Reservations and Sales Reports

Reservations and Sales Reports

This note describes the ten reports that give information on reservations and orders, organized by the reports themselves. Click here to see a note on those reports organized by their uses.

There are

  • five reports that give information on one event at a time,
  • two reports that give summary information for a list of events, and
  • three reports that display lists of orders, in three different organizations
  • The Reservations report, reached by clicking on thersvns button in the line for a specific event, lists all the reservations for a single event, and is intended for use at the door. In the interests of keeping the printed version of this report compact, information which is not useful to ushers has been left out. Please note that you can choose how this report is sorted by clicking on the column headers. Tooltips for the first and last name columns display the email, phone number, and authorization code for the order. A Holds button at the top will take you to the bottom section of the report where holds, as opposed to reservations, are listed. In addition to the default, on-screen presentation of this report, there are two variants:
    • Click on the Printable link at the top to get a version that is tailored for printing.
    • Click on the Show scans in the Options bar to add scan information for customers who are using phones or tablets to scan QR codes on entry.
  • The Sales report, reached by clicking on the sales button in the line for a specific event, provides details about the orders sold for reservations to the event. This is the report to use o see financial details for the event, or when you are asking us to cancel a reservation. In the latter case, we will ask for the Authorization code for the order from the Txn ID column.
  • The Seats report, reached by clicking on the seats button in the line for a specific event, shows the seat map including seat dispositions when the event’s seating is reserved, or a summary if the seating is general admission (GA). When the seating is reserved, hold the mouse over a reservation to see order details, and look to the bottom of the report for the seat disposition summary. When looking at this page, you can click on the map button to the left of the address. That action passes the venue address to Google Maps and opens the result in a separate browser tab.
  • The Emails report, reached by clicking on the emails button in the line for a specific event brings up a separate browser tab with a comma-separated list of emails for the the event’s patrons. See this note for details on how to use the system to send to send out a blast to those email addresses.

Immediately above the report content is a bar with event navigation controls. In addition to Previous and Next links, there are dropdowns with lists of all previous (going back 24 months) and next events.

Moving up, the bar above the event navigation bar is an Options bar that lets you move between different aspects of essentially the same information. On a platform with a pointing device (i.e., a PC, and not a tablet), hold the cursor over the buttons to get detail on what they do. For example, the rsvns and sales buttons will let you go back and forth between the Reservations and Sales reports without having to go back to the dashboard.

The Rervations and Sales reports can be downloaded as .CSV files, and then read into Microsoft Excel and other spreadsheets, by clicking on the Download link in the Options bar.

These two reports list a set of events, with summary information about each. The + symbol at the left of the colored button indicates the report is on multiple events; the single event report buttons have no +. Both of these are in the Reports panel of the dashboard.

  • +rsvns Reservation summaries by event: This report presents numbers of tickets sold for each event within the specified date range. The rightmost column is the total number of tickets sold for the events, and the two columns to its left are breakdowns by ticket and seat type, respectively. A more detailed breakdown is available, one event at a time, via the seats buttons in the Events panel of the dashboard. This report does not display prices; use the sales reports for that information. There is no report that breaks reservations down by both ticket and seat types; we found that level of specificity bewildering when we tried it out.
    +sales Sales summaries by event: This report is actually a version of the Disbursements page that lets you see how much money you can expect to be paid for future events, without of course letting you schedule the disbursement (since the events need not have taken place yet). This report includes cash and check sales in the Other column, whereas the Disbursements report is innocent of all but charge orders.

Look for links and buttons at the top of a report to get to most of the other reports. These links will save you going back and forth to the dashboard to navigate the reports and events.

The three Orders by … reports are all composed of lists of orders, but with different organizations. The + symbol at the left of the colored button indicates the report is on multiple events; the single event report buttons have no +. Some of the columns in these reports are links to more detailed information; hover the mouse cursor over those links and a tooltip will display what the contents of the drill-down will be.

  • +chron Orders by purchase date: This report shows purchases in the order they were made, and is intended to replace the legacy Revenue report. The legacy Revenue report also included charge failures, which this report does not contain. Instead, charge failures now have a report of their own, reachable via the Charge failures link in the Administration panel of the dashboard.
  • +name Orders by purchaser name: This report sorts purchases by the name of the patron who made the purchase, and has replaced the legacy Patrons report. Historically, this has been the report most commonly downloaded in .CSV format.
  • +credit Orders by credited name: If you have used the Custom order field section of the Webstore settings tab to add an extra field to the checkout page (e.g., Cast member to credit), the contents of that field are listed in this report.

Look for links at the top of the reports to get to most of the other reports. These links will save you going back and forth to the dashboard to navigate the reports and events.

All three order reports can be downloaded as .CSV files, and then read into Microsoft Excel and other spreadsheets, by clicking on the Download link in the Options bar.

Filtering

The event summary and order reports described above have an event-based filter field after the date range, in addition to the standard search field that all tables in the system have (immediately above the content toward the right).

Type all or part of the name of a production in the field to the right of the label for events matching to restrict the entries in the report to those matching the contents of the field. Totals at the bottom of the report are recalculated to include only lines matching the filter. Please note that totals are not adjusted by filtering using the Show only lines matching filter at the right just above the contents.

Calendar Presentation of Events

In addition to next and previous event links, and drop-downs to see a list of the events, there is also a Calendar of events link for seeing your schedule laid out in a familiar format, rather than in a list.

Scanned tickets for current event

Click on the scans Scanned tickets for current event button in the Reports panel of the dashboard. The link will take you to the Reservations report for the soonest upcoming event (or if there are no future events, the most recent past event). The link is configured to have scans showing, the opposite of the normal default for that report.