To minimize mistakes, searching for performances to sell only shows future performances. search by Performance Date, using a prior date if you really want to sell to a past performance.

1. Select the field to search by from the look-up field on the left.

   

   There are twelve options to search from.

   Play / Event Code
   Performance Code	Search by the Performance Code from the setup of Play/Event. eg. 1-SAT
   Date	Search by the date of the performance. Useful for accessing past performances.
   Year	Search by the Year the event took place.
   Play/Event Title	Search by the Name of the Play/Event.
   Sales Method	Search by the type of sales method set for the Play/Event. eg. Reserved, Festival, Course.
   Perf Type	Search by Performance Type option set on each performance of an Play/Event. Click here for more information
   Performance Notes	Search by the performance notes entered on the Play/Event.
   Flag	Search by performance flag for plug in or web usage from the detail of a performance.
   Outlet	Search by the Outlet for the Performance.
   Theatre Name (External)	Search by the External Theatre Name of the performance.
   Theatre Name (Internal)	Search by the Theatre Name for the performance.
   Pricing Map Name (External)	Search by the External Pricing Map Name of the performance.
   Pricing Map Name (Internal)	Search by the Internal Pricing Map Name for the performance.

2. Enter the search criteria in the From and To fields.

   In the example we have used a performance date criteria, this will allow a user with proper privileges to find past performances. For more information on user privileges click here.

3. Click the Search button.

   Theatre Manager searches for available performances for sale based on the supplied criteria. They appear in the upper display area of the Select Plays window. Click here to refer to the section Play and Dates for more information on play and series codes.

   Example Searches

   • Finding All Current Performances - you can be on most search options and if the search term is blank, just hit enter (or click the spyglass). Example, if searching by event code, make sure its is blank.
   • Finding Play Titles - change the search to title and enter part of the event title
   • Finding Past Performances to sell tickets to. Sometimes you need to sell tickets to an event in the past - either to correct a past mistake, or after doing a box office manually on the weekend and need to manually enter the tickets sold at door on a Monday following. To sell tickets to a past event, search by date and enter a date in the past that will find the performance of interest. As long as it is not closed, you will be able to sell a ticket.
4. Select Play/Event Title from the Criteria List.

   

5. Enter the play title if known or use a range to return a short list.

   

6. Click Search the button.

   All matching plays will be returned in the main window.

   

   For details on selecting events click here.

Performances are displayed in the Performance Selection tab of the Order window. Once a patron is selected and the buy button clicked, the performances to be purchased can be selected. To learn more about searching for performances click here.

1. Select a performance by single clicking on it.

2. Click the Add Play button.

   The performance will move to the basket in the lower portion of the screen and is selected for purchasing. Repeat the above steps as needed to add more performances. You can also double click on a single performance to add it to your basket.

   To refer back to selecting multiple performances click here Step #4.

   

3. Click the Seat Selection to choose seats.

Performance Selection Buttons

	Transfers an order for one patron to another. For more information on Transferring orders click here.
	Adds a performance to the basket for purchasing.
	Removes a select performance from the basket.
	Removes all performances in the basket.
	Displays the sales notes for a selected event. For information on adding sales notes click here.
	Opens the Seat Selection tab. For more information on selecting tickets in a Graphic Maps click here or for Festival Seating click here.
	Releases held seats for the selected performance.
	Creates a new performance. For information on creating new performances click here.

To set Reserved Seating, you perform the following steps:

1. Create a list of Performances in which to purchase tickets to.

   Click here to learn how to create a list of Performances.

2. Click the Seat Selection tab in the Orders window.

   

   Notice that there is no access to the Quantity to Sell field used for festival seat sales. All seats are reserved using the theatre map.

3. Select the Sales Promotion for which the tickets will be sold to.

4. Select the Price Code for which the tickets will be sold to.

    

5. Select the Available Seats to be sold.

   This can be done either manually or automatically via the Best Seats feature. Click here for more information.

   To select a single seat single click on it. To select several seats; click and drag the pointer of your cursor with the mouse across the seats of your choice. Reserved seats are highlighted with the price code that it was sold with. The letter which is displayed in the theatre map will be either the price code or promotion. This data is setup in the Box Office Tab of the System Preferences. Click here for more information.

   

   All reserved seats are displayed in the purchase list on the lower portion of the window. When the user selects a second event to reserve seats into, the seats reserved for the first event remain in the list of reserved seats.

   

6. Click the Payment button.

   Click here to learn how to accept payments for tickets.

Ticket Sales Window
	Transfers the ticket sale to the correct patron at the reserve seats window or after the tickets have been sold. Click here to learn how to transfer tickets to another patron.
	Opens the Best Seat Available search function. This feature is unavailable in Festival Seating.
	Find the next Best Seat Available using the previous search criteria. This feature is unavailable in Festival Seating.
	Reserves the current number of tickets selected.
	Allows the user to view the Sales Notes that apply to the play.
	Accepts a cash payment for the exact amount owed and prints the tickets for the patron. The user is returned to the previous window.
	Prints the current seating chart with the current "house dressing." This feature is unavailable in Festival Seating.
	Turns on/off the tooltip showing the user the status of a seat on the Graphic Map. This feature is unavailable in Festival Seating.
	The Ticket processing window. This is the window that the user is currently in.
	The Fee processing window. Click here for more information.
	The Donation processing window. Click here for more information.
	The Membership processing window. Click here for more information.
	The Season processing window. Click here for more information.
	The Payment Processing window. Click here for more information.
	A record of the transaction. Click here for more information.
Play	The section at the top of the window displays all of the performances that tickets are being booked for.
Promotion	Select the sales promotion if applicable. The sales promotions determine if there is a discount or markup on the ticket(s) being sold. Click here for more information on setting up sales promotions.
Code	Displays all the price codes applicable to the performance. Click here for more information on pricing.
Quantity to Sell	The current quantity of tickets to be sold to the patron for the specified performance. This field is only available when selling Festival Seats. For reserved seating it is always set at one and the search must be used to reserve seats.
Create Tickets As	Select the type of ticket that will be printed. i.e. one ticket for each ticket sold or one ticket that will admit the total number of patrons.
Click to Confirm	Reserves the number of tickets that have been entered above.
	Allows the user to switch between Sell and Hold modes. This feature is unavailable in Festival Seating.
	Releases the selected ticket(s). Click here for more information.
	Releases all tickets that are currently reserved in the order.
	Changes the pricing for the selected ticket(s). Click here for more information.
Tickets Selection	The bottom of the window displays the tickets booked for the current performance(s) highlighted in the performance section.

Festival Seating or General Admission does not require the selecting of seat on a graphic map. The process involves creating a buy list, select the number of tickets to purchase and reserving them.

To set up Festival Seating, you perform the following steps:

1. Create a list of Performances in which to purchase tickets to.

   Click here to learn how to create a list of Performances.

   

   Ticket Sales Window
   	Transfers the ticket sale to the correct patron at the reserve seats window or after the tickets have been sold.Click here to learn how to transfer tickets to another patron.
   	Opens the Best Seat Available search function. This feature is unavailable in Festival Seating.
   	Find the next Best Seat Available using the previous search criteria. This feature is unavailable in Festival Seating.
   	Reserves the current number of tickets selected.
   	Allows the user to view the Sales Notes that apply to the play.
   	Accepts a cash payment for the exact amount owed and prints the tickets for the patron. The user is returned to the previous window.
   	Prints the current seating chart with the current "house dressing." This feature is unavailable in Festival Seating.
   	Turns on/off the tooltip showing the user the status of a seat on the Graphic Map. This feature is unavailable in Festival Seating.
   	The Ticket processing window. This is the window that the user is currently in.
   	The Fee processing window. Click here for more information.
   	The Donation processing window. Click here for more information.
   	The Membership processing window. Click here for more information.
   	The Season processing window. Click here for more information.
   	The Payment Processing window. Click here for more information.
   	A record of the transaction. Click here for more information.
   Play	The section at the top of the window displays all of the performances that tickets are being booked for.
   Promotion	Select the sales promotion if applicable. The sales promotions determine if there is a discount or markup on the ticket(s) being sold. Click here for more information on setting up sales promotions.
   Code	Displays all the price codes applicable to the performance. Click here for more information on pricing.
   Quantity to Sell	The current quantity of tickets to be sold to the patron for the specified performance. This field is only available when selling Festival Seats. For reserved seating it is always set at one and the search must be used to reserve seats.
   Create Tickets As	Select the type of ticket that will be sold. i.e. Single: one ticket for each ticket sold. The is the best most sales. -or- Group: one ticket that will admit the total number of patrons. Normally this option is used for school groups of bus tours. Note that you cannot email group tickets to people since all print at home tickets are a single QR code to admit a single person.
   Click to Confirm	Reserves the number of tickets that have been entered above.
   	Allows the user to switch between Sell and Hold modes. This feature is unavailable in Festival Seating.
   	Releases the selected ticket(s). Click here for more information.
   	Releases all tickets that are currently reserved in the order.
   	Changes the pricing for the selected ticket(s). Click here for more information.
   Tickets Selection	The bottom of the window displays the tickets booked for the current performance(s) highlighted in the performance section.

