There are several menus that help you direct what parts of Theatre Manager you would like to access. The top menus have sub-menus, and will lead you deeper into the program. The menus are designed to be very functional in nature - meaning the sub-menus follow on from the previous menu. If you are looking to setup a new discount code within the table of Sales Promotions, for example, then you would look in the Setup, System Tables menu.

Try it out. If you want to Print Form Letters, which menu would you choose? Which sub-menu? The answer appears at the bottom of this page.

The table below lists the Menu name, and a brief description of what is contained within that menu. You may click on the links within the description for more information on any item.

Menu	Major Components of the Menu
	The Theatre Manager menu (which appears on the left on a Mac, and on the right on a PC), allows you to read "About Theatre Manager" information, containing such as licensure, contact and your current version.
	Standard File management such as Page Setup, Importing and exporting data to an outside application such as Excel, The ability to Change the currently logged on User, Access to various Statistics about the database.
	Standard Edit controls, such as Cut, Copy, Paste and Select All Paste from File for use in Form Letters
	Quick Buy, for allowing direct access to the Buy List (bypassing the patron record) Before Event Sales, for turning Theatre Manager into a "cash machine" in the critical get-them-seated minutes before the show, Season Subscription management, Till balance, for daily cashier closing, Access to Web Sales, including starting a Web Listener, Recent Patron List, to bring back patron records for recently accessed patrons.
	General Ledger access, End of Day operations, Attendance Confirmation, Transaction Monitor, to track real-time transactions system wide.
	Form Letter access and creation, Tasks, such as printing or emailing the form letters.
	System Tables - the vast majority of setup information is contained in tables including: Code Tables (drop-downs in Theatre Manager) Sales Promotions Donation Campaigns and Giving Levels, Member/Pass Types, Tax & Fee tables, Coupon setup, Merchant Account setup, and others. Users & Access controls, System Preferences, and Company Preferences, Batch Functions, such as batch printing of tickets or donation receipts.
	Standard navigation for display windows
	Access to Theatre Manager Online help, Sign up for the RSS Feed, Email Arts Management Systems Support (support@artsman.com), Start a Remote Support session allowing Arts Management Systems to directly access your workstation for assistance, Check for updates directly from within the application Find the latest release notes Access various social media channels for help such as our youtube videos on how to accomplish some specific tasks
	Logon name, listing the name of the current user.

This section presumes you: Have read navigating in Theatre Manager.

The toolbar provides quick access to many functions within Theatre Manager. These functions are also available in the menus, so that you may use Theatre Manager by navigating the menus, clicking on the icons, or even using keyboard shortcuts.

The table below lists the Icon on the toolbar, and a brief description of its function. You may click on the links within the description for more information on any item.

Icon	Function
	Opens a search list of the patrons
	Allows you to directly access a patron record by using the Patron Number
	Opens a calendar of events, To-do's and tasks
	Used with the Facilities Management module, this icon will create a new Project
	Opens the Reports module
	Opens a list of useable form letters that can be merged with data
	Opens a search list of carts from online sales
	Opens the General Ledger List of Accounts
	Opens a search list of General Ledger entries
	Starts the End of Day Wizard
	Opens a search list of venue maps
	Opens a search list of events (may also be called 'Plays & Dates')
	Opens the Manage Favorite Seats window for subscription sales
	Opens a search list for Mail Lists
	Opens the Employee Preferences window for the currently logged in Employee
	This opens the context sensitive online help for the active window
	Starts the Remote Assistance application so that Arts Management Systems Support can access your workstation to assist you

From here you can: Return to the nagivation to learn about how to navigate through the demonstration tutorial. Return to learn about menus . Move forward to learn about tabs. Jump to the Patron Window. Jump to selling a ticket.

Tabs allow you to see information that is stored within a specific location, or to set parameters within a certain aspect of a report or Mail List. Sometimes, a particular tab will be grayed out, indicating that it serves no use at the current time, or that the user does not have access to that particular tab's functions.

Tabs on the Patron record.

Tabs on the Buy List.

