Company Preferences

Company Preferences allows customization of Theatre Manager to work optimally with a venue. From this window many of the features and behaviors of Theatre Manager specific to the company can be modified.

In the outlet version of Theatre Manager, a master user will need to create a Company Preferences record for each participating company. The companies can then set their own default preferences to have different box office policies, names for entities, development defaults, etc.

Opening the Company Preferences Window

The Company Preferences Window is access through the Setup >> Company Preferences Menu.

The Company Preferences window opens.

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Company Tab

The Company tab contains all the information about the company. To access the Company Preferences click Setup >> Company Preferences.

Default Company Information
Short Name	A shortened version of the company's name. The shortened company name is printed on all reports.
Company	The full legal name of the company.
Address	The location of the company offices.
City	The city in which the company is located.
Province/State	The province or state the company is in. The default title of this field can be changed under the appearance tab of the Company Preferences window. Click here for more information. However, if addresses are indicated to be in Canada or the USA, this field will change automatically to reflect the location.
Postal Code/Zip Code	The postal / zip code of the company. The default title of this field can be changed under the appearance tab of the Company Preferences window. Click here for more information. However, if addresses are indicated to be in Canada or the USA, this field will change automatically to reflect the location.
Country	The country in which the company is located.
Telephone	The company telephone number.
Fax	The company fax number.
Web Site	The Internet web site for the company.
Web Server button	Display a window showing web server SMTP settings.
Meeting Server button	Displays a window showing meeting server settings.

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Web Server SMTP settings

Please be aware: there gotcha's to using Gmail or Office 365 and we recommend against them.

If emails are not sending, please refer to the pending email troubleshooting section.

Web Email and E-blast Setup

Email Address

The Internet Email address for the company.

SMTP server

The email server for sending batch emails.

EHLO host name

Some SMTP servers require you to provide the EHLO host name as part of the protocol to talk to them as an anti-spam measure. Most SMTP servers do not require this to be entered and the field should be left blank. Check with your email provider to verify - as it helps your spam score.

Google and office 365 may require it.

User ID

ID name required for email authentication.

Password

Password required for email authentication.

Rate Limited Until

If the field is visible, you will see a rate-limit timestamp. This indicates the next time that TM will attempt to send an email using this account since it believes you have reached your maximum allowable email limit as determined by your ISP.

SMTP Port

Port to use for SMTP. This is usually

port 25 - for typical email servers
port 587 - if the server suports TLS/StartTLS ( office 365 typically uses this)
port 465 - if the server uses SMTPS (gmail can use this, but is known to also support port 587)

Timeout

Timeout period.

Needs Authentication

SMTP server requires password authentication. Encryption methods supported are:

NONE
LOGIN
PLAIN
CLEARTEXT
CRAM-MD5

TM Server does not currently support NTLM authentication in exchange servers. Please use any of the above. use SMTPS is you are using that methodology. If using TLS/StartTLS, TM will figure that out.

Use SMTPS

Indicate if emails are to be sent using SMTPS. This usually goes with port 465 - see explanation of difference (the exact settings are dependant on your ISP)

Regardless, all emails are sent using the TM server. If this checkbox is:

checked, emails are sent using SMTPS protocols automatically where TLS encryption is started automatically before any SMTP level communication. You will typically need to set the port to 465.
not checked, sending of emails will be attempted using the best encryption as possible. The preference is StartTLS ( email over TLS), and if that fails, then falls back to lesser protocols. You will typically need to set the SMTP port to 587 for StartTLS or perhaps 25.

	If using gmail, you may need to use secure settings because Gmail is warning users if email comes over insecure servers and may not access email unless it is sent with TLS enabled. Google seems to support both TLS/StartTLS or SMTPS.
	If using office365, you will likely need to uncheck this and set the port to 587 for STARTtls.

This sends a test e-mail to verify that all settings have been entered correctly. If you get errors with emails, please refer to the SMTP Errors web page to help diagnose issues.

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Gmail as a mail provider

Free email providers come with limitations. Gmail is no exception and not recommended if you want to do a lot of eblasts or have high volume web sales.

WE RECOMMEND using a proper mail provider that will let you do what you want to - Mailgun is an option.

Gmail rate limits outgoing emails so make sure that you don't exceed it. If you do, emails from web services will be delayed and you need to manage your pending/unsent emails on an ongoing basis.

If you are using gmail as your provider, you may need to be aware of Google Apps SMTP settings to send mail from a printer, scanner, or app or use Application Passwords if using multi-factor authentication.

Also read about Google Bulk Sender Guildelines

There is also a setting that might need to be made to tell gmail to allow apps sending emails with less secure settings. (This is just Googles way of scaring you -- it isn't less secure -just google being google)

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Gmail wont send due to Bad Password with Gmail SMTP Settings

Gmail has instituted new security measures for sending emails via Printer, Fax or third party Applications. This setting can prevent emails from being sent through Theatre Manager even when the SMTP server settings are added correctly. Any clients using Gmail for sending outgoing email should be aware of these settings.

It seems any application that is not a Google product is deemed a less secure app when using Gmail SMTP servers. This does not mean the application, in this case Theatre Manager, poses a security risk. It simple means Google is attempting to protect itself should the SMTP details be used in an incorrect manner. For more information on how Google perceives other applications please see the details in the article.

How to Recognize the Error

When using Gmail as an outgoing SMTP provider suddenly emails stop sending. The Pending/Unsent emails list indicates the Password is wrong. When checking the Web Server settings in Company Preferences the password has been typed correctly but the emails still fail with a "Bad Password" error.

How to Fix the Error

Login to the email account used for authenticating the outgoing email.
Locate the email from Gmail regarding security and this email address. The email content will look like the image below:
Click the link for allowing access to less secure apps. The following page should appear:
Move the slider from it's default of Off to On.

By altering the setting you should now be able to send outgoing email using Gmail again.

Changing Setting In Advance

Login to the email account used for authenticating the outgoing email.
Click My Account >> Sign-In & Security >> Apps With Account Access.
Move the slider from it's default of Off to On.
Gmail will send an email indicating the setting has been changed. This email suggests changing the setting may lead to security issues. This is the only way to ensure outgoing email will not be blocked when using Gmail SMTP settings.
On the My Account page click the Secure Account link.
Review the Security Checkup list and locate the option for Third-Party access. Click the drop down arrow to expand the option and view the details.
Click Yes, it was me to approve the change and allow third party app access.

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Office 365 as Mail Provider

Free email providers come with limitations. Office 365 is no exception and not recommended if you want to do a lot of eblasts or have high volume web sales.

WE RECOMMEND using a proper mail provider that will let you do what you want to - mailgun is an option.

	Office 365 rate limits outgoing emails so make sure that you don't exceed it. If you do, emails from web services can be delayed and you will need to manage your pending/unsent emails on an ongoing basis.
	If you are using Office 365 server for your emails, please be aware of setting up a multi-function device or application to send email using Office 365 and the setting for Enable SMTP AUTH for specific mailboxes. if using multi-factor authentication you will likely need to setup a specific Application Password for Theatre Manager emails.

The following is a typical example of current Office 365 settings.

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Meeting Server SMTP/POP/IMAP settings

Please be aware: there are gotcha's to using Gmail or Office 365 and we recommend against them.

If emails are not sending, please refer to the pending email troubleshooting section.

Meeting Reminder Email Setup
Email Address	The Internet Email address for the company.
Meeting Reminder Outgoing Email
SMTP server	The email server for sending batch emails.
User ID	ID name required for email authentication.
Password	Password required for email authentication.
Rate Limited Until	If the field is visible, you will see a rate-limit timestamp. This indicates the next time that TM will attempt to send an email using this account since it believes you have reached your maximum allowable email limit as determined by your ISP.
SMTP Port	Port to use for SMTP.
Timeout	Timeout period.
Needs Authentication	SMTP server requires password authentication. Encryption methods supported are: NONE LOGIN PLAIN CLEARTEXT CRAM-MD5
Use SMTPS	Indicate if the SMTP server requires SMTPS. If set, emails that are sent by the second generation server will attempt TLS variants of SMTPS protocols automatically. This accounts for ALL emails sent by Theatre Manager.
	This sends a test e-mail to verify that all settings have been entered correctly.
Default Acceptance Status For Invitations	Select Needs Invitation or Don't Ever Invite to indicate whether Email invitations need to be sent out or not.
Meeting Reminder Incoming Email
Server Type	There are three choices that can be used to tell TM Server how to handle incoming emails: None - do not bother to try to retrieve and interpret scheduling email responses. POP3 - reading incoming scheduling emails from a POP3 server IMAP - reading incoming scheduling emails from an IMAP server. If you select this, you may need to specify an INBOX (if the default inbox is not inbox) and a a COMPLETION mailbox.
POP/IMAP server	The email server for receiving incoming emails.
User ID	ID name required for email authentication.
Password	Password required for email authentication.
POP Port	Port to use for POP.
Timeout	Timeout period.
Needs Authentication	SMTP server requires password authentication. Encryption methods supported are: NONE LOGIN PLAIN CLEARTEXT CRAM-MD5
Use SMTPS	SMTP server requires SMTPS. StartTLS (Transport Layer Security) is supported automatically.
INBOX NAME	Create a customized name for the Inbox, leave blank for the system default
Completion Mailbox	Create a customized mailbox name for completing a meeting request, leave blank for the system default
	This checks the POP Email server to verify that all settings have been entered correctly.

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Accounting Tab

The Accounting tab allows changes to the company's accounting formats. Adjustments to the fiscal year and accounting format can be made here.

General Accounting Information

Fiscal Year

This is the fiscal year that the company is currently in. This can be altered by clicking in the field and retyping the year if it is wrong.

If you are ending one fiscal year and beginning another, you must use Year End Rollover (instead of changing the fiscal year.

Month Start

This is the month that the company's new fiscal year starts in. This can be altered by clicking in the field and retyping the month. If the fiscal start month is changed after sales information has been posted to the General Ledger accounts, it may be necessary to Recalculate General Ledger Totals.

Refer to complete instructions if you plan to change the last month of your fiscal year end. The general steps are below:
Make sure your end of day is done

Save your fiscal year end database

Change the 'Month' for your fiscal year end

Do your year end rollover right away before processing any further transactions

Store Years As - Start

If selected: the year stored in the GL will be the year at the beginning of the fiscal year. i.e. 2015/2016 fiscal year dates will be stored as 2015. This also applies to the data in the supporting records.

For example a donation with fiscal year of 2016 means that the donation will be for the 2016-2017 season. You would search for donations in 2016 to find them.

Store Years As - End

If selected: the year stored in the GL will be the year at the end of the fiscal year. i.e. 2015/2016 fiscal year dates will be stored as 2016.

For example, a gift certificate in the 2013-2014 year will be marked as 2014 (the end of the fiscal year). You would search for gift certificates for year 2014 to find them)

Internal Account Number Format
Account # Format	Allows the account number to be up to 15 digits, excluding dashes, in any combination of numbers and dashes.
Export Format	Select the Export Format to use for exporting GL entries that is most compatible with your accounting software. Options include: tab delimited format (.txt) comma delimited format (.csv) Excel Workbook 97-2004 (.xls) Excel Workbook (.xlsx) Banner FINFEED (.xml) HTE Software II, G/L Interface File Structure (.txt) iCity (.csv) Microsoft Dynamics GP 2016 (.txt) MUNIS Systems, Standard Long Account Formats (.csv) Quickbooks 2007-2018 Desktop PRO and 2019 Desktop PRO versions (.IIF) Quickbooks Online (.csv) Sage 50 Accounting (.csv) Sage Accpac version 5.6 (.csv) Sage Intacct (.csv) Solomon Accounting Software (.xlsx) Unit4 Business World (formerly Agresso Financials) (.txt)
	This button will create a set of sample accounts if no accounts have been setup under Accounting >> G/L Accounts.
	This button will edit the Data Encryption Key used for Data Encryption Proocesses.

