Procedures for reviewing and correcting ticket sales, exchanges, and refunds, are outlined below. Several reports for locating errors can be generated quickly and need only be reviewed on the screen.
Common errors that require corrections:
The Order Detail report can be used to review new ticket sales. The transaction detail for a ticket sales is created at the time of posting which means that the ticket sales need to be reviewed prior to creating the sales entry for the day.
New ticket orders can be reviewed to insure that price codes are matched with proper sales promotions, and to make certian that partial or full payments are correctly recorded.
Report Category
Ticket Printing, Invoicing and Revenue Analysis Reports.
Report Name
Order Detail - by Patron
Search Criteria
Order Journalized Date <Blank> to "JAN 1 1990" (all non-journalized orders)
Order Revenue Date <Begin Date of Deposit> to <End Date of Deposit>
Sort Criteria
N/A
The Order Detail Report displays:
Ticket sales that have been recorded incorrectly must be corrected. The most effective method to correct a new ticket order is to completely refund and start over. Ensure the same payment method is used when the refund is issued or delete the original payment before starting over.
If a payment has been entered incorrectly it can be deleted (open the payment detail and select the trash can from the tools pallet). A correct payment can be entered
Avoid make corrections by exchanging tickets; refund the order and start over. If ticket price differences are accidentally waived in the exchange process they will have to be corrected. Ticket based reports used to analyze a deposit may not generate correct totals if waived amounts, created during the exchange process used to correct an order, are not corrected.
The Transaction History report can be used to review ticket exchanges. The transaction detail for a ticket exchange is created at the time the exchange is performed which allows the transaction detail to be reviewed prior to creating the sales entry for the day.
Report Category
Transaction History Reports
Report Name
Transaction History
Search Criteria
Transaction Date <Begin Date of Deposit> to <End Date of Deposit>
Transaction Type "TE" to "TE" (TE references Ticket Exchanges)
Sort Criteria
Transaction Date
The Transaction History report displays:
Exchanges that have been recorded incorrectly must be corrected along with any waived amounts. The most effective method to correct an exchange is to reversed the original exchange and start over.
The Default Data settings for Ticket Exchanges may required to be changed while correcting exchanges and resetting waived amounts. The recommended setting is to require the employee to decide to waive, collect, or refund the exchange differences. The recommended Default Settings should be set prior to correcting exchanges. Refer to Techniques to Reduce Errors during Ticket Exchanges for more information in the section Selling Tickets.
Ticket refunds are not frequent transactions and general theatre policy is to not refund tickets. Refunds are generally created to correct data input errors, return tickets that a patron has not paid for, or refunding tickets that a patron can not use.
The Transaction History report can be used to review ticket refunds. The transaction detail for a ticket refund is created at the time the refund is performed which allows the transaction detail to be reviewed prior to creating the sales entry for the day.
If an order has not had a payment applied against it, when the ticket was refunded no transaction detail was created; this was seen simply as a correction by Theatre Manager. However, if an order has had a payment applied against it, partial payment or full payment, transaction detail has been created.
Report Category
Transaction History Reports
Report Name
Transaction History
Search Criteria
Transaction Date <Begin Date of Deposit> to <End Date of Deposit>
Transaction Type "TR" to "TR" (TR references Ticket Refunds)
Sort Criteria
Transaction Date
The Transaction History report displays:
Refunds that have been recorded incorrectly must be corrected along with any waived amounts. The patron’s order detail should be examined to ensure the refund was properly performed and authorized.
Order comments should always be entered when refunds are issued. Check to ensure any waived amounts are correct. Tickets to the above order appears to have been refunded correctly.
The order detail displayed below is an example of an ticket refund that may have been processed incorrectly.
There are no order comments; a waived amount is displayed; all the tickets have been refunded; yet there still exists a order total and a payment for the order. This may have been caused by the original order and payment containing data entry errors and the resulting attempts of tickets exchanges and refunds did not correct the error.
To correct this order information, it will be necessary to "rebuild" the order. In effect, removing the summary information in the order and setting the order to zero values.