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Special Event financials

Frances O'Connell
$organization

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

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  • Former Member
    Former Member $organization

    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

  • $organization in reply to Former Member

    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!

    Frannie

  • $organization in reply to Frances O'Connell

    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 Sackett
    Box Office Manager / Treasurer
    San Francisco Opera

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  • $organization in reply to Frances O'Connell

    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 Sackett
    Box Office Manager / Treasurer
    San Francisco Opera

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