Date Reports

This topic describes the reports available from the Date menu.

Operator Payments Reports

By Productions

This report shows individual payments taken against each production within the date range specified. Details include:

• Patron name
• Sale ID
• Ticket payment value
• Fee value

Separate summaries are provided by payment group and type.

By Performance

This report shows individual payments taken against each production and performance within the date range specified. Details include:

• Patron name
• Sale ID
• Ticket payment value
• Fee value

Separate summaries are provided by payment group and type.

Transactions

This report shows transactions broken down by payment type and date and time for the operator(s) selected. Additional details include:

• Credit card payment information
• Patron/addressee
• Phone number
• Post code

If the option to show allocation detail is selected, ticket and product detail related to the payment transaction will also be displayed. This additional information includes production and performance date and times.

This report presents a slightly different view of the same data contained in Operator Payments > By Type.

By Type

This report shows transactions broken down by payment type and date and time for the operator(s) selected. Additional details include:

• Operator ID
• Patron/addressee
• Phone number
• Post code
• Refund reason

If the option to show allocation detail is selected, ticket and product detail related to the payment transaction will also be displayed. This additional information includes production and performance date and times.

This report presents a slightly different view of the same data contained in Operator Payments > Transactions.

End of Day Summary

This report shows transactions broken down by payment type and date and time. Details included are:

• Operator ID
• Payment value
• Current value
• Future value
• Products and unallocated value

The report runs for the current day only and should reconcile to the Operator Payments > Transactions and Operator Payments > By Type reports if they have been run for a single day.

Current value includes the payment amount for seats in performances that day or prior.

Future value includes the payment amount for seats in performances in the future.

Products and unallocated value should represent the payment value minus the current value and the future value.

Summary

This report is a simple report that displays payment type and summarise value for the selected operator. This report should reconcile to the Operator Payments > Transactions and Operator Payments > By Type reports.

By Type and Period

This report provides a summary of payment values for each payment type.

Grouped by the ID of the production or product (depending on which purchase types were selected).

Operator Shifts

This report shows shifts that were either opened or closed within the date range specified. This report includes the name of the operator who opened or closed the shift.

Web Payments

This report shows web payments made between the selected dates. Information is broken down by production and then time of booking. This report lists:

• Booking ID
• Customer
• Payment type
• Sale total
• Web reference

Standalone items (not production related) such as like donations, merchandise, programmes, are also detailed.

The report is used to reconcile fund transfers from a customer’s web gateway. Web sales which have been subsequently altered by staff can affect the ease of reconciliation so we have two modes operation for the report:

1. Payments processed solely by the web operator. These should match with bank statement entries.

2. Payments not processed solely by the web operator. This could include seats added by another operator or changes to the payment allocation.

When the report is run in both modes, the sale items on both reports should collectively match the payment value. If there are unbalanced sales these will be flagged for investigation.

Unbalanced Sales

This report shows unbalanced sales within the selected date range, e.g. a sale where seats are marked as paid but no payment has been entered. Information is broken down by booking ID and lists date, customer and the difference causing the imbalance.

This report uses the date the sale was created, not the date seats were added or changed, nor the date payments were made.

In particular, this report shows sales where the sum of all payments (including voucher payments) is not the same as the sum of all paid items (i.e. sum of all ticket prices for seat that are marked as paid, plus the sum of all products/fee/sold voucher prices where the item is marked as paid).

This report does not take into account items that have not been marked as paid.

Sales Summary Reconciliation

These reports show all sales made within the selected date range. Information is broken down by sale item/event and then payment type. The reports list the seat count (quantity) and gross takings for each item/event.

The sales summary reconciliation reports by the date the sale was created (not the date seats were added or changed, nor the date that payments were added).

The first part of the report shows payment allocations, i.e. seats (broken down by production) and products (broken down by product type) that have been marked as paid and for which a payment has been allocated. This section does not include reserved but unpaid seats, nor unbalanced sales.

The 'value' totals are the amounts allocated (if a $30 seat only has $15 payment allocated to it, it appears in the report as $15). The 'quantity' totals are ticket/product counts (in the case of products, it’s a sum of the product 'quantities'. Therefore, if a programme product appears on the sale as quantity = 2, this counts as 2, even though there is only one line item on the sale.

The second part of this report show payments only, subtotalled by payment type. Credit-card payments are grouped together and subtotalled. The 'value' totals are payment values, regardless of whether or not they are allocated to anything. Refunds are counted negatively against subtotals/totals. The 'quantity' totals are payment counts, not seat/product counts.

