Objective

Table of Contents

i) Payment Process

Stuff to Know

Index Cards

Adding a New VFT

a) Description: Include school name, production title, and date of trip 

b) Short Description: should match the longer description but with abbreviated information 

i) Note: There is a character limit for these fields 

c) Replace the zeroes in the "Perf Code" with the SOW date (YYMMDD) 

i) Example: 230224 = February 24, 2023 

d) Change the Date/Time to reflect when the SOW is scheduled 

a) Owner: School Name 

b) Initiator: Teacher 

c) Source: Word of mouth, web search, PacSci email, PacSci social media previous PacSci Programming, West Sound STEM Network, other 

d) MOS: Registration 

a) i.e., 200 Students + 10 Teachers + Registration = 211 

Adding a New VFT

a) Note: The "Production Seasons" tab is one-to-one with "Productions"

a) Note: There is a character limit for this field. Education and Registration will come up with a naming scheme overtime 

a) Example: 230224 = February 24, 2023 

Ordering a VFT

3) Click on the box next to "Owner" and search for the school 

4) Change the "Initiator" to the teacher 

5) Change "Source" to whichever way the order was received 

6) Change "MOS" (Mode of Sale) to Registration

7) Click on "Add" near the bottom of the window 

8) Click on "Perf Code" and find the VFT created for the school 

a) i.e., 200 Students + 10 Teachers + Registration = 211 

11) Then go to the "Sub Line Items" tab to see all of the tickets. Change the top row to "EduRegistr" then change the following rows to "EduTeacher" for the number of teachers attending. Leave the rest as "EduStudent” 

12) Click on the "Custom Data" tab and adjust whether the school is Title 1 or HPA LAP Eligible, reduced Lunch %, and Grade Level 

a) Highlight the row and click on "Price Details" in the bottom ribbon

b) A new box titled "Price Details" will pop up  

c) Use the drop box in the top right and select which discount should be applied. If you're unsure which discount applies reach out to your manager  

d) Click "OK"

a) Type in the amount that is being given and select the Payment Method. Then click "OK" to save. If the Payment Method is a Purchase Order, include the PO number in the "Notes" section 

4) If Payment has not been received before the day of SOW then use the "Payments" screen and select Invoice as the Payment Method. 5) This will tell accounting that the school is waiting to receive an invoice 

6) Invoices can be viewed in the Constituent profile by selecting "Constituents" from the top ribbon and then clicking on "Invoice List" 

a) This will primarily be used to resolve invoices when Accounting reaches out and notifies Registration that an invoice has been paid. 

b) Check the box next to the invoice that is being paid and a new window titles "Payments" will pop up. Select the correct Payment Method and click "Apply Payment" and then "Save"