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

• Creating a payment, click here.
• Accepting multiple payments, click here.
• Deleting a payment, click here.

Parts of the Order/Payment Detail Tab

	Accepts the entered payment. If the order is paid in full the order window will close without printing tickets in the order.
	Accepts the entered payments. If the order is paid in full the tickets will be printed and the order window will close.
Invoice Button	Allows you to print an invoice to the screen for all items on the order and then print it or email it to the patron.
PO Reference #	Purchase order reference number.
	If the order is paid in full an invoice will be sent.
Sold By	The user who was responsible for initiating the sale of the tickets ie. a telemarketer. The Patron icon can be used to select an employee code.
Why did Patron Buy?	Reason the patron bought the tickets. These values are setup in the Reasons to Buy Code Table.
Payment Method	Method of payment for the order. The values of the list are setup in the Payments Methods Code Table.
Payment Amount	The total the patron is currently paying. Partial Payments can be made as needed.
Ticket Handling	"Hold for Pickup" is when the patron will visit the Box Office prior to the performance to pickup their tickets. "Mail to Patron" is when the patron request the tickets be mail. "Hold for Will Call" is when the patron will pickup there tickets at the door. "Hold @ Door for Coupon" is for Promotions that require coupons in order to be valid.
Ticket Printing	"Mark Ticket as Printed" displays a printed date for the ticket all though the ticket is never printed. "Print Address Ticket" prints an additional ticket with the patrons address. The default address ticket can be selected under the Ticket Face tab in Company Preferences. "Print Credit Card Receipts" prints an additional ticket highlighting a summary of the purchase. The default summary ticket can be selected under the Ticket Face tab in Company Preferences.
Payment Source
	Internet/Web Sales is when the transaction is processed over the internet. A default fee amount can be added to this payment source.
	Telephone Order is when the transaction is taken over the internet. A default fee amount can be added to this payment source
	Mail Order is when the patron mails in the transaction request. A default fee amount can be added to this payment source.
	Patron Present is when the patron is in person to make the transaction. A default fee amount can be added to this payment source.
	Accepts the entered payment. If the order is paid in full the order window will close without printing tickets in the order. However, if the "Prompt user if receipt required when no tickets are being printed" option has been selected in the Ticket Faces tab of Company Preferences, You will be prompted to select a credit card/address ticket receipt. Click here for more information on the Print Ticket Options dialog.
	Accepts the entered payments. If the order is paid in full the tickets will be printed and the order window will close.
Ticket Comment	Can be used to print special information on the ticket ie. birthday wishes, complimentary tickets from.
Order Notes	Any specific notes about the order.
Purchase Summary Section	Accepts the post dated payment. The order window will close without printing tickets in the order.

Post Dated Payments are easily accepted and planned by Theatre Manager through the Post Dated Tab in the Payment view of the Order Window. The Payments can either be created at the time of sale or during a later payment. All calculations and post dated payments are automatic. However you may customize the payment plan to meet specific payment dates as required by the patron.

• For instuctions on creating Post Dated Payments, click here.
• To delete Post Dated Payements, click here.
• To run a Cash Flow Report of Post Dated paymants, click here.



	This function is availbale in the Order Window. Transfers an order from one patron to another. For more information on transfering orders click here.
	This function is available in the Order Window. Accepts the post dated payment. The order window will close without printing tickets in the order.
Step 1	Post Dated Payment Amount
Total Payment Amount	The total which the patron wishes to make post dated payments for.
Step 2	Post Dated Payment Frequency
Number of Payments	Total number of payments to be made.
First Payment Date	Date which the first payment will be made. Enter a date or select from the calendar.
Payment Frequency	Periodic times payments will be made. Chose one of the following radio buttons: Weekly, Bi-Weekly, Monthly. Quarterly, Semil-Annual, Annual
Step 3	Payment Informatuon
Payment Method	Choose from the drop down list the method that the payments are to be made. Only credit cards and cheques are accepted.
Step 4
	Accepts the post dated payment. The order window will close without printing tickets in the order.
Columns on the right
Date	Date each payment will be received.
Amount	Value of the payment amount to be received on the given date.
Cheque#	The corrisponding cheque number for the payment as reference.

It is not applicable for most sales. It may be useful for educational or group sales where there is an initial deposit and a final payment due date. In addition, if a second patron is paying a portion of the ticket order (e.g. a granting agency for educational tickets), you can track who is to be co-invoiced.

