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Raise purchase orders and track what your event owes

Production managers and promoters commit money to staging, sound, security and performers long before the event, and lose track of who is owed what by when. Purchase orders and payments due keep every order, invoice and payment beside the event, so you can answer what is still to pay in one look.

Send suppliers a purchase order for your event, check their invoice against it, and see every deposit, balance, per diem and supplier payment that is overdue, due this week or coming up. Approved orders count as committed costs in your event budget, and you record each payment as you make it.

Für
Ordering from suppliers and paying performers and suppliers on time
Dauer
9 Minuten

Bevor Sie anfangen

  • You are an owner, admin or producer on the event. The event's Operations page opens for those roles only.

  1. Open purchase orders

    Open the event, select Operations, select Contracts, then select Purchase orders.

    Hinweis: When a supplier's quote is confirmed, Fai drafts an order for it and marks it Drafted by Fai.

    Ticket Fairy purchase orders for an event, with a draft from a confirmed quote and an invoiced order whose invoice does not match
    Purchase orders.

  2. Make a purchase order

    Select New purchase order, enter the Supplier and each line of What you are ordering, then select Save as draft.

    Hinweis: Enter the Supplier's email to send the order from here. Under More details, set the Tax, Deliver by, Pay by and notes for the supplier.

    Ticket Fairy New purchase order dialog with the supplier, the supplier's email and the lines being ordered
    New purchase order.

  3. Approve the order

    Open the order, check the lines and total, then select Approve.

    Hinweis: An approved order counts as a committed cost in the event's Budget and can no longer be changed. Select Change before you approve it if anything is wrong.

    Ticket Fairy purchase order panel for a draft order drafted by Fai, with its lines, the total and Approve
    A draft order to approve.

  4. Send it to the supplier

    Select Send to supplier, then select Send it.

    Warnung: The email goes as soon as you select Send it.

  5. Check their invoice

    When the invoice arrives, open the order, select Add their invoice and choose the file.

    Hinweis: Upload a PDF or a photo up to 15 MB. Fai reads the total and says whether it matches the order to within 1.00 in the order's currency; enter the invoice total yourself and select Check against the order if it cannot.

    Ticket Fairy purchase order panel for an invoiced order, with a supplier invoice that does not match the order total
    An invoice checked against its order.

  6. Open payments due

    Select Payments due.

    Hinweis: Deposits and balances come from the performers' deals, per diems and backline from here, and supplier orders once approved. Each one is Overdue, Due this week, Coming up or has No due date.

    Ticket Fairy Payments due for an event, with an overdue deposit, a part-paid per diem and the totals still owed
    Payments due.

  7. Record a payment

    Select Mark paid on the payment, enter the amount, Paid on and Paid by, then select Record payment.

    Hinweis: This records a payment you have already made and does not send money. Enter less than the full amount to record part of it.

    Tipp: Owners and admins of a brand with Vault see Pay with Vault, which opens a Vault transfer.

    Ticket Fairy Mark paid dialog for a performer deposit, with the amount, the date paid, how it was paid and a payment reference
    Record a payment.

Oder lassen Sie es erledigen

Fai reads your purchase orders, committed costs and payments due, drafts an order by hand or from a confirmed supplier quote, changes, approves, sends or cancels it, enters an invoice total to check it against the order, marks a payment as paid, reverses a payment and adds or removes a per diem or cost. She shows you each change and waits for your yes first. Fai records payments and never moves money; to pay from Vault she uses a Vault transfer you approve, then records it.

In Ihrem Dashboard, mit Fai

What does <EVENT NAME> still owe, and what is overdue?

Lass Fai das für dich erledigen

Fai arbeitet in deinem Ticket Fairy Dashboard. Erstelle dein Konto, öffne Fai und füge die Anweisung von oben ein.

Kostenloses Konto erstellen Demo buchen

Keine Einrichtungsgebühren. Keine verpflichtende monatliche Ticketing-Gebühr. Keine Kreditkarte nötig.

Add a per diem or cost

  1. Add it

    On Payments due, select Add a per diem or cost, choose For and What for, enter the amount, then select Add cost.

    Hinweis: Select Remove with a reason to take a cost off; it stays on record, marked removed.

Fai adds or removes a per diem, backline or other cost on a booking when you ask, after you confirm.

In Ihrem Dashboard, mit Fai

Add a 40 pound per diem for Nova Twins on Saturday at <EVENT NAME>

Reverse a payment recorded by mistake

  1. Reverse it

    Open the payment's history, select Reverse, enter what was wrong with it, then select Reverse payment.

    Hinweis: This adds a correcting entry, and the original payment stays on record.

Fai reverses a payment with your reason when you ask, after you confirm.

In Ihrem Dashboard, mit Fai

Reverse the cash payment I recorded for Nova Twins' per diem at <EVENT NAME>, it was a mistake

Cancel a purchase order

  1. Cancel it

    Open the order, select Cancel order, enter why, then select Cancel order.

    Hinweis: It stays on record, marked cancelled, with your reason, and no longer counts as a committed cost.

Fai cancels a purchase order with your reason when you ask, after you confirm.

In Ihrem Dashboard, mit Fai

Cancel PO-0013 at <EVENT NAME>, we are using a different barrier supplier

Fragen, die Sie haben könnten

Where do committed costs show in my budget?
Open the event's Budget. Committed with suppliers shows the approved purchase orders, the performers' per diems and backline, and hire and shopping items marked ordered, with a link to Contracts. An item on a purchase order counts there once.
Is this the same budget as the Budget page in the event menu?
Yes. The Budget section and the event menu's Budget page show one budget, so a planned cost added in either shows in both.
Does a performer's per diem count in what the act costs?
Yes. Per diems, backline and other costs added for a performer count in the act's all-in cost on their performer page, and in the suggested total for Artists & talent in the budget, beside their agency fee, travel and hotel.
Can I see what all my events spent?
Yes. Open Event Operations, then Spend, for the planned and recorded costs of your brand's events in a period, your budget sections and your biggest suppliers on approved purchase orders.
Can I see payments due across all my events?
Yes. Open Event Operations, then Contracts, for payments due across your events and contracts across your events.
Does Fai remind me about payments?
When payments are overdue or due within a week, Fai suggests one task for each on Today. Paying stays your job, in Vault or your bank.
Can I delete a payment I recorded?
No. Reverse it instead, so the record shows both the payment and the correction.

Hast du noch eine Frage?

Buche eine Demo, und wir beantworten sie in einem Gespräch, passend zu deiner Art von Event. Oder erstelle dein Konto und sieh es dir selbst an.

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Keine Einrichtungsgebühren. Keine verpflichtende monatliche Ticketing-Gebühr. Keine Kreditkarte nötig.

Verwandte Anleitungen

Machen Sie das bei Ihrer eigenen Veranstaltung

Erstellen Sie Ihr Konto, legen Sie Ihr Event an und folgen Sie den Schritten in Ihrem eigenen Dashboard. Sie müssen kein Verkaufsgespräch buchen.

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