Ticket Sales Deferred Revenue Rollover Options
Day of Performance	Moves money for the performance from Deferred to Sales on the day of the performance.
Day after Performance	Moves money for the performance from Deferred to Sales on the day after the performance.
Day of First Performance	Moves money for the play from Deferred to Sales on the day of the first performance.
Day after Last Performance	Moves money for the play from Deferred to Sales on the day after the last performance date.
During year end rollover for next season	Moves money for the play from Deferred to Sales on the during the year end rollover.

Default Sales Mode

Sale

Adds transactions to the Accounts Receivable ledger immediately.

Reservation Only

Financial transactions are not created in the general ledger until the order has one or more of the following events happen to it:

first payment is made on the order
the order contains a donation or anything else except tickets
a user un-clicks this option next time it is put on account.
The user tells the system to convert some or all orders from reservation only to real orders during end of day sales posting (it could depend on if the performances that the tickets are for has passed)

If you allow this feature, you may wish to set a preference for each employee for their default during order creation.

For emphasis, we recommended against this feature being enabled, as it is not strictly accrual basis accounting. It may not be acceptable to some auditors in the US (especially if over $5M in sales). It also means that inventory reports will be overstated by the amount in reservation only, compared to the sales and accounting reports.

Do not allow 'Reservation Only'

Will prevent the 'Reservation Only' option from appearing at checkout. This is the PREFERRED option

Foreign Currency
Other Country	This is where an optional country can be selected for accepted foreign currency when selling tickets. If the organization does not accept foreign currency, set the country to the "home" country.
Exchange Rate	This is where the exchange rate for converting from the local currency to the currency of the foreign country is entered. If the organization does not accept foreign currency, set the exchange rate to 1.000000.

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Export Format Options

	If you are exporting your data to an external accounting package, ensure you have set up the External Account information in GL Account Setup . The software uses the External Account information as the default format for your accounting system.
	Select the export format you want to use in the company preferences accounting tab Export formats supported are to the right. They are explained in detail in the help pages that follow.
	The GL Reports can only be exported once a day. The GL Entry is flagged as being exported when it is done via the EOD Wizard so it's not exported twice by mistake.

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Tab Delimited

Tab Delimited Export Format

TM Tab Delimited File format works with most accounting packages and with Microsoft Excel.

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Comma Delimited

Comma Delimited Export Format

TM Comma Delimited File format works with most accounting packages and with Microsoft Excel. Each field is separated by a comma.

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Excel

Microsoft Excel

Excel Workbook 97-2004 creates a .xls export file that can be opened directly in Microsoft Excel versions 97 through 2004 with no need for conversion.

Excel Workbook 2008 creates a .xlsx export file that can be opened directly in Microsoft Excel 2008 and higher with no need for conversion.

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Banner

Banner FINFEED

Banner FINFEED creates an XML export file for use with the Banner financial package. If your organization uses Banner, then select this option.

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HTE Software II

HTE Software II (HT2), G/L Interface File Structure

HTE Software II (HT2), G/L Interface File Structure creates a fixed position file format.

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Microsoft Dynamics GP 2016

The Microsoft Dynamics GP 2016 exports a tab-delimited text file containing an export line for each detail line within the G/L Entry. The deposit and sales posting are combined and exported within the same export file. This allows an exact match of each G/L Entry to crossover into Microsoft Dynamics GP 2016 accounting software (line for line).

Parts of the Microsoft Dynamics GP 2016 Export File

Reference	Journal Entry Reference Number. The Journal Number for this G/L Entry (SP-0005041, DP-0004318, GL-2021122)
Date	The Journal Entry Date. The date is always in YYYYMMDD format.
Account	Theatere Manager's External Account value (name or number) will be used to create the export file.
Debit	The Debit amount for this G/L Detail Line.
Credit	The Credit amount for this G/L Detail Line.
Line Description	The Journal Entry Description for this G/L Entry (Sales Posting, Deposit Posting).

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iCity

Theatre Manager will create a comma-delimited text file (.csv) that can be used to import into iCity accounting software. iCity's ability to create unique funds, classes, departments, and objects for each GL account requires the setup of Theatre Manager's External Account field to be set in a specific format to accomodate the various aspects of the iCity export file, prior to performing the first export.

iCity Accounting Software - Detail

The iCity - Detail format will export each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entry within the export file. This allows an exact match of each G/L Entry to crossover into iCity (line for line).

iCity Accounting Software - Summary

The iCity - Summary export creates a summarized version of the deposit and sales postings for each posting date. The deposit and sales postings lines are summarized into a single entry for each posting date within the export file.

Parts of the iCity Export File

Voucher ID	A sequential Line Counter for each exported entry line. Line numbers begin at 1 and increment by 1 for each associated entry line.
Date	The Journal Entry Date for this G/L Entry. The date will be in a YYYYMMDD format.
Fund	An associated Fund Code to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.
Class	An associated Class Code to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.
GL Department / Category	An associated Department/Category Code to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.
Object	The iCity account number. Theatere Manager's External Account value (name or number) will be used to create the export file.
Amount	The debit amount (represented as a positive value) or the credit amount (represented as a negative value) of the transaction.
Description	The memo text for this G/L Detail Line. (detail export) The description or memo for this particular G/L transaction from Theatre Manager's journal entry. (summary export) The description will be a combination of the GL Account Description and the summary level category such as Event Code, Fee Description, Donation Campaign, Pass Description, or Resource Description.
Cost Centre 1	An associated Cost Center ID to the Account Number. Theatre Manager does not populate this field during the export process.
Cost Centre 2	An associated Cost Center ID to the Account Number. Theatre Manager does not populate this field during the export process.
Cost Centre 3	An associated Cost Center ID to the Account Number. Theatre Manager does not populate this field during the export process.

Formatting the External Account Number

Theatre Manager's External Account number are required to be set up in a specific format to accomodate the various aspects of the iCity export file.

The format of the External Account varies based on the purpose of the GL Account. The format of this field is required to have a backslash (\) used as separator between fields. A leading or trailing backslash (\) for the External Account field should not be added.

(Accounts with No Fund, No Class, No Dept, Object) The field formation will be \\\A64220
(Accounts with Fund, No Class. No Dept, Object) The field formation will be F01\\\A64220
(Accounts with Fund, No Class, Dept, Object) The field formation will be F01\\D710000\A64220
(Accounts with Fund, Class, Dept, Object) The field formation will be F01\C2\D710000\A64220
(Accounts with No Fund, No Class, Dept, Object) The field formation will be \\D710000\A64220
(Accounts with No Fund, Class, No Dept, Object) The field formation will be \C2\\A64220

Fund	F01 - A predefined Fund ID within iCity.
Class	C2 - A predefined Class ID within iCity.
GL Department / Category	D710000 - A predefined Department / Category ID within iCity.
Object	A64220 - The account number that transactions get posted to.

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MUNIS Systems

MUNIS Systems, Standard Long Account Format

MUNIS Systems, standard Long Account Format creates a .csv (text file, comma delimited) file that can be directly opened in MUNIS with no need for conversion.

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QuickBooks Desktop

Quickbooks Online has a different IIF format than Quickbooks Desktop. Please refer the help page for the version of Quickbooks that you are using.

Neither version accepts the format of the other.

For step by step instructions on importing IIF files into QuickBooks, visit the QuickBooks Community at Learning how to import Intuit Interchange Format (.IIF) files into QuickBooks.

QuickBooks Desktop Pro - Detail

The QuickBooks - Detail export exports each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entries within the export file. This allows an exact match of each GL entry to crossover into QuickBooks (line for line).

QuickBooks Desktop Pro - Summary

The QuickBooks - Summary export creates a summarized version of the deposit and sales postings for each posting date. The deposit and sales postings lines are summarized into a single entry for each posting date within the export file.

Parts of the QuickBooks Export File

TRNS

The keyword for a transaction.

TRNS identifies the start of a new transacation.
SPL identifies each distribution line within a transacation.
ENDTRNS identifies the end of the existing transacation.

TRNSTYPE

A keyword that identifies the type of transaction.

(2007-2018 export) It will default to Journal for General Journal transactions.
(2019 and later export) It will default to General Journal for General Journal transactions.

DATE

(detail export) The Journal Entry Date. The date is always in MM/DD/YYYY format.
(summary export) The Journal Posting Date. The date is always in MM/DD/YYYY format.

ACCNT

The name or account number of the QuickBook's account. Theatre Manager's External Account value (name or number) will be used to create the export file.

QuickBooks is able to match on either Account Name or Account Number. Theatre Manager will place in the export file the contents of the External Account field.

If the QuickBooks account cannot be found, QuickBooks will automatically create the account during the import process.

CLASS

The name of the class that applies to the transaction.

(ticket sales) The value will default to the Event Code.
(payments) The value will default to the Payment Method description as its defined in the Payment Methods Code Table.

AMOUNT

The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.

DOCNUM

Journal Entry Reference Number.

(detail export) The Journal Number from the sales posting or deposit posting. i.e. SP-0005044, DP-0003855
(summary export) The combination of TM+yyyy+mm+dd based on the Journal Posting Date plus an extension of E+mm+dd+hh+mm+ss based on the E for exported and the exported date/time. For example, if the Journal Posting date was April 18, 2019 and the exported date was April 19, 2019 at 10:42:25am, the DOCNUM would be TM20190418-E0419104225.

MEMO

The memo text associated with the transaction.

(detail export) The description or memo for this particular G/L transaction from Theatre Manager's journal entry.
(summary export) The description will identify the Journal Posting Date.

NAME

The name of the Agency Vendor.

If QuickBook's has setup Vendor Name as a Sales Tax Agency for an account (i.e. tax collected account), the vendor name must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.

Vendor is a Sales Tax Agency

In QuickBooks, you may have set a Vendor as a Sales Tax Agency for your tax account(s).

If QuickBooks is set up in this manner, the following example illustrates how to set up the External Account description. It must be set as [AccountNameOrNumber]\[VendorName] where a backslash (\) separates the 2 fields.

During the export process, the External Account field will be automatically parsed into the 2 separate values for ACCNT and NAME when a backslash (\) is within the External Account field.

Common Questions

QB IIF: TRNSTYPE error - if you receive this error during the QuickBook's import process, it means you have set Theatre Manager to use the incorrect QuickBook's version that you are using. The TRNSTYPE, is a keyword that identifies the type of transaction.
(2007-2018 export) It will default to Journal for General Journal transactions.

(2019 and later export) It will default to General Journal for General Journal transactions.

The solution is to alter the QuickBook's Export version in the Account Export Formats to use the correct version.

QuickBooks has a requirement that a valid Customer/Vendor is included when posting to the built-in Accounts Receivable or Accounts Payment accounts. QuickBooks can not assign a receivable or a payable to 'nobody', it requires a Customer/Vender that is previously set up within QuickBooks.

The solution is as simple as avoiding any postings directly to the QuickBooks account types of Accounts Receivable and Accounts Payable. Rather, create a separate standard (non A/R) asset account and call it (for example) "A/R for Theatre Manager" and separate liability account and call it (for example) "A/P for Theatre Manager" and reference those account numbers in Theatre Manager's External Account value (name or number) used to create the export file. This way, there is no need to maintain Customers/Payees/Vendors in the export file as these accounts are just standard Asset / Liability and not linked to a special account type.

This way when you import the amount into QuickBooks, it will go against the standard asset account and not against the built-in accounts receivable account in QuickBooks.

When you want to see the details that make up the "A/R for Theatre Manager" or the "A/P for Theatre Manager" account, go directly to Theatre Manager for the details, rather than QuickBooks.

To recap, create a standard Asset & and a standard Liability account to use to post to in QuickBooks.

