Numbered receipts and one accounting entry per order
Every paid order gets a numbered receipt, titled Tax Invoice when it carries tax. It is posted to your books once, with the payment set against it. Ticket income, discount, booking fee and tax each go on their own line.
PLANSEvery plan
Why it matters
After an event the treasurer usually gets a payout statement and a spreadsheet of orders, and keys the sales into the books by hand. GST, discounts and fees get mixed up, and the bank never quite matches. In SmartMy Events each paid order is posted to your own accounts the moment it is paid. It carries the ticket income, the promo discount, the booking fee and the tax on separate lines. The payment is set against it in the right journal: your gateway's, or the counter's cash or UPI and card journal. The buyer gets the same numbered receipt as a PDF.
The problem it solves
- After the annual day, the accountant spends a week entering ticket sales by hand.
- Nobody can say how much GST was collected on tickets.
- Cash from the counter and online payments land in one pile and do not match the bank.
- A buyer asks for a receipt and the office writes one by hand.
How it works
- Once, your administrator picks the Ticket Sales Journal and the Default Ticket Income Account, and the counter journals.
- When an order is paid, its receipt is made and posted in the ticket sales journal, which gives it its number.
- Each ticket type is a line with its tax on the income account. A promo discount and a booking fee are lines of their own.
- The payment goes against the receipt: in the payment provider's journal, or the counter's cash or UPI and card journal.
- The buyer finds Receipt (PDF) on their tickets page; staff click Receipt on the order.
Everything it does
The entry
- One receipt per paid order, posted in the Ticket Sales Journal (empty: the first sales journal)
- Ticket income on the event's Ticket Income Account, else the Entity's default, else the journal's
- Promo code discount: a line of its own; the tax is on what is left
- Booking fee: a line on its own income account, with its own tax if you set one
- Add-ons on the Add-on Income Account (Growth and Scale)
The payment
- Online: in the payment provider's journal, else the first bank journal
- Counter cash: the Counter Cash Journal; UPI and card: the Counter UPI / Card Journal
- The payment is matched to the receipt
The receipt PDF
- Titled Tax Invoice when there is tax, else Receipt, with its number and date
- Your Entity's GSTIN where it is set; the buyer's name, mobile and email
- The event, session and venue; each line with quantity, price and tax; discount and booking fee
- Before tax, tax and amount received; how it was paid with the reference; the ticket numbers
What has no entry
- Free orders and complimentary tickets
- Refunds are posted as credit notes on Growth and Scale
- Stalls get their own receipt; sponsors an ordinary customer invoice (Scale)
Numbers
- Orders EVO/year/00001 and tickets TKT/year/000001
- Receipt numbers follow your sales journal
Who uses it
AdministratorPicks the journals and the default income account and tax for the Entity.
AccountantReads the posted receipts and payments in the journals, and sets income accounts per event.
Event managerPrints a receipt from the order when a buyer asks.
BuyerDownloads the receipt from the tickets page.
Where you use it
- Web: Events > Configuration > Tax, Journal and Hold; the Accounting tab of the event; Receipt on each order
- The tickets page: Receipt (PDF) for a paid order
- The SmartMy Events app counter: Receipt (PDF) after a sale (built and in testing, not in the app stores yet)
- Not asked on the order: the buyer's own GSTIN
What you control
Settings
- Ticket Sales Journal: empty (the first sales journal)
- Default Ticket Income Account: empty (the journal's income account)
- Default Tax on Tickets: empty
- Counter Cash Journal and Counter UPI / Card Journal: empty (the first cash or bank journal)
Questions
Do we need to enter ticket sales in our books?
No. Each paid order is posted once, with its tax, discount and booking fee, and its payment is matched.Is the receipt a GST tax invoice?
When the tickets carry tax, the receipt is titled Tax Invoice and shows your GSTIN. The buyer's own GSTIN is not asked on the order form.Are free and complimentary tickets posted?
No. Nothing is paid, so there is no entry. They are counted apart in the reports.How are refunds booked?
On Growth and Scale, a refund is posted as a credit note against the order. A fee kept on a cancellation stays income.Can each event have its own income account?
Yes. Set it on the event's Accounting tab; empty uses the Entity's default.Related features
SELLINGOnline payment through your own gatewayBuyers pay through the payment provider of your own Entity, and your gateway settles the money to your account. Only a confirmed payment issues tickets, with a receipt and an accounting entry.SELLINGCounter sales at the venue and the day's closingSell tickets at the venue or the school office, by cash, UPI or card, from the same count as the website. At the end of the day each seller declares what they took, any difference is explained, and a manager confirms.SELLINGBooking fee passed to the buyerPer event, choose who bears SmartMy's fee on each paid ticket: you, or the buyer as a booking fee on top of the price. With the booking fee you keep the full ticket price, and the fee shows as a line of its own everywhere.REPORTSSales, money and attendance reportsSee what sold, what was collected and who came, by event, session and ticket type. Each event also has a Figures tab with what is left, and organisers see only their own events.FANS AND SEATINGCancellations and refunds within your termsYou set the refund terms per event: not refundable, or refundable until some hours before the session, less a fee you keep. Buyers cancel by themselves within them; event managers can refund any time, to the original payment or by hand, from one Refunds list.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.