Group sales are also known as an extended reservation and allows customers to place an initial order, make at least one payment less than the total amount of the order, and then save the order to be revisited and completed later.

Once an order has been reserved or saved, an Order ID and Order Details page are created. From this page, the user can make changes to the existing order or return to the order in the box office.

You can continue to process additional payments and make adjustments (to tickets or products, for example) for the customer until the order is completed. (The order can also be paid in full while remaining in the Reserved status. A step must be taken in the box office to officially complete the order.)

Processing payments for a group sales order is largely the same as any other order. 

1. Enter customer information (if needed). We recommend including a name and email for reference and communication purposes.
2. Select a payment method in the toolbar on the left. (Group sales supports all payment types.)
3. Enter the customer’s first payment amount. 
   

   Note: You may use the percentage buttons to automatically divide an order total into halves.

    
4. Enter the customer’s payment details, such as CC or check number (if needed).
5. Click Process Payment.
6. Once the payment is recorded, the remaining balance will be reflected in the top right, along with the order total.
7. At this point, you may continue making additional payments towards the order total, or you can save the order and make further payments at a later time. 
   

   Note: Because this is a group sales order, the order total does not have to be paid in full at this time. However, the order total must be paid in full before you may complete the order.

    
8. Once you have completed all of the customer’s payments for this session, click Save & Exit. This will close this box office session and save the order for future payments and adjustment.
   

   Note: If you bypass this step and close the box office, the order will remain open in the box office for a short time.

   In other words, if you reopen the box office without saving and exiting, this order will appear when the box office opens. We recommend always manually clicking Save & Exit when you have finished the payments for a session.

    

After exiting the box office, you will be directed to the Order Details page for the newly created order. Scroll down to the Payments table to see all the payments you have made thus far.

Making Additional Payments

Because you are processing group sales, this order will remain reserved until: 

• The order total has been paid in full; and
• The order has been completed

This means that you may continue to make changes — adding more payments, editing ticket and product quantities, switching seats, etc. — until you decide to complete the order.

To reopen an order that has not been completed, you'll need to find the order in the Admin. There are two easy ways to do this:

1. Search for the order in the Orders manager. You may search by the Order ID, or you can filter the table to see all orders that are still open.
2. Look up the customer’s name. Find the order in their Customer Info page.

Once you have opened the order’s Order Details page, click the blue Edit in Box Office button. You will be directed to the box office, where the order has been reopened where you left off.

Now you may add or remove tickets and products, adjust the customer’s selected seats, or make additional payments. Any adjustments to the order will be reflected in the order total in the top right.

Completing the Order

When the last payment matches the remaining balance, the button in the bottom right will read Pay & Complete. Click this button to finalise and complete the order.

Things to Remember

• Group sales orders can only be saved and processed in the box office.
• If the order is incomplete the user may not send an invoice.
• If the order total is immediately and completely paid in a single payment the order cannot be saved or extended as a group sales order
  • UNLESS you clicked "save and exit" before the first payment was processed.
• If the order total is completely paid in any payment after the first payment you can complete the order or leave it in a reserved state
• If the order total has not yet been completed (i.e. paid in full and switched to the Completed status) you can make adjustments to the order, such as adding/removing tickets. These changes would then update and recalculate the order total.
• If the order status is Reserved and not Completed — even if it has been paid in full -- the tickets will not be valid for scanning and admission. The scanner will read Invalid if the incomplete order's ticket is scanned.