This online tutorial details how to run various customer and client accounting reports.

Tutorials | How to Run Reports Select Reports and then the Run Report link. From the drop down menu, select the report that you would like to run and enter all the input parameters applicable to get the desired report. See specific report titles below for explanations and input parameters available for each report. Please note that today's date will be pre-filled in the Sales Date Range field for convenience. If other dates are desired, just click the blue "clear" link next to the text boxes and the fields will be cleared for your new input. You may also clear the dates you fill in the Performance Date Range text boxes by clicking the blue "clear" link next to them. All reports will filter the "event" drop down list based on the individual event's active/inactive status. However, inactive events will display if other input parameters are chosen that include the inactive event. Audit MOP - Method of Payment Report The Audit MOP report shows report totals the following ways: Sales totals by method of payment Donation totals by method of payment Overage totals by method of payment Sales and number of tickets sold by source You can have a summary report or show totals by each performance. This report also shows ticket inventory for each performance or in summary if selected. The following are input parameters for the Audit MOP report: Event Codes Events Venues (multiple venue selection supported) Sales Date Range Performance Date Range Toggle to show by each performance Toggle to show ticket inventory Toggle to show each performance adjusted before donations Daily Deposit Report The Daily Deposit report shows revenue by methods of payment, and shows the number of transactions for each method of payment. It keeps track of loss of revenue through price overrides, refunds, and exchanges, along with a detailed accounting for consignments and gift certificates. The following are input parameters for the Daily Deposit report: Event Codes Events Venues (multiple venue selection supported) Event Categories Sales Date Range Performance Date Range Toggle to prorate Consignment for each performance Extra Charges by Method of Payment Report This report shows all of your organization's extra charges, mailing fees, donations and taxes by performance date range or sales date range broken out by method of payment. This report will also show customer orders that have had the transaction fees overridden, indicated by an "adjustment" line item, and the total number of MOPs by tender type. Please note: Extra charges will be prorated if a split payment occurs or if fees are overridden. The following are input parameters for the Extra Charges by MOP Report: Event Codes Events Venues (multiple venue selection supported) Event Categories Tender Types Sales Date Range Performance Date Range Extra Charges by Performance Report This report shows all of your organization's extra charges, mailing fees, and taxes for performances date range or sales date range. This report will also show customer orders that have had the transaction fees overridden, indicated by an "adjustment" line item. You may run it in summary or show totals by each performance. The following are input parameters for the Extra Charges by Performance Report: Event Codes Events Venues (multiple venue selection supported) Sales Date Range Performance Date Range Toggle to show each performance Gift Certificate Report The Gift Certificate report shows the dates when Gift Certificates have been issued and/or redeemed, with their Gift Certificate ID numbers and the related Patron ID. It also shows the total amounts of Gift Certificates issued, redeemed, and outstanding. This report lists the Event Code each Gift Certificate was issued under, and the Event Code it was redeemed for. Note: Issued Gift Certificates will show in the report when the redeemed Gift Certificate is in the designated Sales Date Range even if the issued date is not. The following are input parameters for the Gift Certificate report: Event Codes Events Venues (multiple venue selection supported) Event Categories Sales Date Range Performance Date Range GL Distributions Report This report shows sales totals by GL (General Ledger) Distributions. It also shows how GL Distributions balance with different methods of payment. It also has a section for extra charges. No other fees are included in this report. The following are input parameters for the GL Distributions report: Sales Date Range Invoice Report This report for Subscription Renewals shows the Patron ID, issue date, invoice number and amount, and amount outstanding, along with the paid order ID, date paid and amount paid, if applicable. There is a column for Premium/Reduction that will show any changes in the totals between the invoice and related order. It also shows the amount outstanding for all invoices in the selected parameters and totals at the bottom. The following are input parameters for the Invoice report: Series Renewal Sales Date Range Marketing Code List Report This report shows a list of transactions and the last name, first name and ID of patrons who bought those tickets by marketing code, broken out by source. It also shows the MOP used, the number of tickets purchased, the event, and the amount paid for each transaction. A Total Ticket Sales summary is at the bottom. The following are input parameters for the Marketing Code List report: Event Codes Events Marketing Codes Sales Date Range Performance Date Range Toggle to Use Patron Marketing Flag Operator Reconciliation Journal Report This is a transaction-based report that can only be selected by sales date range, operator or operators, and source. It is broken into several sections. The first section of the report shows each customer order. A single transaction can have multiple rows in this section of the report if