For more information on entering contractual payments, click here

If a deposit date due (and amount) and final payment date due (and amount) are entered and the dates differ from the order date, they will be printed on the invoice. Exceptions to that are:

• The deposit due amount will not print if the patron has made payments that are in excess of the deposit amount. It make sense that the line should go away if the patron has at least paid at least the deposit
• The final payment amount will not print if the balance due is zero, meaning the order is fully paid.

Payment Due Information
Order Date	Date the order was placed
Deposit Payment Date	Date the deposit is due
Deposit Payment	Amount of the deposit
Final Payment Due date	Date the final payment is due This field can be used to control the aging on the receivables reports - making it easier to identify which orders are not yet due for payment. Normally, receivables are current, 30, 60, 90 or 90+ days overdue, Setting a future date in this field keeps the receivable current until that date. It is very useful for group ticket sales or long term future donations. Refer to managing receivables process.
Final Payment Amount	Amount of the final payment. This is directly based on the total, Deposit Payment and co-paying amount
Co-Paying Patron Information
Co-Paying Patron	The Patron who is sharing the cost of the order. Click the Patron icon to open the contact list and select a patron.
Co-Paying Due Date	The date which the co-payment amount is due
Co-Paying Amount	The amount which the co-payer is paying
Invoice and Confirmation Information
Last Invoiced	The date of the last invoice.
Last Confirmed	The date of the last confirmation

Parts of the Prior Payments Tab

The Payment Tab displays payment details, the payment allocation and any additional payment information

Parts of the Transaction Tab

Seq#	A unique number used to track the transaction
Trans Date	Date and time the transaction took place.
Journal No	A unique journal number for tracking the transaction line.
Code	The transaction code used to describe the type of transaction.
Transaction Desc	Description of the transaction.
Order #	The order number for the transaction. This number can be used to track the transaction by order.
Play Code	Play code is only displayed if the transaction effects and event.
Performance Code	Performance code is only displayed if the transaction effects a performance.
Type	The type of transaction.
Description of Entry	Detail on the the purpose of the transaction.
	Can be used to manually enter a transaction.
	Opens the detail window of the transaction.
	Deletes the selected transaction.
	Used to search for specific transactions.

refer to the following sub windows to see how things changed for some key payment methods

• Cash
• Check or Cheque if in Canada
• Credit Cards
  • If typed by hand or using a USB swipe
  • If entered using an EMV pin pad. Only Moneris is supported at this time
• Coupons that might be applied to create a discount (like a 50% off coupon)
• Electronic Funds Transfer which helps setup up a special file to send to banks to cause direct deposit.
• Passes, Gift Certificates, or Membership Redemptions. This payment method is used to redeem Passes and Gift Certificates that have been sold to other patrons in the past and have been presented for redemption at the box office (or online).
• Gift In Kind which means that the patron is paying for their order using an item like a desk, advertising, sheep, donuts, lunch credits, etc - anything that the bank will not process
• On account which means no payment method is being taken now - it will be applied later
• Other which is representative of
  • any of the other 'custom' payment methods you may have created in your payment method code table.
  • Promissory Note is used to mark an order with a payment flag indicating that you have received a copy of a voucher promising payment from a customer and may have to refer to that in a future billing. Could be used for concierge orders from hotels
  • The word 'other' might be replaced by your choice of words like Purchase Order, Stock Gift, etc

1. Open the Payment window.

   Click here to learn how to access the payment window.

   

   Click here for a detailed description of this window and it's functions.

2. Select the payment method

   

3. Enter the amount of this payment method the patron would like to pay into the Payment Amount field.

   

4. Enter the amount of payment received into the Cash Tendered field.

   Pressing the tab key on the keyboard will display the change owed to the patrons for the amount tendered. A patron may choose to pay with multiple payment methods and still require change for one or more of those methods.

   

5. Fill in any other necessary information and click the Accept Payment button.

   A confirmation window opens and asks you to confirm the partial payment.

   

6. Click the Yes button to accept the partial payment.

   The Process Another Payment window opens.

   

7. Click the Yes button.
8. Select the second payment type.

   The remaining balance may be paid for in one or more payments. Repeat steps 2 through 6 above with the remaining payment methods as needed. If the payment is put On Account refer to Later Payments to learn how to add future payment to the order.

Later Payments are used to perform a number of important functions such as:

• Enter payments after the initial sale has been completed
• Enter additional payments for an order
• Enter reversing payments
• Enter post-dated payments
• Add/Edit order and exchange fees

1. Open the Patron Order Window by clicking on the Order Tab from the Patron Window.

   

   Click Here for a detailed description of this window and it's functions.

