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Scholarships for Courses/Classes

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Scholarships can be offered to students participating in your classes or courses by using a Pass. This will fall under the Membership section of Theatre Manager and is a pass that can be given to the student to help pay for a portion (or all) of their class.

"Membership" is a broad term meaning "Gift Certificates," "Flex Passes," "Vouchers," "Other Income" or a variety of other forms. Since the name of the field is customizable, some organizations may retain the term "Membership," while others change it to reflect their own terminology such as "GC/Pass," "Gift Certs." or even "Other Income." The nomenclature in your database may be different than "memberships."

Creating the Scholarship Pass

A Scholarship Pass can be created new 'Dollar Value" pass using the following parameters:
  1. On the Redemption Rules tab:
    • Choose "Dollar Value" as the redemption method.
    • Make the pass Redeemable by "Purchaser Only"
    • Set the Purchase Amount as $0.00
    • Set the Redeemable Amount to any value that scholarships are typically offered (this amount can be edited when the scholarship is issued to the student).

  2. On the Accounting tab:
    • Set the Tax Rate to "None"
    • Use a General Ledger Account number that represents an Expense for Scholarships for Income, Deferred Revenue and Redemption/Expense accounts. Use a standard income account for any Unearned Income/Write Off funds.

  3. On the Sales Management tab:
    • In the Allow pass/gc to be Purchased section, check the box for "Via pass/gc tab on patron screen" only.

  4. On the Edits tab:
    • Check the box for "Value can be changed during purchase"
    • Check the box for "Can be sold for a zero value"
    • In the Defaulting the Control Number section, choose "Theatre Manager defined"
    • In the Defaulting the Expiration Date, choose "Expires on Date" and use the last date the pass is valid (very likely the end of the class).

  5. On the Valid Plays tab:
    • Check the box that says "Allow setting of valid plays on each pass/gc"
    • Do not add any events to the listing at the bottom of the screen.

Awarding the scholarship to the student

  1. Locate the Patron Record for the student who is to receive the scholarship
  2. Select the Pass/GC tab and click the BUY button

  3. Sell the student a new Scholarship.
    • Leave the Purchase Amount as $0.00
    • Edit the Issued Passes Amount to the value of the Scholarship desired
    • Click Save

  4. Select the Valid Plays/Events tab

  5. Click the ADD button
  6. Select the Class/Course the scholarship is to be awarded for

Applying the scholarship to the class

  1. Sell the student a class
  2. When processing the payment for the class, choose PASS as the first payment method

  3. Locate and apply the Scholarship pass to the Order

  4. Pay any remaining balance using the Payment Method tendered by the Purchaser.