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Write off old On Account money?

Dara Hogan
$organization

Hi,
 
We are wondering how people manage money that is 'On Account' for a long period of time.
 
Do you write it off after a certain amount of time?
Do you notify the customer of this or that they have x number of months to use it before write off?
 
 
If you do write off old on account money, how do you process this in Tessitura?
 
many thanks,
Dara

  • $organization

    Hi Dara,

    Yearly, we expire any on-account money $25 or less.  We do not notify patrons but they are told when the amount gets to $25 or less that if it's not used by the end of the year it will be written off.

     

  • $organization in reply to Michele Keutsch

    What method do you use to write off the remaining On Account money? Do you send it to contributions or do you move it to some other location?

  • $organization in reply to Joel Ambrose

    Our On Account money is typically revenue from subscribers that have exchanged out of a performance for a production and did not pick a new performance due to scheduling or whatever.  We generally do call these people before the production is about to end, but after the production closes, we write it off.  This is done into a generic subscription performance with an editable price type so that the revenue stays in the subscription revenue.

    Amy Wilson

    People's Light and Theatre

  • $organization

    We create a new On Account payment method for each season.  At the end of the season we inactivate the payment method and remove all security rights so it.  The money stays on the patron's account but no one can access it.  Accounting runs the On Account Tracking report to know the amount that has been inactivated and should be adjusted in their records.

  • $organization

    We transfer them from On Account into a ticketing fees line that is connected to Misc Income.

     

    Janna

     

    Janna J Ellis

    Associate Director of Audience Services and Tessitura Specialist

    Yale Repertory Theatre/Yale School of Drama

    203-432-1522

    www.yalerep.org

     

    From: Tessitura Ticketing Forum [mailto:forums-ticketing@tessituranetwork.com] On Behalf Of Joel Ambrose
    Sent: Tuesday, April 24, 2012 3:07 PM
    To: Ellis, Janna
    Subject: Re: [Tessitura Ticketing Forum] Write off old On Account money?

     

    What method do you use to write off the remaining On Account money? Do you send it to contributions or do you move it to some other location?

    From: Michele Keutsch <bounce-michelekeutsch5100@tessituranetwork.com>
    Sent: 3/2/2012 1:09:00 PM

    Hi Dara,

    Yearly, we expire any on-account money $25 or less.  We do not notify patrons but they are told when the amount gets to $25 or less that if it's not used by the end of the year it will be written off.

     




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Ticketing Forum. You may reply to this message to post to the Ticketing 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

    We move the money to Contributions if it has not been used within the season the money was given.    There are exceptions made of course.   We developed a standard letter for the  various Development folks and/or Customer Care could send at various times during the year a reminder to ticket buyer that the funds must be used by the last day of the season or it would be taken as contribution.    Contribution can be to the membership to upgrade or just the general fund.    Calls are made as needed if amount are significant.

     

    Since tickets purchases are non-refundable this also establishes a process for “settling” the money in a timely manner and  it doesn’t end up being considered “abandon property” by the auditors and state.

     

    From: Tessitura Ticketing Forum [mailto:forums-ticketing@tessituranetwork.com] On Behalf Of Amy Wilson
    Sent: Tuesday, April 24, 2012 3:23 PM
    To: McKinley, Leslie
    Subject: Re: [Tessitura Ticketing Forum] Write off old On Account money?

     

    Our On Account money is typically revenue from subscribers that have exchanged out of a performance for a production and did not pick a new performance due to scheduling or whatever.  We generally do call these people before the production is about to end, but after the production closes, we write it off.  This is done into a generic subscription performance with an editable price type so that the revenue stays in the subscription revenue.

    Amy Wilson

    People's Light and Theatre

    From: Joel Ambrose <bounce-joelambrose8873@tessituranetwork.com>
    Sent: 4/24/2012 2:04:14 PM

    What method do you use to write off the remaining On Account money? Do you send it to contributions or do you move it to some other location?




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Ticketing Forum. You may reply to this message to post to the Ticketing 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 in reply to Joel Ambrose

    We write it off to a miscellaneous revenue account we've set up.  One of our programmers created some sql code a number of years ago to write off the amounts based on list manager lists.