2. Select the order you want to add a payment to.

   

3. Click the Payment button
4. Change any data as needed.

   

   Click here for a detailed description of this window and it's functions.

   Refer to Creating Payments for more information.

5. Click the Accept Payment button.

   The payment is accepted and added to the order.

   

Theatre Manager uses a process called "Invoice Matching" in its accounting. This means each invoice (order) needs to balance to itself.

If you refunded tickets on one order (creating a credit balance to the patron), but purchased tickets in another order (creating a debit balance from the patron), then the orders are unbalanced. The patron account may appear good, but the orders within the patron record are unbalanced. This is why it is important to keep edits to an order within the order itself, and not create a separate order.

In this example, the patron has two orders. One with a balance due to the patron of $85, and one with a balance owing from the patron for $85. Note the Balance column on the right side of the image below.

To repair this, you need to make a CASH refund to the credit balance order, and a CASH payment to the debit balance order.

To take care of the credit balance, you perform the following steps:

1. Return to the patron record, and click the tab.

   Select the credit balance order (the one in blue).

2. Click the button.
3. In the Payment window, create a REFUND (negative payment) for the full value of the order.

   Choose CASH as the payment method.

4. Click button.

   

1. Return to the patron record, and click on the tab

   Highlight the debit balance order (the one in red).

2. Click the button.

   Make a payment for the full value of the order and use CASH as the payment method.

3. Click button.

1. Selecting the Payment button in the Order window.

   The order window can be accessed through the Orders Tab or when Purchasing tickets. Click here for a detailed description of this window and it's functions.

   

2. Select the payment method from the drop down list.

   

3. Enter the amount for the payment method in the Payment Amount field.

   

4. Enter the amount of payment received into the Cash Tendered field.

   Pressing the tab key on the keyboard will display the change owed to the patrons for the amount tendered. A patron may choose to pay with multiple payment methods and still require change for one or more of those methods.

   

5. Fill in any other necessary information and click the Accept Payment button.

   A confirmation dialog opens, asking you to confirm the partial payment.

   

6. Click the Yes button to accept the partial payment.

   The Process Another Payment window opens.

   

7. Click the Yes button.
8. Select the 'On Account' as the second payment type.

   If the payment is put On Account refer to Later Payments to learn how to add future payments to the order.

1. Open the Patron Payments Window by clicking the Payments tab in the Patron Window.

   For information on how to access the Patron window click here.

   

   Click Here for a detailed Description of this window and it's functions.

2. Select the Post Dated Payment you wish to delete

   To find post dated payments easier sort the transactions by Srce and all postdated payments will be grouped together by PD.

3. Click the Delete button.

   A confirmation Window will appear

   

4. Click the Delete button.

   The value of the deleted payment will now appear as an outstanding balance on the account. For information on adding a payment to the order click here.

You use Post Authorization when an error "!CALL" comes back from the credit card server software. This error means you must call your credit card service provider as the merchant provider is questioning the charge to the patron's credit card and wants clarification. When talking to your credit card service provider, they will likely provide you an authorization number for the credit card charge you wish to make. After receiving the authorization number, you will need to create a Post Authorize payment in order to enter it into Theatre Manger and your credit card software.

When creating a Post Authorization payment, it creates the payment in Theatre Manager and in the credit card server software. It does not dial out to your merchant provider for an authorization because your credit card service provider has already created the transaction for you and will have provided you with a voice authorization.

1. Open the Patron Order Window.

   Click the Order Tab on the Patron Window.

   

2. Highlight the order associated with the payment. Note there is a balance due.
3. Click the button.

   The Payment window opens.

   

4. Enter the credit card information on the payment window including the authorization number provided by you credit card service provider.

   This authorization number must be entered exactly as shown on the original authorization. Replace DEMO 12 with your authorization number.

   A Warning Dialog opens.

   

5. Click the Pre-Authorization button.

   You are returned to the Payments Window.

6. Click the Accept Payment button.

1. Open the Patron Payment Window

   Click the Payment Tab on the Patron Window to open this window.

   

   Click here for a detailed Description of this window and it's functions.

2. Select the Credit Card Payment to void.

   Do this by single clicking the payment.

3. Click the Void button.

   The confirmation message which opens depends on when the credit card was authorized.

