Exchange Capture Fees

At Seattle Rep, we have a different way of handling downgrade money.  We’ve actually created different payment methods for downgrades (one payment method for each show), and we sell the additional money to that payment method.  In this case, we still count downgrade money as subscription revenue for that show, but the new, exchanged ticket actually only shows the current value of the ticket, instead of the original value.

Christy

Christy Carlson | Senior Sales Manager | 206.443.2210 x1003| Fax: 206.443.2379
SEATTLE REPERTORY THEATRE | www.seattlerep.org | 155 Mercer Street, PO Box 900923, Seattle, WA 98109 | In Lower Queen Anne at Seattle Center
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Catherine,

We had this same issue.  We do not use a fee however but use a specific price type and price map we named "Downgrade" and made editable, so when they exchange the ticket we can "make" the new ticket the same price as the old.  It keeps the money in the show and helps with end of show reports. Hope this helps.

Lea Ann Reed

Kansas City Repertory Theatre

We have a user -defined editable Adjustment Fee created for each Fiscal Year.  Then whoever is conducting the exchange can just override the amount and the monies move away from the show and into a separate operating account.

Hi Catherine,

The Fees document has a section that explains the settings to use to set up an exchange capture fee.  Essentially this is an automatic fee that is applied to an order when you do an exchange and the amount of the fee is automatically set to the amount of credit on the order.  So if there is -$10 on the order after the exchange the fee amount is set to $10 with a net result of $0 due on the order.  If you use an exchange capture fee, a user defined fee (as Nicole described), or a payment method (as Christy described) money will move off of your sales reports, though if you set the GL for any of these options to the same GL that you use for the ticket sales it will stay on the GL reports.  I suppose the only advantage of the exchange capture fee over the other methods (user defined and payment method) is that it is automatic. 

May favorite, relatively new option, is the method that Lee Ann described using editable pricing.  If you increase the price of the ticket to match the returned ticket the money stays on your sales reports and the GL reports.  The only drawback to this method that I’ve recently discovered is that it could make implementing online exchanges more complicated, though not impossible.

Kevin Sheehan

Documentation & Learning Resources Specialist

Tessitura Network

1 888 643 5778 ext 329 Office

ksheehan@tessituranetwork.com

Hi there,

We are trying to work out how to account for the difference in cost when a customer exchanges a ticket to one that is cheaper than their original. In this circumstance we would not refund the difference to the customer and would like to either account for it as a variable exchange fee or for the difference to go to the show. We've seen a reference to Exchange Capture Fees in the documentation but not enough information for us to put this into action. Has anyone else made these work? Or have you come up with your own way of doing this?

Any help gratefully received!

Catherine

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