Tabs on the Donation record. Note the gray "Matching Gift" tab. This donation has not been marked as having a matching gift, so the tab is currently grayed out.

To bring up a Patron Record:

1. Click the Patron button in the main toolbar.

   The Contact List window opens.

   

2. Select a search option.

   

   In this example the Name / Company search option is selected. The Name / Company search option searchs for what you type in the First Name, Last Name or Company fields. This search option is special because it will search anywhere in the field, meaning the name or company does not need to start with what you type in, it can be in the start, middle or end. For example, if you search for Don, the search will return Don, Macdonald and Mastadon.

3. Type a name (or portion of a name) into the "Like" field.

   Theatre Manager allows the use of the '%' wildcard when searching. The % wildcard substitutes for normal characters in a search string. For example, to search for people that sound like 'Smith', you could use 'Sm%th'. To search for all people who live on Main, you could use '% main' (this could find 123 Main Street, 895 Main Avenue, etc).

   

4. Click the Search button.

   The results of the search will appear in the contact list.

   Alternatively, you can click 'Enter' on your keyboard.

   

5. Click the column header.

   This is located at the top left-hand corner of the patron list window. When it is selected, the list of patrons will sort by patron number. Clicking other column headers will sort the list by that column. An underlined column header indicates the column that the list is sorted by. Sorting in reverse order is also possible by simply double clicking on the column header. You can also sort by more than one column at once by holding down the SHIFT key (Windows and Mac) and clicking on the additional column(s) you wish to sort by. You can sort by up to nine columns.

Try it out. Look for a patron with the last name of 'MacIntosh'. If you aren't sure if it is 'M-A-C' or just 'M-C', only type in the 'Intosh' portion. Whose phone number is 403-254-5674? Hint: you'll have to change the search parameter to find this one!.

6. Single click on the patron searched for.
7. Click the Open button.

   Optionally, you can double-click on the patron in the list.

   The patron record opens.

   

The Patron Detail Tabs are located in the upper right hand corner of the Patron window. With one exception, the Marketing tab is automatically selected when you open a patron record.

The one exception is if there is information stored in the Patron tab, and the 'Remind Employee of Notes' checkbox is enabled.

Clicking on a tab will highlight the tab.

In some instances, one of the tabs may have a bullet preceding its name. The bullet lets the user knows that there is information stored in the tabbed field. For example, entering information in the donor module causes a bullet to appear on the Donor Tab.

Tab	Data stored within
	The Marketing Tab displays the major marketing details for the current patron.
	The Profile Tab contains Formal and Greeting names, birthday and anniversary dates, and an optional picture of the patron.
	The The Household Patrons Tab contains a list of all the patrons in the selected household.
	The Contact Info Tab store phone numbers, email addresses and websites for the selected patron.
	The Address Tab stores the physical address(es) for the selected patron.
	The Web Tab stores information about the patron's first and last login, and their total web sales to date.
	The Patron Tab stores information about the Patrons's special needs (Wheelchair, Visual Impairments, etc.), a Tax ID number (for schools or churches who may be tax exempt), general patron notes, and ticket and membership balances.
	The Donor Tab stores information specific to the Donor such as their preferred publication name and general donor notes. There is also a section on Moves Management.
	The Stats Tab stores statistical information for the donor stretching back 7 years. Averages, minimums and maximums are also tracked. Optionally, you can also track assets such as homes/buildings or businesses owned, or other luxury items.
	The Media Tab allows you to track patrons who represent media outlets such as Newspapers, Radio, Television, etc. You can plan lead time, track the community served byt he media outlet, and what items you send them for marketing purposes (PSA's, Invitations, Brochure, etc.).
	The Volunteer Tab stores basic information about the patron as a volunteer, including general volunteer notes and hours served by year. Much more information can be stored in the Volunteer Module.
	The Credit Card Tab is not visible to most users for PCI Compliance purposes.
	The Household Tab stores general household notes.
	The Match Tab stores information if the patron represents a matching gift company (IBM, Pfizer, etc.). This tab sotres information on the percentage match, minimums and maximums. Edit these values on the Corporate record only (IBM), not the Donor (Fred Smith, who works at IBM).