When you mapped and named your seats, Best Available seats were set up. There are standard rules Theatre Manager will apply when presenting the best Available seats. Depending on the seat configuration of your venue (in particular dinner theatre seating), your Seat Name file may have been setup for a two-pass approach to Best Available seating. For more information on the two-pass system click here.

1. In the seat selection window, click the Best Seats button.

   

   The Suggested Best Available Seats window opens.

2. Enter in the number of seats that the patrons wishes to buy.

   

3. Enter the number of seats. Optionally you can enter a Price Code Lookup and/or a Best Area to search.

   Theatre Manager default seat lookup is two (2), you can edit the number as needed.

   Leaving Price Code and Best Area blank allow the system to give the best available for all sections. This Best Area is alphabetical, and is determined by the Map Setup. Click here for more information on Map Setup.

   For price Code and Best area, if you enter:

   • nothing: the entire venue will be searched
   • Best Area: only seats with a 'best area' starting with the same letters you type will be searched. This provides searching by area alone.
   • Price Code: only seats that can be sold using that price code will be searched. This provides searching by price alone.
   • Best Area AND Price Code: only seats that match both of the above conditions for area and price code will be searched to provide area and price searching.
4. Select Priority Search and enter Minimum Seat Priority number is applicable.

   Select an action for If Seats Found.

5. Click the Find button to view suggested seats.

   If the suggested seats are not on the visible portion of the Map (for large maps), the map will center on the seats and highlight them using a question mark icon.

   

6. If the seats are not what the patron prefers, click Best Seats button again.

   

7. Alternatively, click the Next Seat button it immediately identify the next best available seats.

   

8. If the seats are acceptable click the Reserve button.

The sale of auction items is similar to selling a ticket to a festival event. However, followint this process, you can enter the retail price and a description of the item sold to the patron.

You will first need to have an event set up in Theatre Manager to sell the Auction Items.

Refer to Setup for more information.

To sell an auction item, you perfiorm the following steps:

1. Locate the Patron who has purchased the Auction item.

   For more information on finding patrons click here.

2. Click the Ticket button from the Patron window to proceed to buying to the Auction event.
3. Locate the auction item event and double click to add it to your shopping cart.

   For more information on searching for events click here.

   

4. Click the seat selection tab.

   

5. Enter the purchase amount.
6. Enter a description of the item: Lot #, Description.
7. Click Reserve to add the sale to the order.

   

8. Click the Payment Button to enter a payment, choosing On Account as the Method.

   The Auction Item will appear in the patron Ticket Tab and the description you enter will appear in the Section/Row/Seat column.

   You will now be prepared to Check Out your patrons after the Auction Event.

   

In the Outlet version of Theatre Manager, you may need to know where a particular patron is sitting to accommodate a seating request for a new buyer. In the attached picture, where you are selling tickets for somebody, they may say, 'I want to sit with Fred.'

To locate seats sold to a particular patron, you perform the following steps:

1. Right click on the map, to open the Right Click menu.



2. Select Show Seat for a Specific Patron.

The Contact List opens.



3. Click the Search button.

The list populates limited to people who have purchased a ticket to the specific performance -- and nobody else. You can use the standard search tools to search for the specific patron by name or search for all.



4. Click on the name of the patron, and click the Select button.

   The seats belonging to the selected individual blink and change color.

   Alternatively:

   

5. Click on the name of the patron, and drag them onto the map.

   The seats belonging to the selected individual blink and change color.

If the tickets the user has reserved are not correct, and the user wishes to remove them from the purchase list, on a graphical map, seats can be released by double clicking them.

1. Select the incorrect ticket(s) displayed in the purchased list.
   • To select a single ticket, click on it.
   • For Mac users, to select several tickets, hold down the <OPTION> key and single click on the desired tickets.
   • For Windows users, to select several tickets, hold down the <CTRL> key and single click on the desired tickets.
   • To select several tickets located together on the list, click on the first ticket and while pressing down the <SHIFT> key, click on the last ticket to be selected. All the tickets between the first and last ticket will be selected.

   

2. Click the Release button.

   The selected ticket(s) will be removed from the purchase list. This enables the ticket(s) to be sold to another patron. The following message will be displayed at the bottom of the window to show the ticket(s) has been released.

   

To sell a Traveling Troupe performance a performance must be created for the sale to be assigned to a patron. Click here for more information on creating a new traveling troupe event.

Once the event is available, to sell a Traveling troupe ticket, you perform the following steps:

1. Open the Select Events(s) Window and search for a traveling troupe Performance.

   Click here for more information on Creating a Buy List.

2. Select the traveling troupe performance.

   

3. Click the Seat Select tab.

   The Selection window for Traveling Troupe opens.

   

   Purchase Price	The cost of the traveling troup
   	Shows details pertaining to the performance.
   Date	Date the event will take place.
   Time	Time of the event.
   Contact	The contact person for the performance.
   Expected	Estimated audience size.
   Location	Venue or address of the event.
   Target	Target audience age.
   Accommodations	A note area for name, location, telephone and details of the accommodations.
   Directions	Directions to the venue and or accommodations.
   	A list of activities and a timeline for the performance.
   Production Activity	A list of potential activities pertaining to the performance. This list can be altered or added in the Code Tables. Click here for more information.
   Start Time	Start time of an activity.
   Notes	Overall notes about the run out.

4. Edit the fields as needed.

   

   

5. Click the Reserve button.

   This new performance will now appear in the lower portion of the buy window and the new performance will be added to the Buy List.

6. If necessary, create additional Traveling Troupe performances at this time.

   There is a New Performance button in the toolbar of the Order Window > Performance Selection Tab that allows you to create new performances for the traveling troupe "on the fly" from the sales window. Clicking the button opens the wizard to add one or more new performances of the event. Click here for more information on the performance wizard.

   Repeat steps 2-5.

7. Click the Payments button to accept payment.

   Click here to learn how to accept payments.

* Note that the Calendar and Facility Management - Calendar of Events - Daily View will produce a report of the Traveling Troupe Itinerary entered during the sale.

Consignment ticketing is used when you sell tickets for a performance at another venue. The venue would give you a specific number of tickets for you to sell. To sell a Consignment performance, an event must be created for the sale to be assigned to a patron. Click here for more information on creating a new event.

The tickets are setup under plays and dates as any ordinary performance would be. For the GL Account setup you would likely setup accounts specifically for consignment sales. Once setup, add a performance to sell tickets toand select the amount to be sold as consignment. Once setup, the performance will be shown in the Buy list. The selling of consignment tickets is the same as selling regular tickets. Consignment ticket performances cannot be oversold. Only Festival Seating performances can be setup to be oversold.

1. Open the Select Events(s) Window and search for a consignment performance

   Click here for more information on Creating a Buy List.

   In some situations, you may wish to limit the list by searching only for consignment performances. To do so:

   Change the Performance Search drop down to "Sales Method"

   Choose "Consignment" from the list.

   

2. Click the Find icon.
3. Select the performance.

   

4. Click the tab.

   The Selection window for Consignment tickets opens.

   

5. Indicate how many tickets you wish to sell in Quantity To Sell.
6. Click the button.
7. Click the Payment button.

   Click here to learn how to accept payments for tickets.

