Pass Detail Window (Reference)

Pass Detail Window
Pass Detail Window

This section contains reference files for the Pass Detail Window in Theatre Manager. This is the detail window for each individual pass at time of sale or already sold to a patron. It is accessed primarily from the the Passes Tab of each patron account, but also from the Pass Screen of an open Order Window.

There are seven tabs in this window:

Regardless of the active tab, the top toolbar button options remain the same:

alt="New
New Button

Opens a blank Pass Detail Window to insert a new pass type


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="Spellcheck
Spellcheck Button

Spellchecks text in this setup window


alt="Payment
Payment Button

Opens the Order Payment Screen to apply payment to the order containing the pass


alt="Print
Print Pass Button

alt="Renew
Renew Button

alt="Cards
Cards Button

Membership Details Tab   Top

Pass Detail Window >> Membership Details Tab
Pass Detail Window >> Membership Details Tab

The Pass Detail Membership Details Tab holds the key information about the pass setup, price, quantity, sale details, etc. Most of the information in this screen is predetermined from the Pass Setup Detail Window for the selected pass type.

Type

Dropdown menu for selection of the pass setup/type


alt="Sales
Sales Notes Button

Opens any sales notes about the selected pass setup/type


Purchase Amount

Total purchase cost of the pass


Issue Date

Date that the pass was purchased (or last renewed)


Expiry Date

Date at which the pass will no longer be valid


Control Number

Unique identification number issued by Theatre Manager to define the pass


Fiscal Year

Fiscal year that the pass is associated with


alt="Donation
Donation type Radio Buttons

Recognition status indicating if the pass was purchased by the individual or the company associated with the file


Source

Editable text field defining why the pass was purchased


Member Since

Date that the pass was first purchased


Printed Date

Date that the pass was last printed on a ticket face


Printed By

Employee initials of the person who last printed the pass


{% reference(text="Full Issued Amount) %} Cost of the pass including expenses {% end %}

Issued Passes

Amount/admissions issued at a time of purchase


Used Passes

Amount/admissions previously redeemed from this pass


In Cart Passes

Amount/admissions of the pass that is currently in an online shopping cart


Remaining Passes

Amount/admissions still to be redeemed


City

Value, in dollars, of the city tax on this pass


State/PST

Value, in dollars, of the state/province tax on this pass


Federal/GST

Value, in dollars, of the federal tax on this pass


Total

Total cost of the pass including expenses and taxes


alt="Payment
Payment Button

Opens the Order Payment Screen for the order containing this pass


Notes Tab   Top

Pass Detail Window >> Notes Tab
Pass Detail Window >> Notes Tab

The Pass Detail Notes Tab contains notes and redemption history information relevant to the pass.

G/L Account Number

General ledger account the money from this pass setup/type is posted to


Manual Redemption

Dollar value of the redeemed portion of the pass


alt="Write
Write Off Unused Balance Button

Runs the write-off function for any unused value on the pass


Date Last Redeemed

Date that the pass was last used


Date Fully Redeemed

Date that the pass was used in full


Pass Notes

Editable text field for internal notes or details about this pass


Redemptions Tab   Top

Pass Detail Window >> Redemptions Tab
Pass Detail Window >> Redemptions Tab

The Pass Details Redemptions Tab contains a list of redemptions for this pass. It is useful for identifying who (if other than the purchaser) has redeemed this pass and for what. Read more about how to redeem a pass.

G/L Account Number

General ledger account the money from this pass setup/type is posted to


Manual Redemption

Dollar value of the redeemed portion of the pass


alt="Write
Write Off Unused Balance Button

Runs the write-off function for any unused value on the pass


Date Last Redeemed

Date that the pass was last used


Date Fully Redeemed

Date that the pass was used in full


Patron Number Column

Unique identification number for the patron who made the redemption


First Name Column

Redeeming patron's first name


Last Name Column

Redeeming patron's last name


Company Column

Redeeming patron's company name


Order Number Column

Unique identifying number for the order that the pass was redeemed on


Date Received Column

Date that the pass was redeemed


Department Number Column

Department number that the pass was redeemed in


Total Paid Column

Value, in dollars, of the redeemed amount of the pass


Pass Used Qty Column

  • Total admissions used in the redemption, as assigned to the payment
  • Only set if the pass is a type that limits redemptions by quantity

Count Column

  • Total number of passes assigned to tickets
  • Relevant for any pass setup/type that limits redemptions by quantity
  • If this does not match the Pass Used Qty, tickets have been refunded or exchanged after the pass payment was deposited
    • This discrepancy is fine with the understanding that it is because tickets were refunded or exchanged and that the pass cannot be refunded

Order Notes Column

Internal Sales Notes for the order containing the pass redemption


Renewal History Tab   Top

Pass Detail Window >> Renewal History Tab
Pass Detail Window >> Renewal History Tab

The Pass Detail Renewal History Tab displays a list of renewal activity for the pass, if any.

