Table of Contents
Box Office Phone Instructions …………………………………
Page 3
Starting Your Shift ………………………………………………... Page 4
Ending Your Shift …………………………………………………
Pages 5-7
Selling Tickets on Tix.com ………………………………………
Pages 8-14
Setting up an Event in Tix.com ……………………………….
Pages 15-18
Refunding Credit Cards ……………………………………….
Pages 19-22
Seating Chart Options ………………………………………...
Pages 23-24
Box Office Phone Instructions
Please Note: * OFFICE VOICMAIL SHOULD BE CHECKED DAILY!! * To check messages: Press Line 3 Button Press Feature Button Dial 981 Enter Password 3666 # Follow prompts to retrieve messages PHONE EXTENSIONS To call another extension: Press Intercom Dial extension # 230 – Cultural Arts Center Lobby 221 – Sherilyn (Executive Assistant to the Executive Director) 222 – Yetta (Executive Director) 224 -- Concessions 225 -- Inside Theatre 226 – Backstage 227 -- Dock 228 -- Media Room (Gallery) 229 – Projector Room 231 – Large Dressing Room 232 – Small Dressing Room 233 -- Green Room 234 – (Intern Desk) 236 – Multipurpose Room by Storage Closet
Starting Your Shift
1.) Log In (Use Individual Login Id and Password)
2.) Open Cash Drawer (Starting Cash $150.00)
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Ending Your Shift
If your shift is NOT the last shift of the day please do the following:
1). Close your Cash Drawer
Log Out If your shift is the last shift of the day do the following prior to logging out: 2). Go to Report Menu
3.) Select Tender Detail Report
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Ending Your Shift (cont’d)
Select Tender Detail Report
- Date should already be the current date, if not change to current date (starting and ending) - Check top box to includes all tenders - Click Submit - Report should load - Right click mouse, select Print Preview - Check to make sure it all fits on the page and then click on the printer icon - Change printer to Lexmark T654 - Select Print – Report will print upstairs in office
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Ending Your Shift (cont’d)
12.) Go to Report Menu 13.) Under Financial Reports select Daily Sales by Tender Type Report
14.) Date should already be the current date, if not change to current date (starting and ending) 15.) Click Enter 16.) Report should load 17.) Right click mouse, select Print Preview 18.) Check to make sure it all fits on the page and then click on the printer icon 19.) Change printer to Lexmark T654 20.) Select Print – Report will print upstairs in office
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HOW TO SALE A TICKET ON TIX.COM
1). Log in/Open cash drawer as per shift instructions 2). Click on Ticket Sales Tab
3.) Determine type of sale, click on appropriate option Phone order sales Fax order sales Mail order sales Box office sales Comp sales
4). Select Box Office Sales 5). Select Event
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HOW TO SALE A TICKET ON TIX.COM
6). Select sale type; Quick, Best, or Select (to choose seat)
7). Click + or – sign to for number of tickets desired
8). Click Checkout 9). Choose Tender Type and follow tender steps 10). “BEST SALE/AVAILABLE”
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HOW TO SALE A TICKET ON TIX.COM
11). Enter number of seats needed
12). Click Find 13). Next screen will show seats selected 14). Click Checkout 15). Next screen is Customer Lookup – can search by any option 16). If customer is in system select customer name to continue - If customer is not in system you will be asked to enter customer information, fill in information and click Continue 17). Choose Tender Type and follow steps
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HOW TO SALE A TICKET ON TIX.COM (cont’d)
SEATING CHART APPEARS
- Move cursor over sections to see what seats are available - Click on desired section to choose seat
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HOW TO SALE A TICKET ON TIX.COM (cont’d)
- Check seat, Click Add To Cart - Next screen shows seats selected, Click Checkout - Choose Tender Type and follow Tender Steps
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HOW TO SALE A TICKET ON TIX.COM (cont’d)
IF CASH (Enter amount of cash received in Tender Amount box) - Click on Cash - On next screen – will be order number and change due to customer - Check box to “Print Tickets on completion” - Click Next Order - Box appears, make sure ticket printer is highlighted - Click Print - Give customer proper change and tickets
IF CREDIT CARD SWIPE Swipe– To swipe card click on box under Green Card Swipe Button - Box should turn green - Swipe Credit Card - Click Card Swipe Button. - On next screen – will be order number - Check box to “Print Tickets on completion” - Click next order - Box appears, make sure ticket printer is highlighted - Click print - Have customer sign receipt stub - Give customer receipt and tickets - We keep small ticket stub
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HOW TO SALE A TICKET ON TIX.COM (cont’d)
IF CREDIT CARD - MANUAL - Enter credit card number with no spaces
- Enter CVV2 number - Choose expiration date - Click Credit Card Button - On next screen – will be order number - Check box to “Print Tickets on completion” - Click next order - Box appears, make sure ticket printer is highlighted - Click Print - Have customer sign receipt stub - Give customer receipt and tickets - We keep small ticket stub - For phone orders have customer sign receipt when tickets are picked up
HOW TO SET UP A PRODUCTION/EVENT IN TIX.COM (cont’d) 1.) Login
Production
Select Management Menu
HOW TO SET UP A PRODUCTION/EVENT IN TIX.COM (cont’d) Select Production Management & Click on Add Production
- Fill in appropriate fields and change Category/Sub-Category if needed - Click on Add Production
HOW TO SET UP A PRODUCTION/EVENT IN TIX.COM (cont’d)
Event
Select Management Menu
Select Event Management
Click on Add Event
HOW TO SET UP A PRODUCTION/EVENT IN TIX.COM (cont’d) Select appropriate Production from pull-down list.
