Unused Credits

We place all of this money into a downgrade “fee” automatically for each show as the patron exchanges. (It is a balance due fee in the exchange MOS)  This fee has it’s own GL that is different for each show so we can see how much is in each show and keep the money in the show account.  I am not sure if this would work for you because it sounds like you allow the patrons to use their money during the year/show but I thought I would throw it out as an idea!

Thanks!

Amanda Sheehan

Ticket System Administrator

Cincinnati Playhouse in the Park

We are interested in the same thing. Basically finding a way to roll the past on-accounts to the show GL at the end of each show, as the money is not interchangeable between shows.

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There’s a couple of canned reports for On Account money (I assume that is what you mean by credits) in the Finance folder that will help you called ‘On Account ….’ that will help you keep track of the money. As far as paying off the On Account automatically you could play with the ‘Gift Certificate Expiration’ report which will take money from one payment type and apply it to another, but I hesitate to recommend it. It would require you to make a payment method that attached to the show GL and pay off the on account money to the show payment method. I’d definitely play around with it on your test box if you went that way and make sure that it works and your finance department is okay with how it appears. I’d also check all your show revenue reports and make sure that the money shows as you’d like it to. I suspect it won’t.

We do expire on account credits at the close of each show, but prefer to do it manually as part of the box office show closing. We don’t have an enormous amount of them so it is often easier for a human to look and make the appropriate adjustments. We sell the money to specific ‘slush’ payment types (one per show) that finance receives as part of their royalty reports and close of show.  We’ve also custom added it to our sales reports as that money will not show in any reports that report solely on seats sold.

HTH,

Heather

Heather Laidlaw Kraft
SEATTLE REPERTORY THEATRE

Seattle Rep is closed on Mondays
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We are interested in the same thing. Basically finding a way to roll the past on-accounts to the show GL at the end of each show, as the money is not interchangeable between shows.