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Mass Application of On Account Funds to Specified Fund

Brian Parker (Past Member)
$organization

Hello Tessitura Network!

One of our consortium's member organizations is looking into overhauling their ticketing refund policy so that programs which have to be cancelled have the ticket amounts put On Account in Tessitura and are available to be directed by the patron within a set period of time or else the money is applied as a donation.

Thankfully, the standard utility for Performance Seat Release accomplishes the first part of the equation by taking the ticket amounts and putting them On Account; however, there doesn't seem to be a "matching" utility which could then be use to direct those On Account funds in bulk to a Fund. This is a key part of their work towards the policy, because they don't want to have to manually process hundreds or thousands of On Account funds to contributions in Tessitura for single events which get cancelled.

Does anyone have experience in working these On Account funds after an event is cancelled, specifically with an eye towards bulk applying remaining On Account funds to designated Funds?

Thank you,

Brian

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  • $organization

    Hi Brian,

    You could experiment with an approach like this: After the set period of time for customers to use the money is over, you could run the On Account Tracking report to gather up the remaining balances, and save the result to CSV. The key columns would be the constituent ID and the balance. You could manipulate this file to fit the format of the Contribution Import Utility, and then import these contributions using the same On Account payment method. Ideally, each customer's contribution amount matches their On Account balance. Once you get the batch in, you would adjust the batch totals (since On Account money isn't counted in the totals) and close/post the batch. You would obviously want to try this in your test system first and carefully check that the balances are reduced correctly and the gifts look the way your fundraising team requires. 

    -Michael Flaherty-Wilcox, Tessitura Network

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  • $organization

    Hi Brian,

    You could experiment with an approach like this: After the set period of time for customers to use the money is over, you could run the On Account Tracking report to gather up the remaining balances, and save the result to CSV. The key columns would be the constituent ID and the balance. You could manipulate this file to fit the format of the Contribution Import Utility, and then import these contributions using the same On Account payment method. Ideally, each customer's contribution amount matches their On Account balance. Once you get the batch in, you would adjust the batch totals (since On Account money isn't counted in the totals) and close/post the batch. You would obviously want to try this in your test system first and carefully check that the balances are reduced correctly and the gifts look the way your fundraising team requires. 

    -Michael Flaherty-Wilcox, Tessitura Network

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