Order Reports show the details of a single order, transaction or customer. You can request bespoke branded Order Reports for your organisation’s specific requirements.
In this article, we'll look at the types of Order Report available, where you’ll find them, and what you might use them for.
Types of Order Reports
By default, your system will come without any Order Reports unless we set them up for you as part of your implementation. You can request Order Reports with an appropriate template to be added to your system by our team.
The types of Order Reports we supply are:
REMINDER: Unless you have requested one of these Order Report types they will not appear on your system.
Within each Order Report, information can be grouped in different ways. When you request your Order Report you’ll need to let us know which of the options below you want to choose.
- Grouped By Area - this will show one row per area of seating and give a count of the tickets in each area.
- Grouped By Row - this will show one row for all tickets in the same row and give a count of the tickets in each row.
- Ungrouped - this will display a row of information per ticket or item in the order.
- With deposits grouped by Area - this will show the same as Grouped by Area but also include the details of any deposits that have been made.
- With Deposits grouped by Row - this will show the same as Grouped by Row but also include the details of any deposits that have been made.
- With Deposits Ungrouped - this will show the same as Ungrouped but also include the details of any deposits that have been made.
How to Request an Order Report
To request an Order Report, please contact our support team via the Report Help Request form. When you request your Report, you’ll need to let us know the Report Type and how you would like the information grouped.
We have standardised templates for each report type but it is possible for us to add your company details, colours and/or logo to Order Reports.
We'll also be happy to put any VAT number details on there if you want to use them as formal invoices.
If you're interested in getting any of the Order Reports included in this article added to your system, then via the form on the How to Request Help with Reports article.
Proforma Invoice
A Proforma Invoice is a request for payment that you can issue to a customer when an order contains reserved tickets.
A Proforma Invoice will break down the details of the tickets reserved, the outstanding balance due, and the reservation timeout date/time of an Order.
You can find this on the Order Details pane.
- From the Order Details pane, select Proforma Invoice.
REMINDER: This button will not appear unless you have a Proforma invoice template set up on your system.
- Choose your template - you’ll need to have this uploaded by our team.
- Choose your preferred file type (PDF, Excel, Raw Data, CSV Data)
- Run the Proforma - this will appear as a download in the top right corner of your window.
- You can now attach this to an email to share with your customer.
Proforma Invoices can either be Standard Grouped or Standard Ungrouped with Deposits - look back at the Types of Order Reports for the definitions of these different types.
TIP: By default, ticket commission will not show on a proforma but you can create a custom Attribute to achieve this and request that we add this into your template.
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Proforma Invoice Example
In this example, seats have been grouped by area - if the invoice was ungrouped you could see the details of each seat number and row.
Invoice
An Invoice is a document that can be run against a confirmed order and issued to the customer.
It includes the details of any items purchased (tickets, merchandise, etc.), as well as any payments made to settle the order. You might use this for a group booking requiring an invoice.
- From the Order History pane, select Generate invoice.
REMINDER: This button will not appear unless you have an Invoice template set up on your system.
- Choose your template - you’ll need to have this uploaded by our team.
- Choose your preferred file type (PDF, Excel, Raw Data, CSV Data). If you have requested a branded template from us then export in PDF or Excel.
- Run the invoice - this will appear as a download in the top right corner of your window.
- You can now attach this to an email to share with your customer.
Summary Report
A Summary report summarises the current state of an order for the customer. It contains all current items in the order and might be used as a receipt or group ticket for admission.
- From the Order History pane, select Generate Credit Note.
REMINDER: This button will not appear unless you have requested this from our Support team.
- Choose your template - you’ll need to have this uploaded by our team.
- Choose your preferred file type (PDF, Excel, Raw Data, CSV Data).
- Run the invoice - this will appear as a download in the top right corner of your window.
- You can now attach this to an email to share with your customer.
Summary templates can be Grouped By Area, Grouped By Row, Ungrouped, With deposits grouped by Area, With Deposits grouped by Row, With Deposits Ungrouped - look back at the Types of Order Reports for the definitions of these different types.
Statement
Statements are run from within the customer record, under the Actions dropdown.
REMINDER: This option will not appear unless you have requested it from our Support team.
A Statement shows everything that a customer has purchased over a given transaction date range and lists item details and amount paid.
This can be used as a record of customer purchase history without looking through separate orders.
TIP: Statements can also act as a patron profile for fundraisers in your organisation. However, if you're using the Opportunities Interface, you can also run a Donor Profile report.
Further Reading
To continue learning about Reporting, why not check out the following articles:
You can find more articles on running and configuring Reports in the Reporting section of the Support Centre.