The 'quantity' total for the first part shouldn't be compared to the 'quantity' total of the second part. One is a total of seats/items, the other is a total of payments/refunds (refunds count as negative in this total).

The 'value' total for the first part will match the 'value' total for the second part if and only if the total of payments matches the total of allocations. Unbalanced sales will make them not match (i.e. payment added but seats/items not marked as paid, or seats/items marked as paid but no payment entered).

As these reports are by sale date only, their totals probably won't match reports that are by:

• Allocation date
• Payment entry date
• Payment entry shift
• Seat paid date
• Seat paid shift
• Booked/sold reports (they include unpaid seats, and usually report on ticket prices, not amounts actually allocated)
• Production (they only report on a single Production, not usually a date range)
• Performance (they are usually by performance date)

Editing sales after-the-fact (e.g. fixing up unbalanced sales) will change the totals in these reports. This means you can make a non-balancing report balance, and it also means that subsequent operator changes can unbalance the report.

Subscription Sales Analysis

This report shows subscription or package sales for a given season/package and for performances on a given day. This is a special report used by a single customer.

This report lists:

• Season/package
• patron’s name
• Count of productions paid and unpaid (i.e. a count of distinct productions, not of seats)

Sale Audit Trail

This report shows a complete audit trail of all changes made to sales over the date range for selected operators. The report includes a line for each instance of:

• A seat being added/changed/deleted
• A seat being marked paid or unpaid
• A seat being printed
• A product/fee/voucher being added/changed/deleted
• A product/fee/voucher being marked as paid or unpaid
• A payment being added

For all items, the date, sale ID and operator are listed, together with a brief description of what happened and the value of the item in question.

For seats, the production ID and performance date and the seat area/row seat are shown.

For products/fees/vouchers, the product ID and quantity are shown.

For payments, the payment type, ID and name are shown.

Project Report

This report shows sales made within a given date range. Information is broken down by project code and lists:

• Event start date
• Nominal code
• Current and future gross takings
• Seat count
• Number of events listed under each project code

The date range for this report is by the date that the seat was marked as paid/unpaid. Seats that were marked as paid within the date range are counted, and seats that were marked as unpaid are discounted. Seats whose paid status did not change are ignored.

If the performance date for the seat is before the end date of the specified date range, the ticket price value is taken as 'current'. However, if the performance date for the seat is after the end date of the specified date range, it counts as 'future'. The 'future' total includes seats for future performances (future=after the date range). The 'current' total includes everything else.

This report may include seats for which no payment has been received (i.e. unbalanced sales).

Performance Analysis

This report shows total gross takings and seat count for both sold AND reserved tickets and lists the number of events in a selected space (e.g. Cinema 1) for a specified date range.

This is a special report for a single customer who uses the booking system to book seats in boats, so the patrons are 'passengers'. The report is by date range (performance date) and venue (in their case, a departure point).

This report breaks totals down by day of the month. If the report is run over a date range that is longer than one month, the day-of-month figures for each month will be lumped together, e.g. sales for 1 January and 1 February are counted together in the same total. This isn't an issue for the customer that uses this report as they run it for month-long date ranges.

Productions Categories

This report shows total gross takings and the seat counts for different event categories e.g. educational. Information is broken down by category.

The date range is by performance date. This includes only paid seats and only uses the current state of bookings. This report does not use allocation, i.e. totals are ticket price totals, not payment totals.

Production Types

This report shows total gross takings and seat counts for different production types e.g. Archive, Children’s Drama etc. Information is broken down by type.

The date range is by performance date. This includes only paid seats and only uses the current state of bookings. This report does not use allocation, i.e. totals are ticket price totals, not payment totals.

Ticket Sales

These reports display ticket count and value for the selected productions.

The date filter really drives the different report variations and reports ticket sales by:

• Sale date
• Performance date
• Payment date
• Allocation date

Within these variations there are two distinct types of report:

• Non-period report. This type of report optionally includes a book type break down by production and an overall book types summary.
• Period report. This type of report is typically run for a seven-day period and will bucket the sales according to the book type, ticket price and date and time of the performance.

Detail includes ticket price, ticket count, gross value, sales tax and net amount.

These reports include a separate book type summary for each production.