From here you can: Return to the top page to learn about how to navigate through the demonstration tutorial.

A good policy is to check to see if a patron is in the database, before you begin to enter a new one in. So the first step to adding a new patron is to see if they are already there.

Try it out. Look for your favorite movie star. Are they in the database? To look for them, use the steps in Finding a Patron Record.

Since they are not in the database, you'll need to add them in.

Patrons can be added to the database as an individual or as a member of a household. A household groups together common buying units or patrons that share some of the same contact information. A household might be workers in a company, members of a service group, a family in a home. The word household can be customized under the Appearance tab in Company Preferences.

When inserting a patron, Theatre Manager creates a unique number for each new record that is entered. This number is the patron number. Patron numbers cannot be reused if a patron is deleted or merged. The amount of information that is to be entered upon initial patron insertion is determined by the user. Using the Mandatory Data Tab found under the menu System Preferences, the user is able to set mandatory fields for patron insertion. This means that the user decides which patron fields must be entered before the new patron record can be saved. In other words, if fields have been made mandatory, then Theatre Manager will not save a new record if one or more of the mandatory fields are not filled in.

There are two different ways to insert a patron. The first is via the Contact List and the second is the Patron Window.

1. Click the Patron button on the main Theatre Manager toolbar / ribbon bar.

   The Contacts For Window will open.

2. Click the New button.

   The New Household Insert window will open.

   

3. Enter mandatory patron fields.

   The patron's basic information should be filled in. For more information on setting mandatory fields click here. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.

4. Click the Save button.

   The patron record is saved in the database and a patron window will open for the new patron. The new patron has now been added to the database. They will now appear on the Contacts List window.

Inserting a New Household from the Patron Window

1. In the patron window click the New button.

   The New Household (Inserting) window will open.

   

2. Enter mandatory patron fields.

   The Patron's basic information should be filled in. For more information on setting mandatory fields Click here. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.

3. Click the Save button.

   The patron record is saved in the database and a patron window will open for the new patron.

Inserting a New Household Member from the Patron Window

1. Use the Contact List to locate a member of the existing household.

   Click here for more information on the Contact List.

2. Single click on the existing member of the household and click the Open button.

   The patron window for the selected patron will open.

3. Click the New Household Patron button.

   The Patron Contact Card (inserting) window will open.

   

4. Enter the mandatory patron fields.

   For more information on setting mandatory fields Click here. Each patron must have one address and one piece of contact information. Deselect the addresses or contacts that are not connected to the patron. This can be done by clicking once on the check box. The check mark will disappear. All mandatory fields must be filled in or Theatre Manager will display a message in red at the bottom of the window describing which fields must be completed before the patron can be saved.

   

5. Click the Next button.

   The contact card for the new patron will open. Details such as marketing information, donor history and patron details can be added to the record.

   

6. Click the Close Window button.

   The new patron record is now saved in the database. The patron now appears in the household.

   

The process of inserting and saving a new patron record is fully demonstrated in the section Entering a New Patron Record.

Updating patron records is an ongoing process as people move, get new phone numbers or email addresses, add family members to their household, or need to be separated into households of their own. In general, we use a rule to keep our records fully updated and accurate:

When we listen to our patrons, we use our EAR:

• We get it Early,
• We get it All,
• We get it Right

• Early. Just as soon as you are aware of an addition, change or deletion of data for a patron record, you should update the record at that time. Then, when you need it, it is there - rather than having to "backfill" data when you want it.
• All. Collect all the information. Even if you think it may not be valuable today, it may be tomorrow. Your Development and Marketing Departments will thank you when they wonder how many Hearing Impaired patrons you have, and you can answer them! Get everyone in the household so that when Mrs. Jones calls in to buy additional tickets for their guests, she can see where Mr. Jones purchased the original tickets.
• Right. Incorrect information does nobody any good. So if you are going to collect the information, make sure it is accurate. Get the proper spelling of a patron's name. Spell their street address correctly. Look for similarly named patrons in the database and determine if this is the same patron, and if so merge the patrons into a corrected file.

