Notify Group of Balance Due

After the final count is confirmed, you can notify the group of the balance due by sending a copy of the group sales order balance notification. This notification can be printed or emailed anytime before or after the balance due date, but it is recommended that you send it a month in advance to avoid late payments.

The group order sales balance provides an order summary that includes the name of the patron associated with the order and the group contact. It also provides the total number of visitors, the visit date, the order balance, any discounts applied, and the number of days past due if applicable. The notification also includes a “Charges” section that lists the scheduled events, admission programs, resources, and rental facilities included in the order. Additionally, any previous payments made toward the reservation are listed. All information on the notice is based on the date the notification is printed or emailed.

If you print and send a physical copy of the order balance notice, you should select Mark as sent. This will help you keep track of the balance notices you send to a group contact. When you mark the order balance as sent, an “Order Balance Sent” entry is added to the Order History page.

If you email the notice, the order balance is automatically marked as sent and an “Order Balance Sent” entry is added to the Order History page. An "Order Balance (email)" entry is also added to the Sales Documents page.

If you need to send another balance notice, first mark the order balance as not sent. Then, repeat the steps above to either print or email a new copy of the notification. Entries are added to the Order History page to track the changes.

Note: Before you can email the order balance notification, you must configure the order balance email template. From the Group Sales Setup page in Tickets, select Order balance email template. Complete the required fields such as a Subject, From address, and From name, as well as the optional introduction and closing.