Pass Setup Detail Window (Reference)

Pass Setup Detail Window
Pass Setup Detail Window

The Pass Setup Detail Window is where the details, redemption rules, and other setup choices get made. It is primarily accessed from the Pass Setup List Window. There are several tabs in this window:

Regardless of which tab is active, the buttons along the top of the window remain the same:

alt="New
New Button

alt="Save
Save Button

Saves any edits to the window


alt="Duplicate
Duplicate Button

Creates a copy of the selected pass type


alt="Revert
Revert Button

Returns the pass to its last saved settings


alt="Delete
Delete Button

Deletes the selected pass type (passes with attached sales and redemptions cannot be deleted for audit tracking reasons)


alt="Print
Print Button

Not available on this window


alt="Spellcheck
Spellcheck Button

Spellchecks text in this setup window


Description Tab   Top

Description Tab
Description Tab

The Pass Detail Description Tab is the first of the setup tabs in a new pass. Many of the fields in this tab are optional, but there are a few required ones to save a pass type.

Pass GC Type

Internal name used during the sales process at the box office (which may be different than the External Name)


Category

Select a category (as setup in Code Tables) to group similar pass types together online


Access Groups

Specify which groups of people can access the data about this pass type


Active

This checkbox must be checked for the pass type to be sold or redeemed. To stop selling a pass type but still allow redemptions, enter a Can Be Sold Until date but leave this checked as Active


External Name

Name that patrons will know this membership by


Can Be Sold From (optional)

Date and time the pass will be available for sale (internally and online)


Can Be Sold Until (optional)

Date and time the pass will no longer be available for sale (this is different than the "redeemable until" date)


Ticket Face (optional)

The ticket face that will be used for printing this pass on ticket stock (the ticket face must reference Pass/Membership Data)


Exclude Price Codes (optional)

If, during the redemption of this pass type, any specific price codes listed in this field will be blocked from use


Notification Dropdown (optional)

The internal workflow notification sent when this particular pass is sold


External Sales Notes (optional)

Online notes describing what this pass is for


Internal Sales Notes (optional)

Internal reference notes for the pass type


Tags (optional)

Add or remove any number of tags to associate them with this pass type


Redemption Rules Tab   Top

Redemption Rules Tab
Redemption Rules Tab

The Pass Detail Redemption Rules Tab controls how the pass works and how it can be redeemed.

Method of Redemption   Top

There are five options for how a pass redemption operates:

Free Admission

  • The number of free admissions can be controlled by changing the # of Passes issued on the right side of the screen.
  • If the passes are going to be free, then the Can be sold for a zero value option must be selected on the Edits Tab.

Dollar View

  • Typically, the # of Passes Issued is set to 0, and the Purchase Amount is set to 0. Then on the Edits Tab, the Value Can Be Changed During Purchase option is selected so that the pass can be sold in any amount.
  • In most U.S. States and all of Canada, gift certificates never expire and should be set as such in the Edits Tab.
  • The general ledger accounts for Dollar Value are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit.
  • Tax is not allowed on this redemption method.

Average Dollar Per Admission

  • The values for # Passes Issued and Purchase Amount must be set for this method.
  • Theatre Manager will split the purchase amount equally across all available redemptions.
  • The general ledger accounts for Average Dollar Per Admission are typically liability accounts as they start out as a credit to the patron and then are used as a reduction of that credit.
  • Tax is not allowed on this redemption method.
  • You may optionally set a Maximum per admission to limit the per ticket value that the pass can be applied for.

Can't Buy a Thing

  • Allows the Grace period before approval needed to renew expired memberships option on the Edits Tab to be employed (only allowed by two redemption methods)

Use Promotion

  • Uses a sales rule mapping to change the price of selected tickets when the pass is redeemed

Redeemable By   Top

There are four options for who can redeem the pass or gift certificate:


Purchaser Only

  • The patron can see this pass and redeem it without a password because it is assigned specifically to them
  • No other patron can redeem this pass (including household members)

Any Household Member

  • The patron who owns the pass can see and redeem it without a password because it is assigned specifically to them
  • Other household members can see the pass and use it without a password when they choose Redeem passes at the cart or checkout page
  • Patrons outside the household will be unable to use the pass

Any Patron (Visible to Purchaser)

  • The patron who owns the pass can see and redeem it without a password because it is owned by them
  • All other patrons will need both the pass control number and the redemption password
  • If a pass that may be redeemed by any patron is to be used online, then the Box Office MUST also give the patron the redemption password, usually by printing the 15-character password on a ticket face or or a letter

Any Patron (Not Visible to Purchaser)

  • ALL patrons (including the purchaser) will need both the pass control number and the redemption password
  • No patron, including the purchaser, will be able to see the pass in their online account until it has been used at least once

Redemption Options for Passes   Top

Depending on the type of pass, you may be able to specify certain parameters about how it operates. The available fields will grey out or become available as appropriate.

