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On-Account Fees Report

Amy Lehman (Past Member)
$organization

We assessed on-account fees at the beginning of the year for on-account credit that was 5 years or more on inactive accounts. What report do I run to see how much we assessed? We need to figure out how much to move over from one account to the other. Thanks!

  • $organization

    Hi Amy,

    I'm not sure I understand what you mean by "on-account fees" but I have a very simple SQL script to get details of the monies currently being held On Account which I'd be happy to share - feel free to email me directly martin.keen@nida.edu.au if you'd like it.

    As for moving monies on account, I don't think there's an elegant way of doing it.  When doing it here, we have a specific payment method (set up with the blessing of the Finance Team) which is largely ignored by Finance reporting.  We open a specific batch type, open an order (without any product or fees) for constituent A (who has the On Account monies) and make a payment to this payment method, thereby removing the On Account Balance.  We then create a new order for constituent B and make a payment using the payment method and then reversing it to the On Account payment method.  The user has to ensure the batch results in a zero balance as the Finance team check assiduously!

    Martin 

  • $organization
    I was a little confused to what your site means by “on-account”.   
     
    I think a standard report “On-Account Tracking” would be available in the Finance folder.
     
    When I was at the Met Opera we monitored customer on accounts. Usually from exchanges from high end donors or weather related credit  etc. (because there are no refunds)  Customers were given a year to use the credit or it would be taken as a donation.   To effect the donation a bulk auto batch was created where a list of customers of a particular on-account type could be moved in bulk to a contribution fund code and allow for acknowledgments.   Before I left I had suggested they this report – if they haven’t and it might help you might want to contact them.
     
  • $organization in reply to Leslie McKinley

    Thanks! So, when we made the transition to Tessitura 8 years ago, we had a lot of patrons who had on account credit that we carried over (from returns, etc). We ran a list in July of all those patrons and began assessing a penalty fee if they had not been here in the last 4 years. The penalty fee essentially wiped out a lot of their on account credits that they had since it was obvious they weren't returning. We notified them, waited, and when they did not return we assessed the fees in July. I just wanted to see if there is a report to show how much fees were assessed on the one day we took the fees from those accounts. We did it over the summer before our new season started. 

  • $organization
    From a customer experience stand point – you might want to change it to a donation.  Most non-profits have the no refund policy but customers can donate the ticket.  Transferring the unused credit to donation follows the same thinking and at least gives the customer something back – so they don’t feel they totally lost.    
     
    What we did for customer with on-account credit was to send them a letter at the beginning of each season and again in February reminding them of their credit and that if not used by the end of season it would be moved to a donation.    
     
    A pain the first year but after that it runs pretty smoothly.   Just remembered we created an additional On-Account report that would show the notes from the Order so we could process appropriately per discussion with customer. 
     
  • $organization in reply to Leslie McKinley

    I wish we could!!! Unfortunately, we aren't allowed to accept donations. All donations must go through the University Development office.....

  • $organization
    That is too bad but the auto-batch to move the on-account could still work for you moving it to the penalty fund code.  I wonder what others might do here.