Introduction

As a ticketing platform administrator tickets, payments and fees are distributed every day. It is of paramount importance of keeping track of your (and your organizer's) financial traffic. This guide will document the tools that you have at your disposal and give you some tips and tricks along the way.

Payout reports

To ensure that everyone is talking about the same thing, we will use 3 reports to facilitate the financial process:

1. Payout Summary: an aggregate summary of all tickets, payments and fees for a specific time period
2. Payout Details: a report for 1 organizer detailing his processed tickets, payments and fees for a specific time period
3. Fee Details: a report detailing all fees and their origin for a specific time period

At this point (v1.10) these financial reports have no dedicated page in the Oxynade by SecuTix product just yet. However, they are available through our API as documented below. To access the API you can use your admin login at https://api.oxynade.com/v5/graphiql

Disclaimer

It's important to note that it is not easy to switch from a self-invented finance process to the process suggested below. If you have been using organizer back-office reports to process finances, you will need to understand a few things before continuing.

In the organizer back-office all reports report data regarding to tickets and their issue date, e.g. when and where is the ticket sold. In financial reports we also report some aggregate ticket info, but that's used as optional information. The main focus in of data in these reports are "payments". This is important because a payment represents cash, while a ticket does not.

Furthermore it's important to realize which dates are used. As opposed to the organizer back-office reports, here we use separate dates per column to ensure that the values remain the same if you generate historical reports per time interval later on. Generating a financial report with a date interval filter will check the dates accordingly:

1. Issued tickets: the issue date
2. Invalidated tickets: the deletion date
3. Payment & refund: the payment confirmation date

Understanding the Payout Summary report

Download the sample report here.

The Payout Summary report is an aggregate summary of all tickets, payments and fees for a specific time period. In this example we'll work with a time period of 1 month: 2019-10-01 to 2019-11-01. The payout report consists of 3 sections of columns:

1. Organizer data: necessary for your invoice
2. Ticket numbers: for information purposes
3. Payments and fees: for financial purposes

The payout summary report can be generated through the API using the following query in the upper left section of the API and by pressing the play button. The date interval filter can be changed, but should remain in the same ISO format as shown in the example:

query PayoutSummary {
  admin {
    reports {
      payoutSummary(confirmedAfter:"2020-01-08T00:00:00.000Z", confirmedBefore: "2020-01-08T23:59:59.000Z")
    }
  }
}

Organizer data

The organizer data in the Payout summary report is provided to fill up organizer's data in the invoice. It will provide the following data:

• Organizer id: the unique identification of the organizer in the system.
• Organizer title: the name of the organizer.
• The organizer's official address:
  • Country;
  • City;
  • Postal code;
  • Street;
  • House number;
• Bank account number;
• VAT number.
• Organizer currency: the currency of the reported financial numbers.

Ticket numbers

The ticket numbers and totals in this report are used for information purposes. They're not used to calculate fees or payments because this data is saved in the appropriate locations (see below). But still, this data is very important as it gives you a sense of what this organizer has been doing this month. It mainly answers the questions "How many tickets did this organizer issue this month?" & "How many tickets did this organizer cancel this month?".

There are 2 important key words:

1. Issued ticket: An issued ticket is a ticket that has been confirmed and received a barcode within the given time period. Whether or not the ticket has been cancelled is irrelevant as every issued ticket is counted regardless of cancellation. An issued ticket can be from any origin, so this also includes the generated tickets for accessible season events.
2. Invalidated ticket: an invalidated ticket is an issued ticket that has been cancelled within the given time period. Note that it is irrelevant at what time it was issued.
   • For example: organizer 2 created a report for October 2019 which has 479 issued tickets and 2 invalidated tickets. The 2 invalidated tickets were issued in February 2019, however the cancellation occurred in October, which causes them to show up here in this timeframe.
   • Deprecated "v1" organizers have no sense of the time of cancellation. For these organizers the value 'UNKNOWN' is shown.

There are 4 columns covering the ticket numbers:

•  #total issued tickets: this is the number of tickets an organizer has issued (= barcode generated) for the given time period. The next 2 columns split this total into 2 categories
  • #online paid issued tickets: issued tickets that have been paid online. If the organizer has no own payment provider, you have received the money for these tickets.
  • #offline paid issued tickets: issued tickets that have been paid offline. The organizer has received the money for these tickets.
• The next 2 columns give an insight in the amount of issued tickets that have been invalidated during the given period. 
  • #online paid invalidated tickets: cancelled tickets that have been paid online. Chances are that these tickets were already paid out in a previous month. The fact that the cancellation took place in this month means that the related refund (if any) also happened this month.
  • #offline paid invalidated tickets: cancelled tickets that have been paid offline. This is mainly a number used to check whether or not organizers are trying to use your platform for free by deleting their offline tickets.

Payment and fees

The payments and fees are the most interesting columns. They will show exactly what money has been processed and what fees have to be invoiced.

It is important to note that the platform handles each fee as revenue for the channel. The feature "payee per fee" (e.g. kickback fee for organizer) has not yet been developed. Thus if you configure fees for this purpose, note that they are all summated as income for the channel. You'll have to split these out yourself using the fee report.

