Criteria allow you to refine the information in a report - before generating the report. Criteria can be used to find specific information and using criteria speeds up the process of generating a report.

1. To start, click the Reports button on the main toolbar. The Reports window opens.

   

   Click here for more information about the Reports window.

2. Select the report category, and the report to be used. Click the Print button.

   For more information on the specific reports, click here for a list of available reports.

   The Add Criteria window opens.

   

   Click here for more information on the Criteria window.

3. Click the New button to add the first criteria.

   The Add/Edit Parameters window opens.

   

   Click here for more information on the Add/Edit Parameter window.

4. Select an Operator.

   Operators are on the left hand side of the window. They are "AND, OR, NOT."

   AND	This criteria and all previous criteria will be used in the search.
   OR	This criteria or all previous criteria should be used in the search.
   NOT	All previous criteria but not this criteria will be used in the search.

5. Select a data field.

   Clicking on the plus symbol (+) next to a data category expands it to show a list of fields.

   choose indexed fields when possible as Reports generated with indexed fields generate much faster.

6. Select a condition.

   Conditions determine how the parameters react.

   Click here for more information on conditions.

7. Set the parameters.

   Depending on the data field and condition, the parameters may be a single number, a range of numbers, or a list of items.

   If a list of items is shown, multiple items can be selected by using the OPTION key (Mac) or the CTRL key (Windows).

8. At the bottom of the window, click the Save button.

   The Add/Continue button may also be used to add this criteria, and select additional criteria without leaving the window.

   

9. Click on the Sort tab, if necessary, and adjust.
10. Click the Done button to generate the report.

    Click here for more information on the Finished Reports window.

One section on the search sub window is called Exclude Records with Following Flags. There are a number of checkboxes in this section that allows you to quickly eliminate patrons from the search in a way that matched the marketing flag selections on the patron window.

Simply click on a checkbox and Theatre Manager will add the criteria for you automatically. Unclick the criteria and it will be removed from the search. In the example below:

• 3 checkboxes were clicked resulting in the last 3 criteria in the list
• The top two criteria were added using the normal criteria selection process.
• You can mix both criteria on any report.

This option only applies only to creating a mail list.

Adding people to a mail list

When Searching for patrons to ADD to a mail list, this set of checkboxes allows you to decide if the patron you get is the:

• Patron that matches the criteria. This means if an item is sold to the primary patron or secondary patron in a household, you will always find the person who the item was sold to.
• Primary patron only. Regardless of who the item was sold to, this will find the primary household member
• Non-Primary patrons only. This will find patrons if the patron connected to the search is not a primary patron. Any primary patrons that are found are discarded
• All Patrons in Household. This will find all patrons in a household, regardless of who purchased an item. e.g. if one person in the household gave a donation, then all members of the household will be selected.

Removing people from a mail list

When Searching for patrons to REMOVE from a mail list, this set of checkboxes allows you to decide if the patron removed is the:

• Patron that matches the criteria. This means if the item is sold to the primary patron or secondary patron in a household, you will always remove the patron who the item was sold to.
• Primary patron only. Regardless of who the item was sold to, this will remove the primary household member.
• Non-Primary patrons only. This will remove only patrons who are not the primary patron. A primary patron should remain on the mail list.
• All Patrons in Household. This will remove all patrons in a household, regardless of who purchased an item. e.g. if one person in the household gave a donation, then all members of the household will be removed if they happen to be on the mail list for some other earlier criteria.

This option only applies to mail merges or reports based on ticket data per performance. This generally means house reports, ticket inventory reports, course attendance, or letters based on tickets

For any ticket or course is sold to a patron, you can specify a person (other than the purchaser), who will use the ticket by gifting the ticket to this person.

A gifted ticket is always owned by the purchaser. Gifting to other patrons may occur for reasons like:

• A Parent registered for a course for their child
• A Corporation bought 10 tickets to a fundraiser and gave them to specific employees
• A person may have bought a subscription on behalf of their friends and you want to track who has certain tickets
• For social distancing (covid), you might ask who the attendee will be and gift them the ticket

When you run a report or mail merge, this allows two options. Click

• Find Sold To patron if you always want to see the purchasers name on a merge or report.
• Find Gifted To patron if you want to see the patron who the ticket was gifted to on the report or merge. If the ticket is not gifted, the original purchasers name will be shown.

