Distributor, Comscore and MaccsBox Reporting instructions
How to set up automatic reporting for films to Distributors inside of the ATS platform,
Table of Contents
Reporting to a film distributor, ComScore and MaccsBox has now been fully automated by allowing you to set up the destination and frequency of how you report film revenue.
Distributor setup in Web Portal
Begin by Logging In to the Web Portal and locating Settings on the left menu bar. In the General Settings section, click on Distributors.
To add a new distributor, click the red Add Distributor button.
Start by adding the Distributor Name in the provided field. This name is what you will select when you later assign this distributor, so be specific.
eBOR Reporting Type is how you want the system to respond on your behalf to this distributor. If you go with any method other than manual you must also enable automatic reporting in system control using the instructions below for automated system reporting.
Manual - Selecting this tells the system you will be manually pulling the report and sending the report outside of Agile.
Email - This option will send the Gross Revenue report for this show to the specified email address and at the specified interval. This will not email when no data is found.
ComScore - Selecting this adds this film to the nightly report to ComScore SWIFT.
MaccsBox - Selecting this adds this film to the nightly report for MaccsBox.
Automated system reporting setup
Agile Ticketing Solutions has the ability to send automatic nightly reports to comScore Swift. Yesterday's information will always be pushed to Swift around 4:00 AM ET/3:00 AM CT/2:00 AM MT/1:00 AM PT. Grosses will be sent to Swift nightly. When comScore Swift automation is active, there is no need to manually enter the information through the Swift portal. That said, we still recommend that you pull the nightly box office report out of Swift.
In order to take advantage of this functionality, a few steps need to be taken for this information can be pushed to Swift. This includes plugging your comScore Theatre Name and comScore Theatre ID into Agile. If you are not sure what your comScore Theatre Name and comScore Theatre ID in Agile are, you can find these listed in comScore or on reports pulled from comScore.
Before you start reporting to comScore, make sure that the Fair Market Value of your tickets is set to the amount you want to report to comScore Swift. Fair Market Value will default to the total amount listed for a ticket's Price column. However, if you have fees included in your ticket price or if you have a discounted member or promo price, you will want to adjust the ticket's Fair Market Value so it equals the real value of the ticket.
On the web portal, click Settings on the left menu bar then under General Settings click Venues.
Use the edit pencil next to any existing venue to add your comScore and MaccsBox info.
At the bottom of the Edit Venue window, enter the comScore Theatre ID, comScore Theatre Name, and MaccsBox Theatre ID that was assigned to your organization. Organizations that have multiple venues need to make sure the Theatre ID numbers are populated for all venues, even if you only have one Theatre ID for your entire Organization. To commit these changes, click Save and close the window.
Next, you need to set up the email settings for use with the email eBor reporting method. This is done by opening the Reports section on the left menu bar. Scroll down to and expand the Accounting section, then locate the Gross Revenue - ComScore Nightly Flash report.
Set the Event Date Range to Yesterday so you always send data from the previous 24 hours. If you have any tickets with a different fair market value and price, check the box next to Include Prices Category 2 in Ticket Price.
In the Org Code field put the same comScore Theatre ID you put up above in the venue section. You may use the Filter By Venue field to select specific venues that will be reported, leave this on All to report everything and click Schedule E-mail for the final steps.
Starting with the Email Addresses field enter the address faxusa@comscore.com and click enter. You can add additional addresses as needed by repeating that process.
The Recurrence Pattern is how often the system should send this email and should be set to Daily to coincide with the dataset of yesterday. The Time is when you want this report to send, we suggest it be set for between 1 am and 4 am.
Subscription End Date is when this report will stop sending. Change this from its one-year default to some time much further away. Report Format should be set to Send as PDF.
For the Email Subject Line Add the name of your Theater and your ComScore number so it will appear in the email subject line. Click Submit to Save and close this subscription.
The ComScore Nightly Flash report is recommended for use to report grosses to ComScore. If you need to report grosses to another party, such as a specific distributor, you may want to look into setting up an
Email Subscription for a different kind of Accounting report. The two reports listed below are often used to report grosses.
- Gross Revenue- Box Office Statement: This report allows you to pull information for a specific Sales Folder, a Specific Event Date Range, and Distributor, if applicable. It pulls the event date information, the number of tickets sold, and the gross revenue for that event. This report will show tickets' Fair Market Value as their value. Many clients who wish to report grosses to specific distributors will use this report in addition to the ComScore Nightly Flash.