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QuickBooks Online

Quickbooks Desktop has a different IIF format than Quickbooks Online. Please refer the help page for the version of Quickbooks that you are using.

Neither version accepts the format of the other.

For step by step instructions on importing CSV or Excel files into QuickBooks, visit QuickBooks Support at Import Journal Entries in QuickBooks Online.

QuickBooks help may say to turn off account numbers in Quickbooks. DO NOT TURN THEM OFF.

While Quickbooks indicates is able to match on either Account Name or Account Number, it is simply too much effort to keep account name matching character for character. Theatre Manager places the contents of the External Account field in the export file.

This is the best to match TM accounts to Quickbooks using a field that generally should never change.

QuickBooks Online - Detail

QuickBooks Online - Summary

Parts of the QuickBooks Export File

JournalNo

Journal Entry Reference Number.

(detail export) The Journal Number from the sales posting or deposit posting. i.e. SP-0008480, DP-0004536
(summary export) The combination of TM+yyyy+mm+dd based on the Journal Posting Date plus an extension of E+mm+dd+hh+mm+ss based on the E for exported and the exported date/time. For example, if the Journal Posting date was November 23, 2021 and the exported date was November 24, 2021 at 10:42:25am, the JournalNo would be TM20211123-E1124104225.

JournalDate

(detail export) The Journal Entry Date. The date is always in MM/DD/YYYY format.
(summary export) The Journal Posting Date. The date is always in MM/DD/YYYY format.

Currency

A valid Currency Code. Required for multi-currency databases.

Default Value: CAD or USD

Memo

The Journal Entry Description for this G/L Entry (Sales Posting, Deposit Posting).

AccountName

The name or account number of the QuickBook's account. Theatre Manager's External Account value (name or number) will be used to create the export file.

QuickBooks is able to match on either Account Name or Account Number. Theatre Manager will place the contents of the External Account field in the export file which is used to match TM to Quickbooks.

QuickBooks requires all new accounts to be created before importing. Be sure to add them in your chart of accounts.

Debits

The Debit Amount of the transaction.

Credits

The Credit Amount of the transaction.

Description

The memo text associated with the transaction.

(detail export) The description or memo for this particular G/L transaction from Theatre Manager's journal entry.
(summary export) The description will identify the Journal Posting Date.

Name

The name of the Agency Vendor.

If QuickBook's has set Vendor Name as a Sales Tax Agency for an account (i.e. tax collected account), the vendor name must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.

Location

The location of the transaction.

You can customize sales forms by Location to make it easier to track sales by a specific site.

Refer to QuickBooks Support to Turn on Location Tracking. For each transaction, you can assign 1 location only.

When providing a Location with the transaction, the Location must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.

Class

The name of the class that applies to the transaction.

(ticket sales) The value will default to the Event Code.
(payments) The value will default to the Payment Method description as its defined in the Payment Methods Code Table.

Classes represent meaningful parts of your company, like store departments or product lines. You can use them to get deeper insights into your sales, expenses, or profitability for each part of your business.

Refer to QuickBooks Support to Turn on Class Tracking. For each transaction, you can assign 1 class only.

When providing a Class with the transaction, the Class must be provided exactly as it was named in QuickBooks otherwise QuickBooks will reject the import file.

Vendor is a Sales Tax Agency

In QuickBooks, you may have set a Vendor as a Sales Tax Agency for your tax account(s).

During the export process, the External Account field will be automatically parsed into the 3 separate values for AccountName, Name, and Location when a backslash (\) is within the External Account field.

Location Tracking

In QuickBooks, you may have enabled Location tracking.

Common Questions

This way when you import the amount into QuickBooks, it will go against the standard asset account and not against the built-in accounts receivable account in QuickBooks.

When you want to see the details that make up the "A/R for Theatre Manager" or the "A/P for Theatre Manager" account, go directly to Theatre Manager for the details, rather than QuickBooks.

To recap, create a standard Asset & and a standard Liability account to use to post to in QuickBooks.

Diataxis:

Reference

Sage 50 Accounting

Sage 50 Accounting Software

The Sage 50 Accounting Software exports each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entry within the export file. This allows an exact match of each G/L Entry to crossover into Sage 50 Accounting (line for line).

Parts of the Sage 50 Export File - Header Record

Date	The Journal Entry Date. The date is always in MM-DD-YY format.
Source	Journal Entry Reference Number. The Journal Number from the sales posting or deposit posting will be exported. The field is limited to 13 characters.
Comment	Journal Entry Description. The combination of TM+Journal Entry Description from the sales posting or deposit posting will be exported. For example, if the Journal Description was 'Sales Posting' the Comment would be "TM-Sales Posting". The field is limited to 39 characters.

Parts of the Sage 50 Export File - Detail Record

Account Number	Theatere Manager's External Account value (name or number) will be used to create the export file.
Amount	The debit amount (represented as a positive value) or the credit amount (represented as a negative value) of the transaction.
Comment	The memo text associated to this particular G/L transaction from Theatre Manager's journal entry. The field is limited to 160 characters.
Project Allocation	The number of project allocation lines that follow this GL Account transation. The value will default to "0" as Theatre Manager will not be allocating the Amount for each Account Number.

Common Questions

Sage 50 has a requirement its data import routines are unable to import transactions that affect the linked Accounts Receivable, Accounts Payable, Payroll Advances, Vacation Payable, or Inventory accounts if you have finished entering history.

The solution is as simple as avoiding any postings directly to the Sage 50 account types of Accounts Receivable and Accounts Payable. Rather, create a separate standard (non A/R) asset account and call it (for example) "A/R for Theatre Manager" and separate liability account and call it (for example) "A/P for Theatre Manager" and reference those account numbers in Theatre Manager's External Account value (name or number) used to create the export file.

This way when you import the amount into Sage 50, it will go against the standard Asset / Liability account and not against the built-in accounts receivable account in Sage 50.

When you want to see the details that make up the "A/R for Theatre Manager" or the "A/P for Theatre Manager" account, go directly to Theatre Manager for the details, rather than Sage 50.

To recap, create a standard Asset and standard Liability account to use to post to in Sage 50.

Diataxis:

Reference

Sage Accpac

Sage Accpac Version 5.6

Sage ACCPAC Version 5.6 creates a .csv (text file comma delimited) file that can be opened directly in ACCPAC 5.6 and higher with no need for conversion.

Diataxis:

Reference

Sage Intacct

Theatre Manager will create a comma-delimited text file (.csv) that can be used to import into Sage Intacct accounting software. Sage Intacct's ability to create unique accounts, locations, departments, and classes for each GL account requires the setup of Theatre Manager's External Account field to be set in a specific format to accomodate the various aspects of the Intacct export file, prior to performing the first export.

Sage Intacct

The Sage Intacct exports each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entry within the export file. This allows an exact match of each G/L Entry to crossover into Intacct (line for line).

Parts of the Sage Intacct Export File

DONOTIMPORT

Do Not Import flag - Any row which starts with a # will be ignored during the Intacct import.

Theatre Manager does not populate this field during the export process.

JOURNAL

A valid Journal Type within Intacct representing the type of journal entry. The field is limited to 4 characters.

The value ARJ for Accounts Receivable Journal Entries, will be used for Sales Postings.
The value CRJ for Credit Receipts Journal Entries, will be used for Deposit Postings.
The value GJ for General Journal Entries, will be used for Manual G/L Entries.

DATE

The Journal Entry Date for this G/L Entry. The date will be in a MM/DD/YYYY format.

DESCRIPTION

The Journal Entry Description for this G/L Entry (Sales Posting, Deposit Posting). The field is limited to 80 characters.

REFERENCE_NO

Journal Entry Reference Number. The Journal Number for this G/L Entry (SP-0001318, DP-0001255, GL-2020351).

LINE_NO

A sequential Line Counter for each exported entry line. Line numbers begin at 1 and increment by 1 for each associated entry line. The Line Counter ID will reset back to 1 again for each new Sales Posting, Deposit Posting, or G/L Entry exported.

ACCT_NO

The Intacct account number. Theatere Manager's External Account value (name or number) will be used to create the export file.

LOCATION_ID

An associated Location ID to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.

DEPT_ID

An associated Department ID to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.

GLENTRY_CLASSID

An associated Class ID to the Account Number. Theatre Manager's External Account value (name or number) will be used to create the export file.

DOCUMENT

The Document Reference for this G/L Detail Line. The field is limited to 30 characters.

Theatre Manager does not populate this field during the export process.

MEMO

The memo text for this G/L Detail Line. The field is limited to 1000 characters.

DEBIT

The debit amount for this G/L Detail Line. A blank value is used for $0.00 amounts.

CREDIT

The credit amount for this G/L Detail Line. A blank value is used for $0.00 amounts.

REVERSEDATE

The Reverse Date for this G/L Entry. The date will be in a MM/DD/YYYY format.

Theatre Manager does not populate this field during the export process.

SOURCEENTITY

Refers to a valid Location within Intacct. The field is limited to 20 characters.

Required only when the option to auto-create inter-entity transactions is enabled for journal entries and the journal entry is not balanced by location.

Theatre Manager does not populate this field during the export process.

CURRENCY

A valid Currency ID within Intacct. The field is limited to 40 characters.

Any defined currency, such as USD or EUR; blank denotes base currency. Use only in multi-currency companies. This field defines the transaction currency. If no field is defined here, the system uses base currency.

Theatre Manager does not populate this field during the export process.

EXCH_RATE_DATE

The Exchange Rate Date indicator for this G/L Entry. The date will be in a MM/DD/YYYY format.

Required field, unless the EXCHANGE_RATE is provided. Use only in multi-currency companies. This field determines the exchange rate as of this date.

Theatre Manager does not populate this field during the export process.

EXCH_RATE_TYPE_ID

A valid Exchange Rate Type ID within Intacct. The field is limited to 40 characters.

Default Value: Intacct Daily Rate, unless a custom exchange rate is defined as the default.

Use only in multi-currency companies. Defines an optional custom exchange rate type. The system uses the Intacct Daily rate if no optional one is defined here.

Theatre Manager does not populate this field during the export process.

EXCHANGE_RATE

The Exchange Rate for this G/L Entry. The field is limited to 17 characters, not including decimal point.

Defaults to the exchange rate of the CURRENCY on the EXCH_RATE_DATE for the EXCH_RATE_TYPE_ID. Must be a positive integer value.

Use only in multi-currency companies. Overrides the default exchange rate, which is the product of the CURRENCY, EXCH_RATE_DATE and EXCH_RATE_TYPE_ID.

Theatre Manager does not populate this field during the export process.

STATE

The current State indicator for the G/L Entry.

Draft for draft state.
Posted(default if not supplied) for posted state.

Theatre Manager does not populate this field during the export process.

ALLOCATION_ID

A valid Allocation ID within Intacct. The field is limited to 50 characters.

Theatre Manager does not populate this field during the export process.

BILLABLE

The Billable for this G/L Entry.

T for billable.
F(default if not supplied) for non-billable.

Theatre Manager does not populate this field during the export process.

GLENTRY_CUSTOMERID

A valid Customer ID within Intacct. The field is limited to 20 characters.

Theatre Manager does not populate this field during the export process.

GLENTRY_VENDORID

A valid Vendor ID within Intacct. The field is limited to 20 characters.

Theatre Manager does not populate this field during the export process.

Formatting the External Account Number

Theatre Manager's External Account number are required to be set up in a specific format to accomodate the various aspects of the Sage Intacct export file.

(Accounts with No Location, No Dept, No Class) The field formation will be A23456789
(Accounts with Location, No Dept, No Class) The field formation will be A23456789\L2345
(Accounts with Location, Dept, No Class) The field formation will be A23456789\L2345\D23456
(Accounts with Location, Dept, Class) The field formation will be A23456789\L2345\D23456\C23456
(Accounts with No Location, Dept, No Class) The field formation will be A23456789\\D23456
(Accounts with No Location, No Dept, Class) The field formation will be A23456789\\\C23456

ACCT_NO

A23456789 - The account number that transactions get posted to.