   

   

4. Click Yes to void the credit card using you online credit card server and delete it from Theatre Manager.

   A confirmation message displays in the status bar.

   

You have been notified by your patron that they have been charged twice for a purchase, yet there is only one credit card payment record in Theatre Manager. This can happen if Theatre Manager "timed out" during the authorization process and the Credit Card Software was still processing the original payment transaction. A user then sucessfully authorized the same payment a second time, resulting in two payments recorded in your Credit Card Software and one payment in Theatre Manager.

Review your Authorizing Timeout Preference time in the Merchant Accounts Authorization tab, as an adjustment may be required.

Review End of Day Troubleshooting to prevent this from occurring.

Setting up a "Fake" Payment to be Refunded

1. Open Setup >> System Tables >> Code Tables and click on Payment Types and double click on the credit card type the the duplicate charge was on.

   

   The Payment Methods window opens.

   

2. Where it says "Authorize via Credit Card server" click the "NO" radio button.
3. Click the Save button.
4. Open the Patron Order window by clicking on the Order Tab from the Patron Window.

   Click here for a detailed description of this window and it's functions.

   

5. Highlight the order and click the Payment button.

   

6. Click the Yes button to continue.

   The Payment window opens.

   

7. Add a payment to the credit card by entering the amount that will be refunded later, as shown in the Payment Amount field.
8. Enter in a ficticious Authorization Number, for example, "Fix Duplicate Charge".
9. Click the Accept Payment button to complete the transaction.

   As you have turned off credit card authorization through the server, the card will not be charged.

   A warning dialog opens.

   

10. Click the Yes button to continue.

    A warning dialog opens.

    

11. Click the Yes button.

    A warning dialog opens.

    

12. Click the No button.

Refunding the Duplicate Payment

1. Open Setup >> System Tables >> Code Tables and click on Payment Types and double click on the credit card type that the duplicate charge was on.

   

   The Payment Methods window opens.

   

2. Where it says "Authorize via Credit Card server" click the "YES" radio button.
3. Click the Save button.
4. Open the Patron Order Window by clicking on the Order Tab from the Patron Window.
5. Highlight the order and click the Payment button.

   

6. Enter the refund amount.
7. Click the Provide Refund button.

Completing this, the patron will be refunded the money that he/she was overcharged while Theatre Manager will retain the correct payment amount.

Theatre Manager's Deposit will not match your Online Credit Card Server's deposit amount. You will need to force the deposit and manually settle.

If Theatre Manager has recorded a credit card payment as authorized but your credit card authorization software has no record of it you will need to re-authorize the payment.

1. Open the Patron Payment Window

   Click the Payment Tab on the Patron Window.

   

   Click here for a detailed description of this window and it's functions.

2. Select a credit card payment and click Detail or double click the entry

   The Payment Detail Window opens.

   

3. Click the Re-Authorize Button

   A Warning Window opens. Read the details of this window and only continue if you are completly sure the payment was never charged to the patron's card to avoid double billing.

   

4. Click the Authorize Button

   A Confirmation Window opens reminding you to complete this operation only if you are sure the card has not been billed.

   

5. Click Yes

   The card information will be sent to your merchant provider and a window will appear confirming the authorization

   

6. Click OK to finish the process

If you are re-authorizing a credit card that has already been deposited your re-authorization will not appear in Theatre Manager's Deposit Window. The rre-athorization will only be recorded by the credit card authorization software. Thus a force deposit may be required if Theatre Manager's credit card totals do not match the records of the authorization software. Click here for more information on Force Depositing

Setup Preperation for Accepting EFT Payments

1. Create a Merchant Provider for the Financial Institution where your bank account resides.
2. Create an EFT Payment Method linked to the Merchant Provider.
3. Set Employee Security - Functions for those employees who can create the EFT File for Submission to the financial instituation.

EFT payments can be created:

• through the payment window
• through the dated payment window
• for Recurring Donations
• for Auto-Renewal Season Subscriptions

Creating an EFT Payment (Canada)

Parts of the EFT Payment Fields (Canada)

(formatted as) Bank - Branch Transit - Account Number

Creating an EFT Payment (USA)

Parts of the EFT Payment Fields (USA)

(formatted as) Bank Transit Routing Number - Account Number

Editing an EFT Payment follows the same rules as editing a non-credit card payment.

If the payment hasn't been deposited, it can be deleted and then re-entered.

If the payment has been deposited, it can be reversed and then re-entered.

Deleting an EFT Payment follows the same rules as deleting a non-credit card payment.

