I have a question for group sales managers. We've encountered some difficulty with invoicing large groups. Currently they pay a 20% deposit 2 weeks after booking the tickets and the final payment and confirmation is due 3 weeks from the actual show date. That means they can change the number of tickets anytime between the deposit and final payment. If we invoice the full amount after we receive the deposit amount we are locked into that number. This does not allow us, easily, to change the ticket number and change the amount for the invoice.
Does anyone have a solution for this? Is there a way to change the invoice amount through the order or through the consituent record?
I appreciate your guidance.
Darcy McGill│ Patron Services and Group Sales Associate │PHOENIX THEATRE
100 E. McDowell Rd │ Phoenix, AZ 85004
p: 602.889.5283 │ box office: 602.254.2151
e: d.mcgill@phoenixtheatre.com│ www.phoenixtheatre.com
This is a really late reply, but I am just now getting introduced to Tessitura forums. We, at Portland Center Stage, also request a deposit (25%) within two weeks of the reservation and final payment 2 weeks out from their performance date. I have worked with several groups who reserve over 100 tickets and their counts can and do fluctuate between the deposit and payment due dates. I think it's important to give them that time and flexibility to adjust their numbers; however, I completely understand how frustrating it can be to drop a chunk of seats (and also the revenue). What I started doing that has helped tremendously is ask for an estimated range of guests in their group. I officially reserve the lowest number in their range and then I apply a group hold to neighboring seats up to their highest potential group number. For example, if they estimate that they will bring 75-100 people, I reserve 75 seats and put 25 seats within that block on a group hold. The 75 seats show up in my reporting but the hold do not. Therefore, if they only get 75 people to attend, it's not a huge hit to my reporting and progress to goal--versus having to drop 25 seats when the payment is due.
I hope that helps. Feel free to call with any questions.
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Mandy Morgan
Group Sales & Promotions Manager
Portland Center Stage
Gerding Theater at the Armory
Direct: 503.445.3794
Email: Mandym@pcs.org
If I'm understanding correctly. You could go in and adjust numbers and with the negative amount put that " on account" and then pay down the invoiced amount with the refund. Drawbacks are if you have an invoice that pulls in all payments. That would look messy.