Using the Box Office Balance report feature in Ovationtix, you are able to reconcile a certain period of transactions through your box office by order taker, and have an easy way to "cash out" or close a drawer at the end of a shift or work period. You will be able to pull a report for every transaction that occurred during the time period you filter for, with a quick view of the time the order was placed, the name of the initial order taker, the tender type, the transaction type, the order number, order amount and sale type. You or your box office staff can then export this report to a CSV or Excel document to sort further or print.
Note: this tool pulls only transactions that were processed through your Box Office (in Quick Sell Plus). It does not account for any online sales processed by your patrons on the web or phone sales processed by the Ovationtix Phone Room.
This article will show you the basic functionality for the Box Office Balance tool, and the different ways you can use it to suit the needs of your organization.
To access Box Office Balance, hover over Reports and click on Box Office Balance.
As you can see, the tool will default to today's date from midnight to 11:59pm, and any users that were active in your box office will be available to include in your report.
If you need to change the date or date range for your report, click into the From/To fields to bring up a clickable calendar. Click on the dates to adjust the time period you'd like to view transactions for. The currently selected date will be highlighted in yellow as you can view below. You can also run the report for any time of day by adjusting the time with the corresponding drop down menus.
Once you have selected your desired transaction range, click to check the boxes next to the Users you wish to run your report for. You can also choose to run it for all users who took orders during the transaction range by checking the All Box Office box.
Note: The users who are available for selection in this list took orders while logged into their Ovationtix user accounts for your organization. If you would like to add users for your box office, hover over Tools and click on Users. There you can click the green Add a User button to create accounts for them with unique logins, and choose permissions for each person who will be taking orders in your box office. This way, their transactions are attributed to them on the Box Office Balance report.
Now you're ready to run your report! Click on the green Refresh button and your result will look something like this:
As you can see, here your transactions have been grouped by tender type, and Gross Sales, Refunds and Net Sales have been broken out for you. If you click the blue [view] hyperlink next to the word Details at the bottom of this box, the result will look something like this:
Here, you can view all separate transactions processed during the time period you've run your report for. You can also sort your data in ascending or descending order by column header: Time, Order, Orig. Order Taker, Type, Amount and Tender Type. To do this, just use the little grey arrows to the right of the column header.
If you would like to further sort, total and print this data, you can now click one of the Export Options at the bottom of the box to save it as a .csv or Excel doc.
The export will look something like this:
Using Box Office Balance, you can quickly reconcile a drawer and view overall box office transactions for any time period or order taker.