The format of this field is defined within Intacct. If Intacct's accounts include a dash (-), include this dash (-) in the C23456 formatting at the appropriate position. For example: 00-0000 or 000-000 or 0000-00 etc.

LOCATION_ID

L2345 - A predefined Location ID within Intacct. This ID is only required if Intacct requires it when using this account number.

DEPT_ID

D23456 - A predefined Department ID within Intacct. This ID is only required if Intacct requires it when using this account number.

GLENTRY_CLASSID

C23456 - A predefined Class ID within Intacct. This ID is only required if Intacct requires it when using this account number.

Diataxis:

Reference

Solomon

Theatre Manager will create a Microsoft Excel file that can be used to import into Solomon Accounting Software. Solomon's ability to create unique company names, accounts, projects, tasks, and sub accounts for each GL account requires the setup of Theatre Manager's External Account field to be set in a specific format to accomodate the various aspects of the Solomon export file, prior to performing the first export.

Solomon Accounting Software

The Soloman Accounting Software exports each detail line within the G/L Entry. Each deposit and sales posting are exported as their own separate entry within the export file. This allows an exact match of each G/L Entry to crossover into Solomon (line for line).

Parts of the Solomon Export File

Company

The 'company database' that transactions get posted to. This description is defined within Solomon and may not match anything within Theatre Manager.

Theatre Manager is able to maintain multiple company names that may be in Solomon. Theatre Manager will export the Company contained the External Account field.

Account

A 5 digit account number. Theatere Manager's External Account value (name or number) will be used to create the export file.

Project

Project codes are setup within Solomon. Using Theatere Manager's External Account, the export process will create the Project code for each event's sales. Refer to the section The Project Field Format on this page for more information.

Only Ticketed Events have the ability to have project codes. This means Donations, Passes, Fees, Payments, Facility Projects, etc. will not have project codes.

Cafe, Lounges, Bar Sales, Movies, etc. may be setup as ticketed events, but may not always have a project associated with them. During the setup process of the External Account field, the GL accounts that do not have a project associated with them, will not have a Location or Event Type code assigned to them.

Task

A 4 digit number. Task numbers are setup in Solomon.

(Project) The value will default to the 0000.
(non-Project) The value will default to a blank field.

Sub

A 6 digit sub account number. Sub account numbers are setup in Solomon.

Ref Nbr

Journal Entry Reference Number. The Journal Number from the sales posting or deposit posting will be exported.

Date

The Journal Entry Date. The date is always in YYYY-MM-DD format.

Debit Amount

The debit amount of the transaction.

Credit Amount

The credit amount of the transaction.

Description

The memo text associated to this particular G/L transaction from Theatre Manager's journal entry. The field is limited to 30 characters.

Reconcillation,Status

A reference to the reconcillation status for the bank deposit. This field is defaulted to aide in validating and importing data into Solomon.

(Cash Type transactions) The value will default to the Cleared.
(Non-Cash Type transactions) The value will default to a blank field.

Clear Date

The date the transaction is cleared in Solomon. The date is always in YYYY-MM-DD format.

(Cash Type transactions) The value will default to the Date column.
(Non-Cash Type transactions) The value will default to a blank field.

Formatting the External Account Number

Theatre Manager's External Account number requires to be set up in a specific format to accomodate the various aspects of the Solomon export file.

The format of the External Account varies based on the purpose of the GL Account. The format of this field is required to have a period (.) used as separator between fields. A leading or trailing period (.) for the External Account field should not be added.

(Events with Projects) The field formation will be A23456789.B2345.C23456.L2.T2
(Events with No Projects) The field formation will be A23456789.B2345.C23456
(Cash Type Transactions) The field formation will be A23456789.B2345.C23456.CASH

Company

A23456789 - The 'company database' that transactions get posted to.

Account

B2345 - A 5 digit account number.

Sub

C23456 - A 6 digit sub account number.

The format of this field is defined within Solomon. If Solomon's sub accounts include a dash (-), include this dash (-) in the C23456 formatting at the appropriate position. For example: 00-0000 or 000-000 or 0000-00 etc.

Location

L2 - A 2 digit code representing the Location where the event is taking place.

Event Type

T2 - A 2 character code representing the Type of Event.

Cash Type Transaction

CASH - Include CASH to represent this is a Cash Type account number.

The Project Field Format

Theatre Manager will create a Project code using the following contents:

The format of the Project field will always be Y234-L2-T2-E2345 using a dash (-) as a field separator.

Program Year	Y234 - The Event Season starting year assigned to the Event in Theatre Manager.
Location	L2 - The 2 digit code representing the Location where the event is taking place, as defined in the External Account for the Event.
Event Type	T2 - The 2 character code representing the Type of Event, as defined in the External Account for the Event.
Event #	E2345 - A 5 digit number representing the Event Sequence Number assigned to the event by Theatre Manager.

Diataxis:

Reference

Unit4 Business World

Theatre Manager will create a fixed position text file (.txt) that can be used to import into Unit4 Business World accounting software. Unit4 Business World's ability to create unique accounts, locations, departments, and classes for each GL account requires the setup of Theatre Manager's External Account field to be set in a specific format to accomodate the various aspects of the Unit4 Business World export file, prior to performing the first export.

Unit4 Business World

The Unit4 Business World (formerly Agresso Financials) exports each detail line within the G/L Entry. This allows an exact match of each G/L Entry to crossover into Unit4 Business World (line for line).

Parts of the Unit4 Business World Export File

Batch Name

A pre-defined Batch Name identifier within Unit4 Business World representing the source of the journal entry. The field is limited to 7 characters.

Default Value: ARTSMAN

(to represent ArtsMan / Arts Management Systems Ltd.)

Transaction Series

A pre-defined Transaction Series code within Unit4 Business World representing the type of journal entry.

Default Value: TMTMGLSA

(where TM is representing Theatre Manager)

GL Account Code

The Unit4 Business World account number. Theatere Manager's External Account value (name or number) will be used to create the export file.

Cost Centre

Mandatory - A valid Cost Centre within Unit4 Business World. The field is limited to 4 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

Project

Optional - A valid Project within Unit4 Business World. The field is limited to 16 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

Location

Optional - A valid Location within Unit4 Business World. The field is limited to 8 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

Payment Type

Optional - A valid Payment Type within Unit4 Business World. The field is limited to 11 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

If this is a deposit posting (DP-0001255) and a value is supplied, it maps to specific payment types (VS, MC, AMEX, etc.) within Unit4 Business World.

If this is a sales posting (SP-0001318, GL-2020351) and a value is supplied, it applies to specific revenue items to identify the type of revenue. Unit4 Business World uses this field for duo purposes depending on the GL Account being referenced.

Fund

Mandatory - A valid Fund within Unit4 Business World. The field is limited to 4 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

Revenue Type

Optional - A valid Revenue Type within Unit4 Business World. The field is limited to 8 characters. Theatre Manager's External Account value (name or number) will be used to create the export file.

Currency

A valid Currency Type ID within Unit4 Business World. The field is limited to 4 characters.

Default Value: CAD or USD

Data Type

Sets a preference value used during the import process to allow the import routines to know the Data Types that will be included within the import tables.

This field is set to the default value of 0.

Amount in Local Currency

The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.

Amount in Local Currency if converted to Foreign Currency

The amount of the transaction. Debit amounts are always positive, credit amounts are always negative.

Use only in multi-currency companies. This field determines the exchange amounts for the Period Start and Period End dates.

Theatre Manager sets this value to be the same as the Amount in Local Currency.

Account Description

The G/L Account Description for this G/L Account. The field is limited to 50 characters.

Period Start

The Journal Entry Date for this G/L Entry. The date will be in a YYYYMMDD format.

Period End

The Journal Entry Date for this G/L Entry. The date will be in a YYYYMMDD format.

Formatting the External Account Number

Theatre Manager's External Account number are required to be set up in a specific format to accomodate the various aspects of the Unit4 Business World export file.

The format of the External Account varies based on the purpose of the GL Account. The format of this field is required to have a backslash (\) used as separator between fields. A leading backslash (\) for the External Account field should not be added.

(Accounts with all fields provided) The field formation will be 4190\3205\112204\999\888\777\100
(Accounts with GL, Cost Centre, Fund) The field formation will be 4190\3205\\\\\100
(Accounts with GL, Cost Centre, Payment Type, Fund) The field formation will be 4190\3205\\\\VS\100

GL Account Code	4190 - The account number that transactions get posted to. The account number is mandatory.
Cost Centre	3205 - A predefined Cost Centre within Unit4 Business World. This ID is mandatory.
Project	112204 - A predefined Project within Unit4 Business World. This ID is optional.
Location	999 - A predefined Location within Unit4 Business World. This ID is optional.
Revenue Type	888 - A predefined Revenue Type within Unit4 Business World. This ID is optional.
Payment Type	777 - A predefined Payment Type within Unit4 Business World. This ID is optional.
Fund	100 - A predefined Fund within Unit4 Business World. This ID is mandatory.

Diataxis:

Reference

End Of Day Tab

This screen has an important button on it to reset the end of day process ID and is described below. You may have to do this if you receive the message about a deposit in progress during end of day wizard.

End of Day Wizard and Posting Options
Allow sales while End of Day Wizard is Open	Click to allow employees to continue with the day's sales while the End of Day is being run.
EOD Process ID	This tracks the employee's process ID that tracks who is currently doing an End of Day deposit.. NOTE: If nobody is in the deposit window, yet the end of day process ID is non zero, then click the Reset button to clear the process ID This allows you to resume accepting payments everywhere and also do the end of day process. It also clears the merchant in use settings if you receive a deposit in progress message that prevents accepting payments.
Deposit Reports Required
Bank deposit summary by payment type	When checked, a summary of all payments, sorted by type, will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Bank Deposit - Totals
Deposit detail of all payments	When checked, a detail report of all payments in the deposit, sorted by patron, will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Deposit Detail
Cheque listing for bank deposit	When checked, a list of cheque detail in the deposit (suitable for taking to the bank) will print automatically during End of Day. This report can also be found in Reports > Order and Payments > Bank Deposit - Cheque Listing
Next Transaction Numbers
Deposit Number	The next bank deposit number. This value should not be set less than the current number.
Till Bal(ance) Number	The next till balance number. This value should not be set less than the current number.
Sales Posting Number	The next sales posting reference number. This value should not be set less than the current number.
Member Control Number	The next member control number. This value should not be set less than the current number.
Date Last Deposit	The date of the most recent successful (completed) End of Day Deposit in Theatre Manager.
Date Last Posted	The date of the most recent balance of the End of Day (Post to G/L) in Theatre Manager.
Order Last Posted	The last order number posted to the G/L during End of Day.

Diataxis:

Reference

Box Office Tab

Adjustments to how the Box Office operates can be made from this tab.

Managing the Sale

Tix Sales Warning

A warning notification is displayed on the screen if the number of tickets being sold is greater than this number.

Warn if Performance

Displays a warning on screen once a performance start time has gone past the denoted amount of time.

Remove Performance

Removes the performance from the sell list once this much time has elapsed past the start time. Users with past performance access can still sell to this performance.

Display past play

Number of days to still list past performances.

Play Selection: Display Sold Out Performances

Checking the box will show Sold Out performances from the Buy Window.

Before Event Sales: New order for each transaction

Checking the box will create a new order for each ticket transaction (generally each walk up patron).

It is ADVISABLE to leave this checked because a new order separates each walk-up transaction so that if you need to find a specific interaction with a patron based on card used, then you can narrow down everything to the one order and a small range of theatre manager transactions. Doing otherwise leaves all items purchased in the various parts of the order (except the ticket tab) so you'll see a build up of fees, etc.