There are 5 columns covering the payment and fees

• online payments: the sum of all payments that were accepted online within the given time period per organizer. These payments include everything which was charged in the purchase: ticket prices, annulation cost, fees. These payments relate directly to the column "#online paid issued tickets". It is possible that the organizer accepted offline payments, but that info is unnecessary for the payout process.
• online refunds: the sum of all refunds that were provided through the admin section within the given time period per organizer. A refund is a negative payment, the negative value resembles that this amount was given from the channel towards the ticket buyer.
• ticket fees: the sum of all ticket fees that were charged within the given time period per organizer. This include exclusive, inclusive and even hidden fees! Although hidden fees are not charged to the ticket buyer, they should be charged to the organizer.
• payment fees: the sum of all payment fees that were charged within the given time period per organizer. Note that it is is no longer allowed to charge extra fees at the end of a purchase for Europe. European organizers will most likely add an extra ticket fee (of around ~3%) to compensate the payment fees.
• delivery fees: the sum of all delivery fees that were charged within the given time period per organizer.

Want to know how to calculate what you actually have to pay & invoice to your organizers? Then jump to invoicing.

Understanding the Payout Details report

The Payout Details report is a list of adapted purchases (including confirmed & invalidated tickets or payments) for a specific time period. A summation is provided at the bottom of the report. This is the report that you will want to give to an organizer to explain him what has been invoiced and paid out. In this example we'll work with a time period of 1 month: 2019-10-01 to 2019-11-01. The payout report consists of 3 sections of columns:

1. Purchase data: necessary for context
2. Ticket numbers: for information purposes
3. Payments and fees: for financial purposes

The payout details report can be generated through the API using the following query in the upper left section of the API and by pressing the play button. The date interval filter can be changed, but should remain in the same ISO format as shown in the example:

query PayoutDetails {
  admin{
    reports{
      payoutDetails(organizerId: 2860355, confirmedAfter:"2020-01-08T00:00:00.000Z", confirmedBefore: "2020-01-08T23:59:59.000Z")
    }
  }
}

Purchase data

The purchase data columns give extra info about the purchase:

• purchase id: the unique identification of the purchase in the system.
• purchase created date: the date of purchase creation. This can be earlier than the filter period as the issue or cancel action can happen in a different month than creation.
• purchase created time: the time of purchase creation.
• sale channel: the sale channel in which this purchase has been created.
• events: the list of events for which tickets have been issued in this purchase.
• customer first name: the first name of the customer who bought the purchase.
• customer last name: the last name of the customer who bought the purchase.
• customer email: the email of the customer who bought the purchase.
• payment method: the payment method(s) used to pay for the contents of this purchase. This will also indicate whether or not it was paid online or offline.

Ticket numbers

Identical to the Payout Summary report, ticket numbers are shown.

• #total issued tickets: the number of tickets for this purchase that have been issued in the given time frame
• #invalidated tickets: the number of issued tickets for this purchase that have been cancelled in the given time frame.
• ticket netto price: the sum of the netto price of tickets for this purchase that have been issued in the given time frame. The netto price is the price excluding fees.

Payment and fees

Identical to the Payout Summary report, payments and fees are shown.

• ticket fees: the sum of all ticket fees that were charged on tickets of this purchase that have been issued in the given time frame.
• invalidated ticket fees: the sum of all ticket fees that were charged on tickets of this purchase that have been cancelled in the given time frame.
• online payments: the sum of all payments that were accepted online for this purchase within the given time period.
• online refunds: the sum of all refunds that were processed for this purchase within the given time period. These are negative values resembling a payment from you to the ticket buyer.
• payment fees: the sum of all payment fees that were charged on payments of this purchase that have been confirmed in the given time frame.
• delivery fees: the sum of all delivery fees that were charged on the delivery of this purchase in the given time frame.

Understanding the Fee Details report

The Fee Details report is a list of processed fees (including ticket, payment & delivery fees) for a specific time period. This report can be used to backtrack why some cost was charged to an organizer. The fee report consists of 2 sections of columns:

1. Organizer data
2. Fee data

The fee details report can be generated through the API using the following query in the upper left section of the API and by pressing the play button. The date interval filter can be changed, but should remain in the same ISO format as shown in the example:

query FeeDetails {
  admin {
    reports {
      feeDetails(confirmedAfter:"2020-01-08T00:00:00.000Z", confirmedBefore: "2020-01-08T23:59:59.000Z")
    }
  }
}

Organizer data

The organizer data in the Fee details report is provided to give you a quick reference to whom the cost was charged:

• Organizer id: the unique identification of the organizer in the system
• Organizer title: the name of the organizer
• Bank account number
• VAT number
• Organizer currency: the currency of the reported financial numbers

Fee data

The fee data in the Fee details report explains how the cost was calculated and to what entity (ticket, payment or delivery) it is belongs to.

Refer to our article concerning fees to understand the different fee specific concepts.

• Fee scheme id: the unique identification of the fee scheme in the system
• Fee scheme title: the name of the fee scheme. E.g. "1 EUR all-in fee"
• Fee definition id: the unique identification of the fee definition in the system
• Fee definition title: the name of the fee definition. E.g. "Trigger for specific organizer fee"
• Purchase id: the unique identification of the purchase
• Entity id: the unique identification of the ticket, payment or delivery
• Entity type: this field explains whether the entity on which the fee was charged is a ticket, payment or delivery
• Entity confirmation date: the date the entity was confirmed/issued
• Entity  confirmation time: the time the entity was confirmed/issued
• Entity validity: whether or not the entity has been canceled after its confirmation e.g. a refunded ticket
• Fee mode: this field shows whether the fee was shown exclusive, inclusive or hidden
• Fee amount: the amount that was charged
• Fee VAT percentage: the % of VAT included in the fee (if configured)