Theatre Manager will allow process credit cards without settling the batch. After this threshold is exceeded without doing an End of Day, Theatre Manager will display a warning message telling you to close the batch and will not accept any credit cards at the box office.

    Web sales ignores this setting and will process credit cards even if the batch has not been settled.

    Notify on Quit
    If checked, an employee will be notified that a batch needs settled when they quit Theatre Manager if it finds any credit cards older than one day that are not yet deposited. In other words, you will only be told if there are cards from a previous day that have not been deposited.
    Deposit Status
    This field is checked when an end of day is in process AND a credit card deposit is currently being done for this merchant account through Theatre Manager. You cannot check this box, you can only uncheck it if you are 100% sure there is no settlement occurring for this merchant account (i.e. nobody has end of day open). Unchecking it will reset the end of day and allow a settlement to occur.

    Currency Tab

    Normally, credit card accounts are in the same currency for the country you reside in. If you are able to process credit cards in another currency, then you need to know what that is. And it needs to be in your currency exchange table. When a credit card is processed Theatre manager will:

  • Pay the local currency against the order (that is, US Dollars in the US, Canadian Dollars in Canada)
  • Charge the foreign currency equivalent against the Credit Card provider
  • Create an offset for the difference against a foreign exchange account.
  • Setup on this tab is particularly important if you are accepting foreign currencies on your website. Click here for more information.

    For more information about setting up Currency Exchange details and rates, click here.

    Parts of the Currency Tab

    Currency Country
    Select the desired country from the Currency Country drop down.
    Exchange Account
    Enter a G/L Account to allocate the difference from the exchange rate.

    Merchant Profiles

    A merchant provider may charge service fees or fixed costs for using this service to offset associated costs with maintaining customer and credit card information on their servers.

    If you only need to save credit cards for post dated or recurring payments, PCI Schedule D - post dated may suffice for your needs.

    Contact your merchant provider customer support representative to determine if there will be any additional fees to your organization.

    Merchant Profiles are for organizations who are concerned with PCI compliance and wish (or are required to) maintain a PCI Schedule-C compliance within Theatre Manager.

    Using Merchant Profiles reduces the exposure risk by maintaining full credit card information directly on the merchant provider's secure PCI-certified servers without having the requirement to store and maintain credit card numbers within Theatre Manager's database. Using Merchant Profiles in a PCI Schedule-C setup, allow full access to Theatre Manager's features such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions which would typically require a credit card number to be kept on file for each subsequent payment.

    Parts of the Profiles Tab

    Enable Profiles Indicates if this merchant provider account has been enabled to store credit card payment profiles on the merchant account's server.

    You may see a message alerting you to cost if we are aware that your merchant provider charges for this service. Most do not.
    Merchant Profiles must first be activated by your merchant provider for your merchant account before it can be used within Theatre Manager. Contact your merchant provider customer support representative to enable the option prior to enabling it in Theatre Manager.
    Profiles API Login Key
    The secure API Key used to access credit card profiles on the merchant provider's server.

    This field is not required for all merchant providers It will only be enabled if its required.

    Refer to Direct Credit Card Processing Options for merchant provider specific setup information on the Profiles API Login Key requirements.

    Profiles API URL The IP Address to use to access the Credit Card Profiles on the merchant provider's server.

    This field is not required for all merchant providers It will only be enabled if its required.

    Refer to Direct Credit Card Processing Options for merchant provider specific setup information on the Profiles API URL requirements.

    If necessary, you can manage the Customer Credit Card profiles for this merchant. This will not alter the 'credit card' information that has been saved in Theatre Manager It is used to maintain the 'credit card profile' for each of your customers that has been saved to your merchant's PCI-certified secure servers from Theatre Manager. This can be used to cross reference and match the information between the two systems.
    As part of a conversoin or initialization process, you can Create Customer Credit Card Profiles for this merchant from existing credit card information saved in Theatre Manager. It is used to create the initial 'customer credit card profile' and save it to your merchant's PCI-certified secure servers.


    How Does This Work?

    Merchant Profiles allows you to store credit card numbers directly with your merchant provider, on their servers, and then access those saved credit card numbers at any time for subsequent processing without the cardholder being present.

    • During the first interaction using the customer's credit card, the credit card number and limited customer information is transmitted and saved on your merchant provider's server.
    • A unique token/key is returned from your merchant provider and stored encrypted within Theatre Manager in replacement of the customer's full credit card number profile.
    • Future interactions with the customer such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions, would then transmit the saved token/key rather than the full credit card number during the authorization process.
    • Your merchant provider would then cross-reference this token/key to the actual credit card number during the authorization process within their own systems. At no time is the full credit card number displayed or directly visible during the authorization process.


    What are the Benefits and Why Should I Use Profiles?

    • Merchant Profiles are for organizations who are concerned with PCI compliance and wish (or are required to) maintain a PCI Schedule-C compliance within Theatre Manager.
    • Mitigate the cost and risk of storing customer account data by keeping cardholder profiles in a secure, external database maintained by your merchant provider. This can help you reduce the risk of keeping cardholder data in-house and support your Payment Card Industry (PCI) compliance initiatives by protecting data at-rest.
    • Saves time by eliminating the need to rekey a card account number and expiration date for each transaction.
    • Allows your organization to make the changeover from Schedule-D to Schedule-C PCI Settings while retaining virturally all Theatre Manager's benefits as if still functioning in a Schedule-D environment.
    • For clients currently operating in a Schedule-C environment, enabling merchant profiles would allow future interactions with our customers for Post-Dated Payments, Recurring Donations, and Auto-Renew Season Subscriptions.
    • For clients who wish to remain in a Schedule-D environment, previously used credit card numbers are masked to the box office staff members during the payment process. Providing further protection from anyone accessing a patron's full digit card number.

      A masked card means that it will be displayed in the payment window as '#### **** **** ####'. This renders the PAN useless for all purposes. However, given the first 4 and last 4 digits of any card, you can still validate you're using the correct merchant profile for authorizing the card.

