Sales promotions are used during the ticket purchase process to indicate how the base ticket price is to be altered to arrive at the final ticket price. A sales promotion is a discount, a markup, or a combination of both that is added to a ticket at the time of purchase. A ticket sold at "full" price has a sales promotion that has a no markup and no discount.

Markups and discounts can be percentages or fixed amounts.

For Example:

A half price sales promotion has a 50% discount.

A group discount could be $4.00 off the regular price.

A special promotion that includes a reception, may have a markup of $4.00 added to the regular price.

A sales promotion can combine a discount and a markup.

For Example:

You could have a special seniors price which is always $7.00 that combines a 100% discount with a $7.00 markup.

Ticket prices before tax are calculated as:

Ticket Price = Ticket Base price - Sales Promotion Discount + Sales Promotion Markup.

Promotions must be available at other outlets before a performance can be sold at the other outlets.

Sales Promotions Codes are accessed through the Setup >> System Tables >> Sales Promotions Menu.

Parts of the Sales Promotions Window

	Inserts a New promotion. For more information on inserting new sales promotions click here.
	Opens the edit window for the selected promotion. For more information on editing sales promotions click here.
	Creates a copy of the sales promotion.
	Deletes the selected promotion. For more information on deleting sales promotions click here.
	Generates a report of the listed sales promotions to the screen or default print location.
	Exports out the listed sales promotions in a tab-delimited format.
	Sets the selected promotion as the default.
	Enables the selected promotion.
	Disables the selected promotion.
Promotion	Search option for sales promotions
From	Starting point for search
To	Ending point for search
	The type of promotions you wish to view: All, Active, Inactive
Promotion	The descriptive name of the promotion.
Desc (External)	The external description of the sales promotion to be printed on a ticket or displayed on the internet.
Group	Group letter the promotion belongs to.
Map Letter	Letter that will appear on the map for this promotion.
Coupon	A coupon is required for this promotion.
Discount $	The dollar discount for the promotion.
Discount %	The discount percentage for the promotion.
Markup $	The dollar markup for the promotion.
Markup %	The markup percentage for the promotion.
Ticket Fee 1	Ticket Fee 1 value.

One promotion is set as the default promotion. This is the promotion that is initially displayed in the promotion portion of the sales window when selling tickets. The name of the default promotion is listed beside the set default button on the lower left portion of the promotion window.

If no default exists, then the words "No Default" will appear beside the button.

To mark a promotion as the default, you perform the following steps:

1. Choose Setup>>System Tables>>Sales Promotions.

   

   The Sales Promotion List window opens.

   

2. Select the promotion to become the default.

   Single click on a promotion to select it.

3. Click the Set button.

   

   The status bar displays the name of the default sales Promotion.

Removing the Default Setting

Just as a default promotion can be set, it can also be removed. To remove the default setting from a promotion follow the steps outlined below. If you just want to change the default promotion, you do not have to remove the current default. You can just set the new default the same way that was described in the section "Setting a Default Promotion".

1. Select the promotion currently set to default.

   Single click on a sales promotion to select it.

2. Click the Clear button.

   The bar at the bottom of the window now states No Default Sales Promotion had been selected.

To Add a new promotion, you perform the following steps:

1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

   

   The Sales Promotions list window opens.

   

2. Click the New button.

   The Promotion Detail Window opens.

   

3. Enter Sales promotion Name.

   Try to give the promotion a name that is relatively self explanatory.

   For example: If the promotion is a buy one get one free type of admission, name the promotion 2 for 1. Refer to Promotion Ideas Page for more promotion description examples.

4. Enter the dates that the Promotion will be active.

   The effective date is the date that the promotion takes effect, the thru date is the date that the promotion is good until. If the promotion does not have time constraints leave the date boxes empty.

5. Enter Price Codes to be Excluded.

   Excluded Price Codes are Price Codes that should not be effected by this Sales Promotion

6. Assign the Promotion to a Report Subtotal Group.

   Report Groups are a single letter or number that are used to group similar promotions together on reports. A subtotal will be printed for each group on reports. Classification of promotion codes make revenue reports more meaningful. Eg. The following groups could be used to classify your promotions:

   A - Single Ticket Sales (regular, 2 for 1, General Admission).

