Introduction to Orders and Transactions

Dave McNamara
Dave McNamara
  • Updated

Each time you perform a Sale, Reservation or Return in Spektrix, a transaction is logged and held within an Order

In this article we’ll explain what Orders and Transactions are, where to find them and how to read an Order. You’ll also find examples of Transactions and Orders as well as links to other resources.

Before you read this article make sure you’re familiar with:

 

What is a Transaction?

A Transaction is a record of a Sale, Return or Reservation that takes place in your Spektrix System. These transactions can be as a result of:

  • A Customer buying Tickets online
  • A box office assistant performing a Sale, Return or Reservation
  • A member of your Fundraising team processing a Donation

 

What does a Transaction consist of?

A Transaction will contain the following:

  • Items: You’ll see Tickets, Memberships, Subscriptions, Donations, Merchandise or Gift Vouchers within a transaction.
  • Payments: The main payment types are Cash or Card.
  • Custom Payments: You may see other payments such as Cheque, BACS or Invoice. These are called Custom Payment Types.
  • Commissions: You may see Ticket, Payment, Delivery or Transaction Commissions.
  • Transaction date: The date of the of the transaction.
  • User: The Username of the person who performed the transaction. Online transactions will be displayed as Web. API transactions will display as Agent.
  • Sales Channel: Phone, Counter, Counter Quick, Web.

If you use Accounting Date, you’ll also see this in your Transactions.

 

What is an Order?

An Order is a container for transactions that are linked together using a unique Order number. An Order can contain one or more Transactions, for example a Sale and Return.

Orders can contain additional information such as:

 

Where to find Orders

You’ll find Orders in the Sales Interface by clicking Orders:

Here you can search for Orders using the Order number or Customer details:

Read our article on Searching for Orders for more information.

 

How to view an Order

Once you’ve opened an Order, you’ll see Order Details, Order Items, Order Attributes and Restricted Orders (if available) and the Order History.

 

Order Details

At the top of the Order screen you’ll see the Order Details:

 

The Order Details section contains the following:

  • Blue Pop Up Note: You can use a blue Pop Up Note to inform Customers of any important information relating to their Order. You can only view Pop Up Notes in the Sales Interface.
  • Proforma Invoice: Generates a Proforma Invoice file in several formats. Used to request payment where there is a Reservation within the Order. For example, a school group booking.
  • Summary: Generates an Order Summary file in several formats. Used to send a summary of the Order to the Customer.
  • Send email: Resends an Order Confirmation Email to the Customer.
  • Merge order: Used to merge multiple Orders, for example a Customer purchasing tickets for the same event but across more than one Order.
  • Group tickets/Ungroup tickets: You can group multiple Tickets together in the same Order to make it easier to read. You can ungroup an Order to view each Ticket, for example, when you want to return Tickets from a group booking.
  • Edit basket icon: Click the blue Basket/Cart icon to edit an Order and make changes.
  • Customer details: Name and Address of the Customer.
  • Edit Soft Credits: Click this to assign an Order to one or more connected Customer Records.
  • Questionnaire: You can use the Customer Questionnaire to collect data at the point of sale. For example, how your customers heard about your Event.

 

Order Items

Underneath Order details you’ll see Order Items.

 

The Order Items section contains the following:

  • Delivery Method.
  • Quantity of Tickets, Ticket Price, Commission and Order total.
  • Item details. For example, a Membership or Ticket displaying the Event Name, Date and Time.
  • Seat location.
  • Seat number and row letter.
  • Barcode and barcode characters.

You’ll also be able to Print all unprinted tickets and see whether a Ticket has been scanned or printed:

If you want to mark or unmark a Ticket as printed or scanned, view scan history or return Tickets, click the drop down arrow next to the Print button:

 

Order Attributes and Restricted Orders

You can use Order attributes to capture additional information during the booking pathway. Any Order Attributes captured, for example dietary requirements, will be displayed in the Order Attributes section. 

Underneath Order Attributes, you’ll see a Restricted Order checkbox. If you can’t see this option contact Support.

TIP: A Restricted Order is an Order that can only be viewed by Users with specific permissions on their User Account.

A Restricted Order may be used for example if a private Donor has made a large Donation and you only want certain members of your team to be able to view the Order.

If you want to change the value in the Order Attribute section or Restrict an Order, click Edit:

 

Opportunity

An Opportunity enables you to track and manage donations. In the Opportunity section, you can add an Opportunity to an existing Order.

TIP: You’ll only see the Opportunity section if you use the Opportunities Interface. You’ll also need to have the Opportunities User or Opportunity Administrator Role on your User Account. If you don’t have this, ask the Administrator in your organisation.

Click inside the box to Add an Opportunity:

Once you've clicked to Add an Opportunity, you'll see an Add Opportunity screen:

Enter the Opportunity details and click Save.

TIP: The whole Order will be associated with an Opportunity. For example, a Customer has made a Donation and purchased Tickets online in the same Order. You won’t be able to add an Opportunity to just the Donation part of the Order.}

To learn more about Opportunities, read our article on Managing Opportunities.

 

How to read the Order History

Each Order contains an Order History. This a log of all transactions processed within that Order. The Order History displays differently depending on the number of transactions in an Order.

TIP: Transactions are shown in date order from latest to earliest.

We’ve provided some example Orders below.

 

Ticket Sale

In this example, a Customer has bought a Ticket. The Order consists of a single transaction containing the Ticket and Payment:

 

 

Ticket Reservation and Sale

In this example a Customer has reserved Tickets. The Customer then buys these Tickets. Their Order will contain two transactions, one for the Reservation and one for the Sale:

 

The first transaction displayed on the right shows the Customer’s Reservation. The second transaction shown on the left displays the returned Reservation, the purchased Tickets and Payment.

 

Ticket Return

In this example, the Customer has purchased a Ticket which has been returned. Their Order will contain two transactions, one for the Sale and one for the Return:

 

The first transaction displayed on the right shows the Sale. The second transaction on the left shows the Return and Refund.

 

This article gives you an overview of Orders and Transactions. To learn more about Orders, visit the Managing Orders section on our Support Centre.