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Expiring On Account monies

Paul White
$organization

Hi, i have had a question from our Box Office about setting an 'expiry date' on credits/on account money. Does anyone know if this is possible through Tessitura or whether it's a case of custom reporting?

Thanks,

Paul.

 

  • $organization

    Hi Paul,

     

    Would you be looking to expire everything earlier than a certain date, do you just have a few people here and there, or a combination of everything. 

     

    If you wanted to expire based on date, I’m wondering if you could use a slightly customised version of the gift certificate expiration utility report?...  If you only had a few to expire, or you wanted to be able to selectively target, your box office could always ‘buy’ a dummy payment method using the on account payment method you wanted to expire (having this built into a daily or weekly task list might not be too bad!). 

     

    Hope that gives you a direction to look into…

     

    Cheers,

    Kathleen

     

    From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Paul White
    Sent: 23 February 2012 16:12
    To: Kathleen Smith
    Subject: [Tessitura Finance Forum] Expiring On Account monies

     

    Hi, i have had a question from our Box Office about setting an 'expiry date' on credits/on account money. Does anyone know if this is possible through Tessitura or whether it's a case of custom reporting?

    Thanks,

    Paul.

     



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  • $organization

    I would be interested to know if you ever got an answer for this that worked. I've been wondering the same thing (we tell patrons they can use a credit on account for 1 year, but then we never actually expire the funds, so they're still sitting there now 4 years later).

     

    Thanks!

    Becky

  • $organization in reply to Becky Cormier Finch

    We have a huge piece of sql code that we use to expire On Account money.  We use the On Account Tracking report to find those that fit the criteria (anyone with a balance of $24.99 or lower) and then import that excel list into a list manager list. That list is then used in the code we had created to then expire to the appropriate GL number. We do this annually after our general public on sale.

    As far as I know, there is not a canned report that will allow you to do this.

  • $organization

    Hi Paul - 

    Michelle is correct that there is no standard report or utility that expires On Account monies at this time. On Account money is definitely something to think about when going through your fiscal year end procedures. Many people use the On Account report and go through clean up manually at FY end or during their show closing procedures.

    We talk about cleaning up On Account (and other sundries) in a new T-Cast for End of Fiscal Year Procedures. It might be worth a look!

    http://www.tessituranetwork.com/network/Learning/Webinars%20Archive/Finance/End%20of%20Fiscal%20Year.aspx

    Cheers,

    Heather

  • $organization

    Hi Paul,

    We do as Heather suggested and take care of On Account money cleanup at the end of the fiscal year using the On Account Tracking report. However, we have decided to start looking at this on a more regular basis (ie. monthly or bi-monthly) to see if any cleanup or proactive customer prodding can help get that money off account sooner.

    We also have a custom flex header icon that shows if there is any outstanding on account money so when a staff member pulls up an account that has outstanding balance they can look into it and encourage that customer to use it.

    Not quite what you're looking for but might offer up ideas for more regular maintenance!

    Good luck,
    Beth

  • $organization

    Hi everyone. Thank you for the suggestions. I posted the

    original message waaaaaaaaaaaay back in February 2012 and I am no longer in the role of a Tessitura Administrator – but I’ll pass this info on just in case it’s still something that the company wishes to implement.

     

    Ta very much!

     

    Paul.

     

    Paul White
    Box Office Supervisor

    The Bridgewater Hall, Lower Mosley Street, Manchester M2 3WS
    www.bridgewater-hall.co.uk

     
    cid:3445244630_883331

     

    From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Beth Hawryluk
    Sent: 25 August 2015 18:55
    To: Paul White
    Subject: Re: [Tessitura Finance Forum] Expiring On Account monies

     

    Hi Paul,

    We do as Heather suggested and take care of On Account money cleanup at the end of the fiscal year using the On Account Tracking report. However, we have decided to start looking at this on a more regular basis (ie. monthly or bi-monthly) to see if any cleanup or proactive customer prodding can help get that money off account sooner.

    We also have a custom flex header icon that shows if there is any outstanding on account money so when a staff member pulls up an account that has outstanding balance they can look into it and encourage that customer to use it.

    Not quite what you're looking for but might offer up ideas for more regular maintenance!

    Good luck,
    Beth

    From: Paul White <bounce-paulwhite4825@tessituranetwork.com>
    Sent: 2/23/2012 10:10:08 AM

    Hi, i have had a question from our Box Office about setting an 'expiry date' on credits/on account money. Does anyone know if this is possible through Tessitura or whether it's a case of custom reporting?

    Thanks,

    Paul.

     



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  • $organization in reply to Paul White

    Sorry Paul...I was looking for answers about this too and your

    original message popped up. Sorry to have dredged up the old message, but I definitely got some helpful information!

     

    Becky

    Atlanta Shakespeare Company