    • For clients who wish to remain in a Schedule-D environment, the function of storing previously used encrypted credit card information will remain the same - even with merchant profiles enabled. Using merchant profiles would add another layer of security protection to the full digit card number from being displayed or accessed.


    What Will I See Differently in Theatre Manager?

    If your PCI Settings are set to Schedule C to shred cards immediately after use:

    • You will not notice much difference at all from what you see now. What the box office will benefit from is the ability to create and maintain future interactions with the customer such as Post-Dated Payments, Recurring Donations, and the Auto-Renew Season Subscriptions, would then transmit the saved token/key rather than the full credit card number during the authorization process.
    • If your settings are to default the last used credit card for a patron, you will now see a masked the credit card number default for patrons who have previously purchased. The masked number is ok to accept as is for payments without changing it. The payment will use the merchant profile that was created for that credit card number.

    If your PCI Settings are set to Schedule D to retain encrypted credit card data in Theatre Manager:

    • The main change you will realize is that Theatre Manager will protect any known credit cards for patrons by only displaying merchant profile for a patron. Initially, it will appear as if all credit cards are missing from Theatre Manager, however, they still exist. They are in the background if access to them is required. After using the function to build merchant profiles for known credit cards, the transition to using merchant profiles will more seamless.
    • If your settings are to default the last used credit card for a patron, rather then displaying the full set of credit card digits, it will mask the credit card number for patrons who have previously purchased. The masked number is ok to accept as is for payments without changing it. The payment will use the merchant profile that was created for that credit card number.
    • During the payment process, if you're searching for known credit cards for a patron, it will only display credit cards that have a merchant profile created for it. Although Theatre Manager may have the credit card on file, if there is no merchant profile created for it, it will not display. If this is a concern, use the function to build merchant profiles for known credit cards, the transition to using merchant profiles will more seamless.


    Steps to Start Using Merchant Profiles

    1. Contact your merchant provider representative and have them enable the module "Customer Payment Profiles" (*read the stop sign below*) on your merchant account.

      Each merchant provider has its own unique name for the setup and maintaining of "Customer Payment Profiles." When talking with your merchant provider, use the following name to describe the feature you'll be activating:

      • Authorize.Net - use the feature name Customer Profiles
      • Bambora - use the feature name Payment Profiles (Theatre Manager's interface with Bambora to maintain Merchant Profiles is currently under development).
      • Elavon - use the feature name Card Manager Transactions
      • Moneris - use the feature name Hosted Vault
      • Paymentech Oribital - use the feature name Customer Profile Management

    2. After contacting your merchant provider representative and they have confirmed "Customer Payment Profiles" has been enabled on your merchant account:
      • set Enable Profiles to "active" to activate the feature within Theatre Manager.
      • For Authorize.Net - set the Profiles API URL.
      • For Bambora - set the Profiles API Logon Key anbd the Profiles API URL.
    3. Save the change to the merchant information.
    4. Log out of Theatre Manager.
    5. Log into Theatre Manager to start processing credit cards as normal. Customer Payment Profiles will start to be created automatically for each credit card processed.


    Steps to Verify if Merchant Profiles are Being Created

    1. Follow the steps for Accessing the Merchant Profiles Customer List to view a patron's payment profile.
    2. If a profile exists, Theatre Manager and your merchant provider are functioning correctly.
    3. If there are no profiles, contact Arts Management Support to review your Merchant Profile Setup.


    Can I Stop Using Merchant Profiles?

    Yes, at any time. All pre-existing merchant profiles will remain within Theatre Manager's database for future use if merchant profiles is re-enabled for this merchant account.
    If your PCI Settings are set to Schedule D to retain encrypted credit card data in Theatre Manager, and if you process any new credit cards while the Enable Profiles is inactive, a merchant profile will not be created. If you choose to Enable Profiles later on, it is suggested using the function to build merchant profiles for known credit cards, to make the transition back to using merchant profiles more seamless.
    If your PCI Settings are set to Schedule C to shred cards immediately after use, and if you process any new credit cards while the Enable Profiles is inactive, a merchant profile will not be created. If you choose to Enable Profiles later on, you will require the full credit card number again before processing another new payment for that patron's credit card.
    1. Set the Enable Profiles flag to "inactive" to stop the feature within Theatre Manager. This will only inactivate it within Theatre Manager.
    2. Save the change to the merchant information.
    3. Log out of Theatre Manager.
    4. Log into Theatre Manager to start processing credit cards as normal. Customer Payment Profiles will no longer be displayed or created automatically for each credit card processed.


    If I change Merchant Providers, will the Existing Merchant Profiles continue to work with the New Provider?

    No. The Customer Payment Profile's created by the merchant provider are uniquely linked to that merchant provider and your merchant account number. Customer Payment Profiles cannot be shared between different providers or accounts.

    Building Merchant Profiles for Existing Cards

    Merchant Profiles can be created and saved on your merchant provider's secure PCI-certified servers using the existing credit card information in Theatre Manager.

    This window is used as an analysis tool to determine the critical and primary credit card profiles that should have a Merchant Profile created.

    Parts of the Merchant Profiles Creation Window

    Post Dated Payments Select to include credit cards from non-deposited (future dated) post dated payments.
    Recurring Donations (Active) Select to include credit cards from active and ongoing recurring donations.
    Season Auto-Renewal (Active) Select to include credit cards from active Season Subscriptions that are setup with Auto-Renewals. An active season is defined as the current and previous seasons.
    Cards Aged 0 - 6 Months Select to include credit cards that have been used or updated within the previous 6 months.
    Cards Aged 6 - 12 Months Select to include credit cards that have been used or updated within the previous 6 to 12 months.
    Cards Aged 12 - 18 Months Select to include credit cards that have been used or updated within the previous 12 to 18 months.
    Cards Aged 18+ Months Select to include credit cards that have been used or updated over 18 months ago.
    Recurring Donations (inactive) Select to include credit cards from inactive or completed recurring donations
    Season Auto-Renew (Inactive) Select to include credit cards from inactive Season Subscriptions that are setup with Auto-Renewals. An inactive season has the season pages flagged as inactive or is 2+ seasons ago.
    Total Profiles Selected The total number of credit cards selected to create merchant profiles.
    Maximum Profiles to Create The maximum number of merchant profiles to create during this process.
    Query Theatre Manager's database to determine the possible number of merchant profiles that can be created; the number of existing merchant profiles; and the number of known credit cards that are unable to be used for creating a merchant profile.
    A known credit card number can not be used for creating a merchant profile if any of the following applies to the credit card number:
    • has been shredded;
    • has been flagged as an inactive card;
    • has been blacklisted;
    • is assigned to a deceased patron;
    • already has an existing profile created for this merchant account.
    Start the process for creating merchant profiles for the selected credit card numbers.
    This button will only be enabled when the merchant's account setting have Enabled Profiles and credit card numbers have been selected to create profiles for.


