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HOW TO Add and Order Science on Wheels (SOW)

Objective

This article reviews the steps needed to input a new Science on Wheels (SOW) into Tessitura and then how to order it to record it and receive payment. The user needs Tessitura permissions to access the Education and Registration user groups. This article is split into two parts: Adding a New SOW and Ordering a SOW. If a Virtual Field Trip has already been added to Tessitura, move onto the ordering section.

1) Stuff to Know

2) Index Cards

3) Step-by-Step

a) Adding a New SOW
b) Ordering a New SOW

i) Payment Process

Stuff-to-Know

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Index Cards

This section includes the basic steps for completing each process. Continue onto "Step-by-Step" to see full detailed instructions and screenshots.

Adding a New SOW

1) Login into Tessitura Prod using the Education user group

2) Click on "Ticketing Setup" in the top ribbon and highlight Science on Wheels by clicking on it once

3) Click on the "Performances" tab to copy the SOW that pertains to the location and size of the group. This distinction is important for cost

4) A new window titled "Performance Copy" will pop up

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

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

6) Click "Save" and add any additional information for internal users under Ticket Text and any information for External users should go in Sales Notes

Ordering a New SOW

1) Start a new "Ticket Uncontrolled" batch

2) Change each field:

a) Owner: School Name
b) Initiator: Teacher
c) Source: The way in which the teacher heard about the program
d) MOS: Registration

3) Add three rows and input the expected number of Teachers and Students who will be in attendance. One row is for Registration

4) Include any applicable information under "Customer Data' and "Spec Req" like Title 1 school or ADA accessibility

5) Highlight all rows and click on "Best Seat"

6) Proceed through the payment process unless purchaser is waiting to pay until the day before the performance

Step-by-Step

Proceed to next section "Ordering a SOW" if Science on Wheels information is already in Tessitura. Review the recorded meeting presented by Diana Hennick here

Adding a New SOW

This step is necessary if a SOW does not currently exist in Tessitura. You cannot complete scheduling a school for a SOW if is not in Tessitura. Typically, these steps will need to be follow for every SOW requested.

1) Log into Tessitura Prod using the Education user group. If you do not have permissions to this group, contact IT or your manager

2) Navigate to "Ticketing Setup" on the top ribbon in Tessitura

3) Highlight Science on Wheels under the "Titles" tab by clicking on it once

4) Next click on the "Productions" tab and select a performance by clicking on it once to highlight it

5) Move on to the "Production Seasons" tab and select Full or Partial Day*

a) As of January 2023 PacSci is not yet offering Partial Days. It's possible this distinction will not be necessary in Tessitura.

6) Click on the "Performances" tab to copy the SOW that pertains to the location and size of the group (Medium/Large and Local/Regional). This distinction is important for cost

7) Highlight the SOW you would like to schedule then click "Copy" near the bottom of the window

8) A new window titled "Performance Copy" will pop up

9) Adjust the "Description" to include the school's name, production title, and date of trip

a) Note: There is a character limit for this field. Follow this as a guide:

i) SOW-[Program Title]-[Time Frame]-[School Name](District)

10) Adjust the "Short Description" to match with the longer description

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

a) Example: 230224 = February 24, 2023

12) Change the date and time for when the SOW is scheduled

13) Click on "Save"

14) Navigate to the "General" tab and use the "Ticket Text" field to add more details about the SOW visit

15) If any information needs to be included on an invoice for the school, use the "Sales Notes" field towards the bottom

16) Important Note:

a) Ticket Text --> Internal Notes
b) Sales Notes --> External Notes for school or purchaser

17) Click "Close" and then "Yes" to save changes

18) Next move onto Ordering a SOW to schedule it for a school

Ordering a SOW

Review the recorded meeting presented by Diana Hennick here

1) Click on "Ticket Ordering" in the top ribbon in Tessitura to start a new batch

2) Select "Ticket Uncontrolled" from the drop down and press "OK"

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 SOW created for the school

9) Press "Tab" on your keyboard to populate the rest of the fields

10) Change "Price Type" to "EduRegistr" and press "Tab" again to populate the "Zone" column

11) Change the "Pur" column to "1" for EduRegistr

Repeat steps 7 through 10 to add "EduTeacher" Price Types

12) Click on "Add" to start a new row to include Teacher tickets

13) Copy and paste the "Perf Code" into the new row

14) Change the "Price Type" to "EduTeacher"

15) Add the number of teachers or volunteers expected to be part of the experience (these are no cost associated with these tickets) in the "Pur" column

Repeat steps 7 through 10 to add "EduStudent" Price Types

16) Click on "Add" to start a new row to include Student tickets

17) Copy and paste the "Perf Code" into the new row

18) Change "Price Type" to "EduStudent"

19) Type in the expected number of students in "Pur"

20) Teacher and Student numbers should always remain as their expected or estimated numbers since SOWs are not priced per head

21) 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 d) to your manager
e) Click "OK"

22) If applicable, use the "Notes" field to include any applicable notes about the group

23) Click on the "Info" button to review any Sales Notes from the order

24) If applicable, click on "Spec Req" in the bottom ribbon of the window

25) A new window will pop up titled "Special Requests"

a) This is where to add any information about accessibility accommodations or safety information for the students

26) Once all information has been entered and reviewed highlight all of the rows and click on "Best Seat" in the bottom ribbon

27) A "Payment" window will appear; however, payment is not due until at least the day before the program. If they would like to pay ahead of time continue to the Payment Process section

Payment Process

1) 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 2) Order, include the PO number in the "Notes" section

3) If returning to Tessitura to fulfill payments; click on "Payments" in the top ribbon of Tessitura

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"

how to registration science on wheels sow tessitura

Creation date: 4/21/2023 3:35 PM Updated: 5/2/2023 10:29 AM

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HOW TO Add and Order Science on Wheels (SOW)

Objective

Table of Contents

Stuff-to-Know

Index Cards

Adding a New SOW

Ordering a New SOW

Step-by-Step

Adding a New SOW

Ordering a SOW

Repeat steps 7 through 10 to add "EduTeacher" Price Types

Repeat steps 7 through 10 to add "EduStudent" Price Types

Payment Process