If the payment hasn't been deposited, it can be deleted.

If the payment has been deposited, it can be reversed.

During the EOD deposit process, there is a prompt allowing to optionally ‘look for future’ EFT payments to include into the current deposit.

Case example assumptions:

• July 7 is today’s date.
• July 15 is your set of monthly EFT submissions.

By default, the EFT date will also be the current date (ie. July 7).

On July 7th or whenever you choose to during the month, you can set the EFT Payment date to be July 15. The deposit process will then include the July 15 EFT payments into the current deposit. It will ignore any other future dated payments (i.e. Cheque, Visa, MasterCard). After the future dated EFT’s have been deposited, you'll be able to create your EFT file for the minimum 2 business days in advance requirement.

The process to create the EFT file for submission

1. Complete your Sales / Deposit / Posting as normal through the End-of-Day Wizard. Deposit the EFT payments just as you would with cash.
2. Run your EOD reports as normal.
3. On the Reports screen, click the ‘Export EFT’ button.

   

Only payments that have been posted to the General Ledger (meaning you need to complete the EOD process first), will be included in the EFT file. Once an EFT file is created for a set of payments, those payments are flagged and will not be part of any other EFT file.

Treat the EFT file with a high regard for security. It contains your company and patron's bank account information. We strongly recommend avoiding emailing this file whenever possible.

4. Choose the location of where the EFT file is to be created.
5. The EFT file will now be created.

   At this stage, Theatre Manager has completed its role.

6. Submit the EFT file to your financial instituation's banking system for processing.

The EFT file can be created up to 2 weeks in advance within Theatre Manager of the actual transfer date. Ideally, you would like to wait for a closer date to when you will actually submit the file for processing: in case the are additional EFT payments added to it; if there are some EFT payments that need to be removed.

After the EFT file is created for a set of payments, a flag is set within Theatre Manager to avoid re-creating another EFT file using those same payments. This avoids accidentally creating another EFT file with the same set of payments resulting in multiple transfers of funds from the patron’s bank account. Meaning, once the file is created, there is no method to automatically ‘undo’ or 're-create' the file. In a situation where you need to re-create the file or you somehow deleted the file, you will need to contact ArtsMan so we can assist you to use those payments set properly to be included in another EFT file.

The EFT file must be manually submitted through your bank's secure web portal, as such it is the responsibility of the organization to submit the EFT file. Theatre Manager will prepare, track, and create the EFT file, but beyond that, the remainder of the process needs to be completed by the organization.

Typically, the steps will be:

1. Log into your bank's secure web portal using an account id and password
2. Navigate through the menu options to the EFT Upload File option
3. Click the upload file button
4. Choose the EFT File that was created from Theatre Manager.
5. Click upload -or- submit -or- the button selection to confirm the upload of the file.

When the file is uploaded to the bank, the bank will perform a pre-process file validation on the contents of the file. If any initial processing errors are noted, a failure message should be provided to you either directly from the web portal or via an email to the primary account holder registered with the bank account.

When the file is scheduled for processing, any post-processing errors should be provided to you either directly from the web portal or via an email to the primary account holder registered with the bank account.

It's the responsibility of the venue to take corrective action if there are any errors provided by the bank when processing the file. Corrective action will depend on what the error is.

Most commonly there are five different record types that define an EFT File containing the EFT Payment transactions.

These record types include:

• File Header Record - This record designates the physical file characteristics and identifies the immediate origin and destination of the entries contained with the file. In addition, this record includes date, time, and file identification fields used to uniquely identify the file.
• Batch Header Record - This record identifies the originator and briefly describes the reason for the transactions. This record also identifies the settlement bank account and other transaction processing controls. The Batch Header Record indicates the effective entry date of all transactions within the batch. The information contained in the record applies uniformly to all subsequent Entry Detail Records in the batch.
• Entry Detail Record - The Entry Detail Records contain the information necessary to identify the patron's bank account (i.e. financial institution, account number, patron's name, and the debit or credit amount).
• Batch Control Record - Each batch control record contains the counts, hash totals, and total dollar controls for the preceding detail entries within the indicated batch.
• File Control Record - This overall file control record contains the dollar, entry, and hash total accumulations for all Batch Control Records in the file. This record also contains counts of the number of records and the number of batches within the file.

There are a number of common questions that are asked when first starting to use EFT Payments. The goal of this section is to help find answers to those common questions to ease your mind on a specific situation you're experiencing.