- Gross Revenue by Event: This report pulls Gross totals for a Sales Date and Event Date Range. The report breaks down the Gross money and the total number of tickets sold for each event in that Date Range. This report will show the tickets' Price as their value.
Now that everything will report correctly, you have to activate the automation switch for your organization. For the moment, this must be done from the ATS Windows App, if you do not have access to that you can request your support rep active this switch for you.
Access the Settings folder in your local organization directory and open System Control.
From the General tab, scroll down to the Distributor Electronic Box Office Reporting section and activate the Enabled Automated Renewals box.
Check Include $0.00 Value Tickets if you want those to be reported. Checking Include Price Level 2 In Gross will pull any free tickets that have a Fair Market Value above zero assigned.
Checking ComScore Nightly Flash will also put this distributor's films on the Gross Revenue - Nightly Flash report. Leave Enabled checked or this option will not appear on your show and showing level drop-down menus. Click OK to Save and close.
You will now see this Distributor on your list and are ready to apply it to shows. If you need to make changes to any of the distributors, use the edit pencil to the left of their name. This will then allow you to edit any of the settings for that distributor.
Now that Setup is out of the way, you just have to assign these distributors to your events and shows. To assign the Distributor, build your show or if the show is already built, find the show you need to report and use the edit pencil to change it's settings.
Use the Distributor drop-down menu found under Additional Information to select the correct Distributor associated with that film.
For MaccsBox films, there is an additional step of searching their database for the film after selecting them as the distributor. Enter the name of your film in the Film Name field if it's blank and click Search MaccsBox. Select your film in the Results area, make any needed changes to the drop-down menus below that, and click OK to save these settings.
Once selected you will see a check box appear that outlines what reports will be sent nightly.
Now that you have enabled a Distributor you can disable it at either the show or showing level by unchecking the Distributor Reporting box. For the distributor to get this information, you will need to manually report it. Click Save Changes when your done to save your work
Resending a missed eBoR report.
In the event you are made aware or notice that your distributor report was not sent you can manually push that data from the Admin side of the window app. Locate Settings on the left menu bar and open Distributors under the Genreal Settings area.
You have two buttons you can use to find and fix issues. Use the View Logs button to see what you sent and if you had any issues with that batch.
The Upload Data button is the one you can use to resend information when it gets missed. Use the Data To Upload drop-down to select which report you are sending.
Date Range can be set specifically for a range or you can just resend yesterday.
Distributor setup in ATS App
Begin by Logging In to ATS App administration and locate the Setting folder under your House icon. Expand this folder and click Distributor to load your list.
To add a new distributor, right-click in this area and select New.
Start by adding the Distributor Name in the provided field. This name is what you will select when you later assign this distributor, so be specific.
eBOR Reporting Type is how you want the system to respond on your behalf to this distributor. If you go with any method other than manual you must also enable automatic reporting in system control using the instructions below for automated system reporting.
Manual - Selecting this tells the system you will be manually pulling the report and sending the report outside of Agile.
Email - This option will send the Gross Revenue report for this show to the specified email address and at the specified interval. This will not email when no data is found.
ComScore - Selecting this adds this film to the nightly report to ComScore SWIFT.
MaccsBox - Selecting this adds this film to the nightly report for MaccsBox.
Automated system reporting setup
Agile Ticketing Solutions has the ability to send automatic nightly reports to comScore Swift. Yesterday's information will always be pushed to Swift around 4:00 AM ET/3:00 AM CT/2:00 AM MT/1:00 AM PT. Grosses will be sent to Swift nightly. When comScore Swift automation is active, there is no need to manually enter the information through the Swift portal. That said, we still recommend that you pull the nightly box office report out of Swift.
In order to take advantage of this functionality, a few steps need to be taken before this information can be pushed to Swift. This includes plugging your comScore Theatre Name and comScore Theatre ID into Agile. If you are not sure what your comScore Theatre Name and comScore Theatre ID in Agile are, you can find these listed in comScore or on reports pulled from comScore.
Before you start reporting to comScore, make sure that the Fair Market Value of your tickets is set to the amount you want to report to comScore Swift. Fair Market Value will default to the total amount listed for a ticket's Price column. However, if you have fees included in your ticket price or if you have a discounted member or promo price, you will want to adjust the ticket's Fair Market Value so it equals the real value of the ticket.
In the ATS windows app on the Admin side find the Settings folder under your Organization House icon. in the Venue section right-click one of your venues and select Properties.