Parts of the Ticket Sales Window

	Transfers the sale to the correct patron at the reserve item window or after the items have been sold. Click here to learn how to transfer items to another patron.
	Opens the Best Seat Available search function. This feature is unavailable in Consignment Sales.
	Find the next Best Seat Available using the previous search criteria. This feature is unavailable in Consignment Sales.
	Reserves the current number of items selected.
	Allows the user to view the Sales Notes that apply to the item.
	Accepts a cash payment for the exact amount owed and completes the sale. The user is returned to the previous window.
	Prints the current seating chart with the current "house dressing." This feature is unavailable in Consignment Sales.
	Turns on/off the tooltip showing the user the status of a seat on the Graphic Map. This feature is unavailable in Consignment Sales.
	The Ticket processing window. This is the window that the user is currently in.
	The Fee processing window. Click here for more information.
	The Donation processing window. Click here for more information.
	The Pass G.C. processing window. Click here for more information.
	The Season processing window. Click here for more information.
	The Payment Processing window. Click here for more information.
	A record of the transaction. Click here for more information.
Event/Play	The section at the top of the window displays all of the events that are being purchased.
Promotion	Select the sales promotion if applicable. The sales promotions determine if there is a discount or markup on the ticket(s) being sold. Click here for more information on setting up sales promotions.
Code	Displays all the price codes applicable to the performance. Click here for more information on pricing.
Quantity to Sell	The current quantity of items to be sold to the patron for the specified performance. This field is only available when selling Consignment, inventory Items or Festival Seats.
Create Tickets As	Select the type of ticket that will be printed. i.e. one ticket for each ticket sold or one ticket that will admit the total number of patrons.
Click to Confirm	Reserves the number of items that have been entered above.
	Allows the user to switch between Sell and Hold modes. This feature is unavailable in Consignment Sales.
	Releases the selected item(s). Click here for more information.
	Releases all items that are currently reserved in the order.
	Changes the pricing for the selected item(s). Click here for more information.
Tickets Selection	The bottom of the window displays the item(s) booked for the current item(s) highlighted in the performance section.

To sell inventory (such as CD's, T-Shirts, mugs, hats) a performance must be created for the sale to be assigned to a patron. Click here for more information on creating a new event.

1.  Open the Select Events(s) Window and search for an inventory Performance.

   Click here for more information on Creating a Buy List.

   In some situations, you may wish to limit the list by searching only for inventory items. To do so:

   Change the Performance Search drop down to "Sales Method".

   Choose "Inventory" from the list.

   

2. Click the icon.
3. Select the inventory item.

   

4. Click the Seat Selection tab.

   The Selection window for Inventory Sales opens.

   

5. Indicate how many of the item you wish to sell in Quantity To Sell.
6. Click the Reserve button.
7. Click the Payment button.

   

   Click here to learn how to accept payments.

	Transfers the sale to the correct patron at the reserve item window or after the items have been sold. Click here to learn how to transfer items to another patron.
	Opens the Best Seat Available search function. This feature is unavailable in Consignment Sales.
	Find the next Best Seat Available using the previous search criteria. This feature is unavailable in Consignment Sales.
	Reserves the current number of items selected.
	Allows the user to view the Sales Notes that apply to the item.
	Accepts a cash payment for the exact amount owed and completes the sale. The user is returned to the previous window.
	Prints the current seating chart with the current "house dressing." This feature is unavailable in Consignment Sales.
	Turns on/off the tooltip showing the user the status of a seat on the Graphic Map. This feature is unavailable in Consignment Sales.
	The Ticket processing window. This is the window that the user is currently in.
	The Fee processing window. Click here for more information.
	The Donation processing window. Click here for more information.
	The Pass G.C. processing window. Click here for more information.
	The Season processing window. Click here for more information.
	The Payment Processing window. Click here for more information.
	A record of the transaction. Click here for more information.
Event/Play	The section at the top of the window displays all of the events that are being purchased.
Promotion	Select the sales promotion if applicable. The sales promotions determine if there is a discount or markup on the ticket(s) being sold. Click here for more information on setting up sales promotions.
Code	Displays all the price codes applicable to the performance. Click here for more information on pricing.
Quantity to Sell	The current quantity of items to be sold to the patron for the specified performance. This field is only available when selling Consignment, inventory Items or Festival Seats.
Create Tickets As	Select the type of ticket that will be printed. i.e. one ticket for each ticket sold or one ticket that will admit the total number of patrons.
Click to Confirm	Reserves the number of items that have been entered above.
	Allows the user to switch between Sell and Hold modes. This feature is unavailable in Consignment Sales.
	Releases the selected item(s). Click here for more information.
	Releases all items that are currently reserved in the order.
	Changes the pricing for the selected item(s). Click here for more information.
Tickets Selection	The bottom of the window displays the item(s) booked for the current item(s) highlighted in the performance section.

The Ticket Review tab is often overlooked in the sales process, however when closing the sale, it is an important part in providing excellent customer service. using this tab, you can review the sale with the patron before proceeding on to other items in the order -- such as fees, donations and payments -- these can be affected by the contents of the order. A fee may be charged on some events and not others, or a "Ticket Round-Up" donation amount may be determined based on the overall price of the tickets. It is important to ensure the tickets selected are what the patron wishes to purchase.

The Ticket Review tab can be modified for the order in which the columns appear. Changing these will assist in the flow of the confirmation conversation with a patron on the telephone. You may wish to reorder the columns so they display in the following order to make them easier to read (but you can edit them to the order that works for you):

• Icon (this column is critical during exchanges and refunds as it indicates Exchange TO and Exchange FROM status)
• Event Title
• Performance Date
• Performance Time
• Section
• Row
• Seat
• Sales Promotion
• Price

And finally, when exchanging or refunding tickets, you need to examine the tickets in the Ticket Review tab to "Confirm" the exchange or refund. Therefore it is good to get in the habit of checking the Ticket Review tab during every sale.

For more on refunding tickets click here.

For more on exchanging tickets click here.

After selecting the seats in the Seat Selection tab, click on the tab.

Parts of the Ticket Review tab

	Opens the Ticket Detail window for the selected ticket. For more on the Ticket Detail window, click here.
	Click this button to reset the ticket status to its original state (New, Refund, Exchange From, or Exchange To).
	Click the Exchange From button to indicate the tickets that will be Exchanged From, meaning the tickets the patron is giving back to the box office. Using the Exchange Wizard will mark these tickets as Exchange From for you. For more information on the Exchange process, click here. Click the Exchange To button to indicate the tickets that will be Exchanged To, meaning the tickets the patron is purchasing from the box office. Using the Exchange Wizard will mark these tickets as Exchange To for you. For more information on the Exchange process, click here.
	Click this button to indicate the tickets that will be Refunded, meaning the tickets the patron is giving back to the box office for a refund or donation credit. Using the Refund Wizard will mark these tickets as Refund for you. For more information on the Refund process, click here.
	Prints the selected ticket(s).
	Opens the Batch Print of Unprinted Tickets function to print a large group of tickets. For more on Batch Printing, click here.
	Click this button to immediately confirm the exchanges and refunds as indicated by the icons in the ticket window.
Icon	The status of the ticket (New, Refund, Exchange From, Exchange To)
Event Title	The title of the event as indicated on the Description tab of the Event setup.
Date	Date of the performance.
Time	Time of the performance.
Section	Theatre Section for the ticketed seat. For General Admission events, this column will be blank.
Row	Theatre Row for the ticketed seat. For General Admission events, this column will be blank.
Seat	Theatre Seat for the ticketed number. For General Admission events, this column will be blank.
Promotion	The Sales Promotion used on the selected ticket. For more information on Sales Promotions, click here.
Total	Per ticket price, including taxes and fees.
Qty	Quantity of tickets. For Reserved Admission performances, this will always be "1." For General Admission tickets, sold a a "group" this will be the actual quantity of tickets sold.
Performance	The performance series code.
PC	The Price Code associated with the ticket. For more information on Price Codes, click here.
Gift Status	If the ticket was given or received as a gift, its status will be listed here. For more information on gifting tickets, click here.
Date Printed	If the tickets were previously printed, the date they were printed appears here.
Other fields	Other fields show a breakdown of ticket cost, fees, performance sequence numbers, and order number.

If the tickets reserved contain an incorrect price code or sales promotion, there is a quick way to make a corrections. This procedure is the same for all reservation methods.

To correct pricing on ticket sales, you perform the following steps:

1. Select the tickets purchased that contain the incorrect prices.

   

2. Correct the Sales Promotion or Price Code as needed.

   

3. Click the Prices button.

   The selected tickets will be updated to reflect the correct price code and sales promotion. A message will appear at the top of the window confirming the price change.

