Introduction to the Sales Interface

Dave McNamara
Dave McNamara
  • Updated

The Sales Interface is where you’ll perform a range of actions including selling items such as Tickets, Merchandise, Subscriptions and Gift Vouchers. You might also use the Sales Interface to run Sales Reports, search for Orders and create Customer Records.

This article guides you through each of the menus in the Sales Interface, as well as providing links to other resources where you can learn more.

 

Where to find the Sales Interface

To get started, you’ll need to log in to your Spektrix system. Read How to log into Spektrix for instructions on how to do this.

TIP: If you’re unsure of your Spektrix Login details, contact the administrator in your organisation. The Spektrix Support team are not able to create Users or reset passwords

Once you’ve logged into Spektrix, you can check whether you’re in the Sales Interface by looking in the top right corner of the screen. You should see Sales [ yourusername].

 

 

If you’re not already in the Sales Interface, you can go to it by following these steps:

  1. Click the Control Panel icon in the bottom left corner of your screen:

     

    control_panel.png

  2. Click Sales:

     

    sales_menu_control_panel.jpg

The Sales Interface consists of several menus which you can access for different tasks. Next, we’ll cover each of these menus.

 

Events

An Event is often a production, for example a play named “King Lear”, but an Event can also be a post-show talk or members’ reception. An Event contains one or more Instances

In the Events menu, you’ll see a list of all of the Events in your system.

You can learn more about searching for Events in the article Searching for Events.

 

Event Instances

An Event Instance is a single occurrence of the Event. For example, an Instance of King Lear might be the performance on 23 June at 7.30pm.

Events can have a single or multiple Instances. For example, an Event such as King Lear may have multiple Instances, whereas a concert may only have a single Instance.

Once you select an Event, you’ll see a list of the Instances within that Event. 

You can also see past Instances and Instances that are not on sale by selecting the relevant check box:


Event and Event Instance Reports

Underneath the list of Events or Instances you’ll see a Reports button with a dropdown arrow where you can run a Sales Report and Sales conflicts report.

 

The Sales Report will show a summary of all sales to date for all Events or a particular Instance you’ve selected.

The Sales Conflicts Report will show any seat conflicts for your Event or Instance. For example, seats that have been sold and then masked.

When you select these reports you’ll see a notification in the top right corner of Spektrix. Click on this notification to open the Report:

 

To learn more about Events and Instances, read Introduction to Events and Instances.

 

Waiting Lists

Within Events and Instances, you’ll see a Waiting List for that Event or Instance. A Waiting List gives you the opportunity to add your Customers to a queue for tickets on sold out Events and Instances:

Read Waiting Lists for more information.

 

Summary of Sales for an Instance

In the Sales Interface, you can see a Summary of Sales for each Instance. To see the summary, select the Event and Instance you want to view:

Under the Seating Plan, you’ll see a Summary of sales for that Instance:

If the Seating Plan consists of a number of areas, you can view the sales for each area:

 



Customers

In the Customers menu, you can search for and create Customer Records.

 

Searching for Customers

You can search for a customer by name, Customer ID, Postcode/Zip code/Postal Code, Email or any combination of these. Populate the appropriate field(s) and click Search.

You can perform a Basic or Advanced Search. Read Searching for Customers for more information.

 

Creating Customer Records

Before creating a new Customer Record, always search for an existing Customer Record to check if one already exists. If you have searched for a Customer and no record is found, you can create a new Customer Record.

To learn more about Customer Records, go to the Customer Record section of our Support Centre.

 

Orders

In the Orders menu, you can search for all confirmed Orders. You can search by Order Number, Customer Id, Customer Name, Email, Postcode/Zip code/Postal Code.

 

Read our article on Searching for Orders for more information.

 

Tickets

The Tickets menu is where you can batch print your Tickets. Batch Printing lets you select tickets across multiple Orders and print everything in one go. For example, in the morning you can print off tickets from the previous day’s sales so tickets can be posted out or collected.

To learn more, read our article on Batch Printing.

 

Subscriptions

Within the Subscriptions menu, you’ll see the subscriptions you sell, these are broken down into Memberships, Fixed Series and Ticket Subscriptions.