it is a split payment transaction. The next section of the report shows total ticket sales. The next section shows only extra charge totals and no other fees. The last section of the report shows sales by method of payment. The following are input parameters for the Operator Reconciliation Journal Report: Operator(s) Source(s) Sales Date Range Customer Profile Report This report will show customer information as set up in Customer Profile for targeted marketing and sales. You can set parameters to filter your report based on any of the following: Event Codes Events Venues (multiple venue selection supported) Event Categories Major Event Types Minor Event Types 4 Fields for Customer Attributes, using AND, OR, or NOT filters Sales Date Range Performance Date Range Address toggle Home Phone toggle Business Phone toggle Home Email toggle Business Email toggle Use Customer Marketing Flag toggle Marketing Label Format toggle Show Customer Attribute Values toggle Show Address Lines in Separate Columns toggle Use Sales Date Range to Determine Customer Donation Amounts toggle Use Sales Date Range to Determine Customer Sales Totals toggle Note: Checking the "Marketing Label Format" checkbox in this report will exclude any customers that are assigned attributes that have had the "Do Not Telemarket" checkbox checked. Running the report without "Marketing Label Format" checked will show the customer on the report as usual. Customers who have been marked "inactive" will be excluded from this list. Note: Checking the "Show Customer Attribute Values" checkbox in this report will display the actual total dollar amount of donations and/or sales for each customer that has been assigned donation and/or sales attributes. If this toggle is used in conjunction with the "Use Sales Date Range to Determine Customer Donation Amounts" toggle and / or the "Use Sales Date Range to Determine Customer Sales Totals" toggle, only the donations and / or sales amounts for the specified Sales Date Range will display. Payment Movement Report The Payment Movement report is a method of payment report. This report shows sales and refund amounts, and keeps track of the number of transactions for each method of payment. At the bottom of the report, the table shows the net total with all Exchange, Gift Certificate, and Consignment MOPs subtracted from the grand total. The following are input parameters for the Payment Movement report: Event Codes Events Venues (multiple venue selection supported) Event Categories Tender Types Sales Date Range Performance Date Range Performance Statement Report This report shows ticket sales by source and discount. The sales totals only reflect the base price of the tickets and no other fees. If a single event is selected, the report shows a table defining the price grid in use for that event. The following are input parameters for Performance Statement Report: Event Codes Events Venues (multiple venue selection supported) Sales Date Range Performance Date Range Toggle to show each performance Renew Subscriptions Report This report shows customer information and tickets purchased by subscription series. This report will only show orders with their original subscription seat assignment. If a subscription order is returned in its entirety, it will not show up in this report. At the bottom of the report, a Seat Conflict Table will display if any seats matching the parameters you have chosen are in conflict. A seat conflict can be caused by overlapping performances in series with different names, in a Flex Plan series when customers have chosen the same seats but across different performances, or if a customer returns one of his seats in his subscription for all performances in a series and then another customer buys that same seat for his subscription. The conflict section of the report will list the seat, customer name, and the transaction date so the operator can choose to which customer they wish to renew the given seats. The following are input parameters for Renew Subscriptions Report: Seasons Packages Series Sales Date Range Performance Date Range Address toggle Home Phone toggle Business Phone toggle Home Email toggle Business Email toggle Marketing Label Format toggle Note: If you check the "Marketing Label Format" checkbox in this report, only the selected toggle fields will show. Sold Out Status Report The Sold Out Status report shows the number of seats sold and number of seats available for an individual performance, along with the percentage sold. It also shows a summary of number of seats sold, number available and the percentage sold for all performances together at the bottom of the report. The following are input parameters for the Sold Out Status report: Event Codes Events Venues (multiple venue selection supported) Event categories Performance Date Range Transaction History Report This is a transaction-based report that shows all ticket sales and payments for each transaction, based on the input parameters you select. It will show report totals the following ways: Sales totals by ticket price Sales totals by payment amount Totals for ticket fees Totals for transaction fees Totals for taxes Totals for donations Totals for overages This report also displays overridden ticket prices. In addition to the overridden price displayed in the "Price" column, an asterisk will be placed in front of the Transaction ID number of the order to indicate an overridden price. Note: If an event, event code, venue, or performance date range is entered that includes other performances in an order, any donation and transaction fees will be shown prorated in the order. The non-prorated totals will display at the bottom of the report for your convenience. The following are input parameters for the Transaction History Report: Event Codes Events Venues (multiple venue selection supported) Sales Date Range Performance Date Range Show header at each