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Nonrefundable Deposit for Group Sales

Emma Putnam
$organization

Hi folks, 
We're trying to add a feature to our group sales process to require a nonrefundable deposit for all of our group sales. I can see two ways of doing this: 

  • Apply the money directly "on account" and track the balance separately - then when the person calls to pay the balance apply the on account deposit and charge the balance. 
  • Apply the money directly to the order meaning that the balance due is exact and easy for reps to assist in taking payments rather than having to go to a tracking document to find the information. 

The challenge comes when the group inevitably cancels and we have to return the tickets but not  the deposit. My thoughts on how to do this are: 

  • Add a GA "performance" to the season and add the line item to the order to equal the amount "on account" 
  • Add the deposit as an editable "fee" type 

All of these have pros and cons so I'm wondering if you all have any best practices, or any advice you'd be able to share here. 

Thanks!

  • $organization

    Emma-

    I would check with your finance department to see what they feel is best practices for tracking the money. We do the second option, take the deposit and then what is due is what your sellers see to charge when payment is due. 

    If they cancel, the money again check with your finance department feels is best to track. Maybe move it to an account receivable that is used for non-refundable deposits. Just so you can track income earned from the non-refundable deposits. 

    What you have written up is great. As all arts groups do their groups sales in different ways.