Memberships

Within the Memberships menu, you’ll see a list of all of the Memberships you have set up;

You’ll see the price for each Membership, the length and renewal period. You can add a Membership to the Basket/Cart by clicking the blue Basket/Cart icon. You’ll then be prompted to add a Customer to the Basket/Cart.

 

Ticket Subscriptions

The Ticket Subscriptions menu is where you’ll see a list of Ticket Subscriptions currently on sale. You can place a check in the box to also view any Ticket Subscriptions not on sale.

Read Introduction to Ticket Subscriptions for more information.

 

Fixed Series

In the Fixed Series menu, you’ll see a list of Fixed Series currently on sale. 

 

Click the plus symbol to see the list of Events within the Fixed Series:



You can also Hold Subscriptions and Hold Subscription and buy tickets. Read Selling, Holding or Returning a Fixed Series Subscription for more information.

 

Other

In the Other menu, you’ll see Merchandise, Donations, Gift Vouchers, Voucher Search and Reports.

 

Merchandise

The Merchandise menu is where you’ll see any Merchandise items you currently sell along with their price, quantity and a button to add to the Basket/Cart. You’ll also be able to search for Merchandise, and filter by Merchandise already in the Basket/Cart:

To learn more about Merchandise, read our articles on Setting Up Merchandise and Selling Merchandise.

 

Donations

Within the Donations menu, you’ll see the Funds set up in your system. You’ll see a description and an option to add a Recognition if you have switched Donation Recognition on in Settings. You can enter a Donation amount and add it to the Basket/Cart by clicking the blue Basket/Cart button.

Read our article on Introduction to Funds and Donations for more information.

 

Gift Vouchers

In the Gift Voucher menu, you can sell Gift Vouchers and choose to send to email or print.

To send a Gift Voucher by email, you’ll need to add a Customer to the Basket/Cart.

 

Read our article on Selling Gift Vouchers for more information

 

Voucher Search

In the Voucher Search menu you can search for Gift Vouchers. This is useful if you want to track a Gift Voucher. To do this enter the unique Gift Voucher code and clicking Search:

 

Read Searching for Gift Vouchers for more information



Reports

In the Reports menu, you’ll see a list of any Reports that have been added to the Sales Interface. 

 

You can run reports by clicking Run next to the report and choosing a criteria set:

 

Read Adding Reports to the Sales Interface for further information on adding additional Reports.

 

Basket/Cart

The Basket/Cart is used to perform all activities related to Sales and Returns.

You’ll see the following:

  • Details of the Customer in the Basket/Cart
  • Items such as Tickets, Donations and Merchandise
  • Ticket Delivery Methods
  • Order total
  • Offers

 

To learn more about how to edit items in the Basket/Cart, read Editing the Basket.

 

Payments

The payments section of the basket is hidden until you click Payments:

The Payments screen will open where you can take a Payment or issue a Refund:

 

Register

If you take Cash payments, you’ll need to open a Register at the start of each day. You can open a new Register by clicking on Register Closed.

 

At the end of each day you should close your Register to enable you to accurately reconcile your Cash payments.

 

Click Register Open:



 Click Close:

TIP: You’ll need to manually close the Register at the end of the day

 

New Transaction

In the top right of the Sales Interface, you’ll see a New Transaction menu where you can choose a Sales Channel:

You can choose from:

  • Phone
  • Counter
  • Counter Quick
  • Web

To learn more about these Sales Channels, read Choosing a Sales Channel.

 

Recovered Transactions

On the right side of the Sales Interface, you’ll see a Recovered Transactions tab. Transactions will appear here if they have been placed in a suspended state. This can happen when your connection to Spektrix is interrupted, for example, if you log out of Spektrix part way through a sale.

 

You can click on a Recovered Transaction to take over the transaction.

Read Recovered Transactions for more information on managing these.

 

Recent Transactions

On the right side of the Sales Interface, you’ll see a Recent Transactions tab. Here you’ll see the last 10 transactions you’ve performed. You’ll only see transactions that you have performed under your User Account.

You can click on a Recent Transaction to view the Order.


This article should give you an introduction to the Sales Interface. For other helpful resources, visit the Sell Items and Fulfill Orders category section of our Support Centre.