Description

Name of the pass that was renewed


Date Renewed

Date the pass was renewed


Expiry Date

New expiry date for the pass


Purchase Amount

Amount paid for the renewal


Patron Number

Patron number of the purchasing patron


Household

Household number that the purchasing patron belongs to


Letters Tab   Top

Pass Detail Window >> Letters Tab
Pass Detail Window >> Letters Tab

The Pass Detail Letters Tab displays a list of letters or emails that have been sent or are scheduled to be sent to the patron.

Status

  • Icon representing the status of the letter/email
  • See the key at the bottom of the tab for icon meanings

Sequence Number

Internal sequence number of the letter/email


Status

Status of the letter/email (e.g. Done, In Process, Not Done)


Type

How the letter/email was added to the pass record


Requested By

User who requested the letter/email


Notes

Title of the letter/email


RecordsFile Connection

Data file that the letter/email references


Date Begin

Date and time that the letter/email was requested


Date End

Date and time that the letter/email task status was set to Done


Date Printed

If different than the date the task was completed, the date and time that the letter was actually printed


Transactions Tab   Top

Pass Detail Window >> Transactions Tab
Pass Detail Window >> Transactions Tab

The Pass Detail Transactions Tab displays a listing of transactions that have been created because of the current patron's actions.

Sequence Number Column

Unique identification number associated with the transaction line


Trans Date Column

Date that the transaction took place


Journal Number Column

Journal number assigned to the transaction


Code Column

Code identifying the transaction


Tran Desc Column

Brief description of the transaction


Order Number Column

Unique order number for the order containing the transaction


Event Code Column

Event code associated with the pass redemption, if any


Performance Code Column

Performance code associated with the pass redemption, if any


Type Column

Pass type


Description of Entry Column

Brief description of the transaction generated by Theatre Manager


Debit Column

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


Credit Column

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


User Column

User who made/entered the transaction


Qty Column

Quantity purchased as part of the transaction


Total Column

Total amount of the transaction


First Name Column

First name of the patron associated with the transaction


Last Name Column

Last name of the patron associated with the transaction


Company Column

Company name of the patron associated with the transaction


Patron Number Column

Unique identification number of the patron associated with the transaction


Campaign Column

Donation campaign that the transaction was associated with


Pass Type Column

Pass type associated with the transaction


Promotion Column

Promotion used in conjunction with the transaction


Merchant Column

Credit card merchant associated with the transaction


Event Title Column

Event title associated with the transaction


Event Code Column

Event code associated with the transaction


Outlet Owner Column

Name of the primary outlet


Outlet - Other Column

Name of the outlet that the transaction was made/entered at


G/L Number Column

G/L number that the transaction was associated with


Fee Column

Fee charged in conjunction with the transaction


Valid Plays Tab   Top

Pass Detail Window >> Valid Plays Tab
Pass Detail Window >> Valid Plays Tab

The Pass Detail Valid Play List Tab allows you to indicate which events this specific pass can be redeemed for. When blank, the pass can be redeemed towards any event allowed on the Pass Detail Window >> Valid Plays Tab for this pass type.

You cannot select events here if the pass setup/type does not Allow Setting Valid Plays. If the pass setup has no events specified, you can select any events. If the pass setup has events specified, you can only select a subset of events from that list.

Event Number Column

Unique Theatre Manager identification number for the event


Year Column

Season start year of the event


Event Code Column

Event code as defined in Event Detail Window >> Events Tab


Event Title Column

Title of the event


Number Performances Column

Total number of performance for the event


alt="Add
Add Button

Opens an Event Lookup List to select and add an event to the list


alt="Delete
Delete Button

Removes the selected event(s) from the list