    Before proceeding, verify that this merchant account has credit card payment types(i.e. VISA, MC, DISC, AMEX, etc.) created and assigned in code tables. If a payment method does not exist as a credit card type for this merchant, a merchant profile will not be created.
    1. Open the Merchant Profile Creation window.

      Click here to learn how to access this window.

    2. Click Retrieve Statistics.

      A confirmation window will open prior to proceeding.

      Depending on the number of existing credit cards in Theatre Manager, the credit card analysis tool determining the number merchant profiles to create may take a while to complete.
    3. Click Continue.

      A progress checklist window will open.

    4. Select the area(s) to have merchant Profiles created for.
    5. Set the maximum number of Merchant Profiles to create during this process.
      If the Maximum Number of Profiles to Create is less than the Total Profiles Selected, the credit card list will be sorted in the following sequential order in attempts to create the most important credit card profiles first:
      • Post Dated Payments
      • Recurring Donations (Active)
      • Season Auto-Renew (Active)
      • Cards Aged 0 - 6 Months
      • Cards Aged 6 - 12 Months
      • Cards Aged 12 - 16 Months
      • Cards Aged 18+ Months
      • Recurring Donations(InActive)
      • Season Auto-Renew (InActive)
      • Credit card last used/updated date
    6. Click Create Merchant Profiles.

      A confirmation window will open prior to proceeding.

      Depending on the number of merchant profiles requested to create, the process may take a while to complete.
    7. Click Proceed.

      A progress window will open.

      Clicking cancel on the progress window will stop the process. All merchant profiles that have been created up to the time the cancel button was clicked, will remain.
    8. Upon Completion of the Routine.

      A status window will open.

      If a message that 0 merchant profiles were created after running the Building Merchant Profiles for Existing Cards function:

      1. Verify that this merchant account has credit card payment types(i.e. VISA, MC, DISC, AMEX, etc.) created and assigned in code tables.
      2. Verify the Profiles API Login Key and/or Profiles API URL are valid if your merchant account requires either of these 2 fields.
      3. Contact your merchant provider representative to confirm they have enabled the "Customer Payment Profiles" feature on your merchant account.
      4. Each merchant provider has its own unique name for the setup and maintaining of customer's payment profile information. When talking with your merchant provider, use the following name to describe the feature you'll be activating:
        • Authorize.Net - use the feature name Customer Profiles
        • Bambora - use the feature name Payment Profiles
        • Elavon - use the feature name Card Manager Transactions
        • Moneris - use the feature name Hosted Vault
        • Paymentech Oribital - use the feature name Customer Profile Management

    Creating a Merchant Profile

    Merchant Profiles are created automatically when the Merchant Profile option is enabled for a merchant provider. When a credit card number is provided as a form of payment and a merchant profile does not already exist for this specific patron/payment combination, Theatre Manager will communicate with the merchant provider directly to get a Client Token and Payment Token assigned for the patron's payment information.

    Patrons will have a separate Client Token/Payment Token combination for each credit card number used for payment.

    Merchant Profiles are not shared between merchant providers, even if the merchant account is with the same merchant provider.

    If you have multiple merchant accounts setup for different operational unit within your organization (i.e. box office sales, internet/web sales and/or development) and each merchant account is enabled to maintain profiles, then a patron could have multiple Client Token/Payment Tokens for the same credit card if the patron provides payment with those different operational units. In most cases the organization only has a single merchant account, thus there would only be a single Client Token/Payment Token for each patron credit card.

    For patron credit card security reasons, functionality to manually enter the Client Tokens/Payment Tokens generated by a merchant provider into Theatre Manager is not allowed.

    Deleting a Merchant Profile

    1. Open the Merchant Profiles List window.

      Click here to learn how to access the Merchant Profiles List window.

    2. Select the Merchant Profile to be deleted.

      Single click on a Merchant Profile to select it.

    3. Click the Delete button.

      The Delete Record confirmation opens.

    4. Click the Delete button.

      A second Delete Record confirmation opens.

    5. Click the Delete button.

      The Merchant Profile from Theatre Manager is now deleted.

      Theatre Manager does a best attempt to delete the customer profile from the merchant provider's servers. There could be a circumstance where the customer profile cannot be deleted using the API calls from Theatre Manager. If this occurs, login into your merchant provider's web portal and delete the customer profile manually.

    6. If the Merchant Profile is referenced by other files in the system, you will be unable to delete it and Theatre Manager will not delete the customer profile from the merchant provider's servers.

    Merchant Profiles Customer List

    The Merchant Profiles List can be used to review the customer profiles created and located on your merchant provider's secure PCI servers. This list can also be narrowed to only patrons on a specific grouping by using select criteria. This window is only visible to an employee if they have been granted access under Employee Setup.

    Merchant Profiles List Buttons

    Opens the Merchant Profile Detail window for the selected profile. Click here for more information about the profile detail window.
    Deletes the merchant profile. Click here for more information on deleting profiles.
    Prints a report the of the profiles in the merchant profile list to screen or default print location.
    Exports the data from the merchant profiles list into a tab delimited format and saves it to a selected location.
    Opens the Patron record for the selected patron.

