Order Management

Orders and payments occur whenever revenue is recieved. Orders can be comprised of tickets, donations, memberships and fees.

Clicking the Orders Tab on the Patron Window opens the Patron Orders Tab.

Click Here for a detailed description of the tab and it's functions.

Clicking on the New or Open button opens the Order Window. Click here for more information on the Order Window.

Recent Orders

There is a feature on the Patron Sales menu that can show you the list of recent orders that have been done.

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Reference

Order Window

The Order window displays all information about an Order. The buttons on the left of the window change the view. When a button is clicked the view changes but the order stays the same. This allows for the purchase of tickets, donations and memberships in one order. Once an order is complete it can be opened to view, edit or add payments, purchases, taxes and more.

Parts of the Order Window

To go to Season Subscription Management, click here.
Ribbon Bar. The selection icons in the ribbon bar change depending on the button selected on the left side of the order window. See each section for more information on the buttons available.
Buy, exchange or refund tickets in the order. For more information on the Orders Tickets window, click here. To Add tickets to an existing order, click here. For more information on Ticket Management, click here.
Makes payments for the balance of the order. For more information on the Payments window, click here.
Edit any pass or gift certificate in the order. For more information on the Orders Passes G.C. window, click here.
Edit any fees associated with the order. For more information on the Orders Fees window, click here. To Add fees to an existing order, click here. For more information on the Fees Tables, click here.
Edit any donation in the order. For more information on the Orders Donation window, click here. To go to Donation Management, click here.
Allows you to enter the labor portion of any order.
Edit any resource in the order. Click here for more information on Resources.
Edit and or book tickets for any subscription packages in the order. For more information on the Orders Season window, click here. To go to Subscription Management, click here.
View the notes and letters associated with the order. Click here for more information on form letters.
View any transaction history of the order. Click here for more information on the Transaction History window.
Displays the current balance on the order.

Tickets Window

This section describes the general features of the order window that includes ticket sales. If you would like more specific information about ticketing, please refer to ticket sales/management.
    To open the Orders Window to the tickets tab, you can either:
    1. Click the New button or the Open button in the Orders tab, or
    2. The Tickets button in the Ticket tab. Clicking the Tickets button opens a flyout menu. Click here for more information.

    The Order window opens:

    Parts of the Order Tickets window are

    Ribbon Bar

    Switch to Calendar View.
    Transfer the order to another patron.
    Adds the currently selected play to the 'buy' list.
    Removes the currently selected play from the 'buy' list.
    Clears all plays from the 'buy' list.
    Shows the sales notes for the currently selected plays.
    Goes to the next phase of reserving tickets for the selected performance.
    Releases all the held tickets on the selected performance.
    Select a performance and then click "New Performance" to create a new performance date.

    Tabs

    The Tabs portion of the window is where you add or edit tickets. It consists of:

    Performance Selection Performances are displayed in the Performance Selection tab of the Order window. Once a patron is selected and the buy button clicked, the performances to be purchased can be selected. Once a performance is selected, it appears in the bottom portion of the selection pane. Click here for more information on this tab.
    Seat Selection For performances, the seat selection window displays a map of the venue. Click here for more information. For Courses, a different window is displayed. Click here for more information on Courses.
    Ticket Review The ticket review tab displays the ticket(s) selected in the seat selection and gives you a number of options. These are:
    This opens the ticket detail window and its functions. Click here for more information.
    Click the button to reset the ticket status back to its original state.
    Allows you to exchange tickets for the patron. Click here for more information.
    This button indicates that the selected ticket(s) will be refunded.
    Clicking this button confirms and processes imediately the indicated ticket sales, excahnges or refunds.
    Exports the higlighted records.

    Payment Window

    The payment window is used to record the payment method, enter a reason why the patron purchased the tickets, initiate invoicing, print tickets, and record detailed order notes. Each time tickets are sold, a donation is made or a membership purchase a unique Order Number is created. This number is displayed on the title bar of the Payment Window.