Keeping the data clean and accurate keeps your organization ready for mailings, sales and contacts, and keeps you looking professional.

To Edit or Update a Patron Record

1. Locate a patron record.


2. Click on the Household Patrons tab, or the Contact info tab, or the Address tab.


3. Click on the button in the lower left corner.

   This will open the Contact window.

   
   
   

   You may make any necessary changes within the Contact card that you need to update the file, including Adding or removing an address.

To Delete a Patron Record

It is important to remember that Theatre Manager does not allow you to delete patron records except in very specific circumstances. The concept is that even if a patron moves away or passes, you still want to maintain records of the activity they enjoyed while they were with you. A patron may move away and then return. Or you may wish to keep records of what the patron enjoyed while they were alive for donation requests from their estate.

If a patron has done any transactions with you - bought a ticket, made a donation, purchased a gift certificate, pass or a subscription, then they cannot be deleted. Theatre Manager simply will not let them. You may, at your discretion, mark them as "Deceased" on the Marketing tab in their patron record. If a patron is marked as deceased, a warning will pop-up if you attempt to sell tickets to them, reminding you that they are no longer with us. Additionally, deceased persons are not added to Mail Lists - so you don't make the mistake of mailing your brochure to a widow/widower. You can, however, accept a donation from a deceased person, in the event their estate makes a bequest.

In the event that you have a patron in your database that you wish to delete, and they meet the above criteria (never bought a ticket, never made a donation, never had a financial transaction of any kind), you may:

1. Locate the patron you wish to delete.


2. Click the button.


3. Confirm the deletion.



The patron will be deleted.

From here you can: Return to learn about navigating in Theatre Manager. Learn about finding a patron record. Learn about entering a new patron record. Jump to selling a ticket.

1. Find a Patron - any Patron - from the Contact List.

   For this example, we have found Patron #18, Blaine Abel.



2. Double click on Blaine's name in the Contact List

   Optionally, you can single click on Blaine's name, and click the button in the top tool bar. With this option, you can skip to Step 4.



3. When the patron record opens, click the button in the lower left corner.

   The button is located at the very bottom of the patron window. It is the first button on the left hand side of a row of buttons, when the tab is selected.

   

   If the patron does not have existing tickets, then Theatre Manager will automatically advance to the BUY LIST of events currently onsale. If the patron does have existing tickets, you will be presented with a menu of options. Please select the 'Purchase new tickets for this patron' option to proceed with the Demo.

   Once either the button or the button has been clicked, the select play(s) window opens.

   

4. Double click on the 1-SUN performance of FIDDLER ON THE ROOF

   The play 1-SUN of Fiddler on the Roof should now be in the 'shopping cart' at the bottom of the window.



5. Click on the tab at the top of the window.

There are 7 primary areas of this window that assist you with the sale.



#	Item	Description
1	Sales Icons	Single click access to sell tickets, Memberships, Donations, Fees, add Volunteers or Resources, and Accept Payment.
2	Sales tabulation	Keeps a running total of the sale in progress.
3	Event & Performance listing	A listing of the event and performance currently being sold. You can choose multiple events simultaneously to sell the same seats to all performances (if the events use the same map).
4	Sales Promotion	In Theatre Manager tickets can be sold for a variety of Sales Promotions: 2 for 1, Senior/ Student discounts, Child, Adult admissions, Subscribers, Early Bird, etc. These promotions can even include markups for Gala Events or third party payments ('Dinner and a Show', for example). The user can define what Sales Promotions will be offered by their venue. Sales Promotions can be enabled/disabled on a per performance basis.
5	Price Code	Indicates the Price Code (often used when scaling the house) as the 'base price' and discounted price after the Sales Promotion is applied.
6	Graphic Map	A graphic map of the venue where seat selection takes place. The map will show the current state of sales in real time. For Festival or General Admission sales, the map is replaced by a simple set of 3 steps to reserve a specific quantity of tickets.
7	Shopping Cart	When selected, the seats will appear in the shopping cart, along with information about their Sales Promotion and final price.

