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Creating Ticket Orders
Use the Create button on the Ticket Orders page to enter an order a buyer pays by check, cash or another offline method. This guide explains every section of the Create Ticket Order form, and how to record the payments of an order paid on a schedule.
What an entered order includes
An entered order is built the same way as an order placed on the ticketing form. It gets one ticket per ticket bought. A table tier gets one seat per place at the table and a table on the seating chart, hosted by the buyer.
An order paid now is recorded as paid in full. Its payment appears under Revenue with the payment method you choose.
An order on a schedule is recorded as Unpaid. It is owed in scheduled payments, and each payment you record appears under Revenue on its own date. The order becomes Paid when every scheduled payment is paid. Its seats are held from the day it is entered, and it counts toward ticket sales and amount raised from that day.
Entering an order sends no e-mail. Use Send Receipt on the order to e-mail the buyer a receipt, and send table hosts their invite from the seating chart when you're ready.
Campaign & Form
- Campaign (required) — the campaign the order counts toward.
- Ticketing Form (required) — the form whose ticket tiers the buyer chose from.
- Site (optional) — the campaign site the order belongs to.
Buyer
- Contact / Organization (optional) — link the person or the organization who bought the order. Choosing one fills in the name below.
- First Name (required), Last Name, Email — the buyer's details as they appear on the order.
Note: If no contact or organization is linked, a new contact is created from the buyer's name.
Tickets
Each active tier on the form is listed with its price. Enter how many of each tier the buyer paid for. A tier sold as a table shows its table size; one table counts as one.
When a tier has a limit, the number left is shown, and the form won't let you enter more than that. Tiers past their sale dates can still be entered.
Guests
Each ticket on a regular tier gets a guest row for the person who will attend. The first row starts with the buyer; the others start blank. Leave a row blank if you don't know the guest yet.
A table's host is the buyer. The table's other seats are filled in later under Seating.
Order Details
- Order Date (required) — when the order was taken. It is also the date of the payment.
- Custom Fields — your organization's ticket order fields. When a ticketing form is selected, only that form's fields are shown, with a Show all link for the rest.
Payment
Choose Paid now or On a schedule.
For an order paid now:
- Payment Method — how the buyer paid, from your organization's payment methods.
- Payment Channel — where the payment came in, if your organization tracks it.
- Check Number (or reference) — shown for offline methods such as check.
- Payment Notes — anything else about the payment.
For an order on a schedule:
- Number of Payments (required) — how many payments the order is split into, up to 60.
- Interval — monthly or yearly between payments.
- First Payment Due (required) — the due date of the first payment.
The form shows the split before you save, for example "2 payments of $166.67, then $166.66": each payment is the total divided evenly, and the last one takes the leftover cents. A total too small for the number of payments can't be saved; choose fewer payments. A free order can't be put on a schedule.
Recording payments on an order paid on a schedule
Open the order and go to its Payments tab. Scheduled Payments lists each payment with its due date, the amount paid so far and its status. Payments lists the payments recorded.
To record a payment, open the ... menu on the scheduled payment it pays and choose Record Payment, or click Add Payment. The Record Payment panel asks for:
- Scheduled Payment (required) — which scheduled payment this pays; the oldest unpaid one is chosen for you.
- Amount (required) — filled in with what is left on that scheduled payment. A smaller amount is recorded as a partial payment; more than what is left can't be saved.
- Payment Date (required) — when the payment was made.
- Payment Method, Check Number (or reference), Payment Channel, Payment Notes — as for an order paid now.
Recording a payment sends no receipt. Send Receipt is greyed out while the order still owes, and becomes available once every scheduled payment is paid.
The Ticket Orders list's Payments column shows how much of a scheduled order is paid, for example "$166.67 of $500 paid".
Sending an invoice for a scheduled payment
To have the buyer pay a scheduled payment online, open the ... menu on it and choose Send Invoice, then confirm. The buyer gets an e-mail for the amount still owed on that payment, with a link to pay it by card. Once sent, the item reads Resend Invoice; resending sends a new link, and the link in the earlier e-mail stops working.
Send Invoice is greyed out when the order has no e-mail address or its campaign has no payment account connected, and needs a plan that includes invoicing.
When the buyer pays, the payment appears in Payments on its own, the scheduled payment is marked paid, and the order becomes Paid with its last scheduled payment. The buyer gets a short receipt for that payment (if the ticketing form sends order receipts), and anyone subscribed to ticket order notifications for the campaign gets an e-mail. The usual ticketing platform fee applies to each online payment: the percentage on the amount paid, plus that payment's share of the per-ticket fee.
While the payment goes through, the pay page asks the buyer not to close the window. If the page loses its connection before it can confirm the payment, it asks the buyer to check their e-mail for a receipt before trying again, or, when the ticketing form doesn't send order receipts, to check with your organization first, since the card may already have been charged.
Refunding a card payment
To refund a payment the buyer made online, open the ... menu on it in the Payments list and choose Refund. Leave the amount empty for a full refund, or enter a smaller amount. The money goes back to the buyer's card, the scheduled payment it paid is owed again, and an order that was paid becomes Unpaid. Its seats stay held.
A refunded card payment stays on record, so an order with one can't be deleted; cancel it instead.
Deleting a payment
To correct a payment entered by mistake, open the ... menu on it in the Payments list and choose Delete, then confirm. Its amount comes off the scheduled payment it paid, which is owed again, and an order that was paid becomes unpaid. A payment made online can't be deleted; refund it instead.
Cancelling an order on a schedule
To cancel an order that won't be paid, choose Actions > Cancel Order and confirm. Its seats are released, nothing more is owed, and the order's status becomes Voided. An order that still has money paid on it can't be cancelled; refund or delete its payments first.
Files
Files on an order paid on a schedule are kept with the whole order. A check scan for one payment can be added on that payment, under Revenue.
Finding orders on the Ticket Orders list
The list opens on Paid & Unpaid, so orders still being paid show beside paid ones. Use Unpaid for orders that still owe, and Voided for cancelled ones.
Deleting an entered order
To remove an order entered by mistake, open it and choose Actions > Delete Ticket Order, then type DELETE to confirm. The order's tickets, guests and table are deleted with it, along with its payment, and the seats become available again. A table that also seats a guest from another order is kept. Only orders entered here can be deleted; an order paid online is refunded instead. An order on a schedule with a payment recorded can't be deleted; delete its payments first. A card payment can't be deleted, so for an order with one, refund the payment and cancel the order instead. The cancelled order and its refunded payment stay on record.