order toggle--If you check this checkbox, the column headers will repeat at the top of each order to aid in reading the report. Note: If you have chosen to include transactions in this report that have been made prior to 04/25/02, grand totals will not be displayed. Unearned Revenue Report The Unearned Revenue report shows how many tickets are sold and returned for a performance, and net totals for refunded and sold tickets. This report shows what revenue could have been earned if no tickets had been returned. There is a summary report at the bottom that shows the total count of sold and returned tickets and the total dollar amount across all selected performances. The following are input parameters for the Unearned Revenue report: Event Codes Events Venues (multiple venue selection supported) Event categories Sales Date Range Performance Date Range Toggle to prorate fees for each performance Will Call List Report This report shows customer information and tickets bought by source, disposition, discount, and scale for selected performances. The operator can use toggles to include additional fields on this report. If the "Marketing Label Format" toggle is checked, only the selected toggle fields will show on the Will Call Report. Any Customer Profile Attributes you have previously selected for inclusion on the Will Call Report will also show here. Any ticket prices that have been overridden will be indicated by an asterisk in front of the Transaction ID number. Please note that the Will Call List report requires one or more parameters to be set before allowing "Generate". The Sales Date Range is limited to 180 days, and the Performance Date Range is limited to 21 days. The following are input parameters for the Will Call List Report: Event Codes Events Dispositions Seasons Packages Series Discounts Sources Sales Date Range Performance Date Range and the following toggles: Show Customer Address Show Customer Home Phone Show Customer Business Phone Show Customer Home Email Show Customer Business Email Show Order Note Show Related Customer to Order Show Birthdate Use Customer Marketing Flag Marketing Label Format Note: If the "Use Customer Marketing Flag" is checked, the "Marketing Label Format" toggle will be automatically checked as well. Delivery Method for All Reports: Check the checkboxes next to HTML and/or email to display the desired report. If email is selected, fill in the email address of person who is to receive the report. This address must be entered twice to confirm that it has been entered correctly. Click "Generate" to generate the report, and click "Done" when you are finished. If you've selected email as the delivery method, a CSV (Comma Separated Value) file will be emailed to the address you specify on this screen. A CSV file can be opened using Excel or any other program that can read CSV files. To open in Excel, launch Excel first, then "Open". Navigate to the location of your saved CSV file, and select it to open. When presented with formatting options, select "delimited" and "comma" in the Excel format screens. Click "Finish" and the report will be properly formatted for manipulation in Excel. If not all information is visible in a column, double clicking at the top of the column expands it to the largest entry. Instructions on creating mailing labels are included in the tutorial "How to Create Mailing Labels" under Help. Tips for Reports: Adding the Extra Charges by Performance Report total, the Performance Statement total, and any overage and donation totals together should equal the total amount shown in the Audtit MOP Report. You must enter the exact same parameters such as sales date range and event in all reports to get accurate results. Please be sure to select at least one parameter to refine your reports. Trying to run a report with no parameters entered will cause an error message, reminding you to enter at least one valid input parameter to run your request. Choosing solely the venue name in the drop down is not a sufficient parameter, and you will be prompted to enter another parameter to run the reports. Clicking "Generate" multiple times before a report has finished will display an error asking you to wait for the current report to finish before running another, or to click the "Done" button to leave Reports. Limiting Report Availabilty By Managing Roles: If you wish to limit all available reports for a given role to a specific event only, follow these steps: Go to Admin --> Role Management Create a new role Select type of privileges to be "Event" Choose an event Choose "Run Reports" for privileges granted Click "Submit" Go to Admin --> User Management and select a user to assign this role In Reports, that role should now only see the selected event, but all report types. If you wish to limit the available reports for a given role to a specific report only but allow them to be run on all events, follow these steps: Go to Admin --> Role Management Create a new role Select type of privileges to be "Report" Choose whatever report you want available from the drop down list of reports Select "Run Report" for privileges granted Click "Submit" Go to Admin --> User Management and select a user to assign this role In Reports, that role should only see the selected report, but all events. If you wish to limit the available reports for a given role to a specific report and a specific event only, follow these steps: Go to Admin --> Role Management Create a new role Select type of privileges to be "Event" Choose an event Select "Run Report" for privileges granted Select type of of privileges to be "Report" Choose the report you want the role to access Select "Run Report" for privileges granted Click "Submit" Go to Admin --> User Management and select a user to assign this role In Reports, that role should only see the selected report and selected event.

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