Warn if Receivables Over

Checking the box will issue a warning to the screen when a patron's receivables exceed the value denoted.

Next Season Starts

Denotes when the next season starts.

Why did Patron buy?

The option selected from the drop-down will show on the Payment Window of an order as the default option for the patron's reason for buying the order. Options for the drop-down are set in Order reason to buy in Code Tables.

System Plug Ins

Checkout Plug In

Allows the selection of a plug in to be used for after the order has been placed. Press the Plug In Search

button to see all available plug ins.

Payment Plug In

Allows the selection of a plug in to be used for after the payment has been taken. Press the Plug In Search

button to see all available plug ins.

Orders and Payments

Hold for Pickup / Taken

If selected, this option will be the default on the Payment Window and indicates that tickets are generally held to be taken by the patron or are immediately taken by the patron (walk-up).

Mail to Patron

If selected, this option will be the default on the Payment Window and indicates that tickets are to be mailed to the patron.

Hold for Will Call

If selected, this option will be the default on the Payment Window and indicates that tickets are to be held for Will Call for the door sale of the performance.

Ticket Delivery

Print tickets on ticket printer

Indicates that people generally print tickets on ticket printers for box office sales.

E-Mail PDF tickets

If selected, the print tickets button within theatre manager will change to print/email tickets on all places where tickets can be printed. When the print/email button is clicked on those windows, it will show a list of email addresses for the household, as well as an option to add another email for the patron. Emailing tickets sends out a PDF of the ticket that is exactly the same as if the patron had purchased the ticket online.

Note: PDF tickets can only be emailed if:
There is no money owing on the order after the payment is made. You cannot email tickets if the order is not paid for.

The performance is for the future. You cannot email PDF tickets for past performances unless the performance can still be attended/viewed in future. Refer to Web Sales Stop Time settings to see how sales can occur beyond the performance start time.

The event is archived

The performance does not allow 'print-at-home' tickets. If they can't get these tickets online then the box office cannot send them

Print at home tickets is an available option within the system

Please refer to the complete list of possible reasons why an e-ticket cannot be sent.

When you print tickets form an order or patron window, the options for PDF printing will look like this.

E-Mail an Invoice

If selected, the user will have the option to email invoices from the print an invoice screen on the order windows.

Exchange Policies

Collect $ for higher price

If selected the difference between the exchanged tickets and the new higher priced tickets will need to be collected.

Collect $ for lower price

If selected the difference between the exchanged tickets and the new lower priced tickets will need to be refunded.

Exchanged tickets retain original price

If selected when tickets are exchanged for lower priced tickets the lower priced tickets adopt the price of the original tickets.

Diataxis:

Reference

Ticket Faces Tab

Default Ticket Faces

Address Ticket

The address ticket face number.

Default to 'Print Address Header' on payment window.

When checked, this will set the Address Ticket to always be selected for printing by default on the Payment Window.

Credit Card Receipts

Receipt Ticket

The receipt ticket face number.

Print Automatically for Patron Present credit card payments.

Prints a credit card receipt automatically if a card is swiped in the box office - ie. the payment source is marked "patron present".

Print Automatically for Telephone and Mail Order credit card payments.

Prints a credit card receipt automatically if a card is keyed in manually in the box office - ie. the payment source is marked "telephone" or "mail" order in the payment window.

Prompt user if receipt required when no tickets are being printed.

When selected, a window will open during payment that prompts the user to select a credit card/address ticket receipt option when tickets are not being printed in the order - ie. when "Accept Payment" is clicked instead of "Print Tickets".

Print Receipts

The number of times the credit card receipt should be printed.

Ticket Stock Management

Approx. Tickets Left

The count of the number of blank tickets that you currently have in stock.

Ticket Face Value

Include

The full price of a ticket is determined by the base price after applying a sales promotion. The components can include a discount, up to 3 fees and up to 3 taxes.

Some jurisdictions (like Ontario, Canada), require that a Face Value be determined for all tickets. You can specify which components are to be included in the face value by selecting the appropriate checkboxes.

If this applies to your venue, change your ticket faces to show the face value by adding or using the Face Value field

For e-tickets, you may need to set the Web Options to show face value on e-tickets or display the price breakdown per the image to the right.

Reorder Level

The point at which Theatre Manager will show a reminder to you to order more ticket stock. You will get a warning if the approximate count of tickets dips below this number. We recommend setting this number to be the number of tickets you will print in an average month.

Since theatre manager counts each ticket that is printed, the purpose of tracking ticket inventory is so that you do not run out of tickets at a critical time. Click here for more information.

There are reports that can help you determine how many tickets you used.

Diataxis:

Reference

Holds Tab

This section defines the appearance and release time for held seats. Held seats can be set to automatically release prior to the performance. Enter the time before the performance that the seats are to be released.

Held Seat Setup
Auto Release Holds	The number of minutes prior to a performance that held seats will be released.
Holds to Release	The letters, representing a held seat, to be released.
Set default holds using venue map when creating a new performance	Use the map holds as the default setting when creating a new performance.
Holds at other Outlets.	These holds codes may be released by sales people working at other outlets if they have access to those hold codes in their own outlet.

Diataxis:

Reference

Web Options Tab

There are three sub-tabs on this window that hep you configure the patrons online shopping experience. These are:

General settings such as enabling login, how login works and any lockouts.
The Purchasing process that help decide flow of purchasing tickets, how passes can be used and suggested donations processes
Carts and Checkout settings for display options, and checkout settings.
Ticket Delivery Options settings for charging fees on various ticket delivery options

Diataxis:

Reference

Web Options - General

General Web Sales Options
Enable Web Sales	Enables sales to occur on the web. If turned ON, a directory must exist on the TM primary server for This outlet (eg 1/WebPagesEN or 2/WebPagesEN for each of multiple outlets that are active) -AND- for each language that is active for the outlet. eg WebPagesEN and WebPagesFR if both english and french are supported Listeners will not start if the Director requires full web pages and either of the outlet directory and/or the WebPagesXX directory is missing. If the Director requires only custom pages, the web services will start using the current template pages. If turned OFF, patrons will receive a message that the site is down.
Allow Anonymous Login	Enabling this feature allows patrons to shop and add items to a web sopping cart without identifying themselves first. When the patron is ready to check out and pay, they will need to either: login to an existing account -or- create a new account if they have never purchased before Optionally, if you also wish to give patrons the option to checkout without creating an account you can enable the limited profile patron option. When the option is enabled and the patron checks out, they will be given 3 options: sign in to an existing account -or- create a new account if they have never purchased before -or- provide a minimum amount of data (name and email) which is sufficient to send a confirmation of the purchase Note: Limited profile patrons have some benefits and disadvantages. Please review them before deciding to turn on the option.
Show Count down Timer	When enabled, a timer will appear on the web pages menu bar beside the cart - showing how much time is left before the web listener releases all items in the cart. The timer will appear once there is something in the cart and is reset every time the patron looks at a new web page
Login Attempts	The maximum number of login attempts before the patron's account is locked out and they must request their password to continue.

Coupons and Preacess codes
Accept active coupons	When selected, patrons will be able to enter a coupon code at checkout. For more about coupons, click here.
Enable presale access codes	When selected, patrons will be able to enter a presale access code on the Events list online in order to see shows which are not online for sale to the general public. For more about presale access codes, click here.

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Web Options - Purchasing

Event List
Show Ticket Trove icons on play list	Displays the Ticket Trove icon from the Marketing tab in the List of Events for the online sales.
Look Ahead	Number of days in advance events should be displayed for. If this is: zero - only the current month events are shown. on the last day of the month, that would mean only todays events. non-zero - indicates the number of days (in advance of today) that events are to be displayed for. Atypical value is 45, meaning that when searching for the current month, then 45 days of events will be shown at a minimum, which will show events into the next month. This has no effect when searching for months that are entirely in the future.
Max Events (pagination)	The maximum number of events to be displayed on any one page in the event list. If the patron requests more events than the maximum, the event page becomes paginated and the patron can go forward or backward in pages to see the rest of the events. Using 25 events for pagination is a good balance between performance and amount of data to display. NOTE: the last page always shows a full list (by design). So, if you have 27 performances found by the current search, then: page one will show the first 25 events (.ie. 1 to 25) -and- page two will show the last 25 events (i.e. 3 to 27)
Note, Warning, Danger Alerts	You can add a Note and/or Warning and/or Danger alert to your event list that will appear at the top of each page. This can be plain text, HTML or Markup. The diagram below shows some examples of using Markup to have all three of the messages appear on the event list. Possible uses Covid Re-opening Rules Adding quick pick HTML for certain events Example using markup Example using HTML with links

Preferred Route to Ticket Selection

Use Default Route as decided by the system

This describes the path taken from the event list to the seat selection for reserved seating events. There are two explicit options provided (described below).

Unless explicitly selected below, the web listeners will take the default path to the seat selection window as decided by Arts Man. Currently, the default path is to ask the patron where they want to sit and the number of tickets (first option), but that may change as a result of feedback from venues in accordance with dominant marketing thinking. If you prefer one option over the other, please select it.

Note: if not using pick your own seating in a venue, events sold in that venue will always use the ask for quantity/section approach.

Always ask for quantity/section before offering seats

For this path from the event list to the seat selection window, the user is given an intermediate step that asks for the number of tickets they want and the section they may want to sit in. This adds one page to the selection process and has the advantage that a user will always be guaranteed seats before they start the pick your own process.

Proceed Directly to Pick your own

This path indicates that the user will be taken directly from the event list to pick your own, with no tickets selected for them. It is one web page click shorter, but seats must be manually selected.

In the case of large onsales, arriving at pick your own with no saved seats may cause frustration for users if they try to pick some and find their selection being taken by others. you can:

Manually modify the web page link for the event window to automatically suggest a couple of tickets and have a hybrid option.
Globally disable the pick your own option temporarily during a large on-sales by picking the ask for quantity approach on this window. You can re-enable later.
Disable the pick your own setting temporarily for the map you are using for the on-sale. If pick your own it not enabled then the events in that venue will use the ask for quantity approach (above) and other events using different pricing maps will use the pick your own approach

When you send a patron directly to pick-your-own, there is a button for a quick suggestion of seats. The quantity suggested is the same as the suggested ticket purchase quantity in the performance detail window. You can customize this per performance.

Ticket Selection
Show sales promotion on offered ticket	When selected, the sales promotion's external description will be visible to patrons online during seat selection. This appears on the seat selection window where tickets are offered to the patron AFTER Theatre Manager has found them. it confirms the external sales promotion name to the patron.
Show price code on offered ticket	When selected, the Price Code description will be visible to patrons online during seat selection. This appears on the seat selection window where tickets are offered to the patron AFTER Theatre Manager has found them. It confirms the price code that will be on the ticket.
Map Display	This setting indicates how you would like the map to display for web sales. You can show only the seats available to the patron, all others are blank, or you can choose to show all the seats, those that are taken have their codes masked or not, or a generic map of the venue. These setting can be overridden for individual performances, click here for more information. Options are: Selected seats only (sold are blank) Selected and sold (mask seat codes) Selected and sold (actual seat codes) Use 'tmGifs/Map[x].jpg' for generic map Do not display any map

Passes and Gift Gertificates
Enable Pass/G.C. Redemption	Allows Pass/G.C.'s to be used as payment online. Only those Pass/G.C.'s that have been set for redemption online in the Pass/GC setup can be used online.
Enable Pass/G.C. Renewal	Allows the renewal of Pass/G.C.'s that have been configured to be renewed online in the Pass/GC setup

Donation Options
Suggest adding general donation in cart	When selected, patrons will see a reminder at the top of a shopping cart to include a donation with their order at checkout. If clicked, the partron is taken to the donation screen to give to any campaign allowed online. Once a donation is given, the message disappears from the cart window.
Suggest adding round-up donation to cart	If round up donation is enabled and a campaign is specified, then a message will appear in the shopping cart window and/or checkout window encouraging the patron to round up their payment to the nearest even dollar (or 5 or 10 - the amount can be easily customized in rowcartdonationroundup). Once the payment amount for the cart is an even dollar, then the message will not appear. The campaign must be enabled online (and you might not want to make it visible) - and we'd suggest making a separate one that might be named like Round Up My Bill Donations or using your existing annual individual giving campaign.

