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A New Place for Deposits (August 2015): https://help.pm.leapevent.tech/a/417098
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You told us that for group sales, you need to be able to modify the Ticket Order after a deposit is processed, changing quantities by adding or removing tickets right up until final payment is received.
How can I make changes on the Ticket Order while still processing deposits and partial payments?
In this new process for handling group sales, you will keep your Ticket Order in Reservation status rather than processing a Partial Payment on the order.
This is because Reservations are extremely flexible -- you can add or remove items at will, change the contact easily, and not have to deal with any money changing hands when you make these modifications.
Okay, so where do I process deposits?
Of course, deposits and payments still need to be processed somewhere in PatronManager so that your organization can track those funds coming in, or process them as credit card transactions.
Since you can't process a partial payment on the Ticket Order without locking it down, we've created a new "Donation Record Type" that you can use to invoice and process payments on your group sales. We'll work with you to make sure these funds will be kept separated from your regular Development revenue in your rollups and reports, since group sale revenue does not count towards your fundraising revenue.
Once final payment has come in, you'll return to the Ticket Order to record the payments using a special Third Party payment method so that your Event Summaries and Performance Reports line up with reality.
When we set up Group Sales for your organization, we'll help you customize a button on the Contact page that you'll click to create a new Group Sale record to make it easy to track these payments.
What will this actually look like?
Here's a good example of a partially-paid Group Sale record using this new process:
- The first column will show you the administrative information about the Group Sale.
- The information on the other side will give you invoicing information and dates.
- All payments on the Group Sale will be created here, and will live in the Payments related list.
What happens when the group sale is paid in full?
When you receive full payment for your group sale, you'll be able to return to the Ticket Order and process either several partial payments to match the Group Sale Payments, or you can process the transaction in a lump sum, using a Payment Method of Group Sales Payment.
How can I invoice these payments?
Read on for information on how we've set up invoicing for Group Sales. Then, we'll give you a glimpse of the best way to report on your numbers!