Resource Information and Control Corporation


Box Office Administration

Getting There: Accessing this application is done by double clicking on the Box Office Administration icon in the ConCentRICs main menu.



Purpose: Box Office Administration is used to track the tickets that are sold and to produce the box office settlement. You can establish any category of information you want to track for Box Office Events and what reports each category will appear on. You have to identify each event you want to track, setup a performance schedule, and indicate what categories will be used by each event. The system has the ability to allow you to enter the values of each of the appropriate categories on a given day. The system also has the ability to track Accounts Receivable and Event Refund transactions.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Ticket Ledger Event Ledger Bank Ledger Service Charges Daily Tickets Box Office Settlement Accounts Receivable Event Refund Ticketed Events Box Office Control

Box Office Administration Modules Overview



Ticket Ledger is used to produce a report of box office category values that are related to tickets. The box office categories are defined in the Table Parameters option and it allows you to indicate which categories applies to Ticket Ledger. You can produce these reports in date, event or category order.
Security Level: To view - Read Only. To change existing values - Normal. To add or delete values - Advanced.

Double clicking on the Ticket Ledger icon will bring up the Ticket Ledger dialog box:

The following is a break down of the dialog box:

  • The Sort: combo box will list the sort options available for every combination of Date, Event and Box Office Category.
  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.

  • When finished, click on the button and the Ticket Ledger report will appear on the screen.

    This report will show all activity related to tickets within the specified date range and you can restrict it to a single event if you indicated that. The report will also be sorted in the order you selected.





    Event Ledger is used to produce a report of box office category values that are related to events. The box office categories are defined in the Table Parameters option and it allows you to indicate which categories applies to Event Ledger. You can produce these reports in date, event or category order.
    Security Level: To view - Read Only. To change existing values - Normal. To add or delete values - Advanced.

    Double clicking on the Event Ledger icon will bring up the Event Ledger dialog box:

    The following is a break down of the dialog box:

  • The Sort: combo box will list the sort options available for every combination of Date, Event and Box Office Category.
  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.
  • The Only show the totals checkbox is used when you want only the totals and sub totals shown on the ledger.
  • When finished, click on the button and the Event Ledger report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    This report will show all activity related to tickets within the specified date range and you can restrict it to a single event if you indicated that. The report will also be sorted in the order you selected.


























    Bank Ledger is used to produce a report of box office category values that are related to bank activity. The box office categories are defined in the Table Parameters option and it allows you to indicate which categories applies to Bank Ledger. You can produce these reports in date, event or category order.
    Security Level: To view - Read Only. To change existing values - Normal. To add or delete values - Advanced.

    Double clicking on the Bank Ledger icon will bring up the Bank Ledger dialog box:

    The following is a break down of the dialog box:

  • The Sort: combo box will list the sort options available for every combination of Date, Event and Box Office Category.
  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.
  • The Only show the totals checkbox is used when you want only the totals and sub totals shown on the ledger.
  • When finished, click on the button and the Bank Ledger report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    This report will show all activity related to tickets within the specified date range and you can restrict it to a single event if you indicated that. The report will also be sorted in the order you selected.



























    Service Charges is used to produce a report of box office category values that contain service charges. The box office categories are defined in the Table Parameters option and it allows you to indicate which categories have Service Charges. You can produce these reports in date, event or category order.
    Security Level: To view - Read Only. To change existing values - Normal. To add or delete values - Advanced.

    Double clicking on the Service Charges icon will bring up the Service Charges dialog box:

    The following is a break down of the dialog box:

  • The Sort: combo box will list the sort options available for every combination of Date, Event and Box Office Category.
  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.
  • When finished, click on the button and the Service Charges report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    This report will show all activity related to tickets within the specified date range and you can restrict it to a single event if you indicated that. The report will also be sorted in the order you selected.


























    Daily Tickets is used to list, maintain or enter the values of various box office categories for a specified period of time. The list option can be selected by a date range or all entries. You can have all box office categories with values show, or just selected categories. The Daily Tickets option can create two different reports: Daily Ticket Report and the Event Detail List. The Daily Ticket Report is sorted by date.The Event Detail List is sorted by event.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Daily Tickets icon will bring up the Daily Tickets dialog box:

    The following is a break down of the dialog box:

  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.
  • The Daily Ticket Report option will give you a summary report of tickets sold in the designated period.
  • The List Event Detail Entries option will show each of the box office categories that have a value and that meet the selection criteria.
  • The Enter Box Office Data option will prompt you to enter values for any box office category that meet the selection criteria and did not already have a value entered.
  • The Select Categories button will allow you to restrict the process to just certain box office categories. If you do not click on this button and make a choice, then you will get every box office category that would otherwise qualify.
  • When finished, click on the button and the Service Charges report will appear on the screen based on your process selection.

    [This scrollable report is shown in two parts because of size constraints.]



    This report will show all activity related to tickets within the specified date range and you can restrict it to a single event. The sort of the report will differ depending on the type of report requested.































    Box Office Settlement is used to either create the internal Box Office Settlement report or to post the activity to the actual Event Settlement itself. This option will only work for one event at a time. This option generates two different reports: Box Office Settlement and posting charges to Event Settlement.
    Security Level: To view - Read Only. To post transactions to the Event Settlement - Normal.

