How to use Collections

Flexible payment options are a great benefit to offer your customers. Instalment plans, deposits or even partial payment options encourage customers to book immediately - especially for large or high price orders. 

With Ticketsolve's Collections feature, you can give your customers more options to pay, whist making it easy to collect any outstanding amounts.

Create an order with an outstanding amount due

Go to > Box Office

1. Create an order through Box Office.

2. Add tickets to the Cart. 

3. Assign a customer or create a new customer record. Note: Be sure to capture the customer's correct email address; this is needed for follow up collections communications. 

4. Click Payment Options at the bottom of the cart. 

5. At the bottom of screen tick the Allow Outstanding? box. This will allow an outstanding amount to remain on the order.

Collections_1.png

6. If the customer is making a partial payment, continue the sales process as usual, but enter the partial payment amount rather than the full amount and click Confirm Order.

collections_3.png

7. If the customer will pay at a later date, click Confirm Order.

The order is now confirmed, but with either no payment against it or a partial payment. 

Requesting payments: Collections tab

The Collections tab in the Box Office allows you to search and get more details on any order with an amount due. From this tab, you can also send emails requesting payment (with payment links) to individual customers, a selection of customers or all customers with amounts due. 

Go to Box Office > Collections

You can search (top of your screen) for orders with an amount due by:

  • Keywords
  • Program name
  • Show name
  • Run 
  • Event name

collections_4.png

From here, you can send an email requesting payment (with a payment link) to specific customers or all customers with outstanding amounts due.

Note: If no email was collected, then the customer will not appear in the Collections listing and you will not be able to send an email to them from here. Customers with amounts due, but no email, will be included in the Amounts Due reports. 

1. To email all customers with outstanding amounts due, tick the select all box at the top left next to Order #.

2. Click the Email All Customers button (bottom right corner). 

3. In the pop up type in the Subject of the email and any BCC email addresses. 

4. Write the email message in the Content box. This email will include a payment link for customers to complete payment.

Note: Be sure to add a reminder that the payment link only works once. The customer should only click the link when they are ready to pay. If they click the payment link in error, they will need to contact the box office, where you will need to find the amending cart and close it. The link will then be active again.  

collections_5.png

5. Click Send Email

You can also send payment request emails to a selection of customers or just one. 

1. Tick the boxes on the far left of the screen (on the orders you need) to select the order(s) to email.

2. Click the Email Customers button. 

3. Follow the steps above for the Email pop up. 

4. Click Send Email.

To  download a csv file of all orders with amounts due, click the Download CSV icon at the top of your screen.

Amounts Due by Event and by Order reports

You may need to see a list of outstanding payments, which you can do via Reports, either by Event or Order.  

Report on Amounts Due by Event

The Amounts Due by Event report is not a historical report and will show you all amounts currently due by Event Name for all events or by show tag regardless of date range. Details included are: Show Name, Event Day, Time, Due Amount and Grand Total.

Go to Reports > Sales Reports

1. Search for Amounts Due by Event in the Filter sales reports search box.

2. Select the report format you need.

You can now generate a report for all events with amounts due, or you can run the report for an event with a specific show tag. 

3. To generate a report of Amounts Due by Event for all events, click Save As... or Generate Report as required. 

collections_9.png

4. To generate a report of amounts due for events with a specific show tag, select the Show tag from the drop down menu.

collections_8.png 

5. Click Save As... or Generate Report as required. 

Now your report will only show amounts due on events with the show tag you selected. 

collections_10.png

Your saved reports will be in the Saved Reports tab at the top of your screen. You can also create an automated report (from your Saved Reports) via the Subscriptions tab.

collections_6.png

Report on Amounts due by Order 

The Amounts due by Order report is not a historical report and will show you all amounts currently due by Order regardless of date range. This report is usually used by accounts departments and details
Customer Number, Name, Email, Phone Address, Order Number, Due Amount and Grand Total.

Go to Reports > Sales Reports

1. Search for Amounts due by Order in the Filter sales reports search box.

2. Select the report format you need.

collectons_7.png

3. Click Save As... or Generate Report as required. 

collections_12.png

Your saved reports will be in the Saved Reports tab at the top of your screen. You can also create an automated report (from your Saved Reports) via the Subscriptions tab.

You can also search for any orders with outstanding amounts due by going to Box Office > Search Orders and filtering by Outstanding.  

collections_13.png

 

 

 

Was this article helpful?

Comments

0 comments

Please sign in to leave a comment.