Choose seating chart desired for event.
Fill in appropriate fields (Phone number, Web site and Email address should be the Lyric’s info.) Phone: 859-280-2218
www.LexingtonLyric.com
BoxOffice@LexingtonLyric.com
Public Sale Start/End Date is the time that the event will be visible and available online. If the renter does not want their event to be sold online set the sale start date to after the event date. (Then remember to deactivate after the event is over!)
HOW TO SET UP A PRODUCTION/EVENT IN TIX.COM (cont’d)
Select Delivery Methods – Usually: NO ORDER PROCESSING FEE Will Call/Box Office Pickup - Available Internet Walk Up – Available Box Office No need to fill in dates Select Continue Select Ticket Type (Based on selected seating chart) Enter Ticket price Enter Internet Fees – 3.00 Enter Phone Fees – 1.50 Enter Box Office Fees – 1.50 (We are currently not accepting orders by mail or fax.) - Click Continue - Check the Event Details - Click Add Event - **Although the event has been added it is not yet active. To Activate event - Select Management Menu - Select Event Management - Find the correct event and click Active - Click on Update Status
REFUNDING MONEY BACK TO A CREDIT CARD
The refund procedure is a two step process. First the order has to be cancelled on tix.com and then the money has to be refunded through authorize.net. On TIX.COM
You must first locate the specific order. There are multiple ways to find it. After you log in, go to Report Menu and under Operations Reports you will find different options. If you have the order # you can use Order Lookup. If not you can search in other ways such as customer lookup, etc.
Find the order details page,
Scroll down to the bottom of the page and there will be a Cancel Order section. Click to release seats and click Cancel Order. It will then show a message indicating that the order has been cancelled.
REFUNDING MONEY BACK TO A CREDIT CARD cont’d On AUTHORIZE.NET
Go to: www.Authorize.net
CASE SENSITIVE LOGIN: Login: 300lyricecommerce Password: Lyric2011
REFUNDING MONEY BACK TO A CREDIT CARD (cont’d) On the upper right hand side find Merchant Login and select. Enter Login in information (can be found in the front of the file folder for the Authorize.net e-commerce account- in box office filing cabinet) Log in Currently there is a message that appears first – for now choose to skip (option at the bottom of the screen). You will have to run a search to find the transaction. Again there are multiple ways to do this. Under Search (on the left hand side) are the options. It would probably be easiest to select Search by Business Day.
REFUNDING MONEY BACK TO A CREDIT CARD cont’d Select the correct Trans ID for the order you are wanting to refund.
You will need to change this amount to the correct amount. *Because we are only refunding the amount of the actual tickets make sure that you subtract the fee for EACH ticket. For example, an order for 53.00 that was for two 25.00 tickets should be refunded 50.00. (53.00 - 1.50 – 1.50 = 50.00) If possible please keep a written record of who we are refunding and how much. (We will need this info for reconciliation because the amount on tix.com won’t match, since we aren’t withholding the service charges on tix.com)
SEATING CHART OPTIONS
Lyric Theatre 2: General Admission with no assigned seating. This seating chart should be used for events in multi-purpose room.
Lyric Theatre 3: Three different seating areas. All seating is assigned.
SEATING CHART OPTIONS (cont’d)
Lyric Theatre 4: General Admission with no assigned seating. This seating chart should be used for events in multi-purpose room.
Lyric Theatre 5: Two separate sections. Ideal for special VIP seating (43 seats are outlined in blue; rows C, D, E). All other seats are General Admission.