    Parts of the Merchant Profiles List Window

    Patron # The unique identifier for this patron account.
    Type Type of Patron account.
    First Name The first name of the patron.
    Last Name The last name of the patron.
    Company The company that the patron works for.
    Profile # The company that the patron works for.
    Credit Card The credit card number.
    Expiry Date Date the card will expire.
    Name on Card Name printed on the credit card used for added security when processing the card.
    Active The state of the card and if it can be selected to process credit card transactions. Expired, lost or stolen cards can be set to an inactive state.
    Blacklisted Indicates if this credit card is blacklisted for this patron. If blacklisted, the patron cannot use the card again unless this card is reset.
    Merchant # The unique identifier for this merchant account.
    Merchant Description The internal description to identify the merchant account.


    Accessing the Merchant Profiles Customer List

    There are a few ways to access the customer payment profiles, depending on the end result.

    To view all merchant profiles created for a specific merchant:

    1. Open the Merchant List window.
    2. Edit the merchant account.
    3. Click the Profiles tab.
    4. Click the Manage Profiles button.

    To view all merchant profiles for a specific patron:

    1. Open the Patron Window.
    2. Click on the Credit Card Tab.
    3. Right-mouse-click on the patron's credit card list within the patron window.
    4. Select "Merchant Profiles" from the context pop-up menu.

    To view merchant profiles for a specific patron while making a payment:

    1. Open the Payment Window for an order.
    2. Choose a credit card payment method from the list of payment options.
    3. Click on the Credit Card Lookup button.

    Merchant Profiles Customer Detail

    The merchant profile detail window can be used to review the customer profile created and located on your merchant provider's secure PCI servers.

    Parts of the Merchant Profiles Detail Buttons

    Deletes the merchant profile. Click here for more information on deleting profiles.

    Parts of the Merchant Profiles Detail Window

    Merchant The unique identifier and internal description for this merchant account.
    Card Number The credit card number.
    Expiry Date Date the card will expire.
    Name on Card Name printed on the credit card used for added security when processing the card.
    Client Token The unique identifier assigned by the merchant provider for this patron's customer information.
    Payment Token The unique identifier assigned by the merchant provider for this patron's payment information.

    Some merchants assign the same Payment Token identifier as the Client Token identifier for the customer/payment profile.

    Miscellaneous Tab

    The miscellaneous tab is used to provide contact information for your merchant provider. Please put information into these fields so that your staff will know who to contact in case of messages from the merchant provider like 'Hold Card' or 'Decline'. Clients using Orbital can use the information pictured for the name and phone number fields, then the email address of the organization's finance director or accountant. Those using other service providers will need to fill in contact details for their Merchant Provider or bank here.

    Parts of the Miscellaneous Tab

    Contact Person
    Enter the name of the Merchant Contact person when a card comes back as 'declined', 'call center' or 'hold card'
    Phone Number
    Enter the phone number of the contact person
    E-Mail
    Enter the e-mail address of the Contact person
    Opens an email to be sent to the address listed

    Employees Tab

    This is the list of employees that currently use this merchant account. If changing merchant accounts, you might need to change these employees to another merchant record.

    If you have multiple merchant accounts (or are retiring an old merchant provider), you can drag employees from the 'employee' tab in one merchant detail window to another to transfer them to another merchant provider.

    Parts of the Employees Tab

    Employee List
    Displays the Employee List of those employees who can use this merchant account.
    Opens the Employee Access window for the selected employee.click here for more information on the Employee Access window.

    Cards Tab

    This tab displays the credit cards accepted for authorization by this merchant account.

    If you have multiple merchant accounts (or are retiring an old merchant provider), you can open up the card window on both merchant providers and drag the payment types from one merchant account to another. Any post dated payments associated with the old merchant account will be transferred to the new merchant account so they can be authorized in the future properly.

    Parts of the Cards Tab

    You can add cards from the Payment Methods defined in Code Tables. Click here for more information.
    You can open and edit the selected card.
    You can remove card that are no longer accepted

    Creating a Merchant Account

    1. Open the Merchant Account Setup window.

      Click here to learn how to access the Merchant Account List window.

    2. Click the New button.

      The Merchant Account Detail window opens.

    3. Enter the Account Name of the Merchant Account.
    4. Make appropriate Server Software and Merchant Provider selections in their respective drop-down menus.
    5. Enter the PNS , Account # or Merchant Number provided by the merchant provider.

    6. Click the Connection Info tab.

      The Connection Info window opens.

    7. Enter data in the Merchant Account Connection Info tab, based on the information given by the merchant provider.

      For more information on the Merchant Account Connection Info tab click here.

    8. Click the Authorization tab.

      The Authorization window opens.

    9. Choose the correct authorization settings in the Authorization tab.

      For more information on the edits and accounting tab click here.

    10. Click the Settlement tab.

      The Settlement window opens.

    11. Enter data in the Settlement tab.

      For more information on the Settlement tab click here.

    12. Click the Currency tab.

      The Currency tab window opens.

    13. Enter the currency details for this merchant account.

      For more information on the edits and accounting tab click here.

    14. Click the Misc tab.

      The Miscellaneous tab window opens.

    15. Enter the merchant providers contact name, telephone and email address.

      For more information on the edits and accounting tab click here.

    16. Click the Employees tab.

      The Employees tab window opens.

    17. Use the Add button in the lower left of the tab to add employees who should use this merchant account.

      An employee can belong to only one merchant account at a time. For more information on the edits and accounting tab click here.

    18. Click the Cards tab.

      The Employee tab window opens.

    19. Use the New button (in the lower left of the tab) to add credit card payment methods that should use this merchant account.

      For more information on the edits and accounting tab click here.

    20. Click the Save button.

      The new Merchant Account is now created.

    Editing a Merchant Account

    To edit a Merchant Account, you perform the following steps:

    1. Open the Merchant Account List window.

      Click here to learn how to access Merchant Account List.

    2. Select the Merchant Account to be edited.

      Single click on a account to select it.

    3. Click the Open button.

      The Merchant Account Detail window opens.

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

      The merchant account is now updated and saved.

    Deleting a Merchant Account

    1. Open the Merchant Account List window.

      Click here to learn how to access the Merchant Account List window.