Sales Detail

This report shows a simple sales listing of products and tickets for each selected operator. The report includes:

• Product/performance description
• Quantity
• Value
• Sales tax amount
• Net value

Overview Summary

This report shows ticket quantity and price data, in date order of the production’s first performance. The report is grouped into two types of sales:

• Period sales are those made within the selected period
• Total sales are all sales up until the date and time the report is run

A booking within the period is defined as:

• A seat that is added to the sale within the period
• The seats last paid action is not ‘Y’ (paid)
• The seats last change action must not be a deletion

A sale within the period is defined as:

• A seat whose last paid action is ‘Y’ (paid). The seat could have been added to the sale outside of the selected period.
• The seats last change action must not be a deletion

A seat’s price may change after it was added to the sale. If this occurs, the latest price for the seat within the period will be used.

Overview Summary Snapshot

This report shows ticket quantity and price data, in date order of the production’s first performance.

The report is grouped into six columns:

• Period Sales: those sales in existence as at the snapshot date
• Period Booking: those bookings in existence as at the snapshot date
• Period Total: the combination of sales and bookings in existence as at the snapshot date
• Total Sales: includes all sales up until the current date and time the report is run
• Total Bookings: includes all bookings up until the current date and time the report is run
• Total: includes all sales and bookings up until the current date and time the report is run

A seat’s price may change after it was added to the sale. If this occurs, the latest price for the seat within the period will be used.

Payment Reference

There are various payment types against which a reference can be saved, including EFTPOS, Invoice, Agency, and Comp payments.

This report groups payments by their type and the production to which they relate. The report include the following details:

• Payment date
• Sale ID
• Payment value
• Operator ID
• Patron name
• Payment reference

Comparative Sales

This report compares current sales with those made in previous years. For example, if you select a sales period of last week, the same week from previous years will be included in the report.

Sales are broken down into products and productions for each operator selected. Quantity and payment values will be displayed.

Credit

Available Date > Credit reports are:

• Transactions Audit
• Balances

Transactions Audit

This report shows movements of credit vouchers. Information included is:

• Patron name
• Date credit action taken
• Issue value
• Redemption value
• Closing balance

Balances

This report shows what the current liabilities are in terms of credit.

Information included is:

• Patron name
• Last credit action date
• Original issue value
• Current value

Sales By Source

This report breaks down ticket sales according to their source (sales channel) and groups the data by:

• Project
• Department
• Production category

There is an additional summary at the footer of the report, grouping by source only.

Details include sale count, seat count, price and percentage.

Promoter Summary

This report summarises all the promoter’s productions whose performances fall within the selected date range. The report includes:

• Booking source (Web, Counter, Phone)
• Ticket count
• Percentage of capacity
• Ticket value
• Inside charge

Seats must be marked as paid to be included.

An equivalent report can be generated from the Web module.

Donations

This report shows donations grouped by their source (which is the product type). Information included is:

• Sale ID
• Payment date
• Value
• Patron name
• Patron contact details

Product Sales

This report shows product sales within the selected date range for all products marked as paid.

• If no production is selected, all product sales within the specified period are reported.
• If a production is selected, the report returns all products on the sale if the sale includes tickets for the selected production. The report operates in this manner as there is no explicit link in the database between products and the production to which they might relate. If the sale includes tickets for the selected production and tickets for additional productions, the products will appear in the report and be highlighted.

Information included in the 'Detail' report is:

• Sale ID
• Sale date
• Product description
• Quantity
• Price
• Value
• Net value
• Operator ID
• Patron name

Information included in the 'Summary' report is:

• Description
• Quantity
• Price
• Value
• Net value

Note: Products must be marked as 'Paid' to appear in the report.

Points

Available Date > Points reports are:

• Statement
• Future Expiry
• Expiry Term Analysis

Statement

This report shows points activity within the selected date range. Records are sorted by patron name.

Information included is:

• Patron ID
• Patron name
• Opening balance
• Earned points
• Redeemed points
• Refunded points
• Manual items points
• Expired points
• Adjustments
• Closing balance

The opening balance is any unexpired points and points whose expiry is greater than the start date, earned/recorded prior to the start date.

Earned points are those earned from a sale (Source = E) within the date range.

Redeemed points are any points redeemed (Source = R) within the date range whose value is less than or equal to 0.

Refunded points are any points refunded (Source = R) within the date range whose value is greater than 0.

Manual items are any points manually created (Source = M) within the date range.

Expired points are any points whose expiry date falls within the date range.

A points record can be edited and any changed points values are un-audited in the database. Points are flagged as 'Adjusted' to indicate that there has been a change in an earned or manual item (Source = E or M) record that may compromise a statement reconciliation (period to period). The change could be to the points value or simply a change to the expiry date. The flag is set if the changed date falls within the period and the changed date is <> the Date. The idea of the flag to caution the user as to the integrity of the statement record.