    • You can make make payments on this window by clicking the Payment Button

    Pass G.C. or Membership 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."

    In the order window click the Membership button.

    • For more information on setting up Pass, G.C. and Member Types click here.
    • For more information on buying Passes, G.C.s and Memberships click here.
    • For more information on Passes, G.C.s and Memberships details click here.
    • For more information on refunding Passes, G.C.s and Memberships click here.

      • Parts of the Pass / Gift Certificates Window

      Open the online help for Passes.
      Transfers the order to another Patron. Click here for more information on transferring an order.
      Adds a new pass to the order. Click here for more information on adding a Pass or Membership to an order.
      Opens an existing Pass /G.C. Click here for more information.
      Deletes the selected Pass / G.C.
      Prints the selected Pass / G.C.
      Exports the selected Pass /G.C.

    Fee Window

    Fees are are extra costs that can be added to (or removed from) each Order in various stages in its lifecycle. There can be 'order', 'exchange'. 'mailing', subscription', etc. fees. Usually fees are in the form of service charges or taxes.

    Clicking the Fee button opens the fee page in the Order Window.

    Parts of the Fee Window

    Transfer the order to another patron.
    Opens the Fee Detail dialog to determine how a fee will be calculated or applied to the selected item. To add a new fees to an order, click here.
    Opens the Fee Detail dialog to determine how a fee will be calculated or applied to the selected item. To add a new fees to an order, click here.
    Deletes the selected order fee. To delete a fee from an order, click here.
    Exports the selected record.

    Donation Window

    Donations can be added to any order and they can be added, modified or removed depending on the need.

    For more information on Theatre Manager's Donation module, click here.

    Clicking the Donation button opens the Donation page in the Order Window.

    Parts of the Donations Window

    Open the online help for Donations.
    Transfers the order to another Patron. Click here for more information on transfering an order.
    Adds a new donation to the order. Click here for more information on adding a Donation to an order.
    Opens an existing donation. Click here for more information on Donations.
    Deletes the selected donation.
    Prints the selected Donation.
    Exports the selected donation.
    You can download the Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icon.

    Cheatsheet
    pdf format

    Flash ScreenCast

    MP4 ScreenCast

    Donations Overview

     

     

    Add a Donation thru the Order Window

     

     

    Refund a Ticket to a Donation

    How to Toggle Between Individual & Corporate Donations

    draft

     
    How to Make a Donation Anonymous

     

    Deleting and Refunding Donations

     

     
    Diataxis: 
    Reference

    Inventory and Resources Window

    you can sell merchandise (and any other inventory such as room rentals, custom rentals, or things your venue tracks) to a patron out side of a Facility project.

    This can be:

    • merchandise you buy for resale (like t-shirts, CD's etc)
    • items that you rent for a time period such as costumes or rooms. If the item is a rental, you'll be asked for the time it will be rented - and TM will check to see that it is available (think old fashioned video rentals)
    • etc

    Start by clicking on the 'resources' button on the order window. as per the image below

    Selling The Item

    Click 'New' to add an inventory item to the order. There are 3 parts of the inventory/resource sales detail window.

    • Item & Quantity
      • Resource enter the resource or merchandise number that you want to sell or rent.
      • Quantity Indicate how many of the items you want to sell or rent to the customer
    • Financial
      • Fiscal year enter a value if you want to for this - it is used to track the totals inventory sales on the patron's sales statistics record for that year - normally, you leave it as is
      • Per Unit the price of each item, if you allowed it to be changes on the inventory setup. If not, then this is the fixed price of the item.
      • Discount is you want to discount the item prior to sale
    • Associations to display on Calendars

      For merchandise, you would not enter anything here. if you were renting something that is associated with an event, venue or performance and you want to have this item show up a being used for a certain time frame, you can select the calendars here. For example, if somebody is renting the grand piano, you can enter the venue it will be in.

      • Venue the venue that the rental item will be located in
      • Event the event that the rental item is associated with
      • Performance the actual performacne that the rental item will be used for, if not for an entire event.

