You are here

Creating a Payment

Subscribe to Syndicate
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.

  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. Verify the overall value of the order.

    • Changes to fees can be made by clicking on the Fees button.
    • Memberships items can be added by clicking on the Memberships button.
    • Donations can be added by clicking on the Donation button.

  3. Select the Reason The Patron Bought

    "Why did the Patron buy?" is used for recording how the patron heard about the performances and why they are purchasing tickets. This field is useful for analyzing customer purchase behavior. Refer to Mandatory Data to determine if this field is optional or required. Refer to the section Reason to Buy section of the Code Tables for defining the reasons and setting default values.

    Type the letter N. The value in the field changes to "Newspapers". Entering a letter will make a matching value from the list appear. If more than one value matches your entry, type enough letters to find the required value.

  4. Select the payment or refund method.

    Tickets orders may be fully paid, partially paid, or not paid at all. Click in the Payment Method field. A list payment methods opens. Each payment option causes applicable data entry fields to be displayed.

    Payment Types can be deleted, edited and added in the Payment Code Tables.

    Refer to the table at the bottom of this help page for various payment method examples below to see how they function. On Account means no payment received at this time.

  5. Enter any specific notes about this order

  6. Select Send Invoice, if an invoice is requested to be sent.

  7. Click Print Tickets button to print tickets and receipts or click the Accept Payment button to accept the payment without printing tickets.

Variations in each payment method

Payment Method Description and instructions on use
Cash
  1. Select Cash from the Payment Method drop down.

  2. Verify the Payment Amount. If this will be a partial payment, change the payment amount.

  3. Click the tab key on the keyboard. The Payment Amount will reflect the new amount due.

  4. Enter the cash tendered from the patron and click the tab key.

    The amount of change due to the patron will be calculated and displayed.

  5. If foreign currency is tendered from the patron, enter this amount in the second Cash Tendered line.

    The amount of change due to the patron will be calculated and displayed. This amount will be in the local currency, not the foreign currency. The value of the foreign currency is determined from the exchange rate in the Currency Exchange code table.

Cheque
  1. Select Cheque or Check from the Payment Method drop down.

  2. Verify the Payment Amount. If this will be a partial payment, change the payment amount.
  3. Enter the cheque number.

    This can be made a mandatory field by a master user in the Payment Methods section of the Code Tables.

  4. Enter the employee’s name or initials who approved the cheque for accuracy.

Credit Card
  1. Select the Credit Card type from the Payment Method drop down.

    If the patron has made a previous credit card payment, the previous credit card type, number, and expire date will display as the default. Refer to the Payment Methods section of the Code Tables for defining the credit card types.

  2. Verify the Payment Amount. If this will be a partial payment, change the payment amount.
  3. The Payment Amount will reflect the new amount due.
  4. Enter the credit card number.

    Theatre Manager checks the credit card number entered to ensure it is a valid sequence of numbers. This helps prevents card numbers from being typed in wrong.

    If your Workstation is equipped with a credit card swipe device, swipe the card and Theatre Manager will insert the number, card type and expiry date automatically. In addition if the card swipe is setup to read "track 2" of the card the name of the card owner will be placed in the order notes section of the Payment Window.

  5. Enter the credit card expire date in the mm/yy format.
  6. Enter the credit charge authorization number.

    If your venue has online credit card authorization software you do not need to enter an authorization number. Click the Accept Payment button and the card will be authorized.

    Default settings determine if credit card number, expire date, and authorization number are optional or required. If a credit card number is recorded in the patron record, it is automatically transferred to the payment window. If the Patron wishes to use an alternative credit card, the card number can be entered at this time. Click Here for more information on changing credit card information.

Other
  1. Select Other from the Payment Method drop down.

  2. Verify the Payment Amount. If this will be a partial payment, change the payment amount.
  3. The Payment Amount will reflect the new amount due.
  4. Enter a description for the other form of payment.
  5. Enter the employee’s name or initials who approved the payment.
On Account
  1. Select On Account from the Payment Method drop down.

    No payment will be received at this time, so the amount due on the order will be placed as an outstanding balance due on the patron's account. You will be able to exit the order, but you will still need to deal with the non-zero order balance later in order to clear your books.

    In addition to leaving an outstanding balance for an order, there are two sub options. You can:

    • allow the order to appear under the patrons account so that they can pay for the balance online. It may be useful for corporate accounts, tour groups or even pre-booked subscriptions if you want to encourage the patron to pay for them without needing to call the box office. We suggest putting some recognizable comment in the external order notes.
    • mark the order as reservation only - which means that the order will sit in the system without creating any accounting entries until a payment is made. This feature must have been enabled in company preferences accounting tab and is not a recommended setting.