The closing balance includes unexpired points and points whose expiry is greater than the end date, i.e. points recorded prior to the end date.

Future Expiry

This report shows patron points expiring in the future, using the current date and time as the starting point. The points due to expire are grouped according to the selected period type, which is weeks or months.

The weeks bucketing is derived from the day the report is run. The function counts the number of days between the run date and the expiry date (not including the run date). For example, for a report run on 31/03/2010 (a Wednesday), an expiry date of 26/04/10 will show in the 3 weeks bucket, representing Wednesdays on the 7th, 14th and 21st of April.

Detail included is:

• Number of periods
• Patron ID
• Patron name
• Points accrued for that expiry date
• Points due to expire
• Percentage of points expiring (expiring/accrued)

Expiry Term Analysis

This report shows points that have expired in the previous number of months as selected. This represents a term analysis to see if the lifetime of the points affects expiry. For example, one would expect that points of a shorter duration would expired unused more frequently.

The term is derived by grouping the patron’s points that share the same expiry date and taking the first accrued date (either earned from a sale or manually created) from this group to calculate the term bucket in weeks.

The weeks bucketing is derived from the day the report is run. The function counts the number of days between the run date and the expiry date (not including the run date). For example, for a report run on 31/03/2010 (a Wednesday), an expiry date of 26/04/10 will show in the 3 weeks bucket, representing Wednesdays on the 7th, 14th and 21st of April.

Detail on the report includes:

• Term in weeks
• Points expiry date
• First accrued date
• Patron ID
• Patron name
• Points accrued
• Points expired
• Percentage of points expired (expired/accrued)

A basic series graph is displayed when the report is run as a summary.

Unpaid Tickets By Sale Date

This report shows a list of all sales that contain tickets that have not been marked as paid. Th number of tickets is the number of tickets on the sale that are unpaid. Paid tickets don’t appear in the report.

Details included are:

• Sale ID
• Sale date
• Patron name
• Production names
• Home phone
• Number and value of tickets

Run Summary

Available Date > Run Summary reports are:

• Run Summary
• Period Sales

Run Summary

This report breaks down full or main price ticket sales, concessions and complementaries across a range of productions.

The first five selections are geared toward narrowing the list of productions:

• Initial date range
• Production types
• Distributors
• Projects
• Departments

For example, those with performances that fall within a certain date range and those that have certain characteristics, defined by their type, category, department and association to a project.

Once the list is narrowed, a sale date range is selected. By default, the from date on the calendar will display the date of the first sale for the selected productions, which allows you to capture all sales (to the current date and time) for the selected productions. You can also target a specific date range.

Information included is:

• Seating capacity (the number of seats available for each performance)
• Total sold (all paid tickets)
• Financial capacity (the sum of the maximum available seat price for all seats in the performance)
• Ticket yield (the sum of all tickets sold, where Paid = Y)
• Accounting code
• Summary data for gross, net and sales tax

Ticket types are:

• Full price sales are sales where the ticket sale price equals the maximum ticket price charged for a seat.
• Main price sales are sales where the ticket sale price equals the default seat price according to the pricing plan for the performance.
• Comps are tickets where the sale price is 0.
• Concession sales are sales where the ticket sale price does not equal the full or main price and is not a comp.
• Unpaid sales are tickets booked but not paid.

For each ticket type, a count is given, together with the value and percentage of all tickets sold.

Period Sales

This report was developed primarily as a CSV extract, but can be run as a standard report. The report looks at period sales, those within the date range specified, and total sales, which are all sales up until the time the report is run.

The first selection asks whether or not productions will be filtered. If Yes is selected, a further series of prompts are displayed that are geared toward narrowing the list of productions.

When selecting the sale date range, the from date on the calendar displays the date of the first sale for the selected productions. This means that all sales can be captured, up to the current date and time, for the selected productions.

The performance detail extract is a report that does not include the standard header and logo and is constructed for easy import into MS Excel.

Report detail includes:

• Production name
• Performance date
• Seating capacity (the number of seats available for each performance)
• Total sold (paid tickets)
• Period comps (tickets with 0.00 face value booked within the sale date range)
• Period count (the count of tickets, paid or otherwise. booked within the sale date range)
• Period value (the value of tickets booked within the sale date range)
• Total comps (all comps to date)
• Total count (count of all bookings, paid or otherwise, to date)
• Total value (value of all bookings, paid or otherwise, to date)
• Seats available
• Seats held
• Inside charge
• Fees (service fees such as booking fees, postage, etc, on all non-comp tickets booked to date)
• Printing (service fees on all comp tickets booked to date)

APRA

This report satisfies APRA reporting requirements and breaks down sales by their book type along with payments taken.

