The Cancel All <(Ticket Code)> screen allows you to remove cancel all tickets for the event you selected on the previous screen and process refund vouchers for each household/family member and/or daily/guest who purchased a ticket. This program automatically purges names from ticket records and handles the general ledger adjustments.
For example, you might have offered tickets for Duff Gardens with a minimum sale requirement of twenty. If only five (5) tickets were sold for this event, you may want to cancel it. Rather than processing five separate cancellation transactions, you can run this program have all five ticket cancellations processed at one time.
Printing Options for Statements
Receipts are generated as a byproduct of the cancellation process. Your print options are:
- Email Receipts to the Household - You have the option to Email Receipt.
- Bulk Print Statements - Cancellation receipts that are not emailed are stored in the database and can subsequently be printed from the Bulk Print program and either mailed or hand-delivered.
Buttons on the screen…
Click Process and select Process Cancel All as the answer to the Challenge message to run the program. The process runs on the AppServer. The Notification Center will alert you when it completes.
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
TicketCancelAll_Tab1
Ticket (TicketCancelAll_TicketCode)
You will not visit this field.
This field displays the ticket code currently selected.
DeleteCalculate Proration (TicketCancelAll_CalculateProration)
Select this option if proration should be calculated for fees paid toward this ticket.
THEN
Select the proration date.
Deselect this option if you do not want to prorate fees. When this option is deselected, patrons will receive a full refund.
DeleteProration Date (TicketCancelAll_ProrationDate)
This field is applicable only if you are opting to prorate the refund.
Select Calculate Proration.
THEN
Select the proration date.
Refund Option (TicketCancelAll_RefundOption)
Select your Refund Option. The option you choose will apply to households/family members who purchased tickets for the event being canceled only. In the event you sold tickets as daily/guest sales, those refunds will be processed as Refund Finance regardless of the option you select here. By default, the system provides two options for household/family member ticket sales. Depending on your setup, your options may vary. Refer to the Note below.
- Refund Apply - The refund will be applied back to the household as a credit in RecTrac. The household balance will be updated accordingly.
- Refund Finance - Your Finance department will ensure the household gets refunded. The household balance in RecTrac will be updated accordingly.
Notes:
- Available Refund options in this list are determined by the entries in the Allowed Refund Options on the Payment profile to which your User ID is linked. In the event your Payment profile does not allow for one or either Refund Option a Lock icon will appear. To override the lock login credentials from a User ID with the proper Allowed Refund Options must be entered.
- Regarding refunds for daily/guest sales: Refunds for daily/guest sales work in accordance with the optional and required fields for ticket sales fields on your Daily Processing profile. When identifying the guest the system will look to the first email address collected (to email the refund receipt to) and the first name/address info collected to include on the refund-finance voucher.
See Also: Topic Doc - Refunds.
DeleteChange Ticket Status To Inactive (TicketCancelAll_TicketCancel)
Select this option to have the ticket status changed to Cancelled upon running this program. Purchasing a canceled ticket is prohibited.
Deselect this option to have all ticket holders canceled from the ticket code while leaving the file management record Active." You might use this option in the event you allowed people to purchase tickets in error and need to clear the sales prior to reopening a sale period.
DeleteApply Refund To Existing Ticket Balance (TicketCancelAll_AutoUseNewCredit)
Select this option to have the system apply refunds to an existing balance(s) in the POS Ticket module, if they exist for a household being canceled from the ticket selected. In the event a household does not have another existing balance in the Ticket module, the system will dispense the refund as a global credit (if your refund option is Refund Apply) or as a Refund Finance (if you selected that option).
De-select this option to have the system bypass the check for other Ticket module balances and dispense the refund as a global credit (if your refund option is Refund Apply) or as a Refund Finance (if you selected that option).
DeleteEmail Receipt (TicketCancelAll_EmailReceipt)
Select this option to email receipts to households when the cancellation process completes. Receipts that are emailed will not have to be printed and therefore will not transfer to the Bulk Print program as the system considers them "printed."
Deselect this option if you do not want to email receipts to your patrons. In this event all cancellation receipts will be queued to the Bulk Print program.
Note: The system looks only to see whether the household or guest record has data in the email field. The system does not check the validity of an email address so any patron with a bogus/invalid email address in the Email Address field on their household would not receive a receipt in the event you attempted to email them. Your email server should be able to provide a report that shows undelivered/returned/bounced emails.
Refund User Name (TicketCancelAll_PaymentUser)
Accept the default entry (your User ID) or expand the Drop-down list to select an alternate User ID, if desired. The User ID you select will be the User ID linked to the cancellations.
Note: The ability to override the entry in this field is determined by the permission setting for Payment User on your Permissions profile.
Refund Cash Drawer (TicketCancelAll_PaymentDrawer)
Accept the default entry (the drawer to which your User ID is linked) or enter an alternate drawer number, if desired. The drawer number you enter will be the drawer number that is linked to all cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Drawer on your Permissions profile.
Refund Date (TicketCancelAll_PaymentDate)
Accept the default entry (today's date) or select an alternate date, if desired. The date you enter will be the effective date of the cancellation as well as the date that is linked to all cancellation transactions.
Note: The ability to override the entry in this field is determined by the permission setting for Payment Date on your Permissions profile.