    2. Select the Merchant Account to be deleted.

      Single click on a Merchant Account to select it.

    3. Click the Delete button.

      The Delete Record confirmation opens.

    4. Click the Delete button.

      The Merchant Account is now deleted.

    5. If the Merchant Account is referenced by other files in the system, you will be unable to delete it.

    How to Change a Merchant Provider

    If considering changing merchant providers, be sure to read about the impact and business ramifications for purchases done with the old provider that might need refunded un the future.
    Before beginning this process, we suggest picking a time that will naturally limit any transactions that could be processed until the new Merchant account is in place. (i.e. earlier in the morning). A switchover can usually be done in 5 minutes or less.

    If you wish, you can turn off web sales (only necessary for comfort).

    Preparing for the switchover to a new Merchant Account

    1. Set up the information for your new merchant account. Do not activate it yet and set it to emergency mode.
    2. Complete the End of Day Process for your current Merchant Provider.
    3. Immediately turn your existing merchant provider into emergency mode. This will allow:
      • Sales to continue while you complete the switchover
      • Cards entered while in emergency mode are not authorized, but will be moved to the new merchant provider as post dated payments (due today).
      • Those cards can then be authorized in next end of day against the new merchant account.
      • This allows you to maximize sales uptime and minimize web sales outage to minutes.

    Switching Merchant Information in Theatre Manager

    1. Goto Setup >> System Tables > Merchant Accounts. to see the merchant account list. You should see both your current and your future merchant records.
    2. Open both your old merchant account and your new one.
    3. Select the Employee tab on both windows
    4. Drag the employees from the old merchant account to the Employee tab of the new merchant account.
    5. Select the Cards tab on both windows
    6. Drag the credit cards from the old merchant account to the Cards tab of the new merchant account.
    7. Uncheck the Active box in the old merchant account window.
    8. Close the old merchant account window
    9. Uncheck the emergency mode setting in the new merchant account
    10. Check the 'active' flag in the new merchant account
    11. Close the new merchant account window and run a test transaction

    Once the Merchant Account is updated in Theatre Manager and all Merchant Numbers have been updated. Employees will need to log out of Theatre Manager and back in for changes to take effect. Once logged back in a test transaction can be processed to ensure the new merchant account processes cards correctly. Run an End of Day in Theatre Manager to ensure the transaction batches properly. Once you are sure the transactions are processing correctly you can then start up the web sales again and employees can log back into the database.


    Switching your Ticket Faces to print your New Merchant Account Information

    1. Goto Setup >> Ticket Faces
      This will open the Ticket Faces List window.
    2. Locate your Credit Card ticket Face
    3. Edit the ticket face
    4. Locate the line of code that displays your current merchant account number(s) (if they are hard coded on the ticket face). If the field is MM_MERCHANT_NUMBER, then no change is require to your ticket faces
    5. Edit the line of code to have your new merchant account information
    6. Click the Save button
    7. Click Save the toolbar

    Employees will need to log out of Theatre Manager and back in for changes to take effect. Once logged back in a test transaction can be processed to ensure the new merchant account processes cards correctly.

    Impact of Changing a Merchant Provider

    Changing your Bank is not the same as changing your merchant provider. You can change either/or at any time. Refer to the basic definitions used the credit card industry for more information on roles and responsibilities of either.
    You can change your merchant provider to any of the supported credit card processors at any time you want. But be very aware of the impact on future refunds as discussed below.

     

    Advantages of Changing Merchant Provider and/or Processor

    You may get various benefits such as:

    • more amenable rates
    • better service when you call them for help
    • more supported features such as hosted payments online or pin pads

     

    Disadvantages of Changing Processors

    There are disadvantages of changing service providers - most notably refunds and merchant profiles.

    If you have a significant number of refunds to do for upcoming shows that are or could be cancelled, you might want to hold off on changing your merchant provider until such a time you've got a low exposure on the need to do refunds.

    why?

    Most merchant providers have fraud policies in place that use one or more of the following rules:

    1. refunds within a certain number of days (normally 120)
    2. to the same card that was used to purchase
    3. with a token provided by the merchant provider
    4. up to the same amount on the original purchase
    5. using the same order number
    6. to the same merchant provider

    The rules above are imposed by the credit card companies and they can change at any time. If you change a merchant provider, then at least 3 of the rules above are viiolated:

    • #3 (the token),
    • #5 (the same order number),
    • #6 different provider

    The new merchant provider will not allow refunds for any charges done by the old merchant provider.

    You may need to ask the new merchant provider to approve you for independent refunds - which they may charge more for, or may not give you that permission.
    Alternatively, you many need to keep your old merchant provider setup available for a few months for refunds only - until your risk of needing to do a refund to the old provider is past.

    Commissions

    With Commission Setup, you can define the rates Outlets may charge each other for cross outlet ticket sales in Theatre Manager.

    While charging commissions is not required from Outlet to Outlet, some of the setup is required, such as the Default Posting Accounts for Commissions.

    If you have multiple Outlets, you may have multiple commission structures to accommodate your sales contracts between different Outlets. For example, you may not charge the community theatre Outlet any fees as you provide a "pro bono" service to them. For another Outlet, you may charge a "dollar fee" based on tickets sold, and another may charge you a percentage based on the value of the ticket.

    The Commission Setup window opens.

    Commission Detail Window

    Parts of the Commission Detail Window

    Inserts a new Commission. Click here to learn how to insert a new commission.
    Saves changes made to the currency commission.
    Creates a copy of the current commission.
    Undoes changes to the last saved point.
    Deletes the selected commission. Click here for more information on deleting commissions.
    Name Title of the commission.
    Status When checked the commission is active.
    You can apply a dollar and/or a 5 commission to each ticket. This tab allows you to define the parameters for the commission. Click here for more information on how to define the commission calculation.
    Commissions can be applied to various avenues of sales. This tab allows you to define where commissions are applied and which accounts the generated monies are applied to.Click here for the rules and accounting for the commission.

    Creating a Commission

    You will need at least one commission table to allow for cross Outlet sales. The value of the commission table may be $0, if you are not charging a commission between Outlets, however you will still need the setup for Theatre Manager to function correctly.