At the bottom of the Venue window, enter the comScore Theatre ID, comScore Theatre Name, and MaccsBox Theatre ID that was assigned to your organization. Organizations that have multiple venues need to make sure that the Theatre ID numbers are populated for all venues, even if you only have one Theatre ID for your entire Organization. Click OK to save and close.
Next you need to set up the email settings for use with the email eBor reporting method. This is done by logging into the web portal and then opening the Reports section on the left menu bar. Scroll down to and expand the Accounting section and locate the Gross Revenue - ComScore Nightly Flash report.
Set the Event Date Range to Yesterday so you always send data from the previous 24 hours. If you have any tickets with a different fair market value and price, check the box next to Include Prices Category 2 in Ticket Price.
In the Org Code field put the same comScore Theatre ID you put up above in the venue section. You may use the Filter By Venue field to select specific venues that will be reported, leave this on All to report everything and click Schedule E-mail for the final steps.
Starting with the Email Addresses field enter the address faxusa@comscore.com and click enter. You can add additional addresses as needed by repeating that process.
The Recurrence Pattern is how often the system should send this email and should be set to Daily to coincide with the dataset of yesterday. The Time is when you want this report to send, we suggest it be set for between 1 am and 4 am.
Subscription End Date is when this report will stop sending. Change this from its one-year default to some time much further away. Report Format should be set to Send as PDF.
For the Email Subject Line Add the name of your Theater and your ComScore number so it will appear in the email subject line. Click Submit to Save and close this subscription.
The ComScore Nightly Flash report is recommended for use to report grosses to ComScore. If you need to report grosses to another party, such as a specific distributor, you may want to look into setting up an
Email Subscription for a different kind of Accounting report. The two reports listed below are often used to report grosses.
- Gross Revenue- Box Office Statement: This report allows you to pull information for a specific Sales Folder, a Specific Event Date Range, and Distributor, if applicable. It pulls the event date information, the number of tickets sold, and the gross revenue for that event. This report will show tickets' Fair Market Value as their value. Many clients who wish to report grosses to specific distributors will use this report in addition to the ComScore Nightly Flash.
- Gross Revenue by Event: This report pulls Gross totals for a Sales Date and Event Date Range. The report breaks down the Gross money and the total number of tickets sold for each event in that Date Range. This report will show the tickets' Price as their value.
Now that everything will report correctly, you have to activate the automation switch for your organization. For the moment, this must be done from the ATS Windows App, if you do not have access to that you can request your support rep active this switch for you.
Access the Settings folder in your local organization directory and open System Control.
From the General tab, scroll down to the Distributor Electronic Box Office Reporting section and activate the Enabled Automated Renewals box.
Check Include $0.00 Value Tickets if you want those to be reported. Checking Include Price Level 2 In Gross will pull any free tickets that have a Fair Market Value above zero assigned.
Checking ComScore Nightly Flash will also put this distributor's films on the Gross Revenue - Nightly Flash report. Leave Enabled checked or this option will not appear on your show and showing level drop-down menus. Click OK to Save and close.
You will now see this Distributor on your list and are ready to apply it to shows. If you need to edit any of the distributors, right-click on the distributor name and select properties. This will then allow you to edit any of the settings for this distributor.
To assign the Distributor, build your show or if the show is already built, find the show you need to report. Right-click on the film at the show or event level and select Properties to add the distributor.
Use the Distributor drop-down menu to select the correct Distributor associated with that film.
For MaccsBox films, there is an additional step of searching their database for the film after selecting them as the distributor. Enter the name of your film in the Film Name field if it's blank and click Search MaccsBox. Select your film in the Results area, make any needed changes to the drop-down menus below that, and click OK to save these settings.
Once selected you will see a check box appear that outlines what reports will be sent nightly.
You may now access the distributor settings on any show, showing, or event in the system by right-clicking and opening it's properties.
Now that you have enabled a Distributor you can disable it at either the show or showing level by unchecking the Distributor Reporting box. For the distributor to get this information, you will need to manually report it. Click Save Changes when your done to save your work
Click OK to save any changes and close this window.
Resending a missed eBoR report.
In the event you are made aware or notice that your distributor report was not sent you can manually push that data from the Admin side of the window app. Locate the Settings folder under your local org house and open System Control.
In the section for Distributor Electric Box Office Reporting, you have two buttons you can use to find and fix issues.
Use the View Logs button to see when you sent and if you had any issues with that batch.
The Upload Data button is the one you can use to resend information when it gets missed. Use the Data To Upload drop-down to select which report you are sending.
Date Range can be set specifically for a range or you can just resend yesterday.