   

The following steps outline how to change the price or sales promotion of a ticket after they have been sold. You may need to do this if:

• The tickets were sold for the wrong price or promotion in the first place
• You need to fix the price on the tickets because they were paid for using pass that you are trying to refund. This is important if there is a limited number of redemptions allowed per event/performance on the pass. Getting a redemption back means fixing the price and then returning the pass.

1. Find the patron that requires the price change.

   Click here to learn how to find patrons.

2. Highlight the tickets that require the price change.

   

3. Click the Tickets button.
4. Select "Change the selected ticket's price and/or sales promotion" from the pop up window.

   

   The Seat Selection window opens and the selected tickets are highlighted in the right-hand bottom corner section of the window.
   
   

5. Select the Promotion and/or Price Code you wish to change the tickets to on the left-hand side of the screen.
   
   
6. Click the Prices button.

   The prices of the tickets will change based on the Promotion and/or Price code you selected in the previous step.

   

7. Click on the Payment button.
8. Enter a Payment method to either collect or refund the price difference on the tickets.

Techniques to Reduce Errors during Exchanges

Errors can occur during a ticket exchange when:

• The differences in the price of the original ticket and the replacement ticket is not collected or refunded correctly.
• The amount not refunded or collected is waived by Theatre Manager. Click here for more information on Waived Amounts.
• The ticket base price and sales promotion for the replacement ticket does not match the ticket base price and sales promotion of the original ticket.

It is recommended to:

• Use the Quick Exchange process for festival ticket exchanges when there is no difference in the price of the original tickets and the replacement tickets.
• Turn off automatic waiving to prevent accidental waiving of the difference between the price of the original tickets and the replacement tickets when an incorrect replacement ticket was purchased.

Use Quick Exchange

Quick exchange is a fast exchange procedure that automatically applies the same price and sales promotion on a replacement ticket as was on the original ticket.

• When the original ticket and the replacement ticket are not of the same value a warning appears indicating there is a difference in ticket values.
• The operator is not required to select the price code or the promotion code during the exchange.
• The price and promotion code on the original ticket is automatically applied to the replacement ticket.
• The operator can cancel the Quick Exchange and complete a regular exchange, if required.
• If quick exchange is used and an amount is accidentally waived, a regular exchange can be used to reverse the waived amount.

Turn Off Automatic Waiving

Turning off automatic waiving requires the employee to decide if any difference between the original tickets and the replacement tickets is to be refunded or collected. Select both checkboxes to collect money for higher priced tickets and to refund money for lower priced tickets.

To examine the current settings:

1. Access to the Company Preferences is through the Setup menu.

   

2. Select the Box Office tab.

   

   When the settings for Collect $ for Higher Price and Refund $ for Lower Price are deselected, the price difference in the exchange process is automatically waived. Change the setting to allow the employee to decide to waive, collect, or refund the price difference in the exchange.

Full Exchange gives the user full control over the entire procedure. In effect, the patron is purchasing new tickets to replace the selected tickets. At any time throughout the process, the user can back out from performing the exchange and the original tickets will still be sold to the patron. To perform a full ticket exchange, you perform the following steps:

1. Find the patron wanting to exchange tickets.

   Click here to learn how to find patrons.

2. Highlight the tickets to be exchanged.

   

3. Click the Ticket button and select Exchange the selected tickets.

   

   The Select Plays Window will open allowing the creation of a Buy List.

   

4. Select the list of performances that the patron is going to exchange the tickets for.

   Click here to learn how to create a Buy List.

5. Click the Seat Selection tab.

   The Ticket Sale Window will open with the information for the selected performance.

   

6. Select the tickets that the patron wants to exchange the original tickets for.

   The red seats indicating the location of the previous seats.

   Click here for more information on Festival seating. Click here for more information on Reserved seating.

7. Click the Ticket Review tab.

   

8. Click the Confirm button to complete the ticket exchange.

   The tickets that the patron is exchanging will appear with a red minus symbol and the new tickets will appear with a green plus symbol.

   

9. Click the Payments button.

   

   Click here for more information on creating a payment. In the example the patron owes $32.10 to cover the upgrade of the exchanged tickets.

10. Click the Accept Payment or Print Tickets button.

    Clicking Accept Payment will finalize the exchange while clicking Print Tickets will finalize the exchange and print the new tickets. The original tickets will be returned to inventory if either button is clicked which allows them to be purchased again.

Exchanging tickets from a past event to a future event is similar to a full exchange. The Full Exchange process gives you full control over the entire procedure. In effect, you are purchasing new tickets to replace the tickets about to be exchanged. At any time throughout the process, you can back out from performing the exchange and original tickets will still be sold to the patron.

To create a past event ticket exchange for a patron, you perform the following steps:

1. Find the patron you are exchanging the past tickets for.

   Click here to learn how to find patrons.

2. Highlight the tickets to be exchanged.

   

3. Click the Ticket button and select Exchange the selected tickets.

   

   A warning dialog opens.

   

4. Click the Yes button.

   The Select Plays Window opens to locate the Play you are exchanging to.

   

5. Select the list of performances the patron is going to exchange the tickets for.

   Click here to learn how to create a Buy List.

6. Click the Seat Selection tab.

   The Ticket Sale Window opens with the information for the selected performance.

   

7. Select the tickets that the patron wants to exchange the original tickets for.

   Red seats indicate the location of the previous seats.

   Click here for more information on Festival seating. Click here for more information on Reserved seating.

8. Click the Ticket Review tab.

   

9. Click the Confirm button to complete the ticket exchange.

   The tickets the patron is exchanging will appear with a red minus symbol and the new tickets will appear with a green plus symbol.

10. Click the Payments button.

    

    Click here for more information on creating a payment. In the example the Patron owes $32.10 to cover the upgrade of the exchanged tickets.

11. Click the Accept Payment or Print Tickets button.

    Clicking Accept Payment will finalize the exchange while clicking Print Tickets will finalize the exchange and print the new tickets. The original tickets will be returned to inventory allowing them to be purchased again.

During a ticket exchange if the difference between the price of the original ticket and the replacement ticket is not collected or refunded, it is deemed that the amount difference is "waived." This may occur if a patron has a weekend ticket and exchanges for a less expensive weekday performance or if a patron has less expensive weekday performance and upgrades to a weekend performance.

Usually, the difference is not refunded when the new ticket costs less and the difference is collected when the replacement ticket is more expensive. The difference in prices may not equal since the value of the original ticket's base price or sales promotion is different than the replacement ticket's base price or sales promotion. In most cases, it is caused from the base price being different.

The transaction detail for a ticket exchange displays the waived amount for each individual ticket. The value displayed for the waived amount excludes taxes. A negative waived amount indicates revenue which was not refunded to a patron. A positive waived amount indicates revenue which was not collected from a patron.

Ticket revenue reports general ledger revenue reports display the actual revenue collected from the original sale. The general ledger revenue is not affected by waived amounts because the amount is not actually paid to or collected from patrons.

If the original ticket price was $20.00 and the patron exchanged the ticket for a $50.00 ticket thus waiving the $30.00 difference, the ticket price for the replacement ticket will be $20.00 and the general ledger will also indicate $20.00 was received as revenue. Even if the patron chooses to purchase a less expensive ticket, the end result is that the patron paid $20.00 for the ticket.

Waived amounts do not need to be created during an exchange. If the difference in price between the original ticket and the replacement ticket (the amount that would have been waived) is not going to be refunded or collected, enter the amount due as an exchange fee (positive or negative). The amount that would have been waived is then classified as an exchange service charge. The net amount could then be tracked in the exchange service fee general ledger account and maintains the amounts not refunded or collected from patrons. If actual exchange service charges are collected from patrons, this amount would also be accumulated within the same general ledger account.

Tickets can be gifted to another household member or another patron during the initial ticket sale. To gift a ticket, you perform the following steps:

1. Add or select the purchaser in the database.

   Click here for information on finding a patron in the database.

2. Select the "Buy Tickets" option.
3. Pick the Performance in the Performance Selection tab.
4. Choose the seats in the Seat Selection tab.
5. In the Ticket Review Tab, highlight the ticket(s) to be gifted and right-click or control-click to bring up the Context Menu.

   

6. Select "Assign ticket as gift to..."

   You have the option to assign the tickets to household members or to a "Patron outside of household"

   If you want to assign one ticket to one household member or patron and another ticket to a different household member or patron, you just have to do them one at a time.