    Double clicking on the Box Office Settlement icon will bring up the Box Office Settlement dialog box:

    The following is a break down of the dialog box:

  • The Box Office Settlement option allows you to run the internal Box Office Settlement report.
  • The Post Charges to Event Settlement option will allow you to post the appropriate box office categories to the actual Event Settlement.
  • The Select an Event button allows you to select one event.
  • When finished, click on the button and the Box Office Settlement report will appear on the screen based on your process selection.

    [This scrollable report is shown in two parts.]

    The Box Office Settlement Report shows the total gross sales and total accounts receivable; the expense data, and the payment information.





    Accounts Receivable is used to record all money that is owed to you by individuals for box office activity. These could be corporate clients that bought tickets on their account or it could also be blocks of tickets given to individuals to sell. This option is also used to record when money is paid or tickets are returned. Two different reports can be generated by this option: Accounts Receivable Report and Outstanding Event Report.
    Security Level: To view - Read Only. To add, change, or delete entries - Normal.

    Double clicking on the Accounts Receivable icon will bring up the Accounts Receivable dialog box:

    The following is a break down of the dialog box:

  • The All Entries option will give you all accounts receivable for the event shown.
  • The Outstanding Accounts Receivable option will only show you the detail for the people who have an outstanding balance.
  • The List of Outstanding Events option will give you a list of each event that still has any outstanding entries.
  • The Select an Event button allows you to select one event.
  • When finished, click on the button and the Accounts Receivable report will appear on the screen.

    The Outstanding Event Report will show the Event ID, the Event Name, the first date the tickets went on sale, the last date the tickets were on sale for that event, the number of people who still have an outstanding balance for that event and the total amount still outstanding.





    Event Refund is used to record all money that is handled on an Event Refund basis. This option is also used to record when money is returned or paid. Two different reports are generated from this option: Event Refund Report and Outstanding Event Report.
    Security Level: To view - Read Only. To add, change, or delete entries - Normal.

    Double clicking on the Event Refund icon will bring up the Event Refund dialog box:

    The following is a break down of the dialog box:

  • The All Entries option will give you all accounts receivable for the event shown.
  • The Outstanding Event Refunds option will only show you the detail for the people who still have an outstanding balance.
  • The List of Outstanding Events option will give you a list of each event that still has any outstanding entries.
  • The Select an Event button allows you to select one event.
  • When finished, click on the button and the Event Refunds report will appear on the screen.

    The Outstanding Event Report will show the Event ID, the Event Name, the first date the tickets went on sale, the last date the tickets were on sale for that event, the number of people who still have an outstanding balance for that event and the total amount still outstanding.






    Ticketed Events is used to list or maintain events that are setup for Box Office Administration. Each event that collects box office information must be setup first with the following information: the first and late date of ticket sales, each performance that is involved in ticket sales, as well as the box office categories that are required by the event.
    Security Level: To view - Read Only. To change existing values, or to add or delete an event - Advanced.

    Double clicking on the Ticketed Events icon will bring up the Ticketed Events dialog box:

    The following is a break down of the dialog box:

  • The Start Date: is an option field, however it is suggested that you enter one or else you will get a report on all activity contained in the system since the very first entry in the database.
  • The End Date: is an option field but if you do not indicate one, your report will show all activity through the last entry in the database.
  • The Select an Event button allows you to select one event within the indicated date range.
  • The Show Performances check box should be checked if you want the individual performances for the event shown.
  • The Show Categories check box should be checked if you want the individual box office categories assigned to the event shown.
  • When finished, click on the button and the Ticketed Events report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    The report will show the first and last date that tickets are on sale, the Event ID, and the short name of the events , along with optional fields for performances and categories.












    Box Office Control is used to provide utilities for the Box Office Administration application. This includes deleting historical activity and recalculating totals automatically handled by the system. This option can generate four different reports: Delete Historical Events, Recalculate AR Totals, Recalculate Refund Totals and Recalculate Associated Values. The Delete Historical Events option will list each event that was removed in the delete process. The Recalculate AR Totals and Recalculate Refund Totals options will show events and people that were out of balance. The Recalculate Associated Values option will show each activity that had to be changed.
    Security Level: To access this option- Advanced.

    Double clicking on the Box Office Control icon will bring up the Box Office Control dialog box:

    The following is a break down of the dialog box:

    The Process Type options show the different utilities available. The options on the right will show you the activity taking place.

  • The Delete Historical Events utility will search for all events that have a last date of ticket sales prior to the delete date and remove them from the system.
  • The Recalculate AR Totals utility will look at all the detail Accounts Receivable entries and match them to the total for that person for that event.
  • The Recalculate refund Totals utility will look at all the detail event refund entries and match them to the total for that person for that event.
  • The Recalculate Assoc. Values utility will look at all the details for box office categories that have associated values and make sure that the amount field on the detail record matches the associated values times the quantity.
  • When finished, click on the button and the Box Office Control report will appear on the screen.

    [This scrollable report is shown in two parts because of size constraints.]



    Each utility will generate a report to let you know what activity took place. It will list each entry that was effected by the utility. The actual report generated will vary depending on the utility chosen.
















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    Last Modified: Friday, January 15, 2016 at 4:00 AM.