Sales are defined as those tickets marked as paid.

The performance date range is selected, which is ten used to return a list of productions that have a performance scheduled in that range. If you select displaying performances outside the date range, such performances are included if the production falls within the initial date range.

There are two variations of this report:

• Date > APRA > Capacity Analysis. This includes venue capacity and % full.
• Date > APRA > Bookings. This includes only booking information and the venue name.

Sales By Account Code

This report breaks down ticket and product sales on which payments have been allocated according to their account code. You can filter the date by payment date or by allocation date.

Information included is:

• Account code (which is associated to the production)
• Sales (the number of sales)
• Item count (the number tickets sold)
• Amount (gross sales value)
• Net
• Tax (the amount of sales tax)

All Advanced

This report shows sales for all future performances and illustrates how they are tracking in terms of financial capacity.

The first five selections are geared toward narrowing the list of productions:

• Production Types
• Production Categories
• Distributors
• Departments
• Productions

For example, those with performances that fall within a certain date range and those that have certain characteristics, defined by their Type, Category, Department and association to a Distributor.

There are three other selections:

• Sale Date Range limits the sales reported to a certain period. Select the date range from the calendars.
• Display Performance Detail (Yes/No)
• Sort Order (by ProdID, Start Date or Title)

Report detail includes:

• Seating Capacity: The number of seats available for each performance
• Financial Capacity: The sum of the max(available seat price) for all seats in the performance
• Sales Count: The count of all tickets sold (Paid = Y)
• Sales Count %: The percentage of sale count over seating capacity
• Sales Value: The value of paid seats
• Sales Value %: The percentage of sale value over seating capacity
• Reservation Count: The count of all tickets confirmed but not paid
• Reservation Value: The value of seats against their reserved book type
• Comps: Tickets paid at $0 (these seats will also be included in Sales)
• Holds: Seats marked as held
• Available: Totals seats less sales, less reservations, less helds
• Accounting Code

Grand totals across all production also provided.

Vouchers

Available Date > Vouchers reports are:

• Issued
• Expired
• Redeemed

Issued

This report shows shows all comp vouchers issued within the selected date range. Information is broken down by type of voucher and lists:

• Number of vouchers
• Number of seats this equates to
• Total value (where applicable i.e. valued vouchers)
• Total sold value

The detailed report is broken down into every individual voucher and lists:

• Issue date
• Booking ID
• Who the voucher was issue to
• Expiry date
• How many seats the voucher is worth
• Voucher value
• Sold value

The voucher value and the sold value may not (probably won't) tally:

• The sold value is the price for which the voucher was sold, whether it be a value-based voucher or a seat-based voucher.
• The voucher value is the value remaining on the voucher, i.e. with redemptions subtracted, and only for value-based vouchers.

Expired

This report shows issued vouchers that have passed their expiry date. The break down is the same as in the Date > Vouchers > report.

Redeemed

This report shows redemptions of vouchers made within the selected date range. The report is broken down by voucher type and lists:

• Date
• Sale ID
• Patron name
• Voucher ID
• Redemption value (number of seats or a value, depending on the type of voucher)
• Voucher count
• Seat count
• Value for each voucher type

Booking Frequencies

This report shows a patron’s bookings bucketed into distinct production counts. The report highlights what percentage of patrons booked for single events, compared to multiple events.

For each bucket, information included is:

• Number of tickets purchased
• Ticket value
• Average value

Production buckets are 1, 2, 3-5, 6-10, 11-15, 16-20 and 21+.

For example, a report might show that John Smith booked 12 tickets across 3 different productions within the date range. His bookings would be reported in the 3-5 bucket.

Membership Sales

This report shows a summary of memberships sales. Information included is:

• Quantity
• Value
• Sales tax
• Net

grouped by product category.

Membership and Attendance

This report shows details for patrons belonging to the selected membership category and attendance at events paid for using their PatronPoints.

When specifying a points value through which to limit your results, you must select one of the following operators:

> Greater than

< Less than

= Equal to

<> Not equal to

Fields included are:

• Name
• Address
• Postcode
• Home Phone
• Membership Category
• Membership Issue Date
• Weeks Since Issue
• Points Balance

Sort by either:

• Postcode
• Surname
• Weeks Since Issue

Note: Only those events will display where the points redemption occurred on or after the membership issue date.

Points balance is taken as the end date of the issue date range.

Production Targets

This report compares target seat count and values against actual for paid tickets.

Productions will only appear in the report where targets have been specified.