   If you select a Patron outside of the household, a window opens to enter the patron number or use the lookup to find a patron in the database:

   

7. Proceed to the Payment screen to finish the transaction.

The following quick reference information is available for selling a Ticket

Reference Guide (pdf)

Cheatsheet (pdf)

Flash ScreenCast

MP4 ScreenCast

1. Select the patron who purchased the tickets from the database.

   Click here for more information.

2. On the Tickets Tab, highlight the ticket(s) to be gifted and right-click or control-click to bring up the Context menu.

   

3. Select "Assign ticket as gift to..."

   You have the option to assign the tickets to household members or to a "Patron outside of household"

   If you want to assign one ticket to one household member or patron and another ticket to a different household member or patron, they have to be done one at a time.

If you choose a Patron outside of the household, a window opens for you to enter the patron number or use the lookup to find a patron in the database.

There are multiple ways to view gifted tickets.

There is a column called Gift Status in the Tickets Tab of the purchaser's Patron Window that shows Gifted Tickets:

And the same column in the receiver's Patron Window shows:

The Household view shows more Gifted Tickets detail:

The Attendance Tab of the Play or Event Window will show the receiver's name and the gifted status:

The Maps Tab of the Play or Event Window will show the Gifted Ticket status when the mouse hovers over the seats in question:

Holding Seats for a Performance

There are several situations that may call for holding seats within a Performance.

• there are promoter, artist, media or complimentary tickets negotiated within the contract
• the venue requires house seats to assist with potential issues arising the night of the show
• sight lines prevent seats from being sold
• space is needed in the venue for a sound board, lighting board or video equipment
• seats in a particular section will be held and released based on demand or audience size
• social distancing is required

Holding Seats

1. Find the event / play you want to hold seats for.

   Click here to learn how to find an event / play.

   

2. Open the event / play.
3. Select the Maps tab.

   

4. Highlight the Performance(s) on the left side of the window.

   Should you need to hold seats for multiple performances at a time simply select multiple date/times from the list on the left side of the window.

   

5. Select the seats to be held.

   Highlight the seats to be held by clicking and dragging the mouse over the seats. Multiple seats in different sections can be selected by holding down the Shift key on the keyboard. Selected seats will appear as a solid blue.

   

6. Click the Hold button above the map.

   Clicking the hold button will provide a menu of hold letters to choose from.

   

7. Select the desired hold letter.

   

Once the hold letter is selected the seats will be held with that letter on the map for those performances selected on the left. All holds appear as lower case letters on the map. Changing the hold colour can be done in the Box Office tab of Systems Preferences by a Master User.

Holding Seats in the Order Window

1. Create a Buy List

   Click here to learn how to create a Buy List. Once the Buy List is complete click Seat Selection tab in the Orders window. 

   

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

2. Select the Hold option located below the map and above the basket were purchased seats appear.

   

3. Select the seats to be held.

   Selected seats will appear as a solid blue. Multiple seats in different sections can be selected by holding down the Shift key on the keyboard.

   

4. Click the Hold button located to the right of the Hold option.

   Clicking the hold button will provide a menu of hold letters to choose from.

   

5. Select the desired hold letter.

   

Once the hold letter is selected the seats will be held with that letter on the map for those performances selected on the left. All holds appear as lower case letters on the map. Changing the hold colour can be done in the Box Office tab of Systems Preferences by a Master User.

Any seat held for a specific patron will appear in their patron window on the ticket list - and you can book the seats from there.

Holding Seats While Selling Tickets

To hold seats for a specific patron, while you are selling tickets, you perform the following steps:

1. Create a Buy List

   Click here to learn how to create a Buy List. Once the Buy List is complete click Seat Selection tab in the Orders window. 

   

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

2. Select the Hold Option.

   

3. Select the seats to be held.

   

4. Press the Hold <image hold button> button and select "Hold Seat for Patron."

   

   This will open an additional window letting the user set the parameters of the hold.

   

5. Step 1 - Enter information about the hold.

   A choice between a generic hold and a hold for a specfic patron can be entered.

6. Step 2 - Choose a hold letter to use.

   Often the Box Office will have a predetermined hold letter used for all patron holds for users to be able to quickly reference the graphic map.

7. Step 3 - Set the criteria in regards to the release of the hold.

   A date and time can be set to auto-release the hold.

8. Step 4 - Assign any comments to the hold.

   Comments will appear in the tooltip when the mouse is hovered over the held seat.

Freeing Seats While Selling Tickets

1. Create a Buy List.

   Click here to learn how to create a Buy List. Once the Buy List is complete click Seat Selection tab in the Orders window. 

   

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

2. Select the held seats to free.

   

   To sell the held seats, hold <CTRL> (Windows) or <OPTION> (Mac) and select the seats to sell them directly.

3. The seats will now appear in the shopping cart.

   The seats are now available to be sold. If the seats are released, the seats will not return to their previous hold status.

Seats can be held on a performance basis (or group of performances). We recommend using this feature as an alternative to selling the seats to a specified house account.

To hold seats for festival seating, you perform the following steps:

1. Open the Play Setup Window.
2. Find the play you wish to release tickets for.
3. Select the Performance Tab.

   

4. Select the performance(s) you wish to hold tickets for and Add the setup window.
5. On the right side, enter the number of seats that you wish to hold.
6. Click the Save button at the top of the window and then close the window.

Releasing Held Seats in a Festival Seating Performance

1. Open the Play Setup Window.
2. Find the play you wish to release tickets for.
3. Select the Performance Tab.

   

4. Select the performance(s) you wish to release tickets for and Add the setup window.
5. On the right side, reduce the number of seats that are held by the amount that you wish to release.
6. Click the Save Button at the top of the window and then close the window.

Holding Seats in a Venue Map

Holding seats allows for placing a restriction on the seats within the venue without having to assign or sell the seat to a patron. Often seats need to be held for a reserved seating performance prior to tickets going on sale to the general public. Examples of holds would be:

• there are promoter, artist, media or complimentary tickets negotiated within the contract
• the venue requires house seats to assist with potential issues arising the night of the show
• sight lines prevent seats from being sold
• space is needed in the venue for a sound board, lighting board or video equipment
• accessible seating for patrons who require such seating
• seats in a particular section will be held and released based on demand or audience size
• social distancing is required

Seats can be held in venue map and are applied to events built using that map. The steps below outline how to hold seats in a venue map:

1. Locate and open the Venue.

   For details on how to locate a venue please click here. To open a venue select it from the list and click the Open button at the top of the window or double click on the venue in the list.

   

2. Open the desired Map.

   Locate the map in the right column. Select the map and click the Open button at the bottom of the list or double click on it to open the map.

   

3. Select the Graphic Map tab.

   

4. Highlight the seats to be held.

   Highlight the seats to be held by clicking and dragging the mouse over the seats. Multiple seats in different sections can be selected by holding down the Shift key on the keyboard. Selected seats will appear as a solid blue.

   

5. Click the Lock to hold the seats.

   The hold seats lock is located on the left side of the Graphic Map tab. The button may be below the default window size. Resize the window to see this option.

   

6. Choose the desired hold letter.

   Pick a hold letter to be applied to the selected seats.

   

Once the hold letter is selected the seats will be held with that letter on the map. All holds appear as lower case letters on the map. Changing the hold colour can be done in the Box Office tab of Systems Preferences by a Master User.

To refund a ticket to a gift certificate, you perform the following steps:

1. Find the patron wanting to refund tickets.

   Click here to learn how to find patrons.

2. Int the Patron record, highlight the tickets to be refunded.

   

3. Click the Refund button.

   The Ticket Refund window opens displaying the full refund amount. You can use the Donation button can be used to quickly turn the amount of the refunded tickets into a donation.

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

4. Click the Confirm button.
5. Click the Membership / Pass / GC button.

   The Membership window opens.

   

6. Click the New button.

   

   A confirmation dialog opens, asking "Is this pass/g.c. a result of returning tickets and would you like one created for $100 to balance the order to zero, or is this just a normal pass/g.c?"

7. Click the Tix Refund button.

   

   The Pass G.C. Detail window opens. Click here, for more information on this window.

   
8. Enter the amount of the refund the patron wishes to be used for gift certificates.
9. Enter any other information as needed.
10. When complete, click the Save button.

