I'm curious what solutions various organizations have come up with to get around the problem of having to manually post web batches. When someone orders something online from our organization not between the hours of 9am-5pm, the web batch that's created isn't posted until the next day, or over the weekend as the case may be. This creates a problem for our finance office as the transactions are showing up on the day they were made rather than the day they were posted. Does anyone have any thoughts on how to avoid this problem? Thanks!
Many thanks to Gloria Ormsby of the Flynn Center -- here is a plan that has worked for us at Florida Studio Theatre for the past two years without a problem.
Time
Procedure
11:20 PM
FlynnTix displays message that online ticketing will be closed in 20 minutes.
11:40 PM
Web Ticketing closes. Users can still checkout if they have items in their cart.
12:01 AM
SuperCharge settles automatically (30 minutes allowed).
12:30 AM
Online ticketing back up.
8:30 AM
Box Office Supervisors post all batches from previous day and the closed web batch.
Box Office Closing
Close all user batches. Verify Essex batch is closed. If not, IT can put batch on Hold so Supervisor can take ownership of that batch and then close it.
A lot of organizations backdate their batches when posting to the date the batch was opened. As long as you have the proper permissions, you can adjust the posting date prior to posting a set of batches, so that the posting aligns with the transactional dates. Instead of posting Friday’s web batch with today’s date (Monday, 27 July), you can post it as Friday, 24 July, and all GL postings will be marked as Friday, which corresponds to the web transactions occurring on Friday.
There are other parameters here that affect a web batch (such as when the batch is closed every day), but that’s one solution.
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Ryan Creps
Network Developer |Tessitura Network, Inc
From: Tessitura Ticketing Forum [mailto:forums-ticketing@tessituranetwork.com] On Behalf Of Brendan Martin Sent: Monday, July 27, 2009 8:02 AM To: Ryan Creps Subject: [Tessitura Ticketing Forum] Financial reconciliation of web batches
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At Oregon Shakespeare Festival, the Box Office Supervisors have permission to change the posting date/time so we date the posting to the previous day's date and set the time to 11:59:59 PM.