6. Choose the seats you wish to purchase on the graphic map.

   This can be accomplished by either:

   •     Clicking on the seats individually
   •     Drawing a line through the seats (click and drag), or
   •     Drawing a box around the seats (click and drag)
   
   

   

   The seats you have selected will appear in the shopping cart at the bottom of the window.

   
   

   Note: The sales happen in "real-time" meaning that as soon as they are placed in your shopping cart, all sales locations - including web sales - are updated to indicate that these seats are no longer available for sale. Theatre Manager places a "hold" status on them until the sale is completed, protecting them from other purchasers.

   
   

   

   
   
7. Click the button to accept a payment for this order.

   The button is located in the upper-left corner (see Item #1, above) of the display window.





Theatre Manager processes the payment and returns you to the patron record.




Note: This process assumes that the order is fully paid. A partial payment can be entered if needed.

During the Performance selection process (Step 4, above), double click on multiple performances. This allows you to sell seats to multiple events simultaneously.

From here you can: Return to the top page to learn about how to navigate through the demonstration tutorial. Return to learn more about the Patron Window. Move forward to learn how to accept a payment. Move forward to selling a Festival (General Admission) event. Move forward to learn how to return a ticket. Jump to entering a donation.

The only difference between a Reserved Seating Event and a Festival (General Admission) event is that there are no seats to select for the Festival event. Instead, you need only select the quantity of tickets to sell.

1. Find a Patron - any Patron - from the Contact List.

   For this example, we have found Patron #18, Blaine Abel.



2. Double click on Blaine's name in the Contact List

   Optionally, you can single click on Blaine's name, and click the button in the top toolbar. With this option, you can skip to Step 4.



3. When the patron record opens, click the button in the lower left corner.

   The button is located at the very bottom of the patron window. It is the first button on the left hand side of a row of buttons, when the tab is selected.

   

   If the patron does not have existing tickets, then Theatre Manager will automatically advance to the BUY LIST of events currently onsale. If the patron does have existing tickets, you will be presented with a menu of options. Please select the 'Purchase new tickets for this patron' option to proceed with the Demo.

   Once either the button or the button has been clicked, the select play(s) window opens.

   

4. Double click on the 1-SUN performance of RAINMAKER

   The play 1-SUN of Rainmaker should now be in the 'shopping cart' at the bottom of the window.



5. Click on the tab at the top of the window.

There are 7 primary areas of this window that assist you with the sale.



#	Item	Description
1	Sales Icons	Single click access to sell tickets, Memberships, Donations, Fees, add Volunteers or Resources, and Accept Payment.
2	Sales tabulation	Keeps a running total of the sale in progress.
3	Event & Performance listing	A listing of the event and performance currently being sold. You can choose multiple events simultaneously to sell the same seats to all performances (if the events use the same map).
4	Sales Promotion	In Theatre Manager tickets can be sold for a variety of Sales Promotions: 2 for 1, Senior/ Student discounts, Child, Adult admissions, Subscribers, Early Bird, etc. These promotions can even include markups for Gala Events or third party payments ('Dinner and a Show', for example). The user can define what Sales Promotions will be offered by their venue. Sales Promotions can be enabled/disabled on a per performance basis.
5	Price Code	Indicates the Price Code (often used when scaling the house) as the 'base price' and discounted price after the Sales Promotion is applied.
6	Quantity Selection	A simple set of 3 steps to reserve a specific quantity of tickets. For a reserved admission performance, this section is replaced by a graphic map.
7	Shopping Cart	When selected, the seats will appear in the shopping cart, along with information about their Sales Promotion and final price.



6. Select the Quantity to Sell.

You may either manually enter the number, or use the green arrows to select more or fewer tickets.





7. Select the option as 'Single' or 'Group' tickets.

If you select 'Single' tickets, you will get one ticket for each admission (i.e. 25 individual tickets).

If you select 'Group' tickets, you will get one ticket for the total of the admissions (i.e. one ticket, good for 25 admissions).



8. Click the button to add the desired tickets to the shopping cart.



Note: The sales happen in "real-time" meaning that as soon as they are placed in your shopping cart, all sales locations - including web sales - are updated to indicate that these seats are no longer available for sale. Theatre Manager places a "hold" status on them until the sale is completed, protecting them from other purchasers.



