In Store Sales
Congratulations. You have just held yet another successful, sold-out, fun event. Your studio is a mess of wine glasses and used paint brushes. What do you do now? You clean up.
Your new system also has a clean up process that you MUST run after each event. We call this process Reconciliation. Reconciliation is the way that we, well, reconcile your in-store sales and any phone reservations you issued with the online reservation and sales data held in the system.
Why Do We Do This?
The answer lies at the heart of why Wine and Design initiated this project to begin with. Well, other than the fact that the new site is way prettier to look at of course!
The fact of the matter is you have grown. Your studio now holds more events and sells more tickets and offers more products than you could have imagined. With all of those sales and all of those customers comes the opportunity to use that performance history to help continue your growth and ensure that your studio is doing what it needs to do to continue to be successful.
This means that we need good, ACCURATE data that paints the whole picture of your sales and performance history.
When Do We Do This?
Reconciliation must be done within 7 days of your event. After 7 days, you can no longer access old event data and reconciliation will have to be done by tech support. This may generate additional costs for you.
Our recommendation, set aside a standard day of the week where you perform all of your past week's event reconciliations. You may already be doing this, but if not, this is a good best practice.
What Are We Reconciling?
Short answer: any sales activity that was not captured online or otherwise through the online sales portal. Most common items would include cash or check sales and in-store purchases swiped through your Point of Sale (PoS) device.
How Do We Reconcile?
Remember when we said that the Event Calendar screen was the single stop source for all things Event Management related? We weren't kidding. Since reconciliation activities are inherently tied to events, we perform them there too.
Getting to the Reconciliation Screen
Select the event you wish to reconcile from the calendar. At the bottom of the Add/Edit screen, you will find the View Event Roster button. Select that to view the event's sales details. At the bottom of this view, you will find the Enter/Review Sales button. Clicking that button will lead you to the Reconciliation screen. A screenshot of that last step is below.
The Review/Enter Sales Screen
As the name applies, this screen allows you to either a) Review/Edit existing sales or b) Enter new sales that occurred in the store and not through the online portal.
The screen is composed of rows of transactions representing all of the individual sales made on the website. The customer's name, email address, quantity of tickets purchased, amount paid, and a description of the transaction is provided. It looks like this:
Did you notice the empty row at the bottom of the table? That row, along with the Add Row button, allows you to enter in-store sales manually. Simply complete the required fields, enter a quantity, and provide a description so you know what and why you entered the sale. If you need to enter multiple sales, click the Add Row button to add a new row. Save your changes once you have entered all of your in-store sales and you're all done!
Make sure you click 'Add Row'. Failure to do so will prevent you from entering a new sale.