New Feature: Group Sales - Adjust Attendees & Keep Overpayments

Group Sales has been a primary focus here on Team Altru in the most recent updates. This next one is no exception. In fact, we are debuting a couple of long-requested capabilities for the group sales area.

The first major enhancement will give you the ability to update the visitor counts and price types on groups regardless of the check-in status. In short, this means that you will always be able to get the total number of visitor correctly recorded on sales, and thus the totals on the sale orders will be correct.

Reducing the number of visitors will reduce the amount due; likewise, increasing the number of visitors will increase the amount due. Coupling this with the ability to refund overages provided in the last update and most of the problematic situations can be gracefully resolved.



The second critical improvement that was highly requested was the ability to keep overpayments. There are a fair number of organizations which we serve who have a no refund policy or are simply instructed to keep the difference on group sales as donations.



After the update you will see these links offered on a group sale with a negative (payment) balance. Note that any time you could refund an overage you can now also choose to keep it.

To support overages you will now have a new mapping option to keep over payments in a General Ledger account of your choice.

To get this going into the desired GL account, you’ll want to have your financial user add a new General Ledger mapping using the new transaction type of “Overage.”



 

 

 

 

 

 

 

 

 

 

I bet you are saying “This is great, but is there a catch?”  Well, sort of…

It’s worth noting that with the ability to adjust counts and refund or keep over payments will allow you to update previously entered group sales to get their balances reflected accurately, however, group sales entered into the system prior to the previous November update are locked into the system as is. Only sales added after the new financial framework that provided better tracking for Unearned Revenue are compatible with the refund, overage, and adjustment capabilities. That said, we are eager to unlock more of the group sales record.  Things like resources, facilities, and items scheduled on the itinerary are still locked after check-in. We found that it’s rare that these parts are edited after check-in, so we decided to work on the visitor count and price types first. Keep your eye out for future improvements and keep those ideas coming!