9. Click the button to accept a payment for this order.

   The button is located in the upper-left corner (see Item #1, above) of the display window.





Theatre Manager processes the payment and returns you to the patron record.

Note: This process assumes that the order is fully paid. A partial payment can be entered if needed.

From here you can: Return to the top page to learn about how to navigate through the demonstration tutorial. Return to learn more about the Patron Window. Return to selling a reserved seating event. Move forward to learn how to return a ticket. Jump to entering a donation.

The final part of a sale is to accept the payment. As an integrated software package, the payment process for tickets is the same as for donations, gift certificates, or any other items within an order. This is because 'Payments' pay for 'Orders' and 'Orders' contain 'Items.' This is an important distinction in that 'Payments,' then, do not pay for 'Items.' In accrual accounting, a payment goes toward the overall balance on an order. This allows you to do 'split' payments, and to track deposits separately from sales. It also allows you to do refunds from one payment method to another.

Payments can be:

• Accepted in full at the time of sale, or
• Set up as Contractual Payments, for example, a school show with a deposit on a specific date, followed by a final payment at a later date (and potentially by a different patron), or
• Set up as Post-Dated payments, where a regularly occurring payment schedule can be manually or automatically billed to the patron (as in pledge payments over time), or
• Placed On Account for later payment.

You may have arrived at the Payment Window by:

• Clicking the button to the left of the Buy List (for tickets), or
• Clicking the button at the top of the Donation or Membership window, or the button at the bottom of the window, or
• Clicking the button on the bottom of the tab in the Patron record, or
• Clicking a payment icon in other convenient places within Theatre Manager

but in the end, all roads lead to the same Payment Window. The idea is that this only requires the user to learn one format for payments. This same format is shared between the Box Office, the Development Office, and the Group Sales Office - and anyone else who may be entering payments into the software.

To accept a payment:

1. Click on the appropriate payment button to access the Payment Window.

   

2. Select "Newspaper-National" as the Why did Patron buy?

   Use the "Why did Patron buy?" drop down box to select a reason for why the patron decided to purchase the tickets. This field is for marketing purposes. You can decide if you want to make it mandatory for this information to be collected when a payment is being made. You can also define the list of reasons, by adding ones that may be more applicable to your organization.

   Click on the drop down list to open it. Select Newspaper by clicking on it.

   

3. Select "Cash" as the Payment Method

   The Payment Method is also selected using a drop down box. Open the box by clicking the down arrow. There are several different payment types including: Cash, Check, Card, Gift In Kind, Other, Pass, Promissory Note or On Account.

   Select "Cash" by clicking on it.



4. Click the button.

   This completes the selling process. The patron window reappears and the patron's new tickets and donations - along with any old ones - are listed under the tab or the tab of the patron window.
   

If a ticket is sold incorrectly or a patron desires to return their tickets, Theatre Manager's refund process will make the transaction very simple. Using Employee setup preferences, a Master User can decide which users have the authority to perform refunds.

1. Find Patron #33, Darcey Albeck

   Darcey's patron window will open. Look to the Patron Ticket Information portion of the patron window.
   

   Note:The user must have sold tickets to Darcey Albeck in order to continue. If not, please refer to and complete the section, Selling a Ticket.

2. Single Click on any Ticket

   Highlight at least one ticket and make note of its order number.

   

Note: A user can refund more than one ticket at the same time by simply highlighting multiple tickets. This is provided that the tickets are a part of the same order.

At this point, you have three options, all of which will be discussed in the following pages:

• A 'direct' return of the tickets, causing a monetary refund to the patron, or
• A refund to a donation, where the refunded tickets are applied to a donation instead of a monetary refund to the patron, or
• A refund to a ticket voucher, where the refunded tickets are applied to a voucher which is good for another performance.

The patron orders window displays all orders that belong to a patron. Orders are created when a patron buys a single ticket or a group of tickets in the same transaction.

1. Find Patron 33, Darcey Albeck

   Darcey's patron window opens. Look to the row of tabs along the middle of the patron window.

