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Open Batches at Post Time

Lee Schlosser
$organization

We are beginning to run into problems of users not holding or closing their batches at the end of the workday, then, having to hold the post until the offending batch can be held/closed.  We were wondering how others deal with this problem.

  • $organization

    We have enabled anyone with rights to post batches (Finance or Ticket Office managers) with the ability to run a report that allows him/her to close the batch. We usually do one post a day, in the morning, pre-dating the post to 11:59 pm the night before. This is so that we can include our web batch in the post. (Prior to live web sales, we posted at the end of the work day.)

     

    We’ve had the issue, a couple of times, where someone has not closed a controlled batch, and it is unable to be closed because it is out of balance. Our batch posters do not know enough about controlled batches to know what to do with them, so I’ve gotten called in to close the batch so that the posting can occur. That’s a training issue with new employees, so is pretty rare.

     

    Lucie

     

    From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Lee Schlosser
    Sent: Monday, December 07, 2009 4:12 PM
    To: Lucie Spieler
    Subject: [Tessitura Technical Forum] Open Batches at Post Time

     

    We are beginning to run into problems of users not holding or closing their batches at the end of the workday, then, having to hold the post until the offending batch can be held/closed.  We were wondering how others deal with this problem.




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization

    You can run a script to put the batch on hold and then close it (if you don't know the users password you can change it via security, log in and close the batch)....

     

    --- run this query first and then again after the update

    --- statement to check the batch status (asterisks will be the batch no)

    select

     

    * from t_batch where batch_no = ****

    The above will show you the status of the batch before and after you run the update below...

    --- run this to put the batch on hold

    update

     

    t_batch set status = 'H' where batch_no = ****

     

  • $organization
    The supervisor who has responsiblity for posting the batches at the end of the day takes ownership of the unclosed batch and then closes it so that the postings can be done.
     
     
    Brenda Fehlberg
    Box Office Coordinator
    Tasmanian Symphony Orchestra
     
    +61 3 62324450
    +61 418320792
     
    GPO Box 1450
    Hobart 7000
    -----Original Message-----
    From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Lee Schlosser
    Sent: Tuesday, 8 December 2009 8:12 AM
    To: Brenda Fehlberg
    Subject: [Tessitura Technical Forum] Open Batches at Post Time

    We are beginning to run into problems of users not holding or closing their batches at the end of the workday, then, having to hold the post until the offending batch can be held/closed.  We were wondering how others deal with this problem.




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!
  • Former Member
    Former Member $organization in reply to Lucie Spieler
    I wanted to mention here that it is the Network's policy to discourage the the automation of the closing or posting of batches.  This bypasses the standard error checking being done on the system and as Lucie points out can lead to problems with controlled batches.  When a batch is closed within the application, all credit cards charges in the batch are released for settlement, control batch totals are checked for accurracy, and all transactions in the batch are moved from the database's mirror tables into the standard data tables.  If a controlled batch is closed by simply updating its status, none of these things take place which could result in credit cards not being charged and double entry of data if a user notices that a transaction does not appear for a constituent and enters it again while the transaction is sitting in the mirror tables.
     
    I am sure a number of you have automated the batch closing process with success but wanted to point out these very important caveats which could have substantial financial ramifications.
     
    Bob

    From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Lucie Spieler
    Sent: Monday, December 07, 2009 4:22 PM
    To: Robert Bell
    Subject: RE: [Tessitura Technical Forum] Open Batches at Post Time

    We have enabled anyone with rights to post batches (Finance or Ticket Office managers) with the ability to run a report that allows him/her to close the batch. We usually do one post a day, in the morning, pre-dating the post to 11:59 pm the night before. This is so that we can include our web batch in the post. (Prior to live web sales, we posted at the end of the work day.)

     

    We’ve had the issue, a couple of times, where someone has not closed a controlled batch, and it is unable to be closed because it is out of balance. Our batch posters do not know enough about controlled batches to know what to do with them, so I’ve gotten called in to close the batch so that the posting can occur. That’s a training issue with new employees, so is pretty rare.

     

    Lucie

     

    From: Tessitura Technical Forum [mailto:forums-technical@tessituranetwork.com] On Behalf Of Lee Schlosser
    Sent: Monday, December 07, 2009 4:12 PM
    To: Lucie Spieler
    Subject: [Tessitura Technical Forum] Open Batches at Post Time

     

    We are beginning to run into problems of users not holding or closing their batches at the end of the workday, then, having to hold the post until the offending batch can be held/closed.  We were wondering how others deal with this problem.




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!
  • Former Member
    Former Member $organization in reply to Heather Fails
    That's a slightly dangerous thing to do.
    If you force a batch to Held status in sql like this, and then Close it, but the batch is still actually open on the pc, then the user can come back to their session and continue to use the batch. That can lead to Unfortunate Consequences which are messy to fix. That did happen to us once in the early days. It wasn't pretty.
    We ask people to certify that the pc in question has been re-started before we will Held a batch in the backend like this. We have a local report called Current Open Batches which a manager can use to review the state of play before the shift finishes, and which identifies the PC that a batch is open on.
    A bit excessive possibly, but we certainly don't want to encourage sloppiness by making it too easy.
    Ken McSwain
    +61 (0)418 659 360
    Sent from BlackBerry

    From: Tessitura Technical Forum <forums-technical@tessituranetwork.com>
    To: Ken McSwain
    Sent: Tue Dec 08 08:32:07 2009
    Subject: Re: [Tessitura Technical Forum] Open Batches at Post Time

    You can run a script to put the batch on hold and then close it (if you don't know the users password you can change it via security, log in and close the batch)....

     

    --- run this query first and then again after the update

    --- statement to check the batch status (asterisks will be the batch no)

    select

     

    * from t_batch where batch_no = ****

    The above will show you the status of the batch before and after you run the update below...

    --- run this to put the batch on hold

    update

     

    t_batch set status = 'H' where batch_no = ****

     

    From: Lee Schlosser <bounce-leeschlosser6477@tessituranetwork.com>
    Sent: 12/7/2009 3:10:24 PM

    We are beginning to run into problems of users not holding or closing their batches at the end of the workday, then, having to hold the post until the offending batch can be held/closed.  We were wondering how others deal with this problem.




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!
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