Overview Report

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Overview

The Overview Report gives you a summary of sales for each show and each performance, broken down by payment method. It shows capacity, tickets sold, holds, comps, fees and revenue, making it ideal for settlements with promoters and companies, month-end reconciliation and checking how your season is selling.

Run the report

•       Go to Budgeting & Settlements > Reports

•       Click Overview Report

•       Click Filters and set the options 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 orders or refunds were placed. Use a preset date filter, for example This Month, or set a custom range

•       Booking Time: The date range of the performances you want to report on

•       Booking: Choose one or more specific shows

•       Exclude Refunds: Remove all refunds from the report

Transaction date or performance date

The transaction date and performance date will never match in the Overview Report, because they measure different things:

•       Transaction Date shows orders and refunds placed in the date range, whatever performance they are for. Use this for box office reconciliation and month-end figures.

•       Booking Time shows orders for performances taking place in the date range, whenever they were bought or refunded. Use this for show settlements.

The two reports

Once you click Update, two reports will appear.

Overview Report by Booking

This shows a summary for each show, with all performances added together. Use it to see how a whole run or production is selling.

Overview Report by Booking Time

This shows a summary for each individual performance, with the performance date and time. Use it to compare performances, for example evenings against matinees, or to settle a single performance.

Columns

Click Column Visibility to choose which columns appear:

•       Name: The show name

•       Performance Date: The date and time of the performance (Overview Report by Booking Time only)

•       Quantity: The total number of tickets issued

•       Held: The number of seats on hold, for example house seats, company seats or press seats

•       Held Available: The number of held seats still available

•       Available: The number of seats still available to sell

•       Capacity: The total capacity for the show or performance

•       Sold: The percentage of capacity sold

•       Comp: The number of complimentary tickets issued

•       Price: The total ticket value

•       Inside Tax: Tax included in the ticket price

•       Outside Tax: Tax added on top of the ticket price

•       Reservation: The value of reservations

•       Card: Revenue taken by card

•       Cash: Revenue taken in cash

•       Comp: The value of comp tickets

•       Other: Revenue taken by other payment methods

•       Card Reader: Revenue taken through a card reader at the box office

•       Total: Total revenue

Search, export and print

•       Use the Search box to find a specific show or performance

•       Click CSV, PDF or Excel to export the report

•       Click Print to print it

Match the Overview Report to the Orders Report

To make the Overview Report match the Orders Report, use the same date range in both and tick Exclude Refunds here. In the Orders Report, set Status to Complete and export without clicking Update. See the Orders Report article for full steps.

Useful ways to use the Overview Report

•       Show settlement: Filter by Booking Time for the run dates and select the show under Booking, then export the Overview Report by Booking

•       Month-end reconciliation: Filter by Transaction Date for the month and compare Card, Cash and Card Reader totals with your bank and card terminal statements

•       Season sales check: Filter by Booking Time for the season and look at Sold and Available for each show

•       Comps and holds check: Show the Held, Held Available and Comp columns to see how many seats have been given away or held back