    To Create a new Commission Table, you perform the following steps:

    1. Open the Commission Setup window.

      Click here for more information on opening the Commission List.

    2. Click the New button.

      The Commission Detail window Opens.

    3. Enter the Name of the commission.
    4. Enter data in the Commission Calculation tab.

      Click here, for more information on the Coommission Calculation tab.

    5. Click the tab.

    6. Enter data in the Edits and Accounting tab.

      Click here, for more information on the Edits and Accounting tab.

    7. Click the Save button.

      The new Commission is now created.

    Commission Calculation Tab

    The Commission Calculation tab is where you set the parameters of how the commission is charged, including dollar amounts and/or percentages of the ticket value, and if the commission is applied before or after discounts and markups (Sales Promotions) and fees.

    Parts of the Commission Calculation Tab

    Dollar Dollar value of the commission earned. Can be combined with a percentage.
    Minimum Minimum value of commission to be applied to any ticket sale.
    Apply to Comp Tickets Commission applies to issued comp tickets.

    'Comp' tickets cannot be sold by another Outlet, however you may have internal sales staff who are paid commissions on all ticket sales - including comps - within your own Outlet.

    And/or Percent Percentage of the commission earned. Can be combined with the dollar value.

    % commission calculation on:

    Full Price Commission is charged on the base ticket price before discounts, markups or fees.
    Discount Commission is charged once the discount or markup has effected the base ticket price.
    Ticket Fee 1 Commission is charged on the ticket price including the value of ticket fee 1.
    Ticket Fee 2 Commission is charged on the ticket price including the value of ticket fee 2.
    Ticket Fee 3 Commission is charged on the ticket price including the value of ticket fee 3.
    City Commission is charged once the city tax is applied.
    State/PST Commission is charged once the state/PST is applied.
    Federal/GST Commission is charged once the Federal/GST is applied.

    Edits and Accounting Tab

    The Edits and Accounting tab allows you to set parameters regarding the avenue of sale (Box Office, Internet, Season Subscriptions), and the General Ledger (GL) accounts where commission funds will be placed for each Outlet. These GL accounts must be set up in Default Posting Accounts to be used here. Click here, for more information on Default Posting Accounts.

    Parts of the Edits and Accounting Tab

    Apply to:

    Box Office Sales Commission is received when the Outlet sells tickets via the box office.
    Internet Sales Commission is received when tickets are sold through the Outlet's internet sales.
    Subscription Sales Commission is received when season tickets are purchased through the Outlet.

    Season Subscription data is not shared between Outlets and therefore cannot be sold cross Outlet. However, you may have internal telemarketers who are paid commissions on subscription renewals within your own Outlet.

    Posting accounts when sold by:

    Owner Outlet When checked commission fees will be allocated to the designated general ledger accounts when sold by the Outlet responsible for the event. This allows you to assign commissions payable for internal telemarketing staff.
    Commission Cost of Sales General ledger account the value of commissions will be posted to when sold by the Outlet responsible for the event.
    Payroll Liability General ledger account the payroll fees are to be posted to when tickets are sold by the Outlet responsible for the event.
    Other Outlets When checked commission fees will be allocated to the general ledger accounts when sold by an Outlet other then the owner of the event.
    Commission Cost of Sales General ledger account the value of commissions will be posted to when sold by an Outlet other then the owner of the event.
    Outlet Payable Account General ledger account the payroll fees are to be posted to when tickets are sold by an Outlet other then the owner of the the event.

    Editing a Commission

    In most cases, it is better to create a new commission table rather than editing an existing one, as making changes to any commissions parameters currently in use could have adverse affects on your accounting generation. However, occasionally, you may need to edit an existing commission setup.

    To edit an existing commission table, you perform the following steps:

    1. Open the Commission Setup window. Click here, for more information on the Commission Setup window.

    2. Double-click the Commission to be edited.

      The Commission Detail window opens.

    3. Make changes as required.
    4. Click the Save button.
    5. The changes are now saved.

    Deleting a Commission

    Commission Tables can only be deleted if they have not been used for sales. If you need to delete a commission table that was created in error, you may do so.

    To delete an existing commission table, you perform the following steps:

    1. Open the Commission Setup window.

      Click here for more information on the Commission Setup window.

    2. Select the Commission to be deleted.

      Single click on a Commission to select it.

    3. Click the Delete button.

      The Delete Record confirmation window opens.

    4. Click the Delete button.
    5. The Commission is now deleted.

    Device Setup

    Devices are physical hardware like ticket printers that might be associated with specific hardware as part of Theatre Manager. Once a device is set up, you can associate it with a workstation when logged into to that workstation and use hardware preferences

    This can include:

    1. You can access the list of devices ato edit them or set up some more from the Setup->System Tables->Devices menu item

    2. Use search to find and select an item to edit and then double click to change it. Use New to create a new device.

    Device List Window

    Access the list of devices ato edit them or set up some more from the Setup->System Tables->Devices menu item.

    Before they can be used, these devices must be
    • Set up, as per the information in this section
    • Then, associated with a workstation for each workstation. (On terminal server, this means each employee using the terminal server)

    Parts of the Device List Window

    Inserts a new device that can be associated with a users workstation.
    Opens the selected device to edit or configure it.
    Creates a copy of the current device.
    Deletes the device
    Generates a report of the devices to the screen.
    Exports out a list of the devices.
    Device # Unique number assigned to the device, which can then be assigned to a specific workstation
    Device Type The type of the device which can include:
    Description Description of the device to make it easier to select for a workstattion
    IP or Port Parameters The IP address for the device if IP based, or the port parameters if it is a com prt based device (increasingly rare these days)
    Port The Port number that the device listens on
    Notes Notes about the device, perhasp including serial number, or any history on the device.
    Active Indicates if the device can be used.
    Outlet-Owner Outlet who owns the Device

