Hi.
I posted this in the Fundraising forum as well as the topic has to do with grants, but thought I would post here to as my issue is more ticket order based.
We are new to Tessitura this fall and working with version 16. I am trying to find the best way to apply grants that the Museum has already received to apply to student group Tessitura ticket orders. We have a number of different grants that are set up as payment tenders in Tessitura and our finance and Education team keep track of balances in Sage and spreadsheet tracking. Our Reservations Team checks in periodically to confirm what grant gets applied to what order. Our auditors require the grant payment tender be applied on the school visit date not when booked. Our issue is that when we send out the advance confirmation/invoice to the schools detailing the balance due, the grant funding is not applied, and therefor full balance appears in our HTML confirmation. We currently write a note in the booking notes field that details the grant and what the school REALLY owes, but school payable's staff pretty much hate this and we have had to create a few "faux" invoices manually in Excel which can show the exact amount due in order for the school to approve. The Maritime Aquarium in Norwalk, who we chatted with also uses the Booking Notes option to much the same response from schools. We are working with our onboarding team to see if there is a way we can use either a dummy Grant Payment tender type for the confirmation, send, and then reverse back in the order...or somehow play with the HTML code in confirmations to allow a negative fee to be applied so we get a true balance due. Just wondering if anyone hear has come up with a workable solution. Thanks for any insight you might provide.
Rebecca
Hi Rebecca,
We have a slightly complicated grant process in regard to student programming, but after 10+ years of doing it this way, it is a well-oiled machine.
Our Reservation Center inputs our grant orders in at $0 price types, and reconcile the activity monthly in an external Grants Spreadsheet. From there, our Finance Department takes care of actually releasing the funds, instead of us processing it in Tessi. The $0 price types help in the booking process, so clients don't see any type of fee on their booking documents.
We also have a grant note type field on the Custom tab of our orders, so that we can run a report every month and see the activity.
I hope that's helpful - let me know if you have any questions!
Caity