2. Click the Order tab.

   The order tab is found in the row of tabs along the middle of the patron window. It is directly to the right hand side of the member tab. Clicking the orders tab opens the Patron Orders window.

   

   The patron order window tells the user the order #, the order date, the last time the order was updated and which employee did the update. The order window also lets the user see the number of tickets and their total cost, the amount still owed to the venue for the order, and when the payment is due.

   Note: Clicking a column heading will arrange the orders by that column heading. An underlined column heading is the column that the information is currently sorted by. The Payment button enables payments to be entered on orders that have an amount due. The Transfer button enables an order to be transferred to another patron. The Add Tickets button enables additional tickets to be added to the order. Use of these buttons is outside the scope of this tutorial.

3. Single Click Order number 139

   Order 139 should now be highlighted.

4. Click the Transactions Button

   This opens the Patron Detail window. The patron name and account number, order number, order date and comments about the patron are displayed at the top of the window.

   

   Some fields of interest are:

   COMMENTS	The user can enter any useful comments about a patron's order in this section.
   TOTAL ORDER	This is the total price of the order. It takes into account the purchase price, exchanges, refunds, markups, discounts, order fees, exchange fees, and taxes.
   TOTAL PAID	This is the amount that the patron has paid to the venue for their order.
   BALANCE DUE	If this amount reads $0.00 the order has been paid in full. If there is a positive dollar amount, then the patron still has to make a payment to the venue. The the amount shown is negative then the venue must make a payment to the patron.
   REVENUE	The date and time that the order was realized as revenue for general ledger sales purposes.
   JOURNALIZED	This is the date that the a sales record for the order was entered into the general ledger.

The patron payments window displays a list of payments the patron has made. The list of payments is organized by order number, payment date, employee who processed the payment, the source of the payment, the method and amount of the payment, and the deposit number. There is also a column that tells the user if a receipt has been printed or not.

1. Find Patron 33, Darcey Albeck

   Darceyís patron window will open. Look for the row of tabs along the middle of the window

2. Click the Payment Tab

   The payment tab is found in the row of tabs along the middle of the patron window. It is directly to the right hand side of the orders tab. Clicking the payment tab opens the Patron Payments window.

   

   Note: Clicking a column heading arranges the payments by that column heading. An underlined column heading is the column that the information is currently sorted by. The View Orders button enables the user to open the orders window directly from the payments window. The Delete button enables the user to delete a payment that has not been journalized. The Receipt button enables a receipt to be printed for a payment. The use of these buttons is outside the scope of this tutorial.

3. Single Click Order Number 139

   Order 139 should now be highlighted.

4. Click the Detail Button

   The Payment Detail window opens.

   

   Some fields of interest are:

   G/L REF	This is a reference number given to the payment upon its deposit into the general ledger.
   DEPOSIT #	This is the number of the deposit, the date, and time it was entered.
   PAYMENT METHOD	This is the method the patron used to make the payment.
   VOUCHERS RECEIVED	This field displays the total amount, in dollars, of redeemed vouchers.
   PAYMENT AMOUNT	This is the total amount, in dollars, of the current payment.

1. Find Patron 14, Roger Carfan
2. Click the Mail List Tab

   The mail list tab is located on the Patron Window. When the mail list tab is clicked a patron's mail list information displays at the bottom of the patron window.

3. Click the Add button

   The Mail Lists for Patron window opens. A mail list that is marked with a bullet means the current patron belongs to the mail list.

   

4. Select the Mail List to Add the Patron to.

   Do this by single clicking the mail list that you want, it will become highlighted.

5. Click the Select button.

   This adds the patron to the selected mail list.

   Once they are added, a bullet appears beside the list.

6. Close the "Mail Lists For Patron" window.

1. Find Patron 14, Roger Carfan.
2. Click on the Mail List tab.
3. This brings up a list of the mail lists this patron belongs to.

   Double click on one of the mail lists

   

   The Mail List Criteria window opens.

