Hey hey,
As are most of us, we're dealing with a bunch of moving of money crossing over fiscal years and production seasons. I understand the Network is developing tools to easily reschedule performances in bulk, but I was curious if anyone has devised a way to do mass exchanges from one performance to another? In our case, it isn't as simple as rescheduling perf dates, as we're dealing with subscriptions. The kicker is, we build our subscription packages based on dummy perfs and then exchange those tickets into real performances once the dates have been announced/built (it's a horrible system and I do not wish this upon anyone, but I can't control Artistic, so here we are...). That being said, we need to rebuild these packages using "current" dummy perfs and we'll need to exchange people out of cancelled dummy perfs into future dummy perfs. Does anyone know of a way to do this, in bulk? I'm also open to hearing other ideas as to how to to solve this issue. I'm essentially trying to maintain a holistic view as to what happened on the back end (what was cancelled and whatnot), so I'm weary of simply moving these performance dates.
Curious to hear your thoughts! Thanks, all!!!
I did this process last year, but it still involved some manual steps...
- Use the Order Export Utility to export all of the information from the first event.
- Format that information for use with the Order Import Utility. We made the choice not to import them as seated because we were changing venues so it would have been a bit complex to prep TR_IMPORT_SECTION_MATCHUP but if you're staying in the same facility you could probably import them already seated.
- Since we imported ours as unseated, I took the seating info from the export and put it into the order notes field for the import. That helped the box office assign their new seats in the new facility.
- Run Performance Seat Release report to actually release the original tix and put the funds on account (we made a new on account method for this).
- When done, the box office went through all of the new orders, assigned their seats, and paid off the balance with the on account.
There are definitely ways you could make it even simpler if you allow the Order Import Utility to seat and pay off the orders if it's more of a one-to-one move.
Thanks for the insight, Anna. Others have suggested the Order Import/Export Utility over on this thread as well. Finance wants to retain original transaction history, so unfortunately this process isn't going to work for us. :(