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Web Options - Carts and Checkout

Carts

Show price/fee/tax breakout

if enabled, shows a breakout of ticket prices, fees, taxes etc on the checkout page as per the image to the right.

Show 'Face Value' price and final price in carts

If enabled, this will show the face value of a ticket (as determined in the Web Options tab) on all online web pages and any e-ticket emailed to a patron.

Cart Timeout

The number of minutes a patron can do nothing after accessing a page before the cart becomes inactive and the items released. Whenever the patron requests another page to resume shopping, the timer is reset.

Moneris Hosted Payments requires that your cart timeout is 60 minutes - it cannot be less. This is because Moneris payment acceptance is 60 minutes and we cannot close carts until their payment page has timed out.

Session Timeout

The number of minutes a patron can be idle on the web site before they are logged out. This must be the same or larger than the cart timeout.

The difference between session and cart time out:

The cart time out only releases items in the cart to others after the timeout is reached. If somebody is logged in, they stay logged in.
The session timeout is when the patron is logged out (which also closes the cart if it is not closed). After that, the patron must log in again if they attempt to complete a cart.

Streaming Performances We highly recommend increasing your web sales session timeout to be at least 1 week, and even up to a year. By extending the session timeout, patrons will not have to login as often which will smooth out the web experience and remove obstacles to purchase. This is especially true when patrons are logged in on mobile devices.

Checkout

Min Cart Payment

You can specify a value that the cart must be before a credit card checkout would be attempted. This can be used to prevent 'bad guys' using your web site to try verify if stolen credit cards could be accepted.

Set it zero to ignore the check completely. Carts containing only comp tickets or ticket completely paid for by passes are ignored by this test.

Pay Order Balances Online

When selected, patrons will be able to pay for any outstanding order balances online if the order is marked as such when putting on account. If this is disabled, then the feature of paying prior order balances is disabled completely.

NOTE: If a patron pays for a prior order balance online, three (or more) payments are created:
Credit Card Payment: The credit card payment amount is determined based on the total value in the cart. This INCLUDES the balance on the prior orders.

Cash payment 1: A CREDIT CASH payment is made to reduce the overall payment amount on the cart to the purchased value of new items EXCLUDING totals for prior orders

Cash Payment 2 - N: A DEBIT CASH payment is then made for EACH of the other order(s) that were added to the cart to be paid off. This allocates a CASH payment to each of the orders added to the cart to reduce its balance to zero.

The net effect is similar to a payment applied to multiple orders

Must Acknowledge Terms and Conditions

When selected, patrons will be required to read/accept the terms and conditions at checkout. You may be able to place certain restrictions in the terms and conditions to cover exchange and refund policies, patron behaviour, age limits, scalping,etc.

Refer to tmtermsandconditions.html for more information.

Add Calendar to Confirmation Emails

If selected, then a calendar will be attached to the outgoing confirmation email as an ICS file. This can be double clicked by the user to add their purchase dates to their calendar on their own devices.

Terms and Conditions

You can add your extra terms and conditions here that will show when they are requested on the checkout window.

Covid 19

You can enter your Covid 19 policy in plain text, HTML or markup language and it will appear in the web site automatically.

Adding words to covid 19 tab also causes the 'accept terms and conditions' checkbox on the web site to say that there are Covid 19 conditions. We recommend using this in conjunction with event list notes so that people will see instructions both before and after ordering.

Notification

You can set up a notification which specifies a list of email addresses that will receive a copy of all completed shopping cart emails. This can be used for audit or backup purposes.

If implemented, you will have to clean out the emails from the specified email account yourself and use of this feature is not recommended if you have rate limiters at your ISP (such as google mail)

Browser Payment API Support

Some web browsers support card payment options natively that allows the patron to manage their own card data within the browser and use it to pay in a web cart interface.

If selected, Theatre Manager will attempt to use alternate payment screens on checkout to try to simplify the payment interface.

If all are unchecked, then Theatre Manager does not try to take advantage of the API's in a browser and uses the existing web page payment screen that is designed to be the same on all browsers.

Note: these options currently cannot be used with Acknowledge terms and conditions option (above)

Built in Bootstrap View

If enabled, Theatre Manager will show a summary of the purchase and credit card input on one modal dialog using bootstrap. This causes other checkout options like delivery options to default. It is meant to use as a quick pay option

Basic Card

If enabled and the browser supports it, the browser will use the built in payment screen from the browser. Google chrome is currently the only browser that implements this (since they invented it). If this option is not supported by your browser, then the Built in Bootstrap view will be used (if enabled here)

reCAPTCHA Support

Google has a tool called reCAPTCHA. They state, on their web site:

reCAPTCHA uses an advanced risk analysis engine and adaptive challenges to keep malicious software from engaging in abusive activities on your website. Meanwhile, legitimate users will be able to login, make purchases, view pages, or create accounts and fake users will be blocked.

Client Key

If enabled, enter the client key that you obtained from the google web site when you signed up for the feature.

Server Key

If enabled, enter the server key that you obtained from the google web site when you signed up for the feature.

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Web Options - Ticket Delivery

You can charge different online fees for the ticket delivery method the customer chooses such as :

Mailing Tickets - which is generally standard since it costs money to mail tickets
Hold at Will Call - which seems to be an emerging trend in some locations if the customer is given the choice of print at home and picking up tickets -- a fee such as this might bias the customer to chose to print at home
Print at Home - which would charge a fee for tickets printed at home. We have not had and venue ask for this yet - but it exists for completeness

Any of these fees are optional. if you do not wish to charge them, set the fee to zero or leave the fee setup blank.

Turning off any of these options mean that cannot be selected by the patron on the checkout window, regardless of any settings for each event.

Permitted E-Ticket Delivery Options

Set initial delivery option based on cart contents

Tells the web server how to best set the ticket delivery options on the cart checkout page. If

checked (the default), the web server picks the most appropriate ticket delivery option based on the contents of the shopping cart. For example: if the cart has events that allow e-tickets, that will be the default. If the cart has no e-tickets, the default becomes pick up at will call.
un-checked, the patron must always pick a delivery option manually.

Mail to patron

Tickets purchased on the internet are marked for printing and mailing by the box office. A Mail Fee must be entered above in order for this option to be selected. When selected, online patrons are presented with a Mail My Tickets option at checkout.

Mail Fee

The number of the order fee designated as a Mail Fee in Fee Tables.

Print At Home Tickets

Tickets purchased on the internet are marked as printed and patrons are presented with the option to print their own bar-coded tickets. Click here for information on turning on Print at Home for a selected event or performance.

If you are printing at home, you can print using one of two types of bar codes.

Standard 3 of 9 bar code. This is the same as what is printed on hard ticket stock and looks like a ladder.
QR code format. This is the square 2D bar code found that is typically used for quick access to web sites

Additional Action Items:

If you enable print at home tickets in company preferences, there are some other things you might also want to:

Edit some current events or performances and selectively enable print at home. Exiting events are not converted, all new events default to print at home
Buy a ticket yourself and print it to PDF to see what the ticket looks like. The default print at home ticket has space for an 'AD' that you might like to change in the default web pages.
Decide if you want to email tickets to patrons who phone in to the box office - an email ticket option will appear where the print ticket used to be to provide choice. This is useful as it also acts as a confirmation while allowing you to update email data for parsons.
Read about how to batch email ticket to patrons via the print unprinted tickets function

Note: The Linea-Pro scanner attachments for IOS (for iPhone/iPod) are able to scan both 3 of 9 and QR codes. The older MC55A windows mobile based bar code scanners can only scan the standard 3 of 9 bar code. If you are using those wireless scanners, do not pick QR code.

Print at Home Fee

The number of the order fee designated as a Print at home Fee in Fee Tables. This fee will be charged to patrons who print their tickets at home. Leave blank if you don't want a fee for this option.

Hold for Will Call

When selected, patrons online can select to have the box office print and hold their tickets in Will Call. The exception is, any ticket for a performance where the print at home setting is 'must print at home' or is 'mark ticket as printed' will be set accordingly.

Will Call Fee

The number of the order fee designated as a Will Call Fee in Fee Tables. This fee will be charged to patrons who elect to have their tickets picked up at the box office. You do not have to have a fee - leave blank if you don't want one.

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Director Tab

NGINX is the the web server software used by Theatre Manager and requires minimal configuration to work properly. The Director tab in Company Preferences is where you define most settings.

To install and setup TM Server in web services mode, click here.
For more information on the ports used by Theatre Manager, click here.

Parts of the Director Tab

To set up the 'Directors' for web sales, there are 4 settings that need to be made:

Web Server - essentially indicates the URL of your ticketing web site
Web Listener Template Pages - indicates which web listener inside your firewall hosts any of your customized template pages
Content Security Policy - indicates which external web sites are allowed to be imbedded in your web site (normally only pixel providers)
Queue Setup - indicates how to handle large amounts of unexpected web traffic

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Web Server Setup

External Web Server Ticket Sales URL
Web Server URL	The domain for the ticketing site. Normally, this should look like https://tickets.yourvenue.org
Web Server Port	Enter the port number that the web server will be using for incoming connections. Normally, leave this blank to use the standard port 443 for incoming secure connections.

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Web Listener Template Page Location

Template Page Management

Custom Template URL

This normally is the address of the primary TM Web Server which has been designated to host your template pages. It will typically be an IP Address that looks like:

http://192.168.x.x

Port #

This is typically set to 8111

for the server that Theatre Manager uses to retrieve web page templates. This is generally never changed unless there is a desire by your network administrator to use alternate internal ports.

Template Folder Contains

Note: TM server always gets the latest templates from its internal resources so the standard pages are always kept up to date. There are two choices for this setting to indicate how you want to store the custom pages

The preferred option is Only the customized pages in main directory.

In either case, refer to typical pages that are changed

All Default Pages and TMCustom folder in a sub directory	Only The customized pages in the main directory
This is a legacy setting. It means that the web pages folder contains all the standard templates (which TM server now ignores) and a subdirectory called TMCustom that contains the custom pages.	This setting indicates that any page in the web pages folder is a custom file. Thus, the directory only contains custom pages. If a page is not changed from the original templates, it should NOT be in this directory. This makes it easier to know only the pages that have been altered.

Last Cache Clear

The date the cache on the Classic web listener was last cleared. The Clear Web Cache button to the right of this field can be used to reset or clear the cache on all currently running listeners by sending them a message that the web pages are al invalidated. Tt may take a few seconds as each listener re-reads them.

Note: The listeners generally detect page changes within a minute and starts using them automatically - but it will do it right away if you press this button. You can also clear the cache on the status page of any web listener

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Web Content Security Policy

Support for xFrames and Content-Security-Policy

xFrame Option

Your options are

OFF (don’t include headers at all, everyone can put your site in an iframe)
SAMEORIGIN (Only the exact same domain can use iframes)
DENY (No one can put your site in an iframe) -or-
Specify any number of URLS that you’d like to use (which includes same domain in addition to what you specify).

The implementation works by using the more modern Content-Security-Policy HTTP header, but it still includes the X-Frame-Options HTTP header both to pass your PCI test and to support legacy browsers. Unfortunately, the X-Frame-Options HTTP header does not support specifying multiple domain names, so in that case older browsers will only be able to see iframes if they are from the same domain even if you specify multiple domains in Theatre Manager.

We are passing both Content-Security-Policy and X-Content-Security-Policy and using Content Security Policy 1.0 — this gives support in most browsers so the fallback issues are limited to a very small number of browsers.

