Orders Report

Navigate to: Menu > Budgeting & Settlements > Reports > Orders Report

Overview

The Orders Report is the most detailed report in Backstage Manager. It shows every order line, so you can see exactly who bought what, for which performance, where they are sitting, how they paid and whether they have arrived.

Use it for box office reconciliation, settlements with promoters and companies, front of house lists, and answering customer queries.

Run the report

•       Go to Budgeting & Settlements > Reports

•       Click Orders Report

•       Click Filters

•       Select your date range using Transaction Date and/or Booking Time (performance date)

•       Add any other filters you need (see Filters below)

•       Click Update

Click Save Filters if you want to use the same filters again next time.

Filters

•       Transaction Date: The date the order was placed. Use a preset date filter or set a custom range

•       Booking Time: The date and time of the performance

•       Purchaser: Filter by the customer's name

•       Contact: Filter by the name of the contact linked to the ticket

•       Contact Phone: Filter by the contact's phone number

•       Contact Email: Filter by the contact's email address

•       Status: Select All to see every transaction including refunds, or Complete to see all transactions excluding refunds

•       Package: Filter by package or subscription

•       Entrance: Choose which entrances or doors appear in the report

•       Delivery: Filter by delivery method, for example e-ticket, post or collect from box office

•       Marketing: Show orders from customers who have opted in or out of marketing

•       User: Filter by the staff member who processed the order

•       Source: Filter by All (online and box office) or box office only

•       Hold: Filter by seat holds, for example house seats, company seats or press seats

•       Type: Filter by event or product

•       Residents Number: Search by resident number

Match your Orders Report to the Overview Report

To export the Orders Report so it matches the Overview Report (with refunds excluded from both):

•       Select your date range, for example the first to the last day of the month, and click Update

•       Open the last filter, which is the order filter

•       Under Status, select Complete

•       Do not click Update. Instead, export the report straight to Excel or PDF

Customise columns

Click Column Visibility to choose which columns appear in your report. Available columns include:

•       ID: The order ID

•       Purchaser: The customer who placed the order

•       Contact, Contact Phone, Contact Email and Contact Address: The details of the contact linked to the ticket

•       Status: The order status, for example Complete or Refunded

•       Payment: The payment method, for example card, cash or comp

•       Transaction Date: The date the order was placed

•       Last Update: The date the order was last changed

•       Item: The show or product bought

•       Booking Date: The performance date and time

•       Item Variant: The ticket type, for example Adult, Concession or Child

•       Venue: The location or auditorium

•       Area: The seating area, for example Stalls, Circle or Balcony

•       Seat: The seat number

•       Package: Any package or subscription the ticket was part of

•       Entrance: The entrance or door the ticket is assigned to

•       Delivery: The delivery method

•       Scanned: Whether the ticket has been scanned at the door

•       Rejected: Whether a scan was rejected

•       Time of Last Scan: When the ticket was last scanned

•       Inside Charge and Outside Charge: Fees or taxes included in, or added on top of, the ticket price

•       Total Inside Charge and Total Outside Charge: The totals of those fees or taxes

•       Quantity: The number of tickets or items

If the report has a lot of columns, scroll sideways to see them all.

Tip for Mac users: If the scroll bar doesn't show, go to System Settings > Appearance on your Mac and set Show scroll bars to Always.

Search, export and print

•       Use the Search box to find a specific order, customer or seat

•       Click CSV, PDF or Excel to export the report

•       Click Print to print it

Useful ways to use the Orders Report

•       Front of house seating list: Filter by Booking Time for tonight's performance, show Purchaser, Area, Seat and Entrance, then print

•       Box office cash-up: Filter by Transaction Date for today and Source for box office only, show Payment and Total, then export

•       Refunds check: Set Status to All and look for refunded orders for a performance

•       House and company seats: Filter by Hold to see who has been issued held seats

•       No-shows: Filter by Booking Time and show the Scanned column to see who didn't arrive