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Event Settlement

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Theatre Manager provides the supporting documentation in order to complete the settlement process. Often there are items negotiated that need to be calculated outside of Theatre Manager. An excel document should be created to calculate the final values in the settlement process.

REVENUE

Theatre Manager will report the total revenue figure for the sales processed through the program.

Step Purpose
Step 1 Run the End of Day Wizard.

Running the End of Day Wizard will post any outstanding sales transactions. It ensures all sales are journalized to the event.

During the Sales Entries process ensure the option to Convert reservation-only orders to sales is set to Past performances only. Any tickets marked as Reservation Only for this past event will be converted to an Accounts Receivable.

Step 2 Ensure the Event is in Balance.

Review the totals at the bottom of the GL tab within the event to make sure there are no differences. These totals can also be used to determine the total ticket revenue to be used in the settlement Excel sheet.

Step 3 Clear up Event Receivables.

Run a Receivables-Based on Order Balances by Event report. The criteria would be Event # is one of (the event to be settled). This report will display any current receivables associated with the event to be settled. The value of the tickets listed in this report are included in all sales figures listed within Theatre Manager and any GL postings created during the End of Day. These receivables should be reviewed and managed before continuing with the settlement. If any changes are made repeat steps one and two above.

EXPENSES

Before determining the total expenses for the event the contract should be reviewed. Often there are details in the contract that determine how certain expenses are to be calculated and who is resposible to pay them.

Step Purpose
Step 4 Calculate Project Expenses.

If there is a Project for the Event within Theatre Manager review and finalize all tasks, resources and personnel. Changing the billing status for the Project to Invoice. Generate an Invoice and use the balance due to calculate the Project Expenses.

Step 5 Outstanding Promoter Receivables.

This accounts for any tickets taken by the promoter to be sold at another location (consignment). The value of these tickets is included in the total sales reported by Theatre Manager however, the monies have not been collected by the box office. This amount should be deducted during the settlement process. To determine the quantity of tickets and amount to deduct a Tickets Sold/Revenue by Promotion & Price Code report can be generated. The criteria would be Event # is one of (the event to be settled).

Step 6 Credit Card Processing Fees.

Run the Revenues by Payment Method-Ticket Based report. The criteria would be Event # is one of (the event to be settled). This report will list the totals collected for the event broken down by Payment Method. Since Theatre Manager allows for multiple payments on an order this report brakes out the values to the fourth decimal place to accommodate orders with more than one payment. Use the values in this report to determine the percentage or amount to be charged back to the promoter for processed cards.

Step 7 Per Ticket Fees.

Often a per ticket fee is charged to the promoter for each ticket. If this fee has not been built into the ticket price and backed out of the Revenue listed above it should be calculated as an expense. If the fee applies to Complimentary or Consignment tickets it should be listed as a part of the settlement. Fees on free or promoter receivable tickets have not been collected.

Step 8 Royalties.

If the royalties need to be paid by the organization and not the promoter these should be deducted as per the contract. To assist with the royalty figures a Revenue Summary for Royalty-Quick report can be generated. The criteria would be Event # is one of (the event to be settled). Royalties may apply to the copywrite or music used within the production.

Step 9 Promoter Advances.

If any advances have been provided to the promoter these values should be deducted as a part of the expenses in the final settlement. Any amounts would have been negotiated outside of Theatre Manager and should be confirmed with the accounting department.