Hello all,
We are in the process of eliminating a manual spreadsheet that Box Office prepares to report revenue at the end of day to the Finance team. The goal is to have the Supervisor simply send the Posting Report to Finance.
One of the challenges is that several times a year, we bring in a third party POS system for certain festivals. With the manual spreadsheet, this revenue is reported alongside the Tessitura revenue. This is real income that is banked with income from Tessitura Orders. It is also income that Finance needs to account for as belonging to the festival ultimately.
I have theorised that the Supervisor could use the third party POS end of day report, and then use a Ticket Order with a Contribution to a Fund that has been set up for the festival, with the relevant GL.The Order would be paid for with whatever cash and credit card receipts taken during these transactions.
That would allow the revenue to show up with the correct GL, and the cash that we tell Tessitura we have taken for the day will match the cash deposited to the bank.
If anyone has any thoughts on that concept, or has met this challenge in another way, I would love to hear form you.
Best,Nicholas
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I think your scenario is a bit different than what I was thinking, but it still might work?
My consortium members use “previously deposited” payment types to reflect transactions completed outside of Tessitura which need to be reflected in Tess.
ex. A patron buys a membership in the gift shop (different software) in order to get a 10% discount on their purchase. Rather than swipe their card once for the shop purchase and then send the membership and credit card info up to development to charge a second time for the membership, the credit card is charged the entire amount in the shop. The membership funds are included in the shop paperwork and bank deposit, but assigned to a “cash clearing” GL account.
When Development enters the membership, rather than use a payment method of credit card, they use “Previously Deposited – Gift Shop” which is tied to the shop cash clearing GL account. This requires monthly bank reconciliation to ensure the clearing account funds are all accounted for in Tess.
Hope that makes sense and helps.
Ah, I see now. That does sound very similar to my initial concept, using a Contribution to carry through outside sales into Tess, just the other way around.
Also, I'm so glad you mentioned the shop example. We currently have that same situation, where the shop staff cannot sell a shop item and a Tessitura membership in the single transaction. I am going to explore that with our Finance team. Thank you Barbara!