    Season Window

    When working in the Order window, it is possible to subscribe a patron to a Season Package, and book the seats for the patron on the same order along with other purchases.

    Clicking the Season button, opens the Season page in the Order window.

    • To subscribe a patron to a season package through the order window, click here.
    • For more information on the Subscription Management module, click here.

    For Quick Reference Information on buying a Season Subscription from the Order Window, You can download a Quick Reference Guide, Cheatsheets (1-2 pages) and Screencasts (online video demonstrations of the functions with narration) by clicking on the icons.

    Buy a Season Subscription (from the order window)

    Quick Reference Guide

    Cheatsheet

    Flash Screencast

    MP4 Screencast

    History Tab

    The History window displays details of the transactions. These include the date the transaction was create or updated, journal numbers, transaction descriptions and a Theatre Manager code representing the type of transaction.

    In the order window click the History button.

    Use the search drop down to specify the type of transactions to display. Uncheck the include boxes to limit the view of the transaction.

    Adding a Ticket to an Order

    To add tickets to an order, you perform the following steps:

    1. Find the Patron wishing to add tickets to an already existing order.

      Click Here to learn how to find Patrons.

    2. Click the Ticket tab.

      Locate a ticket already in the order. Click on the ticket to highlight it.

    3. Click the Tickets button and choose the Add New Tickets to Slected Order option.

      The Order window opens.

    4. Choose the event to add tickets, and click the Seat Selection tab.

      The Seat Selection window opens. The seats already a part of the order will appear in red.

    5. Select any additional seats, as needed.
    6. Click the Payment button.

      Process the payment and complete the transaction. The new tickets are purchased and added to the existing order.

    The following are available for quick reference information on adding Tickets to an Existing Order

    Cheatsheet

    Flash Screencast

    Mp4 Screencast

    Diataxis: 
    How To

    Adding a Fee to an Order

    To add a fee to an order, you perform the following steps:

      li>Find the Order you want to add the fee to.
    1. Click on the Orders Tab in the Patron Window.

      Select the order single clicking on it.

    2. Click the Open button.

      The Order Window for the selected order opens.

    3. Click the Fee button.

      The Fee window opens with the selected order.

    4. Click the New button.

      The Fee Detail window opens.

    5. Make the fee type selection from the drop down list.

      To add a new fees to your fee table or edit the existing fee in your fees table, click here.

      Each Fee Type is associated with an existing calculation, however you can make additions and changes.

    6. When you have completed your additions and changes, click the Save button.
    7. Click the close button. The fee you have just entered will be added to the Fee window.
    Diataxis: 
    How To

    Adding a Payment to an Order

    1. Find the Patron with an outstanding balance.

      Click Here to learn how to find Patrons.

    2. Click the Orders Tab in the Patron Window.

      Select the order with the outstanding balance by single clicking on it.

    3. Click the Payment button.

      4. The Payment Window will open allowing you to make a full or partial payment.

      Click here for more information on the different payment options.

    Diataxis: 
    How To

    Transferring an Order to Another Patron

    If an order has been made through the wrong patron you can transfer the order and all payments to the correct patron through the Orders Window.

    To transfer an order to another patron, you perform the following steps:

    1. Find the Patron with the order to be transferred.

      Click Here to learn how to find Patrons.

    2. Click on the Orders Tab on the Patron Window.

    3. Find the order(s) which you would like to transfer and highlight it.

      Do this by single clicking the order for multiple orders hold the <ctrl> key while clicking the orders.

    4. Click the Transfer button.

      The Transfer Order window opens.

    5. Click the Patron button.

      Use the Contact List to locate the patron to transfer the order to. Single click on the patron the order will be transferred to.

    6. Click the Select button.

      The selected patron information will now appear in the transfer order window.

    7. Click the Transfer button.

      A Confirmation Window opens.

    8. Click the Yes button.

      The order is now transferred to the selected patron.

    Diataxis: 
    How To