    Device Detail

    Parts of the Device Detail Window

    Inserts a new device that can be associated with a users workstation.
    Opens the selected device to edit or configure it.
    Creates a copy of the current device.
    Deletes the device
    Generates a report of the devices to the screen.
    Exports out a list of the devices.
    Device # Unique number assigned to the device, which can then be assigned to a specific workstation
    Description Description of the device to make it easier to select for a workstattion
    Active Indicates if the device can be used.
    Notes Notes about the device, perhasp including serial number, or any history on the device.
    Outlet-Owner Outlet who owns the Device
    Device Type The type of the device. This affects the display in the lower half of the screen which is described on separate help pages. Options include:

    Device-Cash Drawer

    Device-EMV Credit Card Swipe

    Moneris Pinpad Setup

    After the device is set up, you must associate the EMV device to a computers hardware setup
    You will also need to provide some Merchant Settings from Moneris that activate your pinpad machines
    Only Moneris cloud setup will be supported - no direct connection. This currently limits to 3 or 4 specific pin pad devices. Please contact moneris to see if yours is compatible.
    Pin Pads are settled during end of day. if you receive any message about an imbalance on a pin pad, please refer to the Moneris Pin Pad End Of Day troubleshooting tips.

    Device-Ticket Printer

    A ticket printer is configured up by selecting Ticket Printer as the device type and entering the information below.

    Theatre Manager supports several commercial ticket printers. They must have the FGL language installed in them and one of ethernet, serial, or parallel ports. (USB is currently not supported).

    • For ticket printer sharing, you must use ethernet.
    • For remote ticket printing under terminal services, parallel is recommended
    • For remote ticket printing over a VPN, ethernet is suggested
    OSX supports ethernet printers since the Mac does not have any serial ports. Some venues have reported using the Tripplite 19HS with 32 bit TM for very old serial Practical Automation printers.
    If you have a Practical Automation ethernet printer, you can find the IP address by printing the system status report

    • Power off the printer
    • Power up the printer while simultaneously pressing the F0 switch on the front continuously
    • Wait till a ticket is printed with a bunch of information. Part of that will be the IP address and subnet mask
    • You may need to Power off and On the printer again before you begin printing tickets

    This preference is used to setup a ticket printer that can be associated with a workstation - meaning you can set difference preferences for each machine you use.

    Refer to ticket face setup if you want to print different events to different printers or ticket stock.

    Parts of the Ticket Printers Tab

    Ticket Printer Configuration

    Printer Type Tickets can be printed to any one of the following printers (as long as it has FGL language support in it):
    • Boca
    • Boca Dual
    • Boca Lemur
    • Microcom printers - which are capable of QR code printing
    • Practical Automation
    • Datamax Allegro -or-
    • Datamax S-Class
    • Datamax E-Class printers might work (not guaranteed) based on info on the Datamax web site
    Choose the default ticket printer the employee will print to. You may need to set up the IP address for the printer on the actual printer itself.

    Note that there are some differences in the ports, handshakes and FGL capabilities in each printer so it is important to select the right one.

    Port Name The port the primary ticket printer is attached to. Note that there are choices here that affect other fields on the screen. You can select:
    • IP Address if the printer has an ethernet port
    • Serial if the printer has a serial port
    • Parallel, if the printer has a parallel port
    The selection of the printer port (above) affects what is shown on the IP Address/Port below.
    IP Address IP address of printer if using ethernet printer. The field is not displayed for Serial or LPT printers.
    Port Parameters This field will appear for serial printers. Enter the baud rate and handshake information. Typically it is 9600,n,8,1,X, meaning:
    • 9600 - for 9600 baud. This must match your physical printer otherwise nothing will happen. 9600 is the most common value.
    • n - n mean no parity. this is also a typical value
    • 8 - means 8 data bits. This is a typical value. Sometimes 7 is used.
    • 1 - means 1 stop bit. This is typical.
    • X - means Xon/Xoff protocol.
    IP Port Number IP port of printer if using ethernet printer . The field is not displayed for LPT or serial printers.

    • Practical automation defaults to port 10001 (which can be changed).
    • Boca Lemur defaults to port 9100 (which cannot be changed)
    Print Delay Allows for a printer buffer to clear before printing the next ticket. This delay is hardware specific. If tickets are being printed on top of one another, tickets are not printed correctly, or if tickets are skipped during the printing process the print delay should be increased.
    Ticket Cutting Options If printer supports ticket cutting, there are three options to choose from: Cut each ticket, Cut after last tickets for patron, or Do not cut tickets

    Device-Ticket Scanner

    Device-USB Credit Card Swipe

    Tags

    Tags are notations that can be applied to some records within Theatre Manager (like hashtags) that can be used for searching for some data in arbitrary groupings, such as for reports, building mail lists, exporting data or using in charts.

    Start creating tags using the Tag List Window

    Once a tag is created, you can associate one or more of them with the following data records:

    Tags must exist before you can use them. Tags are created using the Setup->System Tables->Tags as shown in the image to the right.

    Tag List Window

    The parts of the window are as follows:

    Inserts a New tag through the Tag Detail Window. For more information on inserting tags click here.
    Opens a window to edit a tag through the Tag Detail Window. For more information on editing tags click here.
    Deletes a Tag if it is not associated with any data record. For more information on deleting tags click here.
    Generates a report displaying the list of tags to the screen or default print location.
    Exports the selected tags in various export formats.
    Tag Name Search options for locating tags. You can search by various fields
    Like Enter a word or part of a word t search by.
    Tag Name Name of the Tag.
    Description Description of the Tag.
    Tag Group A way to group tags for convenient purposes. The Tag Groups are set up in code tables.
    Outlet Owner Outlet that owns for the tag.
    Changed By Last employee to edit the tag.

    Tag Detail Window

    Tags can be created and associated with a number of data records - and used for subsequent searching of data.

    Parts of the Tag Window

    Insert a New tag through the Tag Detail Window. For more information on inserting comments click here .
    Saves tags when edited in the Tag Detail Window. For more information on editing tags click here.
    Creates a copy of the current tag.
    Undoes changes to the last saved point.
    Deletes a tag. For more information on deleting tags click here.
    Checks the tag for spelling errors.
    Name A short name of the tag that will display on records that use the tag
    Description Brief description of the tag.
    Category Each tag can be placed in a tag category for convenience purposes. The tag categories are set up in code tables.
    Notes A longer description of the user of the tag. Currently only for informational purposes, but may be used at a future time if allowed online.

