Before you can use exchanges, you have to create a balancing charge first.
Sometimes exchanges result in downgraded admission amounts, and the customer is not entitled to a refund.
When a balancing charge has been configured, if the 'Exchange To' (new) admission's total is lower than the 'Exchange From' (original) admission's total, the new admission's total will be automatically set to the original admission's total. An inside charge is then added to the new admission to reflect the difference between the exchanged admission totals.
For example, if a customer exchanges Friday night's performance of Wicked ($200) for Wednesday afternoon's performance ($150), the ticket for Wednesday will be set to $200 with an inside charge of $50 to make up the difference.
Balancing charges are configured the same way as any other charge except you cannot enter an amount or a threshold.
The charge can be added to price charts the same way as any other Inside Charge. Charge Level configuration behaves the same way, too. The value of the balancing charge will never be changed by other charges, it will always be the difference between the original admission total and the new admission total.
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Information Even though you do not set a price/value on a balancing charge, you need to assign all of the roles that will process exchanges on the Charges|Pricing page.
If a role is missing, the balancing charge will not be used when that role processes an exchange even if the charge is set on the bundle's price chart. |
To create a balancing charge:
1.Open Product Configuration from the Desktop.
2.Select the Charges tab.
The Charges|Search page appears.
3.Click 'Create New'.
The Charges|Details page appears.
4.Enter the following information in the Charge Details section:
a.Name: Enter a name for the charge.
b.Short Description: Enter a short description for the balancing charge.
c.Description: Enter a description for the balancing charge.
d.Type: Select Service Charge.
Once you create a charge, the 'Type' dropdown becomes read-only.
e.Pricing Type: Select Balance for Exchange.
f.Policy: Select Required.
5.Enter the following information in the GL Codes section:
a.GL Code 1: Enter a general ledger code for accounting purposes (General Ledger report).
b.GL Code 2: Enter a general ledger code for accounting purposes (General Ledger Oracle 1 and General Ledger Oracle 2 reports).
c.Receivable GL Code: Enter a receivable general ledger code for accounting purposes (General Ledger report).
d.GL Description[1-2] : Optionally, enter a description of the GL Code (General Ledger report).
6.Click 'Add Version'.
7.Enter the charge versions details into the applicable fields of the versions section.
8.Select the Pricing tab.
The Charges|Pricing page appears.
9.In the Prices section, select all of the 'Roles' that will process an exchange.
If a role is not included, the balancing charge will not be used when the missing role processes an exchange even if the charge is set on the bundle's price chart.
10.Click 'Create'.
When you add the balancing charge to your price charts, you must add it as an Inside Ticket fee.