Allowable URL's

When a list of allowable URL's is specified, enter the URL's that you want in this space, separated with a comma.

The technical meaning of the x-frame options are described in google searches.

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Web Queue Setup

Web servers will generally handle average traffic on most days. This is true of all web servers, everywhere, such as Google, Apple, Amazon

However, there are instances when every web server in the world can get overwhelmed with requests and no amount of hardware can prevent it. Theatre Manager offers you a choice of two queueing system that are designed to become involved in periods of high load to mitigate overloading your systems.

When implemented, a Queue:

intercepts web traffic to the servers and
allows only so many people into the web store at a time, and
presents a dialog to those that are waiting and not in the web store that indicates where they are line waiting for access. As people finish their cart, the next person in line is allowed in

Queue Setup

Enable Queue

Click to enable one of the available queuing options.

Generally speaking, a queue will only engage if your sales volume reaches a specified thresh hold.

If you enable the queue, then select which queueing option you want.

Theatre Manager offers you a choice of three queueing options:

Do not use a queue (no protection is provided - leave the box unchecked)
Use Theatre Manager's built in queue- which is free
Use a commercial, third party provider called Queue-it that you would need to pay for.

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Explanation

Web Server Built In Queue

Theatre Manager's built-in queue is free to use. It is self-contained within your systems and leaves the traffic to be managed by the Web Server using Nginx and a very fast caching system.

It should reasonably work into many thousands of simultaneous visitors to your Web Servers.

Built In Queue

Store Timeout

The amount of time an inactive user has before being removed from the online store. Inactivity means the amount of time the user doesn't click their mouse or enter a keystroke. In other words, if they get into the online store and don't do anything for X amount of time, the system will remove them and allow the next person waiting in the queue into the store.

Store Capacity

The number of patrons allowed into the online store at one time. For most clients, Artsman suggests setting an initial Store Capacity at 50. That means the system will allow the first 50 patrons into the online store, and the 51st person will wait in the queue until someone already in the store exits the store.

Info Note & Warning Note

The Info and Warning Note will display text to online shoppers waiting in the queue. The difference between the Info and Warning Note will be the colour of the note, with Info typically being blue, and Warning being red. However, the colours of the background for the Info and Warning Notes are determined by the Bootstrap theme the organization has selected.

Redis Cluster Storage DB Info

This is a temporary storage place for the Built In Queue to hold data for the queue system. For example, how many people are in line, what place they have in-line, etc.

Database Number

Users can select the Database number if more than 1 is available. By default, if an organization only has a single database (non-outlet clients) then the number for the database should be set to 0.

IP Address

Traditionally the database server will be set up to enable cluster storage. This address should reflect the IP of the machine where Cluster Storage is enabled in the Theatre Manager Server configuration.

Port #

The port number to access the cluster storage. The default is 8204.

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Web Server Queue-It Setup

Queue-it is a pay-for-use service that creates a queue external to Theatre Manager server environment.

Refer to the built in queue that is free and is built into TheatreManager servers

External Web Server Ticket Sales URL
Web Server URL	The domain for the ticketing site. Normally, this should look like https://tickets.yourvenue.org
Web Server Port	Enter the port number that the web server will be using for incoming connections. Normally, leave this blank to use the standard port 443 for incoming secure connections.

The Queue-it process

When Queue-it is enabled in Theatre Manager, the customer experience will be like:

When they reach your web site they will either:
- Be able to enter right away if the traffic on your web site is below the thresh holds you set in the queue-it online management portal
- If the site is considered busy, you'll see an image lie the one on the right. (Not this was customized for the Hamilton onsale by Proctors Theatre
If the patron is required to wait their turn, they'll see a countdown bar that shows their approximate place in line
Once they are allowed to enter the web site, they can select tickets, add them to their cart, give donations, all the typical things supported on your commerce web site.
after checkout, if the customer attempts to go and buy more tickets, they will be put back in the queue to ait their turn.
NoteL: There may be a time limit in Queue-it so that if a customer takes too long in the purchase process, they could be ejected from the store

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Web Listener Tab

The Web Listener tab controls ways that the Web Listeners operate.

Parts of the Web Listener Tab

Employee ID

This is the user id under which all web sales will occur and is reserved for use by the web listener processes

Default Email/Eblast and Performance Settings

Eblast Chunks

The default number of emails to send per hour through the SMTP server. Set to zero of there are no limits imposed by the SMTP server or your ISP. Set to a value a bit smaller than any hourly rate imposed by your ISP.

Email Retries

If an email fails, the number of times that it should be retried before being marked as in error. This should normally always be zero -- and should only be changed upon consultation with AMS support.

Transactions - create at time of sale

The web listener (like the Box Office) creates transactions at the completion of the order. However you can change this to defer transaction creation in order to improve the performance of the web listener (this is the default setting).

Deferring transaction creation for web sales affects when notifications are sent for web sales.

Google Analytics Account

If you have a google analytics account number, then all you need to do is enter it here - and TM will automatically enable analytics for the entire web site. For more on Google Analytics, click here.

Bootstrap Web Page Footer

Any code that goes here will appear at the bottom of your web site or emails. For more on eblasts, click here.

Web Languages

The languages supported in your WebPages folder (web pages). Each is designated by a two-character language code (eg, EN for English, FR for French) and will also be designated in the name of the WebPages folder(s) inside WebPages (eg. WebPagesEN and WebPagesFR).

Pixel/tracking Code

Header

If the tracking code your use is required to go into the header of the page, paste it into this area. Please test your web pages after putting anything here.

Footer

If the tracking code your use is required to go into the footer of the page, paste it into this area. Please test your web pages after putting anything here.

Checkout

If the tracking code your use is required to go on the checkout page, paste it into this area. Please test your web pages after putting anything here.

Refer to a list of some common variables requested by Mogo, Facebook, or Google pixels.
There is also a more extensive list of variables you can use on most web pages.

Mogo, facebook, or google pixels can be usually be placed here as required to accomplish what you want without editing web pages. You can also edit web pages directly if you have unique requirements not covered above. To test the pixel an Order will need to be processed online. The pixel will appear on the https://tickets.myvenue.org/TheatreManager/1/TMcheckoutConfirmation.htmlpage.

Web Page Languages

You can add multiple languages to your web site by doing a couple of things:

Adding a folder to your web site called WebPagesXX, where XX is the language code. There will already be a WebPagesEN folder.
Translating the web pages and the TMError.txt file
Adding the language code 'XX' to Theatre Manager so that it knows to look for that folder.
Modifying the tmnavlanguages.html file to reflect the languages you want to support
Restarting your web listeners

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How To

Donations Tab

This tab allows the setting of the default setting for a number of features for donation management such as:

the patron's name in the program when a donation is received.
Charitable number (required in Canada)
Typical number of donation receipts to print (normally 3 on individual receipts in Canada, 1 on statement receipts0
Last used tax receipt number (normally starts at 0 and is never changed)
Facsimile Signature for the tax receipt

Has some rules imposed by Canada Revenue Agency that seem to imply it must go on custom forms
These are not the same as electronic signature and encryption which is suggested for emailing donation tax receipts.

Donation Program Recognition Name This options determine the default program recognition name for a donation when it is entered to try to save you time. Each donation has its own recognition since a patron can give many times and may want to be recognized differently depending on the amount and/or purpose of the donation. You can over-ride the default behaviour for a patron by entering a specific publication name on their patron record. While normally blank, a donor specific publication name might be useful for foundations, government grants and other such agencies. Even if the default program name is suggested based on these rules, it can be changed at time of entry (or after the fact) to be anything desired such as Anonymous or some thing for In Memoriam of ... or In Honor of ...
Last Name, First Name	If selected the name of the donor will appear on the program derived based on Last Name, First Name - if the publication name is not entered in the patron record.
First Name, Last Name	If selected the name of the donor will appear on the program as First Name Last Name - if the publication name is not entered in the patron record.
Formal Name	If selected the name of the donor will appear on the program as Formal Name that is in the patron record - if the publication name is not entered in the patron record.

Misc Donation Information
Next Contact Date	The default number of months to set for the next contact with a donor. This value can be changed on a per-donation basis to override the default.

Donation Tax Receipts

Signature for Tax Receipts

This is a facsimile signature to print at the bottom of a tax receipt. Revenue Canada has some strict rules regarding their use and acceptability for tax receipts. Facsimile signature are NOT the same as the electronic signatures and encryption required for emailing receipts.

Note: we recommend that the signature be a png with a transparent background (so that it lays on top of any colour or background on your pre-printed forms)

If you are going to enable online tax receipting, you should enter a signature and make sure there is a company report logo as well.

The space allotted for signatures on tax receipts has an aspect ratio of 3.75" wide and 0.75" high. Any signature image you place into this field that is not that size will be scaled up or down to match that ratio -AND- the reports will maintain the aspect ration of any picture you put in.

For best results, try to put in a image that is the size above (or has the same ratio if its not exactly the specified size).

Charitable Number

The organization's government-issued Charitable Organization Number.

Government Web Site

Revenue Canada requires that all tax receipts have their specific donation related web site on every tax receipt. If you enter the web site here, it will print on your tax receipts. if you leave it blank, it will not, but you will then need to preprint it on you charitable receipt forms.

There is an IRS web site a well - to our knowledge it is not mandatory on charitable receipts.

# of Copies

The number of copies of the donation receipt to print.

Last Tax Receipt #

This indicates the last used tax receipt number. The net printed receipt will take on the first number greater than this.

You can change this number forward, or backward. You will receive a message similar to the one the on the right to alert you that this is not a recommended action to skip receipt numbers.

Note: receipt numbers cannot be reused. If Theatre Manager discovers a receipt number that is used for a donation or was previously used and is now unprinted, it will skip to the next available receipt number automatically.

This means printing a receipt, un-printing it, and then printing a new receipt will always result in a NEW receipt number, even if you roll back the last receipt number.

Starting Address Height

The space to leave between the top of the receipt and the address.

3 per 8.5x11" page

Prints three receipts per 8.5x11" page.

4 per 8.5x14" legal page

Prints four receipts per 8.5x14" page.

Comment or Issuing Location

The general message on the receipt for every donation.

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Data Rentention Tab

Theatre Manager retains a complete record of important patron interactions befitting the true nature of a CRM system. You may consider some of the data less valuable than other data and can indicate when you want this information purged from the database. Doing this helps reduce the size of the backups. It also means that the data would not be available online and can only be retrieved by reloading a monthly or annual back up of the database.

Some may find this interesting reading for Revenue Canada's records Retention Requirements. It covers areas such as:
Tax Receipts

Financial records

Minutes of certain meetings

etc

Web Logs and Shopping Cart Retention Policy
Purge completed carts after "xx" days	After this many days, purge web logs for carts where a patron signed in. Only logs are purged, not actual carts.
Purge anonymous carts after "xx" days	After this many days, purge web logs for carts which remained anonymous or were not attached to a patron. Only logs are purged, not actual carts.
Purge misc data after "xx" days	After this many days, purge miscellaneous data entry online that is not confirmed or saved by the patron.
Purge unconfirmed mail list after "xx" hours	This represents the amount of time (in hours) that a pending subscribe to a mail list will remain without confirmation to the web email. If a patron does not confirm addition to the mail list in less than the number of hours specified, the patron will be removed from the mail list. If the patron does confirm they want added to a mail list after the time out, they will be re-added to the mail list in double-opt-in status (for CASL)
Keep cart content data	Shopping carts have multiple lines that describe what the patron placed in their cart. One data element is a very important part of the checkout process as it contains data about prices, promotions, seats, donation amounts, levels, resources, etc. When a cart is checked out, this data is copied to the actual tickets, donations, resources, gift certificates and is no longer needed. It is also not needed if carts are abandoned. However, it can take up significant space on a database. We recommend keeping this data for about 14 days or so as part of the audit trail, should AMS have to inspect carts to resolved issues. Other than that, it is worthwhile purging this data.