    You are returned to the Membership window and the certificate amount is subtracted from the refund total.

    

The tickets are returned for resale and the gift certificate is added to the Patron's account.

To refund a sale from the Ticket List window, you perform the following steps:

1. Open the Ticket List Window.

   Choose Setup >> Batch Functions >> Unprint a batch of tickets.

   

   The Ticket List Window opens.

   

2. Select a search range and click the Search button.

   

3. Select the tickets the patron wishes to refund.

   Do this by single clicking the tickets.

   

4. Click the Refund button.

   The Ticket Refund window opens displaying the full refund amount.

   You can use the Donation Button to quickly turn the amount of the refunded tickets into a donation. Click here for more information on creating a donation from a ticket refund.

   

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

5. Select the Refund Method.

   

6. Enter any relevant information

   Order comments should be entered when refunds are issued explaining the reason for the refund and the supervisor who authorized the refund.

   This information assists in reviewing the daily activity and insures the refund was processed correctly and was authorized.

   To refund the order or exchange fee, you will need to remove them in the fees window.

   

7. Theatre Manager will return the ticket for resale and return the user to the Patron Window.

Note: You can also do mass refunds from Setup->Batch Functions->UnPrint or Refund a Batch of tickets. The advantage on the Unprint Batch of Tickets window is that you can select tickets by patron, event, and more.

	Before you do any refunding, please make sure to set up gift certificates and donation campaigns to track refunds appropriately if you are not giving money back. Do not leave the order on account.
	Theatre Manager will generate a refund using the same payment method that was used for the original order. If an order used multiple payment methods, and one of those methods was a previously deposited credit card, Theatre Manager will refund the entire amount to the same credit card. A refund will include the ticket price, and taxes, and any Ticket Fees associated with the Sales Promotion when the ticket was sold. Theatre Manager will NOT refund any Order Fees that are part of the order since they could be for a myriad of reasons that are not related to the tickets being refunded.
	You can use this feature iteratively. Examples: Select a group of patrons or tickets that are similar and refund to a donation. Select a different group of tickets (eg subscription) from those remaining and refund to a gift certificate Select another group of tickets (eg subscription - early) from those remaining and refund to a different gift certificate Select the last group of tickets (eg single ticket full price) and refund to their credit card.
	You may need to contact your merchant provider to determine if you: have a longer than standard LINKED REFUND capability. Most times, the merchant provider has this set around 120 days, but it can be extended -or- have INDEPENDENT REFUND capability. This means you have the right to refund any amount to a card and are not subject to any recent credit card company rules like refund must be within 120 days, etc.
	NOTE: IF YOU ARE PCI SCHEDULE C OR SCHEDULE D: POST DATED/RECURRING PAYMENTS ONLY AND HAVE NOT TURNED ON MERCHANT PROFILES, CREDIT CARDS ARE NOT STORED IN YOUR DATABASE. An attempt will be made to link the card to a prior authorization to refund without needing the credit card. If that fails, you will need to use a refund method like Gift Certificate or Donation in step 3 below - any refund method other than Credit Card

To refund tickets through the Attendance tab of the Event setup, you perform the following steps:

1. Open the Plays and Dates window.
2. Click the Tab.
3. Click on the desired performance on the left side.

   This will show a complete list of all patrons who bought tickets to the performance.

   

4. Select the patron's ticket(s) to refund.

   

5. Click the button at the bottom of the window.

   The Refund Tickets Wizard opens.

   

	Options to refund either    The selected tickets, or    All tickets for this performance Verify by trying REFUND A COUPLE OF PATRONS FIRST to ensure that card payments get created and authorized if you choose that option. If people only have shredded cards in your database, they cannot be refunded.
	If you select this, Theatre Manager will only refund tickets in an order where that order contains at least one credit card to pay for it. If you do de-select this option, then all tickets will be refunded - you may have to apply a payment refund on a per patron basis later, depending on what you are doing to refund payments. Note: if you refund tickets with card data first, the others will remain in the list. You can then select and refund some of the remaining tickets using another other payment method such as: Refund to Gift Certificate Refund to Donation Refund using Check as need be.
	This further refines how you want Theatre Manager to handle the refund payment options, including: Do not create a refund payment - in which case all refunds will be on account and you will need to refund patrons manually later - or - Create a refund only if a credit card was used for the original purchase. This will refund to the same credit card as long as there is a credit card on file or you have a merchant profile set up for this patron. Anybody with only a shredded card on file will have a payment created, and linked to a prior payment. Should authorization fail, it will need to be addressed later. The partial card number will help you when talking to the patron. We recommend AGAINST using the authorizing at time of refund option (refer to refund processing rules) and delay it to end of day. Refunding to a credit card biases towards doing linked refunds if it can. Refund to a Donation lets you specify a donation campaign. Rules: The value of the donation to the campaign will be the balance on the order after refunding the tickets. . One donation is made per order, even if the patron bought many tickets to the performance in different orders. Theatre Manager will create a note in the Notes Tab of the Donation containing the Event and Seating details for those tickets refunded. Each donation will have a record of the original tickets purchased that made up this donation. The campaign must be set up to allow refunds to tickets to appear in the selection. If you don't have a campaign set for refund to tickets, this option will be disabled. If the ticket was Gifted to another patron, the donation will be created on the ORIGINAL ticket buyer's patron record. The donation giving level range can have any number of ranges which must encompass all values of anticipated refunds from 0.01 through 99999999.99 (otherwise, the donation will not appear in a donation list until the giving levels are fixed) Refund to a Pass or Gift Certificate lets you specify a Pass/Gift Certificate. Rules: If using: Dollar Value Gift Certificates: the gift certificate amount will be the dollar value of the balance on the order after refunding the tickets. Thus the balance goes to zero and the gift certificate is automatically the same as the balance Dollar Average/Admission: the pass will be set up to allow the same number of admissions as the tickets refunded. If you refund 2 tickets totaling $80, then the patron will have a pass for 2 tickets valued at $80 for use in the future. Since prices of tickets go up, it is less likely that you would use this option. One refund to the pass is made per order, even if the patron bought many tickets to the performance in different orders. Theatre Manager will create a note in the Notes tab of the Pass/Gift Certificate containing the Event and Seating details for those tickets refunded. Each Pass/Gift Certificate will have a record of the original tickets purchased that made up this Pass/Gift Certificate. The pass/gc must be set up to allow refunds to tickets to appear in the selection. If you don't have a pass/GC set for refund to tickets, this option will be disabled. If the ticket was Gifted to another patron, then the Pass/Gift Certificate will be created on the ORIGINAL ticket buyer's patron record

6. Click to continue with the refund.

The selected ticket will be refunded and returned for sale if the performance is in the future.

• emailing of PDF tickets from the box office after setting up company preferences (to allow email of PDF tickets) and then following instructions below
• printing of PDF e-tickets at the box office if necessary
• emailing invoices from the box office

If you find you cannot send an e-ticket, please refer a list of possible reasons why it cannot

Emailing (or printing) PDF tickets from box office

If emailing tickets from box office is enabled (and providing tickets meet the criteria described in the setup screen help), then tickets can be printed from:

• The patron 'ticket' list (see image below - the print tickets button gets replaced by a print/email tickets button)
• The order window on the payment screen
• The batch ticket print process

Please refer to Factors That Prevent Tickets from being emailed for more information in this message.

1. Choose Setup >> Batch Functions >> Print Unprinted Tickets.

   

   The Batch Ticket Printing window and the Parameters window will both open.

   

2. Click the New button to add a new criteria to the parameters window.

   The Add/Edit Criteria window opens.

   

3. Select the search Criteria for the tickets to print and press the Save button.

   

   Click here for more information on report criteria. The example above shows criteria that would print all unprinted tickets with the performance codes matching those of the season subscription and with either a subscription or early-subscription price code. To get this criteria, select Promotion # on the left hand side, and select Subscription and Early Subscription on the right hand side.

4. Click the Next button.

   

5. Choose the option for "All Orders containing unprinted orders."

   Select Tickets From
   All Orders containing uprinted tickets	Will only select tickets meeting the criteria and that are marked as unprinted.
   Fully paid orders	Will only select tickets meeting the criteria and that the order is fully paid for.
   Fully paid orders where payments are also deposited	Will only select tickets meeting the criteria and that the order has been process through the End of Day.
   Limit Batch Size
   Limit between	This allows the batch to print only patron orders that are between the minimum and maximum limit.
   Past Plays
   Include past play if it matches the search criteria	This will allow tickets to be printed for performances that have occurred already provided they meet the criteria.