Number of Passes Issued)

  • For Free Admission or Average Doller Per Admission, you can indicate how many passes will be issued with this setup
  • The number can be zero, as long as you indicate the value can be changed during purchase on the Edits Tab

Purchase Amount)

  • The cost of this pass setup
  • The value can be set to zero as long as either one of two conditions are enabled on the Edits Tab:
    • Value can be changed during purchase (good for gift certificates)
    • Can be sold for a zero value (for Free Admission redemption method pass types)

Redeemable Amount)

  • The value of the pass during the redemption process
  • Usually the same as the Purchase Amount, however can be different

Sales Rules)

The sales rule associated with the pass setup, if any


Internet Redemption Options   Top

These options control if and how passes associated with this setup can be redeemed online:

Redeem Via the Internet)

  • Indicates whether the selected pass can be redeemed online
  • If enabled, patrons will be able to see the passes associated with this setup in their account online and can redeem passes gifted to them (if they know BOTH the pass number and the redemption code)
  • There are two sub-options:
    • Must be fully prepaid for
      • Default option
      • The pass must be paid for before it can be used online
    • Might be unpaid
      • A patron can redeem the pass online before it is even paid for
      • Requires that the employee has the permission function enabled for Payments - use pass that has not been fully paid for
      • Opens you to the risk of being left with a receivable the patron will never pay
      • Not recommended for most situations

Renew Via the Internet)

  • Only applies to Can't Buy a Thing and Use Promotion redemption methods
  • If the pass is renewable, indicates if the pass is renewable online

Accounting Tab   Top

Accounting Tab
Accounting Tab

The Accounting Tab determines where the funds go to during a sale and where they are drawn from during the redemption.

Tax Rate to Apply   Top

Tax Rate

  • Dropdown to select the tax rate applied to this pass
  • If there is no tax rate for this pass, select None

Default Fiscal Year   Top

Fiscal Year

  • Normally left blank, meaning that passes are sold for whatever the current fiscal year is
  • If selling passes now for a future fiscal year, enter it here and Theatre Manager will use the value in this field as the default fiscal year during a new sale, preventing defaulting to a prior fiscal year

General Ledger Accounts   Top

Income for FY XXXX and Earlier

Usually a liability account (especially for redemption methods Free Admission, Dollar Value, Average Dollar Per Admission) that rises from a pass sale and goes down with pass redemption


Deferred Revenue FY XXXX and Later

  • If the usable redemption period of a pass falls within the upcoming year (instead of the current year), consider deferring the revenue in a liability account
  • During data entry of each pass, you will need to specify the future fiscal year
  • Revenue will be rolled over into the current year during year-end rollover.

Benefit Expense Account

  • If there is a difference between the Purchase Amount and the Redeemable Amount, this account holds the difference
  • Often considered as a marketing expense for selling/promoting the pass

Unearned Income Write-Off Account

If the pass expires (as set in the Edits Tab), then any unearned income will be moved to this account when the pass is manually written off


Sales Management Tab   Top

Sales Management Tab
Sales Management Tab

The Sales Management Tab is the third and possibly most important of the setup tabs. You must carefully consider each of the check boxes and options in this tab as your selections control where the pass can be sold and redeemed.

Allow Pass/G.C. to be Purchased   Top

Via Pass Tab on the Patron Screen

Allows the pass to be sold using the Buy button on the Patron Window >> Pass Tab


In conjunction with a Ticket Sale

Allows sales staff to sell the pass using the Order Window >> Pass Screen on the left-hand side of the ticket sale process


As a Ticket Refund (Store Credit)

  • When a ticket is refunded, this pass type will be available to apply the remaining credit to (instead of issuing a cash refund)
  • Good for store credit and other customer service needs

Via the Internet

Allows the pass to be sold online


Visible in Internet List

  • Usually selected for patron selection online
  • Uncheck only for special situations where you want to create a private direct link for a pass type that you don't want anyone online to be able to access

Sort Order

  • Allows you to specify an online sort order for pass/GC types (instead of the default purely alphabetical sort)
  • The default online sort is three-levels:
    • Grouping order as specified for the Pass/GC Category (if attached to this pass setup)
    • Sort order specified in this window (if entered)
    • Finally, by the Pass/G.C. Name

Accept Post Dated Payments

  • If selected, allows a payment plan for this pass when sold online
  • Indicate the final payment date in this field

Pass Management for Other Outlets   Top

This section is only relevant for outlet editions of Theatre Manager.

