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One Payment for Multiple Orders

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You can take one payment from a patron and apply it to multiple orders or you can transfer a payment from one order to another. The difference is subtle:
  • Transferring a single payment from one order to another is generally used when the payment was misapplied to an order.
  • Using a single payment for multiple orders splits the payment across multiple orders to pay them off partially or totally. Since you can also enter a cash payment for $0.00, you can use this approach to clear out offsetting order balances. This has an effect much like transferring a payment from one order to another (since there will be a negative cash payment and a positive cash payment that offsets). Mostly, however, you will want to use this method to apply a single check against many orders.

Using one payment to pay for multiple orders can occur in five places in Theatre Manager:

  • From the patron window on the order tab - the most likely place to use this feature
  • On the patrons ticket list, if you select tickets form multiple orders, and click 'apply payment to selected tickets', Theatre Manager will open the multiple order window.
  • On the accounts receivable window (from the accounting menu or in end of day wizard), if you select multiple orders (for the same patron), then you can also use the multiple payment window.
  • On the Setup->Plays window attendance tab, if you select tickets for multiple orders (must be for the same patron), you can also apply payments to multiple selected orders.
  • If the Pay Order Balances Online feature is enabled and the patron chooses to pay the balance for one or more prior orders via the ticketing web site, TM will
    • Apply the credit card payment to the cart for the entire balance of all orders, tickets, fees and donations in the cart. This is so the patron sees ONE charge to their card.
    • Internally, TM will create the equivalent of a single payment for multiple orders to decrement the prior order total by cash -and-
    • Apply that balance to all orders paid online as a a series of cash payments to each order paid online

Note: Only cash, check and your own custom payment methods may be applied using this feature.

Credit cards cannot be applied directly to many payments because of Theatre Manager's invoice matching process -- meaning you do not want to authorize the card multiple times and authorizing a single payment allows voiding or refunding of same at a later date.

You can trick TM to use a card by:

  • Using a credit card against one specific order for the total amount to be applied against all orders.

    Note: this will probably overpay the order and it is intentional.

  • Then selecting the over-paid order and all the other underpaid orders and applying a 'cash' payment for all orders
  • The cash payment should total zero because there is a negative balance on the order the card was applied to that offsets the positive balances on the other orders. This will not affect end of day because a net cash payment of zero really, in a sense, does not exist.

To apply one payment to multiple orders, you perform the following steps:

  1. Open the patron window making the payment on multiple orders.

    Click here for information on how to find a patron.

  2. Click on the order tab.

  3. Select MORE that one order in the list of orders.

    You can do this by click and using the Ctrl key on the PC or the Apple key on the Mac.

  4. Click the Payment button and select the multiple payment option.

    Some tips:

    • Select only the orders that you want to pay. Theatre Manager will automatically apply the full payment on the detail window to assist you.
    • You can select orders that are already fully paid for -- those will appear in the payment window as well (because you selected them) but will not have a payment amount allocated to them.
    • Any orders that are not yet paid for (but you didn't select) will automatically appear in the detail window with no amounts -- in case you change your mind about how you want to allocate payments to unpaid orders.

    The Allocate Multiple Payments window opens.

  5. Select the payment option, enter the amount and how you want to allocate the payment to the selected orders.

    Some usage hints for this window are:

    • The amounts will automatically default to the selected unpaid orders you selected from the order list
    • If you type a new amount for the payment method, Theatre Manager reallocates the amount from the oldest order to the newest
    • If you click 'Pay All' on the toolbar, it will pay out all outstanding invoices and set the total.
    • You can enter a payment amount and then change each individual line. Any line with a zero payment will take part of whatever the total payment is until nothing is left
    • Alternatively, if you change the detail line distribution and blank out the total, Theatre Manager will calculate it to be the sum of the payments.
    • The total payment amount and sum of payment distributions must match
    • All other payment rules must apply - such as check number, etc.