   D - Special Benefit Promotions (Dinner, Opening Gala, Development Events).

   G - Group Tickets (Senior homes, Brownies).

   M - Media Tickets (Critics, Editors).

   S - Season Tickets (Earlybird, Season).

   Z - Comp Tickets (Listed with a 'Z' so they appear last in reports)

   These letters can be further defined in Code Table data.

7. Select a Map Display Letter.

   This is the letter that will appear on the seat in the Map

8. Select the Per Ticket Fees.

   This is where you can setup three levels of ticket fees. You can also decide which taxes will be applicable to those order fees. Once again clicking on the check box for that tax desired. Refer to Promotion Example Page for examples of Per Ticket Fees.

9. Set Promotion Type.

   Similar to the report groups, these classify similar sales promotions together. There are four possible selections to choose from. Regular Admission, Season Ticket, and three user defined fields. These promotion types are used in the same manner as the report groups.

10. Click on the Calculation tab.

11. Enter the Base Price Calculation.

    Here is where you enter a markup and/or a discount for the promotion. You can create a discount or markup based on dollars or percentage.

    For example: You can create a discount of $10.00 or 25 % off of a given ticket price. You can also create a markup of $5.00 or 15 % on a given ticket price.

    You can also use the markups and discounts in conjunction with each other, such as, create a promotion that has a discount of 100 % with a markup of $7.00. This promotion used on any ticket will yield a ticket with price of $7.00.

    You can also decide which taxes are applicable to the promotion. Click on the check box for the taxes that should be included.

12. When complete, click Save .

    This finishes the process and saves the promotion. Refer to the section on Selling Tickets for details on how to apply the promotion during a ticket sale.

Over time, promotions can change and will need to be updated.

To update a Promotion, you perform the following steps:

1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

   

   The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

   

2. Click on the promotion to edit.
3. Click the Open Button.

   The Promotion Code Detail Window opens with the data for the selected promotion.

   

4. Change data as needed.
5. Click the Save Button.

   This saves all the data you have changed. The new data will be displayed in the Sales Promotions Window.

If a promotion has been setup incorrectly or expired you can delete it. You cannot delete a promotion which is being used on current tickets or transactions.

To delete a promotion, you perfrom the following steps:

1. Open the Sales Promotions window by clickinging Setup>>System Tables>>Sales Promotions.

   

   The Sales Promotions list window opens. Enter any search parameters and click the Search button to display a list of promotions that match your criteria.

   

2. Click on the promotion you want to delete.
3. Click the Delete button.

   Clicking the delete button opens one of the two following dialogue boxes:

   

   This dialogue box opens when you try to delete a promotion code that has been used to sell tickets for an event that has not been archived, or patron transactions have not been archived.

   To delete a promotion, all events that have tickets sold with that promotion must be archived. For further information about Archiving an Event click here.

   Click OK to close the dialogue box. The promotion will remain in the database.

   

   This Dialogue box opens when you are deleting a promotion that has never been used or no longer has tickets or transactions referenced to it.

4. Click the delete button.

   The promotion will then be deleted and removed from the Sales Promotions Window.

   To cancel the deletion of the selected promotion, click the Cancel button.

The following examples are some ideas and suggestions, they do not have to be implemented.

Sample Sales Promotions Setup

Single Ticket Promotions (Promotion Report Group R)

• 2 for 1
• Regular
• General Admission
• Senior Special
• Member Discount
• Sponsor Discount
• Rush seating

Complimentary Ticket Promotions (Promotion Report Group C)

• Staff
• Promotional
• Media
• Volunteer
• Artist
• President
• Other

Season Ticket Promotions (Promotion Report Group S)

• 5 play
• 3 play
• Season Early
• Season Regular
• Flex Pass

Group Ticket Promotions (Promotion Report Group G)

• Group 10 +
• Group 20 + 

Possible Ticket Fees

• Asset Replacement Fund
• Ticket Handling Charge

Order Fees

• Order Handling Charge
• Phone Order Fee
• Credit Card Order Fee
• Mailing Ticket Fee