Sales Rules at Other Outlets

Allows sales of this pass setup at other outlets of your choice


Redemption Rules at Other Outlets

Allows redemption of this pass setup at other outlets of your choice


Include in Patron Statistics   Top

Include in Annual Statistics

Will include sales of this pass when generating annual patron statistics reports (leave checked in most cases)


Icon for TicketTrove/Web   Top

Icon

  • Holds a 200x250 pixel image
  • Appears online

Edits Tab   Top

Edits Tab
Edits Tab

The Pass Detail Edits Tab contains a variety of checkboxes and options that control where and how the pass type can be sold.

Edit Controls on Pass G/C   Top

Value can be changed during purchase

  • Allows the employee selling this membership to change some values (e.g. items in the Redemption Rules Tab or the Pass Expiry Date on this tab) during the sale
  • Check this for a traditional gift certificate when you need to change the zero purchase amount to the amount the patron's requested value

Sell in even multiples of original value

  • If the pass has a specified value, checking this option allows it to be sold only in even multiples (1, 2, 3...) of the original value
  • When multiples purchased, will increase the quantity of passes by the number of multiples purchased
  • When multiples purchased, the number of admissions will also be increased by the same number of multiples purchased
    • E.g. a flex pass costing $30 for 2 admissions can be sold as 4 admissions for $60 or as 6 admissions for $90

Can be sold for a zero value

Necessary if the pass type is to be given away or comped


Can be renewed after expiry date

  • Only available for Can't Buy a Thing and Use Sales Promotion redemption methods
  • Allows the pass to be renewed after the expiration date defined at time of sale

Future memberships can be redeemed now

If a pass is season year specific (e.g. a patron purchases a flex pass for the 20XX season), allows the redemption of the pass prior to the start of the designated season


Entry scan creates festival seating tix

  • Feature currently under development
  • Once complete, scanning the card associated with this pass type will create a general admission ticket (and register a sale to that pass)

Mail List   Top

Mail List

  • Mail List that any patron purchasing the pass type in the future should be automatically added to
  • A patron
    • will be added to the mail list the first time this pass is purchased
    • will be added if the pass is purchased again at some future time, but the patron was removed from the mail list for some reason
    • will be added to the mail list if an order containing the pass is transferred to their account
    • will NOT be removed from the mail list if the pass is refunded

Defaulting the Control Number   Top

A control number is a number associated with a pass that Theatre Manager uses to identify and track the specific pass within the system. ONE of the following options must be selected for the pass:

Defined at time of purchase

  • Allows the seller to manually define the control number
  • Typically employed when there are pre-printed membership cards or magnetically encoded gift cards that already have a control number on them

Theatre Manager Defined

  • Assigns the next number in sequence to the pass
  • MUST be checked if the pass is to be sold online

Next Available Number Starting At

  • Allows your organization to serialize the control number (e.g. indicate that all gift certificates start at 100,000, while 2011 flex passes start at 11,000)
  • Effective for easy recognition by sales staff
  • Used when there are pre-printed plastic cards already associated with control numbers that you don't want to duplicate on newly created passes

Defaulting the Expiration Date   Top

An expiration date indicates when the pass will no longer be redeemable. ONE of the following options must be selected for the pass:

Never Expires

  • The pass will never expire
  • In most U.S. states and all of Canada, REQUIRED for gift certificate types

Expires in XX Months

  • Allows the pass to be used on a rolling basis
  • Will expire in XX months from the purchase date

Expires on Date

  • Allows the pass to expire on a specific date, such as the end of the season year
  • Popular for flex passes
  • Prevents the previous year's unused admission from being carried over to the current year

Bottom Options   Top

Number of Access Cards Assigned to Membership

  • Allows more than one patron to use the pass (like a hotel asking how many room keys you want)
  • The value 0 allows one access card to be issued

Grace Period Before Approval Needed to Renew Expired Membership

  • If the pass type is renewable (Can't Buy a Thing or Use Sales Promotion), indicates the number of months after expiry where the pass can be renewed without a master user override
  • If engaged, typically set to 1 or 2 months (e.g. if you want to offer a brief grace period for recently expired memberships when you are planning on a price increase from one year to the next)

Maximum Number of Tickets Redeemable Per Performance and/or Event

  • Maximum number of times each pass can be redeemed/used within a single performance or event
  • By default, allows the maximum number of admissions on the pass setup to be used within a single performance

Valid Plays Tab   Top

Valid Plays Tab
Valid Plays Tab

The Pass Detail Valid Plays Tab allows you to indicate which events the pass can be redeemed for. An unrestricted pass would have no events listed here.

