Using the My Reports feature in Ovationtix, you are able to keep track of what you're selling, when you are selling it, and who you are selling it to.
This article will give you an overview of the features included in My Reports, and should give you the basic knowledge you need in order to navigate your way through this tool.
To access My Reports, hover over Reports, and click My Reports.
After clicking on My Reports, you will be brought to the main screen for My Reports, which is the Advanced Summary. From here, you'll be able to choose a Date Range, use Filters to narrow down the information you're seeing, and select from a number of different ways to look at your financial information in Ovationtix.
Near the top of the screen, you will see the Date Range box:
Using the Date Range box, you can decide the exact dates you would like to see in your report. By default, it starts on the current day, from midnight to 11:59 PM. You can change this date to whatever you want by adjusting the From and To dates, or you can use the pull down where you see "Custom":
This will automatically set your date range to whatever you select.
To the right of the dates, you will notice that you have an option to select whether you want the report to by by Transaction Date or Event Date:
If you sort by Transaction Date, you will see transactions that occurred on the dates you have selected. So if your dates are set to 7/1/17-8/30/17, you will see transactions that occurred during that time period.
- Note that when reporting by transaction date, the report will include all the transactions that occurred in this date range, regardless of whether or not the event dates for tickets purchased fall within this range. (Ex: 7/1/17 - 8/30/17: Tickets purchased during this date range for an event in October, for instance, will appear in this report)
-Transaction Date reports will include ALL sales during the defined range; ticket sales or otherwise.
If you sort by Event Date, you will see transactions for events that occurred on the dates you have selected. So if you have a date range of 8/1/17 at midnight to 8/1/17 at 11:59 PM, you will only see transactions for events that occurred during that date range.
- Note that reporting by Event Date will only include transactions with events that occur(ed) within the date range, regardless of whether or not the transaction date for the tickets purchased fall within this range. (Ex: 7/1/17 - 8/30/17: Tickets for events occurring within this date range that were purchase outside of the date range will appear in this report.)
- Only ticket sales will appear in an Event Date report, since no other items in the system have event dates associated. So the "Event Date" report is really just a TICKET SALES report.
-You will not see Partial Payments when filtering by Event Date. We will be covering Partial Payments in more detail in a future article.
Underneath the Date Range box, you will see the Add Filter option:
Using the Add Filter feature, you can sort your reports by a number of different options. When you click Add Filter, you will see these options:
As you click these options, they will drill further down, until you get to the specific filter that you're looking for. For example, if you're looking to filter for just cash transactions, you would click on Transaction Filters--->Payment Method--->Cash--->Add Filter--->Run Report
After clicking Run Report, you will get the report you added the filter for, in the date range that you specified.
If you keep working your way down the reports page, you will notice a series of tabs:
By using these tabs, you can look at your reports utilizing several different views. The default tab is Advanced Summary, and this tab will give you a summary of your sales, and a breakdown of the tickets that you've sold.
The Advanced Summary is where you will most likely be spending most of your time while using the My Reports tool.
The first thing you see in the Advanced Summary is the Sales Summary, and this can be broken up into three columns: Total Sales, Sales by payment type, and Sales by point of purchase.
The Total Sales and Sales by payment type columns are then broken down into Gross Sale, Refunds, and Net Sales.
Gross Sale is the total amount of income you have brought in:
Refunds are anything you have given back to your patrons after a sale.
Net Sales takes your gross sales, and subtracts any refunds from it.
As you can see in the example above, the company brought in a gross of $46,529.84, gave back $4481.00 in refunds, and was left $42,048.84 in Net Sales.
The final section in this column is the Fees section:
The Fees section breaks down any Ovationtix and Merchant Processing Fees, and then gives you your final Net Sales, after fees and refunds.
The Sales by payment type column gives basically the same information, but breaks it down by payment type, like so:
As you can see, this column is broken down into Cash, Visa, Check, etc. You will find that refunds and Net Sales are also broken down in this manner as you peruse your way down the column.
The column on the far right is a little different, as it just gives Gross Sales by point of purchase:
This column can be helpful if you're trying to determine what point of purchase brings in the most revenue. In this case, we can see that the vast majority of sales came from the box office.
As you continue to work your way down the page, you will see information about the actual things that you sold. This is the Details section, and it is broken down by Tickets, Products, Packages, and Donations.
As an example, check out the tickets section:
As you can see, it breaks down your tickets by both series and ticket type. If you look in the upper right hand corner, you'll see a radio button that gives you an option for "Series" or "Event". The view we're looking at above is series, and if you change it to event, this section will be broken down even further, into the actual events of your series.
As you get to the very bottom of the page, you'll find the Actions Bar, where you can choose to print your report, or export it to Excel:
Let's work our way back up to the top of the page now, and check out the other tabs. We just got done looking at the Advanced Summary, and as you can see in the image below, we also have Basic Summary, Order Details, Transaction Details, Patron Details, and Fundraising Details.
Basic Summary is just that: a basic summary of your sales. This leaves out things like fees, and is appropriate for showing to renters of your theater:
Order Details lists all of the orders based on your date range and filters:
A NOTE ABOUT ORDER DETAILS: When you're looking at this view, keep in mind that you may see items that are outside of the date range that you have entered. This is due to the fact that patrons can purchase multiple shows in one for. So, for example, if you're looking at a report of Event Date, and a patron has placed an order that has a show within that date range, and a show outside of that date range, you will see both of them in the Order Details tab.
Transaction Details breaks down those orders even further into their individual components. So if an order has two tickets, a package, and a barcoded e-ticket delivery method, they will all be listed:
Patron Details will list all of the patrons that made the purchases in your search:
Finally, Fundraising Details will list any donations made, based on the criteria you're searching for:
My Reports, when utilizing Date Range, Filters, and various views and tabs, enables you to keep close track of your revenue and ticket sales.
One last tip, if you're looking for what Ovationtix is actually paying out to you, or your statements, these can always be found by hovering over Tools, and clicking Statement History. You can also see what Ovationtix will be paying out in your next statement, by clicking where it says "Current".