When you see a list of criteria, just double click on the one you want to use.

You can also rename the criteria by selecting one in the list and using the rename button.

Parts of the Donations Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Donation Total Options
Show Donation Total Line	When checked, an additional line for donation totals will be added to the invoice.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Header Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Address Label
Strict Address Compliance	Standardized address information enhances the processing and delivery of mail.
Regular Name	When checked, the regular name of the patron is used on the label.
Formal Name	When checked, the formal name of the patron is used on the label.
Company Name	When checked, the company name of the patron is included on the address label.
Title	When checked, the title of the patron is included on the address label.
Address Label Comment	When checked, the text entry box becomes active, allowing for an additional comment to be added to the address label.
Invoice Title & Style
Invoice	When selected, the invoice style will be used for generating the report.
Statement	When selected, the statement style will be used for generating the report.
Payment Reminder	When selected, the payment reminder style will be used for generating the report.
Confirmation	When selected, the confirmation style will be used for generating the report.
Contract	When selected, the contract style will be used for generating the report.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Fees & Taxes Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Fee Options
Show Fee Detail Line	When checked, the fees for the invoice will be listed in detail.
Show Fee Total Line	When checked, the fees for the invoice will be summarized into a single line.
Tax Options
Include in Line Item	When checked, taxes for tickets, fees, passes, etc will appear with each line in the detail on the invoice ... or consider it showing each price with 'tax included'. Using this may mean you do not want to have some of the other tax options checked.
Show Tax Detail Line	When checked, the taxes for the invoice will be listed in detail.
Show Tax Total Line	When checked, the taxes for the invoice will be summarized into a single line.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Footer Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Tear Off Section	Adjusts spacing so the footer can be torn off the invoice.
Performance Start Warning Time	Prints a time on the invoice to alert the patron to arrive at prior to the performance. When set to 0, this field will not print.
Additional Comments	The drop down menu is used to select any additional comments that should be included on the invoice. Comments can be added and altered under the Setup >> System Tables >> Invoice Comments menu. Click here for more information about Invoice Comments.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Membership Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add theprevious criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog toname this criteria.
Membership Total Options
Show Pass/G.C. (Membership) Total Line Show Pass/G.C. (Membership) Notes	When checked, an additional line for membership totals will be added to the invoice.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Payments Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Payment Detail and Summary Options
No Payment Detail	When selected no payment information will be printed on the invoice.
One Payment Per Line	When selected all payments will be printed on the invoice with one membership per line.
Summarize Payments on	When selected the payments will be summarized based on the selected parameter below.
Payment Method	When selected the payments will be summarized based on the payment methods field.
Payment Total Options
Show Payment Total Line	When checked, an additional line for payment totals will be added to the invoice.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Projects Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.

Parts of the Tickets Tab

	If available, uses the default search criteria for this report.
	If this report has previously been run, this button will add the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Ticket Detail and Summary Options
No Ticket Detail	When selected no ticket information will be printed on the invoice.
One Ticket Per Line	When selected all tickets will be printed on the invoice with one ticket per line.
Summarize Tickets on	When selected the tickets will be summarized based on the selected parameter below.
Play Code	When selected the tickets will be summarized by the play code.
Performance Series Code	When selected the tickets will be summarized by the performance series code.
Promotion Title (Internal)	When selected the tickets will be summarized by the internal promotion title.
Promotion Description (External)	When selected the tickets will be summarized by the external promotion description.
Ticket Total Options
Show Ticket Total Line	When checked, an additional line for ticket totals will be added to the invoice.
Ticket Date Options
Ticket Date Options	When checked, an additional line for the Performance Date will be added to the invoice.
	Returns to the previous tab.
	Moves to the next tab.
	Cancels that adding of criteria and returns the user to the Report window.
	Completes the addition of criteria and the sorting of data, and begins to generate the report. Click here for more information on the Finished Report window.