Membership, Pass, G/C Detail Window

"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."

The following links contain specifics about the various tabs in a patron's Membership Detail Window.

Membership, Pass, G/C Details Tab

Most information in the Membership, Pass, G/C Details tab is predetermined during the setup of the Member Type. For more information on:

Parts of the Membership Details Tab

Membership Details

Type Drop down menu allowing the selection of the pass type to be sold. Click here for more information on setting member types.
Clicking the button brings up any sales notes about this type of pass.
Purchase Amount Total purchase cost of the membership.
Issue Date Date the membership was purchased or last renewed.
Expiry Date Date the membership is no longer valid.
Control # Unique number used to define the membership.
Pass Use Method The method of redemption for the pass type.
Fiscal Year Fiscal year the membership is associated with.
Pass recognition status indicating if the pass was purchased by the individual or the company associated with the file.
Source Editable text field defining why the pass was purchased.
Member Since The date that the pass was purchased.
Printed Date Date the pass was printed.
Printed By Employee initial of who printed the pass.

Play Pass Information

Full Issued Amount Cost of the pass including expenses.
Issued Passes Number of admissions issued at time of purchase.
Used Passes Passes previously redeemed.
In Cart Passes Passes currently in carts online.
Remaining Passes Number of admissions still to be redeemed.
City Dollar value of the city tax.
State/PST Dollar value of the State tax or PST.
Federal/GST Dollar value of the Federal tax or GST.
Total Total cost of the membership including expenses and taxes.
Accesses the Order Payment window.

Notes Tab

The Notes Tab contains any information which is relevant to the member type. This information can be accessed by clicking the Notes tab in the Membership Detail window.

Parts of the Notes Tab

G/L Account #

General ledger account the money from this member type is posted to.
Manual Redemption Dollar value of the redeemed portion of the membership.
Takes the unredeemed portion of the Pass G.C. and puts it in an unearned revenue account. Click here to learn more on writing off unused balances.
Date Last Redeemed Date the membership was lasted used.
Date Fully Redeemed Date the membership was fully used.
Membership Notes Notes or details about this membership.

Redemptions Tab

The Redemptions Tab contains a list of redemptions that have occurred for this membership. It is useful for identifying who - if other than the purchaser - has redeemed admissions or used a portion of this gift certificate. This information can be accessed by clicking the Redemptions tab in the Membership Detail window.

Click here to learn how to Redeem a Membership, Pass, G/C.

Parts of the Redemptions Tab

Patron # Unique number associated to the patron.
First Name First name of the patron who redeemed the Membership, Pass, G/C.
Last Name Last name of the patron who redeemed the Membership, Pass, G/C.
Company Company name for the patron who redeemed the Membership, Pass, G/C.
Order # The order number in which the Membership, Pass, G/C was redeemed.
Date Received Date the Membership, Pass, G/C was redeemed.
Dep. # Department number the Membership, Pass, G/C was redeemed in.
Total Paid Value of the Membership, Pass, G/C redeemed within indicated order.
Pass Used Qty Shows the total number of passes used as assigned to the payment. Is is only set if the pass is of the type that limits redemptions by quantity.
Count Shows the total number of passes assigned to tickets for any type that limits redemptions by quantity. If this does not match the Pass Used Qty, is means that tickets have been refunded or exchanged for others tickets some time after the pass payment was deposited.

In other words, a discrepancy is ok with the understanding that it is because tickets were refunded or exchanged that were formerly paid for by a pass - and the pass cannot be refunded.

Order Notes Shows any specific internal order notes that were entered at time of the pass redemption.

Write Off Unused Balance

Writing off an unused balance takes the unredeemed portion of the pass g/c and puts it in an unearned revenue account.

Click here for more information on the set up of the Accounts for Membership, Pass G/Cs.

To write off Unused Balances, you perform the following steps:

  1. Open the Pass G/C you want to write off.
  2. In the Pass G/C Detail window, click on the Redemption tab.

  3. Click the Write Off Unused Balance button.

    The Write Off Confirtmation dialog opens.

  4. Click the Yes

    The amount remaining on the Patron's Membership Pass G/C will be transfered to the GL Account specified in the Membership Pass G/C setup.

Renewal History Tab

For details on Renewing a Membership, Pass, G/C click here.

Parts of the Renewal History Tab

Description Name of the Membership, Pass, G/C that was renewed.
Date Renewed Date the Membership, Pass, G/C was renewed.
Expiry Date The new expiry date for the Membership, Pass, G/C.
Purchase Amount Amount paid for the renewal.
Patron # Patron number that the Membership, Pass, G/C is associated with.
Household Household number that the patron belongs to.

Letters Tab

For instructions to create, edit and manage form letters Click here.

The Letter Tab displays a list of letters or emails that have been sent or are scheduled to be sent to the patron.

Parts of the Letters Tab

Status Status of the letter/email. See the key at the bottom of the Membership Detail window.
Seq # Internal Sequence number of the letter/email.
Status Not Done/In Progress/Done status of the letter/email.
Type How the letter/email was added to the membership record.
Requested By The User who requested that the letter/email be sent.
Notes Title of the letter/email.
RecordsFile Connection The data file the letter/email was drawn from.
Date Begin Date and Time the letter/email was requested.
Date End The Date and Time the letter/email task status was set to 'Done.'
Date Printed If different than the date/time the task was completed, the Date and Time the letter was actually printed.

Valid Play List

The Valid Plays tab allows you to indicate which events this specific pass/gift certificate can be redeemed for. Leave the list blank to restrict the events to anything specified on the pass type.

Note the following general rules:

  • You cannot select events lays here if the pass type does not allow them to be over-ridden for the individual passes/GC's
  • If the pass setup has
    • no events specified, you can select any events for each specific pass
    • specific events in its list, them you can only choose from that subset for the individual passes

Parts of the Valid Plays tab for Individual Pass/GC


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.

Transactions Tab

The Transaction Tab displays a listing of transactions that have been created because of the current patron's actions.

Parts of the Transactions Tab

Seq # Unique number associated to with this transaction line.
Trans Date Date the transaction took place.
Journal No Journal number assigned to this transaction.
Code Theatre Manager defined code for transaction tracking.
Transaction Desc A brief description of the transaction.
Order # Order number the transaction took place in.
Play Code Play code associated with the redemption of the membership.
Performance Code Performance code associated with the redemption of the membership.
Type Membership type.
Description of Entry A short description in regards to the transaction generated by Theatre Manager
Debit The amount debited.
Credit The amount credited.
User The user who handled the transaction.
Qty The quantity purchased.
Total The total amount of the transaction.
First Name The first name of the patron associated with the transaction.
Last Name The last name of the patron associated with the transaction.
Company The company name associated with the transaction.
Patron # The patron number associated with the transaction.
Campaign The donation campaign the transaction was assigned to.
Member Type The Membership type associate with the transaction.
Promotion The promotion used in conjunction to the transaction.
Merchant Credit Card Merchant associated with this transaction.
Play Title The play title associated with the transaction.
Play Code The play code associated with the transaction.
Outlet Owner The name of primary outlet.
Outlet - Other The name of the outlet the transaction was handled at.
G/L # The G/L number the transaction was associated with.
Fee The fee charged in conjunction to the transaction.