Sales Overview

Sell tickets to scheduled events or general admission programs in advance. You can also sell new memberships, process a gift of membership, and renew or rejoin memberships. Additionally, you can accept donations during an advance sale transaction and process registrations for fundraising events. This screen is typically used to process phone sales and is designed for non-walk-up situations. For more information, see Advance Sales.

Configure group sales defaults, book group reservations, build itineraries and itinerary tracks, create group contracts, and perform all other tasks related to group visits. For more information, see Group Sales.

If your organization’s workflow requires that you record the amount of money in your cash drawer at the beginning of each shift, after you log in, you can count your cash drawer and enter a starting balance. When you reconcile your sales, this amount automatically appears in the Starting balance field on the Reconcile sales screen. For more information, see Count InitialCash.

Sell tickets to scheduled events or general admission programs. You can also sell new memberships, process a gift membership, and renew or rejoin memberships. Additionally, you can accept donations and apply discounts. The Daily Sales screen is designed for efficiently processing walk-up sales and is configurable. You can create up to 25 daily sales buttons to sell specific daily admission and scheduled program tickets, memberships, donations, and apply discounts. For more information, see Daily Sales.

At the end of a shift, you must count the cash, coins, and checks in your drawer and enter the sum amount on the Close drawer screen. When you complete the close drawer process, you submit a Close Drawer report to close your cash drawer. For more information, see Close Drawer .

A supervisor or other user with the proper security rights approves closed drawers submitted by ticket sellers and determines which payments to include in the sales order deposit process. For more information, see Approve Closed Drawers.

If needed, a user with the required system role can manually open a cash drawer when no sale or refund has taken place. To aid in fraud prevention, you must provide a reason when opening a cash drawer manually. For more information, see Manually Open Cash Drawers.

A supervisor creates sales deposits for both non-online and online sales. For non-online sales, which includes advance sales, daily sales, and group sales transactions, there is a close drawer process that must take place prior to creating deposits. During this process, a ticket seller calculates the cash, checks, and credit card receipts in their drawer at the end of a shift and submits the close drawer for approval. A supervisor then approves the close drawer and creates a sales deposit for the payments. A supervisor uses this to manually create deposits for online transactions.

Note: Because online sales do not involve cash or checks and there are no receipts, there is nothing to reconcile. A supervisor simply creates a deposit for the sales processed online.

All eligible payments made through Sales, Treasury (miscellaneous payments), and the back office are added to the deposit process. Examples of back office revenue include payments made as part of a batch or from a revenue record outside of Sales and Treasury. For more information, see Create Deposits Process.

Tip: You can also access the Deposits page from Treasury. On the Treasury page, under Processing, select Review Deposits.

If a patron has questions about an order, you can search for and access the completed order record to view transaction details. These details include a list of all items purchased or refunded, all payments received or refunded, the order and post statuses, as well as any balance that is due on the order. For more information, see Search for Orders .

When a group arrives at your organization on the day of their visit, they must be checked in. During this process, you verify the number of visitors in the group and update the reservation to reflect the actual attendees. You may need to add or remove visitors from the reservation and possibly add new price types. For more information, see Group Check In.

It is common for a security deposit to be required for group visits or facility rentals. If a security deposit is collected from a group when they visit your organization, to fully check them out afterward, you must refund or withhold the security deposit. For more information, see Process Group Check Out.

The Preregistered Program Check In page provides a central location to see the preregistered programs scheduled for the current day and to check in program attendees as they arrive. Check in is not a required process, it simply provides a way for your organization to track attendance for your preregistered program events. For more information, see Preregistered Program Check In.

Process order refunds, membership refunds, or event registration refunds. An order refund is the most common as it allows you to refund all or specific items in an order, including tickets, memberships, event registrations, taxes, and fees. For more information, see Refund Transactions.

If a patron has questions about a refund, you can search for and access the related refund record to view transaction details. Refund records provide detailed information about each refund transaction processed, including the total amount refunded and transaction date, the person who processed the refund, the reason for the refund, and whether the transaction has been reconciled. Additionally, the record contains details about the credits, refund payment methods and general ledger distributions. For more information, see Search For Refunds.

When patrons arrive at your organization to pick up tickets that have not yet been printed or are part of a “pay on arrival” order, select Pick Up Tickets to quickly locate the orders, process payments, and print tickets. For more information, see Pick Up Tickets.

For online sales, the program assigns a status of “Unresolved” to sales orders after website users make payments. The program uses this temporary status to create records for online sales orders even if errors prevent it from processing the orders. On the Unresolved Online Sales Orders page, you can view a list of all unresolved sales orders and access each record to resolve issues or refund payments. For more information, see Unresolved Online Sales Orders.

With the organization calendar, you can view scheduled items and activities related to your organization and community, such as to help plan and coordinate schedules. In addition to calendar items such as holidays or community events, you can add and manage special events and appeal mailings directly from the calendar, such as to quickly plan for a future time period. You can also view scheduled program events and group reservations.