6. Click the Next button.

   

7. Select the applicable data for the tickets to print.

   Ticket Header
   Print Address Ticket	Prints an additional ticket containing the address information of the patron.
   Print Credit Card Recipt	Prints an additional ticket containing the credit card receipt if a credit card was used to pay for the order.
   Ticket Items
   Include Memberships	Prints an additional ticket if a Membership purchase was included on the same order.
   Include Donations	Prints an additional ticket if a Donation purchase was included on the same order.
   Ticket Printing
   Mark Tickets as Printed	This option will print no tickets, but still mark the tickets as printed.

8. Click the Next button.

   

   Sort Tickets By
   Patron Last Name	All tickets will print in alphabetical order based on the patron's last name.
   Postal Code, Patron Last Name	All tickets will be grouped together by postal code, and each group will be in alphabetical order based on the patron's last name.
   and then Sort By
   Date, Section/Row/Seat	For tickets to multiple performances, the individual tickets will be sorted by the performance date and then the seats.
   Date, Seat Code	For tickets to multiple performances, the individual tickets will be sorted by the performance date and then the seat codes.
   Section/Row/Seat, Date	For tickets to multiple performances, the individual tickets will be sorted by seat and then by the performance date.
   Seat Code, Date	For tickets to multiple performances, the individual tickets will be sorted by seat code and then by the performance date.

9. Click the Done button.

   You are returned to the Ticket Printing window.

   

10. This window will display the total number of tickets based on the criteria, and allow any final changes to be made.

    Click here for more information about this window.

11. Click the Start Printing button when the batch is ready to print.

To print tickets the ticket printer preferences need to be set and the ticket printer configured. Click here for more information on configuring Practical Automation printers and Click here for more information on configuring BOCA ticket printers. Click here for more information on setting Employee Ticket Printer preferences.

1. Purchase tickets the patron wants to buy.

   Click here for information on buying tickets.

2. Enter the method of payment and other required information on the Payment Window.

   

   Note the two options on the right. If you select print an address ticket and click print tickets, the address ticket along with the admission tickets will be printed.

   Click here for more information on creating a payment method.

3. Click the Print Tickets button.

   Clicking print accepts the payment information, prints the tickets to the specified printer, closes the ticket purchase windows and returns to the Patron Window with the purchased tickets displayed.

The Patron's tickets tab shows a summary of all tickets bought by the patron. They may be shown by different types and years using the pull down bar in the bottom left corner. Refer to Examining Purchases if the user cannot view patron tickets. For a description of the buttons on this window and the procedure to sell a ticket are described in Selling Tickets.

To print a ticket from the Patron tickets tab, you perform the following steps:

1. Find the patron you want to print the tickets for.

   Click here to learn how to find patrons.

   

2. Highlight the tickets to print and click the button.

   The Print Ticket Options window opens.

   

   Review the options.

3. Click the Print button.

Ticket printing for Will Call tickets (tickets to be held at the door for patron pickup the night of the show) is a simple batch print of tickets using the following method.

1. Access Print Unprinted Tickets is through the Setup >> Batch Functions menu.

   

   The Batch Ticket Printing window and the Parameters window will both open.

   

2. Click the New button to add a new criteria to the parameters window.

   The Add/Edit Criteria window opens.

   

3. Select the search Criteria for the tickets to print and press the Save button.

   

   The example above shows report criteria that would print all unprinted tickets with the performance matching Sweet Bird of Youth and occuring on January 18, 2013.

   You may wish to add additional criteria to specify certain groups of tickets. For example: Promotion Ticket Type is one of Season (prints all your season subscriber tickets for this evening) Promotion Flag - Requires Coupon is Checked (can help you set aside tickets where a Student ID or other coupon is required before the tickets can be claimed)

4. Click the Next button.

   

5. Choose the option for "All Orders containing unprinted orders."

   Select Tickets From
   All Orders containing uprinted tickets	Will only select tickets meeting the criteria and that are marked as unprinted.
   Fully paid orders	Will only select tickets meeting the criteria and that the order is fully paid for.
   Fully paid orders where payments are also deposited	Will only select tickets meeting the criteria and that the order has been process through the End of Day.
   Limit Batch Size
   Limit between	This allows the batch to print only patron orders that are between the minimum and maximum limit.
   Past Plays
   Include past play if it matches the search criteria	This will allow tickets to be printed for performances that have occurred already provided they meet the criteria.

6. Click the Next button.

   

7. Select the applicable data for the tickets to print.

   Ticket Header
   Print Address Ticket	Prints an additional ticket containing the address information of the patron.
   Print Credit Card Recipt	Prints an additional ticket containing the credit card receipt if a credit card was used to pay for the order.
   Ticket Items
   Include Memberships	Prints an additional ticket if a Membership purchase was included on the same order.
   Include Donations	Prints an additional ticket if a Donation purchase was included on the same order.
   Ticket Printing
   Mark Tickets as Printed	This option will print no tickets, but still mark the tickets as printed.

8. Click the Next button.

   

   Sort Tickets By
   Patron Last Name	All tickets will print in alphabetical order based on the patron's last name.
   Postal Code, Patron Last Name	All tickets will be grouped together by postal code, and each group will be in alphabetical order based on the patron's last name.
   and then Sort By
   Date, Section/Row/Seat	For tickets to multiple performances, the individual tickets will be sorted by the performance date and then the seats.
   Date, Seat Code	For tickets to multiple performances, the individual tickets will be sorted by the performance date and then the seat codes.
   Section/Row/Seat, Date	For tickets to multiple performances, the individual tickets will be sorted by seat and then by the performance date.
   Seat Code, Date	For tickets to multiple performances, the individual tickets will be sorted by seat code and then by the performance date.

9. Click the Done button.

   This will return the user to the Ticket Printing window.

   

10. This window display the total number of tickets based on the criteria, and allow any final changes to be made.

    Click here for more information about this window.

11. Click the Start Printing button when the batch is ready to print.

• Remote ticket printing using a printer with an parallel connection.
• Remote ticket printing using a printer with an ethernet port in it

1. Find the incorrect patron which the ticket were sold to.

   Click here to learn how to find patrons.

2. Click the Order tab.

   This displays all the orders that have been made under the patron's number.

   

3. Select the order to be transferred.

   If the order is not shown select the Include Closed Orders field.

4. Click the Transfer button.

   The Transfer Order Window opens.

   

   From this window there are the following options:

   • Search for a Patron from the Patron window. Click here for information.
   • Search for a Patron by Member Card #.
   • Search for a Patron by Control #.
   • Reverting back to the QuickBuy Patron by using the Quick Buy Patron button will use the Quick Buy Patron the user has setup.
5. Once the patron or member card is entered their information will be displayed in the window.

   

6. Verify the information and click the Transfer button.

   A confirmation window opens.

   

7. Click Transfer to transfer the order.

   Theatre Manager will move the order and all payment associated with it to the specified patron.

1. Select the seats the patron would like to purchase.
2. Click the Transfer button.

   The Transfer Order Window opens.

   

   From this window, you can choose the following options:

   • Search for a Patron from the Patron window. Click here for information.
   • Search for a Patron by Member Card #.
   • Search for a Patron by Control #.
   • Reverting back to the QuickBuy Patron by using the Quick Buy Patron button will use the Quick Buy patron the user has setup - but only if the sales mode is NOT currently quickbuy.
3. Once the patron or member card is entered their information is displayed in the window.

   

4. Verify the information and click the Transfer button.

   A confirmation window opens.

   

5. Click Transfer to transfer the order.
6. Click the Payment button to receive payment for the ticket(s).

   Click here to learn how to accept payments.

The Ticket Number is generated by Theatre Manager and can be used for tracking purposes. Most commonly the ticket number is either scanned or typed into Theatre Manager to track attendance.

A ticket number cannot be changed within the database. They are sequential and thus cannot be reused or reset to start from a previously used number. Each number is assigned sequentially based on the last ticket number issued in the database, whether it be a Festival Seating (General Admission) or Reserved Seating performance.

When a Reserved Seating performance is created, each seat within the map is assigned a ticket number. The number belongs to a single seat within the performance for the event. When the ticket is sold this number prints on the ticket face and is used to create the bar code. When a ticket is refunded or exchanged, that ticket number continues to belong to the seat and that same ticket number will continue to be used even if that ticket is re-sold to another patron.

