Hi all,
Hoping you can advise or point me to another thread where this has been discussed - I did a search but could not find quite what I was looking for.
We have a special event coming up where donations will be split in the Contributions module into 2 funds - Contributed and Non-Deductible. Included in the non-deductible amount is the value of a ticket. We are "pricing" all tickets at the same level for this evening.
I believe that in years past the tickets were then "purchased" by Development from Marketing outside of Tess and taken care of by Finance. But this year, our GM is hoping to allocate the ticket price to ticketing income inside of Tessitura, and leave that portion out of the event revenue.
My best idea on how to do this is to have our Gift Entry person process the contributed/non-deductible donations within the Contributed module per usual and then roll the ticket price in each contribution into an On Account payment method. Then the Box Office staff can create orders for each individual for the Gala, and the income will report correctly for Development and Box Office.
We will suppress the Price field from the ticket for this evening.
Do others handle Special Events with tickets in this way? Are there better ideas?
Thanks!
Frannie
Hi Frannie
Not sure if this would work for all you want to do, but you could treat the the transaction as primarily a ticket purchase, with associated contribution - ie use a ticket order initially, then pick up the contribution component and finish processing with that..
I believe people frequently handle associated contributions on a ticket order by putting them On Account, then creating a contribution, rather than the other way around.
Ken
Hi Ken,
Thanks for your response - I was leaning toward doing the Contribution end first as by far the larger portion of the money will be in there and I'd rather the accurate Payment detail be there.
But is there a reason that others don't roll Development income to Box Office? Would love to hear if that causes problems before it's too late.
Thanks all!
Hi Frannie:For our 2011 Ring Cycle, we created a price type that included the amounts for ticket and contribution all bundled in a ticket price map. Once paid for, we exchanged the price type for a 'standard' price type, put the excess money (contribution amount) on account so development could then process the contribution as a designation.
This enabled us to accurately track the ticket money, and process the contributions appropriately. The reporting worked well. I have to credit Jim Bell (LA Opera) for the idea, but it worked well for us.
All the best,
Mark SackettBox Office Manager / TreasurerSan Francisco Opera
Frances,
We have done it both ways. It doesn't make a difference which end you process first. I would agree that if there was a large amount of donation involved we would also process the donation portion first.
Terry
Frannie:
We have two different development events that we handle in opposite ways, just so you get a sense of what's possible:
1) Annual Gala (price includes contribution, dinner, and performance ticket, of which only the contribution is tax deductible):
- We process these in the development first, as development keeps all the money except the ticket price.
- It is setup as an elevated event, which also allows our event manager to keep on top of attendance because she can enter event attendance without processing any money.
- The full amount of payment is entered by the processor and split appropriately between the gift fund, the dinner fund, and a special on-account created for this event. Two different funds allow us to treat the deductible portion separate from the non-deductible portion.
- The ticket office can keep on top of things by creating a ticket order, and can wait to pay-off until the appropriate on-account is available to payoff the order.
- This does have a downside of not seeing in total what someone paid for the "Gala", as the elevated event amount doesn't include the ticketed portion, although we could probably find some custom reporting that would allow us to do so.
- After the event, finance moves the total amount used in the specific on-account payment method from our development account to the ticketing account. This works for us, and keeps accurate payment information in the development area. Also, not everyone attends the ticketed performance, or they may buy those tickets at another time, so we don't have an inordinate amount of money to transfer.
2) Annual Auction (Item price includes fair market value, with overage as tax-deductible contribution):
- The event part of the event is handled as above in our Annual Gala, in development with part of the money going to the gift fund and part to the dinner fund. The more interesting part is covering the auction items!!
- Items are setup in ticketing as seats in a performance. The setup can be a little complicated, but essentially it allows us to price an item at the non-deductible market value (or lower if needed), and apply any overage to a contribution in the order (thereby skipping any need for on-account transfers). This does, however, skip over the standard acknowledgement process in Tessitura, which can sometimes be problematic.
- This contribution shows up immediately in the Contributions Tab, and we have custom reporting that can put the information back together again to show us how much was paid altogether for an item (though the standard elevated event amount doesn't include the non-deductible "ticketing" portion, same as above).
- This "performance" is in a different season, so it can be distinguished from our other ticketed performances. Price maps allow us to get the money to the correct GL (same as the elevated event). All of the item money stays in development accounts, whether processed in ticketing or development.
Hope that helps!
Beth
BETH GILLILANDUMS Tessitura System Administrator bethgill@umich.eduwww.ums.org // www.umslobby.org
Thank you all - Terry, for you reassurance, Beth and Mark for the detail. I think we will probably go with something similar to your annual Gala, Beth.
Best,