Automated Process Idea by Jeff Flynn:
Devendra has developed a very good advance ticket solution.
However, it can be improved and automated, I would think pretty easily.
Here‰Ûªs the process:
1)
Set up advance sale tickets out of daily sales
2)
Direct the gl to go to a separate deferred
account in our gl
3)
Admissions can sell the ticket at the
counter, on a boca printer
4)
System tracks valid tickets
5)
We are making these a ‰ÛÏredeem until‰Û item ‰ÛÒ
meaning we will sell them with a set expiration date
6)
When redeemed, admissions presses ‰ÛÏscan ticket‰Û
button, the ticket is scanned, which voids it
7)
The admission person puts in a credit for the
ticket price in as an ‰ÛÏother payment‰Û method
8)
They then ring in a sale of a ticket ‰ÛÒ this
increments attendance, and credits revenue
9)
Finance will need to reclass the ‰ÛÏother payment‰Û
method to debit the deferred revenue account
10)
At expiration, tickets need to be manually
voided, and then reclassed out of GL
______________________________________________________________________________
The process appears to be solid. However, with just a
LITTLE work you can automate the entire process (CHANGES
IN BOLD)
1) Set
up advance sale tickets out of daily sales
2) Direct
the gl to go to a separate deferred account in our gl
3) Admissions
can sell the ticket at the counter, on a boca printer (would be helpful to have a little more control/area for
printing)
4) System
tracks valid tickets (have system track both valid
tickets as well as price sold)
5) We
are making these a ‰ÛÏredeem until‰Û item ‰ÛÒ meaning we will sell them with a set
expiration date
6) When
redeemed, admissions presses ‰ÛÏscan ticket‰Û button the ticket is scanned, which
voids it Change this so the ticket can be directly
scanned without hitting a button, and it pops up the credit, relieves
the amount from the valid tickets list, and charges this to the deferred gl
account
7) The
admission person puts in a credit for the ticket price in as an ‰ÛÏother payment‰Û
method
8) They
then ring in a sale of a ticket ‰ÛÒ this increments attendance, and credits
revenue
9) Finance
will need to reclass the ‰ÛÏother payment‰Û method to debit the deferred revenue
account (system will do the accounting, and have a
priced audit list of valid tickets
10) At expiration, tickets need to be manually
voided, and then reclassed out of GL (Finance can trigger a routine that searches for expired
tickets, voids them and produces a list with pricing for voided tickets)
______________________________________________________________________________
If the system has a good audit trail, multiple types of
deferred tickets could be run thru the one account.
We are also trying to do hotel passes ‰ÛÒ a few differences:
1)
They are sold at a discount
2)
We typically invoice for these ‰ÛÒ and need an
invoicing feature (note these are typically handled by group sales, but #3
makes us need, for now, to handle as a daily sales item(
3)
They will however, have a set expiration date vs
a set attendance date still
We are not sure if we can format different ticket formats
(ie different wording for hotel versus advance sale versus combo tickets).
Also, without a good audit system, we would set up multiple deferred accounts
for tracking.
I do believe though that the changes above give Altru a
truly automated advanced sales capacity ‰ÛÒ and one we definitely could use.