For access control purposes it is recommended that when a Reserved Seating ticket is refunded or exchanged, the original ticket should either:

• Be collected by the issuing organization, or
• The organization receive verification the ticket was destroyed.

This will help to ensure control over the ticket number.

Festival Seating tickets do not have assigned seats. Therefore they respond differently. The ticket number is not assigned until the ticket is booked. When the ticket is booked, Theatre Manager will assign the next available ticket number in the database taking into account that some ticket numbers may belong to unsold Reserved Seats in other events. When a Festival Seating ticket is refunded or exchanged within the Theatre Manager database, the ticket number is not issued again. If a new Festival Seating ticket is purchased during an exchange it will have a new, unique ticket number.

Before Event Sales is designed to reserve and print tickets quickly for patrons who purchase tickets prior to a performance. All tickets sold using this method are sold to the same patron and can be sold within the same order or given separate orders.

Preparation

Before Event Sales can be sold for reserved and festival seating performances. To begin insert a new patron to be used as the default patron for the event. The patron's name could reflect the play the tickets are being sold to.

It is recommended that each employee has their own individual Before Event Sales Patron. This can be defined in the Employee Preferences. Click here for more information.

Enter the last name as the event code (e.g. 01-02) and the first name as 'Before Event Sales'. When multiple terminals are used to conduct Before Event Sales at the same time it is recommended that a separate patron account be set up for each terminal. In the case of multiple terminals, enter the last name as the play code (e.g. 01-02) and the first name as 'Before Event Sales 2'.

1. Open the Before Event Sales Patron Window.

   

2. Enter or Confirm the Before Event Sales patron number.

   If this is a Pay What You Can performance please refer to the help page here for more information.

   

3. Click the Sell button.
4. Select the performance(s) that you will be selling tickets to.

   Do this by single clicking on the performance. If the performance is not listed search for it using the search fields.

   

   Click here to learn how to search for Performances. Click here for a detailed description of this window and its functions.

5. Click the Seat Selection tab.
6. Reserve the tickets.

   

   Click here to refer to the section Festival Seat Sales.

   Click here for more information on Reserve Seat Sales.

7. Click the Payments button in the left column.

   

8. Enter in the payment information.

   Click here for more information on creating a payment.

9. Click the Print Tickets button.

   Clicking this button accepts the payment, prints the tickets and returns you to the Ticket Sales Window to make more ticket sales.

10. Repeat steps 6 - 8 until finished with the current Before Event Sales Buy List.
11. Close the window.

Pay-What-You-Can Ticket (PWYC)

Philosophy

Pay-What-You-Can (PWYC) is intended to allow the sale of tickets to any performance of any event and collect from the patron any amount that they can offer toward the cost of those tickets. For example: If they only have $10 and the admission price is $15 the ticket can be sold a "pay what you can ticket". Ultimately this method of sale allows patrons from any economic status to attend your events and for those patrons who may not attend because of ticket price this becomes an offering of an affordable option.

Typically, Pay-What-You-Can tickets are for predetermined nights and sold only at the door the night of the performance. The tickets are sold as before event sales tickets to a house patron account. As these are rush tickets, a patron name and marketing information is usually not entered into Theatre Manager. You will need to set a performance as enabled for pay what you can.

This feature of Theatre Manger is accessed through the Before Event Sales routine. During this process any ticket sold may be sold at the regular admission price or by simply editing the amount of payment on the payment window. The ticket price is then converted and averaged over the number of tickets based on that payment amount entered. It is intended as an offering of any remaining seats just prior to performance time; RUSH seating. Although the intention for PWYC is for rush seating just prior to the event, there are options described below that will allow your organization to have reservations for the PWYC performance and just process the offering the patron provides for the tickets on the night of the performance.

The benefit of the PWYC feature is you are able to maintain the capability to capture attendance and sales values. The set-up and use of PWYC is described below:

Preparation

Before Event Sales can be sold for reserved and festival seating performances. To begin insert a new patron to be used as the default patron for the event. The patron's name could reflect the play the tickets are being sold to.

It is recommended that each play requiring Before Event Sales have its own Before Event Sales patron account. This will prevent any one patron account from becoming too large. As well it is recommended that each employee has their own individual Before Event Sales Patron. This can be defined in the Employee Preferences. Click here for more information.

Enter the last name as the event code (e.g. 01-02) and the first name as 'Before Event Sales'. When multiple terminals are used to conduct Before Event Sales at the same time it is recommended that a separate patron account be set up for each terminal. In the case of multiple terminals, enter the last name as the play code (e.g. 01-02) and the first name as 'Before Event Sales 2'.

To improve performance in selling tickets using Before Event Sales, close all open windows prior to starting the process.

1. Open the Before Event Sales Patron Window.

   

2. Confirm the Before Event Sales patron number.

    

3. Select Pay What You Can

   

4. Click the Sell button.
5. Select the performance(s) that tickets are being sold to.

   Do this by single clicking on the performance. If the performance is not listed search for it using the search fields.

   

   Click here to learn how to search for Performances.

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

6. Click the Seat Selection tab.
7. Reserve the tickets.

   

   Click here for more information on Festival Seat Sales. Click here for more information on Reserve Seat Sales.

8. Click the Payments button in the left column.

   The Payment Window will open.

   

9. Change the payment amount to what the customer wishes to pay.

   Click here for more information on accepting payments.

   The payment amount for all tickets was $42.80 which has been changed in the above picture to $40.00. The amount entered here will be used to calculate the price of the tickets. i.e. 4 tickets will be $9.43 + tax(6%) = $40.00 Using this sales method creates no Accounts Receivable and you will provide no change to the patron.

10. Click the Print Tickets button.

    Theatre Manager will recalculate the ticket prices and print the tickets.

    The ticket prices are calculated by taking the total price they were sold for subtracting order fees and taxes and using the remaining amount as the ticket price. The difference between the original and final prices is recorded as a discount. As you can see in this window the original ticket price was $42.80 and since the patron only paid $40.00 Theatre Manager takes that as the total order amount (i.e. plus tax and order fees). The individual ticket prices are then calculated and in total the discount was $2.60.

    

Quick Buy - Reserved or Festival Seating

Quick Buy is designed to reserve tickets quickly for patrons prior to getting the patron's name and information. All tickets sold using this method are sold to the same patron, creating a new order for each group of tickets. After reserving tickets using the Quick Buy method, the ticket orders are transferred to the actual patron's account who purchased the tickets. Quick Buy can be done for reserved and festival seating performances.

Preparation

Insert a new patron to be used as the Quick Buy patron for the sales. The patron's name could reflect the fact that it is the Quick Buy Patron. Enter the last name as the last two digits for the current year (e.g. 98-) and the first name as 'Quick Buy'. When multiple terminals are used to conduct Quick Buy Sales at the same time, a separate patron account could be set up for each terminal. In the case of multiple terminals, enter the last name as the last two digits for the current year (e.g. 98-) and the first name as 'Quick Buy 2'.

It is recommended that each Theatre Manager user have their own Quick Buy patron account. This will prevent any one patron account from becoming too large. This can be defined in the Employee Preferences. Click here for more information.

1. Access Quick Buy in the Patron Sales menu.

   

2. Create the Buy List of performance(s) that the user will be selling tickets to.

   The Quick Buy patron account is the default patron account to which all the tickets sold to the performance will be assigned to. Click here for more information on Employee Preferences and defining the default patron account to be used when performing Quick Buy Sales.

3. Click the Seat Selection tab.
4. Reserve tickets as would be done with a real patron's account.

   Click here for more information on Festival Seat Sales. Click here for more information on Reserve Seat Sales.

   

5. Click the Transfer button.

   

From this window there are the following options:

• Add a new Patron. Click here for information.
• Search for a Patron by Name. Click here for information.
• Search for a Patron by Member Card #. Click here for information.
• Reverting back to the QuickBuy Patron by using the Quick Buy Patron button will use the Quick Buy Patron the user has setup.

6. Once the patron or member card is entered their information will be displayed in the window.

   

7. Verify the information and click the Transfer button.

   A confirmation window will appear.

   

8. Click Yes to transfer the order.
9. Click the Payment button to receive payment for the ticket(s).

   Click here to learn how to accept payments.