    Add Tags

    To add tags, you perform the following steps:

    1. Open the Tag List window

      Click here to learn how to access this window.

    2. Click the New button.

      The Tag Detail window opens.

    3. Enter the name of the tag.
    4. Enter a description of the tag.
    5. Select the tag group that you want this tag to belong to (tag groups are set up in code tables)
    6. Enter notes that describer the purpose of the tag
    7. Click the Save button to save the tag.

      The tag is saved and added to the Tag List window.

    Edit Tags

    To Edit Tags, you perform the following steps:

    1. Open the Tag List window.

      Click here to learn how to access this window.

    2. Select the tag you wish to edit.

      Single click on a tag name in the list to select it.

    3. Click the Open button.

      The Tag Detail window opens.

    4. Change data as needed
    5. Click the Save button to save the changes.

    Delete Tag

    1. Open the Tag List window.

      Click here to learn how to access this window.

    2. Select the tag you want to delete.

      Single click on a tag to select it.

    3. Click the Delete button.

      A Delete confirmation dialog opens.

    4. Click the Delete button.

    Tag Usage

    The tag usage tab allows you to find out where certain tags are referenced within the system.

    Merging Tags

    1. Open the Tag List window.

      Click here to learn how to access this window.

    2. Select the tags to merge.

      Do this by holding <CTRL> (Windows) or <OPTION> (Mac) as you click the tags in the list to be merged.

    3. Click the Merge button.

      The Merge Tags window opens.

    4. Choose the tag that the all the others will be combined into.
    5. Click the Merge button.

      A merge confirmation dialog opens.

    6. Click the Merge button.

      The tags are merged and displayed in the tag List as the tag you chose to merge into.

    What could tags be Used for?

    Record tagging is currently available for:

    Possible use of Tags for Web Sites

    Populating a marketing web site via the REST API -- with the goals of:

    • multiple genres for events (eg dance, comedy, musical)
    • ability to set where the event might go on the web site (e.g is it at the top, or is it elsewhere)
      • How to do it:

        • Set up tag groups in code tables. These might be used for things like 'these tags used for web positioning' 'these tags used for genre' 'these tags used for other stuff'
        • create your actual Tag Names. You can call them things like broadway, drama, top-of-marketing-web-site or bobs-your-uncle -- anything you want. Each tag is associated with a tag group.
        • Assign the tags to the records you want. eg stick tags on an event per the picture below
        • Use the REST API to pull out record per tag or to actually pull out all tags for a record. There are 3 examples at the bottom of the REST query example web page.

      What else?

      You can search for records associated with tags in mail lists, reports and exporting. That means you could:

      • run a report for all plays with the tag 'broadway'
      • export all donations for donation campaigns with the tag 'capital' and 'restricted'
      • add all patrons to a mail list with the tag 'cool dudes and dudettes'
      • run the api to extract all events and picture that go to the top of your marketing site.
      • and in the future, we might use this as one way to categorize things on reveal

    Currency Exchange

    Currency Exchange allows for the setup of exchange rates in Theatre Manager.

    The Currency Exchange List window opens.

    For more information on the Currency Exchange List window click here.

    Currency Exchange List

    Parts of the Currency Exchange List Window

    Inserts a new currency exchange rate. For more information on inserting currency exchange rates click here.
    Opens the selected currency exchange rate for editing. For more information on editing currency exchange rates click here.
    Creates a copy of the current exchange rate.
    Deletes the current currency exchange rate. For more information on deleting currency exchange rates click here.
    Generates a report of the currency exchange rates to the screen or default print location.
    Exports out a list of the currency exchange rates in a tab-delimited format.
    Currency Conv. Date Options to search currency exchange rate by.
    From Starting point for the search.
    Currency Conv. Date-Effective Date the currency exchange will take effect.
    Country From Country the money is received from.
    Country To Country the money is being used in.
    Currency Conversion Rate Percentage of the conversion rate.

    Currency Detail Window

    Parts of the Currency Detail Window

    Inserts a new currency exchange rate. For more information on inserting currency exchange rates click here.
    Saves changes made to the currency exchange rate.
    Creates a copy of the current currency exchange rate.
    Undoes changes to the last saved point.
    Deletes the current currency exchange rate. For more information on deleting currency exchange rates click here.
    Effective Date Date the exchange rate will be activated.
    Convert From Country the money is received from.
    Convert To Country the money is applied to.
    Exchange Rate Rate of exchange.
    Conversion Results Result of the conversion rate.

    Creating a Currency Exchange Rate

    Currency exchange defines the rate in effect as of a certain date and time.

    If the rates do not change for a period of time, Theatre Manager will use the last rate that is in effect. You can also change rates many times daily, if that is required in wildly fluctuating markets. We suggest using a rate with a little premium to cover the effort and hedge against risk.

    Oanda gives reasonable exchange (as well as history) that we've used for years ourselves. However, please confirm with your bank before entering a new rate. Once a patron uses the rate on a transaction, you cannot change it after the fact.

    1. Open the Currency Exchange window.

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

    2. Click the New button.

      The Currency Detail window will appear.

    3. Enter the Effective Date.

      The calendar button to locate a date.

    4. Select the Convert From country using the drop down.
    5. Select the Convert To country using the drop down.
    6. Enter the Exchange Rate.
    7. Click the Save button.

      The new Currency Exchange is now saved.

    Editing a Currency Exchange Rate

    1. Open the Currency Exchange List window.

      Click here to learn how to access the Currency Exchange List.

    2. Select the Currency to be edited.

      Single click on a fee to select it.

    3. Click the Edit button.

      The Currency Detail window will appear.

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

      The changes are now saved.

    Deleting a Currency Exchange Rate

    1. Open the Currency Exchange List window.

      Click here to learn how to access the Currency Exchange List.

    2. Select the Currency 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 Currency is now deleted.