   The upper part of the Mail List Criteria window displays:

   • A mail list number - The mail list number is a unique number assigned by Theatre Manager.
   • Mail list name - The name identifies the mail list.
   • The patron(s) - of the household that will be added to the Mail List
   • Subscribe/Unsubscribe - A checkbox to allow patrons to subscribe/unsubscribe via the internet
   • Employee Alert - A checkbox to alert an employee when they bring up a patron record if that patron is a member of any VIP Mail Lists
   • Description - The description is used to record detailed notes about why the mail list was created.
   • The number of people in the mail list is displayed in the upper right corner of the Mail List Criteria window.

   

4. Click on the Who's In tab.

   

If the number of patrons in the Mail List is less than 1,000, Theatre Manager displays all the patrons in the list. If the number of patrons exceeds 1,000, you will need to click the search icon in the lower right corner to display the list. This feature is designed to avoid displaying tens of thousands of names if the criteria was amiss.

Double click on any patron in the list to open their patron record.

There are some very interesting things you can do from the Who's in tab such as:

• Print customized Mailing Labels
• Obtain a Google map of the patron addresses
• Use the Mail List as criteria in a Report
• Merge a Mail List with a Form Letter

There are more than three dozen Donation and Donor reports ranging from reports about individual donors to specific donation campaigns. In addition, there are reports about Receipts, Pledge Payments, Solicitors, and even the Program Insert Donor Listing. Each of the reports can be run in the demonstration database without any criteria as there is limited data in the demo database.

1. Click the Reports button on the main Theatre Manager tool bar.

   The Reports window opens.

   

2. On the left side of the Reports window, single click on "Donation Reports & Receipts".

   Clicking a report category on the left side of the reports window opens a list of the reports within the category on the right-hand side of the reports window.

3. On the right-hand side of the Reports window, single click on "Donor Detail-Campaign & Year (Fiscal)"

   In the image above, this report is highlighted.

4. Click the Print button

   This button is located in the lower right-hand corner of the reports window. When clicked, the Criteria window opens.

   
   

   Note: The criteria window is the point where you can select different Search, Address, Sort and Titles criteria may be entered into a report. Doing so will let you generate a report tailored to your needs. Specific parameters criteria are beyond the scope of this tutorial, but will be covered during the installation and training period. For the purposes of this tutorial, the report can be run without any criteria.

5. Click the Done button.

   

   The report will start to generate. When it is finished the, "Donor Detail-Campaign & Year (Fiscal)" report displays.

1. Click the Reports button on the main Theatre Manager tool bar.

   The Reports window opens.

   

2. On the left side of the Reports window, single click on "Ticket Printing, Invoicing and Inventory Analysis".

   Clicking a report category on the left side of the reports window opens a list of the possible reports within the category. on the right-hand side of the reports window.

3. On the right-hand Side of the Reports window, single click "Tickets Sold/Revenues-By Promotion & Price Code".

   In the image above, this report is highlighted.

4. Click the Print button.

   This button is located in the lower right-hand corner of the reports window. When clicked, the Criteria window opens.

   

   Note: The criteria window is the point where you can select different Search, Address, Sort and Titles criteria may be entered into a report. Doing so will let you generate a report tailored to your needs. Specific parameters criteria are beyond the scope of this tutorial, but will be covered during the installation and training period. For the purposes of this tutorial, the report can be run without any criteria.

5. Click the Done button.

   

   The report will start to generate. When it is finished the, "Tickets Sold/Revenues-By Promotion & Price Code" report is displayed.
   
   

By default, all Theatre Manager reports print to the screen first (this can be changed). The concept here is to save on paper and printing costs. If you like what you see on the screen, you have several print options. You can:

	Print Report	Use this option to print the entire report. Take a look in the upper right corner to see how many pages the final report will be.
	Print Page	This is useful when you would only like to see a representative sample of the data
	PDF	This option will create a PDF of the report for either electronic filing, or emailing as an attachment.
	Email	Some reports can be emailed directly from the Reports window.
	Export	You can also Export some reports directly to Excel or a Tab-delimited text file.
	Show Preview	Using this button allows you to show (or hide) what the final printed report will look like. If the report appears to small in the window, click the "Hide Preview" to enlarge it.