Document Retention

Keep etickets/calendar items

Indicate how long eticket and calendar files attached to emails sent to a patron are to be kept around. This number indicates the number of days after the performance before the eticket data is cleared from the document record.

The document record is kept around to track that the patron was sent the information - it is only the contents that are removed.

Removing the content helps reduce the size of the database anf packups significantly.

Email, Letters and Correspondance History The settings are for retaining letters and correspondence history sent to patrons. You can now purge data from the part of the database with the most text data (and takes the most space in backups). Letters can be purged 'en masse'. Two exceptions to the mass purge are: Each form letter has a preference indicating any history for it cannot be purged for and must be kept forever. For example, school contracts, artist contracts, etc should be kept. Eblast type letters are less important and after a few years should be allowed to be deleted from the correspondence history. Any form letter attached to a record that is one of, donation, donation receipt, volunteer position, volunteer history, or media can never be deleted, regardless if the letter is set to delete. These letters are typically small in number, yet important enough tax/personnel records that they remain forever. You can review letter history in each patron record, or you can use the Letter recipient list to review things sent on any particular day (or use other search criteria).
Keep Printed Letter History for xx days	The default is 0, which means - keep anything printed forever. Set to 1000 to keep any printed letter for 1000 days after it is printed.
Keep eblast history for xxx days.	The default is 0, which means keep forever. If you set this, then anything sent from the batch email merge, or added to a patron individually by the employee to email later will be deleted.
Keep web listener emails for xxx days.	Refers to any email originated by the web listener, in response to a customer request. Includs: requests for passwords, confirmation emails, and notes regarding patron info changes. These are less useful. The default is to remove them after 1000 days. Set it to 0 if you want to keep these forever.
Clear Searchable Notes in letters.	The default is turned on. Letters and eblasts which are sent to people have also contained a text only version (i.e. no html, images). This means there are essentially two copies of each letter kept for each communication with a patron. The field is not used for searching, which allows the field to be emptied (and save space). It is also possible to reconstitute this data if need be.
Delete history for letters with no merge fields.	Some letter merges and eblasts contain no merge fields. For example, a pure HTML eblast. By tracking that, the history is the same as the original letter. It is possible to always see the content, without needing to track the merged data. Any customized letter would, of course, not be the same as the original letter an not be compressed using this technique.

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Appearance Tab

The appearance tab allows the change to the titles of common fields. A common example is province / state if the company is located in a country which uses 'states' Simply change the value to the right of the descripiton below (the text column) and click the Save

button.

Changing these values will change the corresponding information on the web site - so care should be taken to pick words that both you and your patrons are familiar with to establish a common vocabulary.

Some examples of alternate titles are listed below.

Donor	Donor, Sponsor
Donation	Donation, Gift
Event	Event, Play, Show, Game, Rodeo, Movie
Festival Seating	Festival, General
Household	Household, Family
Internet Fee	Internet Fee, Convenience Fee
Media	Media, Press
Member	Member, Voucher, Pass, Gift Certificate
Membership	Membership, Pass, Certificate
Patron	Patron, Customer, Client
Performance	Performance, Show
Personnel	Personnel, Volunteer, Actor, Staff
Postal Code	Postal Code, Zip Code
Province	Province, State, Territory
Seat	Seat, Chair
Section	Section, Door
Social Security	Social Security, Social Insurance
Spouse	Spouse, Partner, Parent
Ticket Type	Regular, Subscription, Group Sales, Fundraising Events
Venue	Venue, Theatre, Arena

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Mandatory Data Tab

This tab allows setting which fields are required on the creation of a new patron.

Default Data on Patron Insert
City	Enabling this box ensures a default City is entered into the City field when a new patron is inserted. The default City comes from the city field under the Company Tab.
Province	Enabling this box ensures a default Province/State is entered into the Province/State field when a new patron is inserted. The Province/State comes from the Province/State field under the Company Tab.
Postal Code	Enabling this box ensures a default Postal/Zip Code is entered into the Postal/Zip Code field when a new patron is inserted. The Postal/Zip Code comes from the Postal/Zip Code field under the Company Tab.

Mandatory Marketing Data Fields on Patron Window
Patron age code	Patron Age Marketing field.
Marketing #1	Customizable marketing field defined by the user.
Marketing #2	Customizable marketing field defined by the user.
Marketing #3	Customizable marketing field defined by the user.
Marketing #4	Customizable marketing field defined by the user.
Marketing #5	Customizable marketing field defined by the user.
Marketing #6	Customizable marketing field defined by the user.
Marketing #7	Customizable marketing field defined by the user.
Marketing #8	Customizable marketing field defined by the user.

Default Values for Postal Code on Order Insert
Postal Code for Before Event sales ("xx")	When checked, sales entered during Before Event Sales will all pull the postal code value from the Company Tab into the Postal Code field on the Order Window.
Postal Code for PWYC ("xx")	When checked, sales entered during Pay What You Can (PWYC) mode will all pull the postal code value from the Company Tab into the Postal Code field on the Order Window.
Postal Code for all other sales (default to value on patron address)	When checked, all sales will pull the value from the postal code in the patron's primary address into the postal code field on the Order window.

Mandatory Fields On Order Window
Allow postal code to be entered on order	When selected, a field for the postal code will appear on the Order Window and may be filled in (but is not required).
Require postal code to be entered.	When selected, a field for the postal code will appear on the Order Window and must be filled in. It can be defaulted in the Set Default Values for Order Insert section. The key reason to use this field is to capture generalize location data if your venue draws from a wide area during walk up sales.

Mandatory Fields On Donor Window
Donor #1 (Donor#1 (pop-up))	Customizable pop-up donor field defined by the user.
Donor #2 (Donor#2 (pop-up))	Customizable pop-up donor field defined by the user.
Donor #3 (Donor#3 (pop-up))	Customizable pop-up donor field defined by the user.
Donor #4 (Donor#4 (Char))	Customizable character donor field defined by the user.

Mandatory Fields On Pass/GC Window
Member #1 (Member#1 (pop-up))	Customizable pop-up membership classification field defined by the user that appears on the pass/gc data entry screen.
Member #2 (Member#2 (pop-up))	Customizable pop-up membership classification field defined by the userthat appears on the pass/gc data entry screen.
Member #3 (Member#3 (pop-up))	Customizable pop-up membership classification field defined by the user that appears on the pass/gc data entry screen.

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Reports/Misc Tab

Date & Time
Date Format	The format for the date. Use the list window for all possible options.
Time Format	The format for the time. Use the list widow for all possible options.
Time Zone	Select the time zone that your venue is in. When Theatre Manager starts, it will tell the server that this is the local time zone -- and if your time is different (accounting for time zone awareness), TM will inform you of the mismatch. If any of your workstations are located in a different timezone than the database setting, you can set a specific time zone at a specific workstation by configuring the preferences file and set it to one from the list of timezones (its rare you would ever need to do this).

Maintenance Jobs
Maintenance Jobs	Maintenance Jobs are tasks performed by TM Server that can be deferred to non-peak hours.
Run Between	Enter the Start Time and End Time. Maintenance jobs will only run within that time interval. The default is 1:00am to 5:00am, but you can schedule this to be 23:00 (11pm) to 3:00am or any such time as you wish. You many want to schedule to be after your late-night backup.
Batch Printing Queue	The Printer Batch Queue allows users to setup reports to be created and printed during nonprime business hours.
Weekdays	The time of day for the reports in the printer queue to start printing for Monday through Friday.
Weekends	The time of day for the reports in the printer queue to start printing for Saturday and Sunday.
Warn on Quit	Click to warn a 'logging off employee' if there are any reports in the Batch Printer Queue to be printed. At least one employee must remain logged on to have the reports in the queue to be printed during nonprime time hours.

Employee Access Management

Inactivity Timeout

Number of minutes of inactivity before Theatre Manager will automatically log somebody out completely.

	The auto logout is initially set to 15 minutes. We suggest about between 2 and 4 hours for this, depending on the general user habits
	PCI compliance requires that a screen be locked after 15 minutes of inactivity. Theatre Manager will display a small window that requires the user to re-enter their password. This is a mandated requirement per PCI requirement 8.1.8 This lock screen will stay in place until the auto-logout timeout has expired. At that time, the user will be completely logged off.

In addition to the feature built into Theatre Manager for auto log out, you are encouraged to use the screen saver provisions that require passwords after the screen saver is activated.

Company Icons

Company Icon for Ticket Trove

250x200 pixel jpg that the iPhone Application will use for your logo thumbnail in the Ticket Trove Application. Click here for more information on how to add images to Theatre Manager for Ticket Trove.

Company Overview for the Web

A description of the organization to appear in the web mobile application. It is to give the patron insight into what the organization stands for.

Company Logo for Reports

Click on the picture to select a new graphic or drag and drop an image filento the graphic area to use a custom logo on your reports.

The space allotted for the logo on reports has an aspect ratio of 3.75" wide and 0.75" high. Any image you place into this field that is not that size will be scaled up or down to match that ratio -AND- the reports will maintain the aspect ration of any picture you put in.

For best results, try to put in a image that is the size above (or has the same aspect ratio if its not the specified size).

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Facility Management Tab

This page is under construction.

Gantt Chart Default Settings
Wash Type	This is the type of bar you wish displayed on the Gantt chart in the Facility Management Projects window.
Fill Colour	Select the default fill colour for new bars in the Gantt chart.
Text Colour	Select the default text colour for new bars in the Gantt chart.

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Company Preferences

Opening the Company Preferences Window

Company Tab

Default Company Information

Web Server SMTP settings

Web Email and E-blast Setup

Gmail as a mail provider

Gmail wont send due to Bad Password with Gmail SMTP Settings

How to Recognize the Error

How to Fix the Error

Changing Setting In Advance

Office 365 as Mail Provider

Meeting Server SMTP/POP/IMAP settings

Meeting Reminder Email Setup

Meeting Reminder Outgoing Email

Meeting Reminder Incoming Email

Accounting Tab

General Accounting Information

Internal Account Number Format

Ticket Sales Deferred Revenue Rollover Options

Default Sales Mode

Foreign Currency

Export Format Options

Tab Delimited

Comma Delimited

Excel

Banner

HTE Software II

Microsoft Dynamics GP 2016

Microsoft Dynamics GP 2016

Parts of the Microsoft Dynamics GP 2016 Export File

iCity

iCity Accounting Software - Detail

iCity Accounting Software - Summary

Parts of the iCity Export File

Formatting the External Account Number

MUNIS Systems

QuickBooks Desktop

QuickBooks Desktop Pro - Detail

QuickBooks Desktop Pro - Summary

Parts of the QuickBooks Export File

Vendor is a Sales Tax Agency

Common Questions

QuickBooks Online

QuickBooks Online - Detail

QuickBooks Online - Summary

Parts of the QuickBooks Export File

Vendor is a Sales Tax Agency

Location Tracking

Common Questions

Sage 50 Accounting

Sage 50 Accounting Software

Parts of the Sage 50 Export File - Header Record

Parts of the Sage 50 Export File - Detail Record

Common Questions

Sage Accpac

Sage Intacct

Sage Intacct

Parts of the Sage Intacct Export File

Formatting the External Account Number

Solomon

Solomon Accounting Software

Parts of the Solomon Export File

Formatting the External Account Number

The Project Field Format

Unit4 Business World

Unit4 Business World

Parts of the Unit4 Business World Export File

Formatting the External Account Number

End Of Day Tab

End of Day Wizard and Posting Options

Deposit Reports Required

Next Transaction Numbers

Box Office Tab

Managing the Sale

System Plug Ins

Orders and Payments

Ticket Delivery

Exchange Policies

Ticket Faces Tab