Allow Setting Valid Plays

  • Allows the sales person to specify at time of sale which events each pass can be redeemed for
  • If checked when there are events on the restriction list:
    • Employees can specify a subset of items from this list
    • Good for scholarship passes, actor passes (e.g. restrict to the event they are working on ot to exclude an especially popular titles) exclude a big show.
  • If checked when there are no events on the restriction list:
    • Employees can specify a set of redeemable events from any event in the system
    • Good for limiting free passes to one event or scholarships to be redeemed for a certain class or range of classes

alt="Add
Add Button

Opens an Event Lookup List to add an event to the restriction list


alt="Delete
Delete Button

Deletes the selected event(s) from the restriction list


Statistics Tab   Top

Statistics Tab
Statistics Tab

The Pass Detail Statistics Tab displays a year-by-year listing of passes issued and redeemed, including their aggregated values. This is a helpful at-a-glance way of seeing what your organization has in terms of pass liability for this specific detail setup.

Patrons Tab   Top

Patrons Tab
Patrons Tab

The Pass Detail Patrons Tab shows you the patrons associated with the specific pass setup.

Status Column

Status of the each pass (see icon indicator key at bottom of the list)


Order Number Column

Order number associated with each pass


Year - Fiscal Column

Fiscal year that the pass was purchased


First Name and Company Name Column

Patron name and company who purchased the pass


Control Number Column

The control number associated with the pass


Purchase Amount Column

Purchase amount, in dollars, of the pass


Issued Pass Amount Column

Redeemable amount, in dollars, of the pass


Issued Qty Column

Number of admissions allowed by the pass


Remaining Amount Column

Redeemable amount, in dollars, remaining to be be used on the pass


Remaining Qty Column

Remaining number of unredeemed admissions left on the pass


Date Renewed Column

Date that the pass was purchased (or last renewed)


Expiration Date Column

Date that the pass is no longer valid for redemption


alt="Open
Open Button

Opens the Pass Detail Window for the selected pass for editing


alt="Refund
Refund Button

Deletes the selected pass and places a refund on the order


alt="Payment
Payment Button

Opens the Payment Screen for the order containing the pass


alt="Extend
Extend Button
  • Extends the expiry date of the select pass(es)
  • Opens a popup window to select an extension date based on the default expiry option selected on the Edits Tab:
    • If set to expire on a specific specific date, so will the dialog
    • If set to never expire, so will the dialog
      • Any attempt extend will be ignored UNLESS you choose to specifically set an expiry date AND confirm your intention to change the expiry type
    • If set to expire in a certain number of months, so will the dialog
  • Requires employee to have permission to Allow extending expiration dates on pass/g.c.

alt="Write
Write Off Button

Runs the write-off function on the selected pass(es)


alt="Search
Search Filter Dropdown
  • Available fields to search/filter the list
  • Once text parameters entered, the search button (magnifying glass icon) adjusts the items that are visible in the list

Redemptions Tab   Top

Redemptions Tab
Redemptions Tab

The Pass Detail Redemptions Tab provides a listing of all redemptions associated with the pass type.

Patron Number Column

Patron # for the patron who made the redemption with the pass


First Name, Last Name, and Company Columns

Name and company of the patron who redeemed the pass


Order Number Column

Order # containing the pass redemption


Date Received Column

Date that the pass was redeemed


Deposit Number Column

G/L deposit number associated with the pass redemption


Total Paid Column

Amount, in dollars, of the pass redemption


alt="Search
Search Filter Dropdown

Fields available to search/filter the visible redemption list by


G/L Entries Tab   Top

G/L Entries Tab
G/L Entries Tab

The Pass Detail G/L Entries Tab lists the general ledge entries asspciated with this pass type.

Journal Number Column

Specific journal number associated with the G/L entry


Description Column

Type of item in the journal entry (e.g. sales posting, deposit posting, or manual G/L entry)


Date Column

Date that the G/L entry took place


Debit Column

Debit amount associated with the entry


Credit Column

Credit amount associated with the entry


Memo Column

A single memo line generated by Theatre Manager to indicate the purpose of the entry


Date Posted Column

Date that the entry was posted to the G/L


Transactions Tab   Top

Transactions Tab
Transactions Tab

The Pass Detail Transactions Tab

Sequence Number Column

Transaction reference number


Trans Date Column

Date the transaction took place


Journal Number Column

Specific journal number associated with the transaction


Code Column

Theatre Manager reference code used to determine the type of transaction


Transaction Desc Column

Brief description of what the transaction was


Order Number Column

Order number associated with the transaction


Type Column

Type of pass


Description of Entry Column

Details of the transaction


Debit Column

Amount, in dollars, of the debited value of the transaction


Credit Column

Amount, in dollars, of the credited value of the transaction


Total Column

Net effect of the transaction


Scan History Tab   Top

Scan History Tab
Scan History Tab

The Pass Detail Scan History Tab is currently under

Tran Source Column

Transaction source associated with the employee who scanned the pass


Date Scanned Column

Date that the pass was scanned


Patron Number Column

Patron # of the patron who redeemed the pass


Name and Company Columns

The name and company of the patron who redeemed the pass


alt="Search
Search Filter Dropdown

Fields available to search/filter the visible scan list by