Club Captains

Ticket Tracking Database

Ticket Distribution

  • Please enter all sellers into the Seller database and complete as much information as possible. You don’t need to worry if a seller is in the system twice, e.g. once for a club and once for an agency.
  • When assigning books to sellers it is a good idea to place the seller’s name on the back of the book. Some clubs and agencies have also found it useful to number the back of the books from the lowest number to the highest number, starting from 1, to make filing of ticket stubs easier.
  • All assigned books must be entered into the Ticket Assignments database as you will not be able to enter a deposit if tickets have not been assigned. Some captains make the computer entries when the books are prepared for distribution, then update for additional books, returns or reassignments when they occur. Other captains make the computer entries only when tickets are given to the seller. It is recommended that you enter each book separately.

Ticket Collection

  • Whole book sales only need a name and phone number on the 1st and last ticket stub with a notation somewhere that this is a whole book sale. If a book is not all sold to the same buyer, then verify every sold ticket stub has a name and phone number. E-mail is encouraged, but is optional. Important – make sure the ticket stubs remain properly stapled and the cardboard back is attached.
  • When sold books are returned they need to be entered into the Deposit database. The date entered into the system must match the date of the actual Bank deposit, e.g. for a deposit prepared and made at Pacific Continental Bank on August 10th, the date in the Deposit database also needs to be August 10th. While both actions don’t need to be done the same day, the dates need to be consistent. Please don’t take more than a day or two in between the two actions.
  • Please use the Reports database to print a copy of each deposit and attach the Pacific Continental deposit receipt to the deposit report and keep in your records.
  • When a partial sold book is returned, before making the deposit entry you must first edit the Ticket Assignment database for that book of tickets (thus the recommendation to record each book separately.) Find the book in the Ticket Assignment database and edit the ticket numbers assigned to match those sold, e.g. if you are working with tickets 123001 through 123025, but only 14 tickets are sold, edit the ending number to the last ticket sold, in this case, 123014.
  • When a full book of tickets is returned unsold you must delete the entry in the Ticket Assignment database. If you have entered assigned books individually, select the delete link in the Ticket Assignment database, find the ticket sequence and select delete record. If you have entered more than one book in each ticket range, select edit and adjust the ticket numbers to reflect the tickets actually assigned to that seller. (If you have entered 3 or more books and a seller returns a middle book, then it is easier just to delete the original entry and reenter the correct book assignments.)

Ticket Storage

  • Please use the box provided to store ticket stubs. Due to the ticket design it works best to fold the cardboard and tuck it up under the ticket stubs so it will stand up higher. Place them in order from lowest number to highest number, starting in the front left side of the box so you can see the face of the ticket. (If you have numbered your books from 1 to …, the books will be in reverse order as you look at the back of them.)
  • For partially sold books cut off the bottom half or a significant portion of the corner of the unsold ticket stubs and file as you would a sold book. This indicates the tickets were not sold. (Dispose of the unsold tickets.) Don’t include unsold books in the box. Keep them intact and separate until you are given instructions on what to do with them.
  • Sometime in the last couple of weeks before the drawing you will be instructed to turn in your box of tickets. In addition to the ticket stubs, please place the copies of the deposit reports with the corresponding bank receipts in the box, along with the deposit book and endorsement stamp.

Ticket Correction

  • We must be able to account for all sold and unsold tickets. If unsold tickets are lost please place a note in the box where the book would have been (a cardboard back, cut to size, works well) identifying the ticket numbers, the circumstances and certifying the tickets were unsold. If sold tickets are lost, the ticket sales must be reconstructed. They can be entered into a new book, with a note placed in the box concerning the lost tickets. (This is a major pain you want to avoid.)
  • You are encouraged to have some type of paper back-up system so you can recreate entries if necessary. This can be simply printing the database after you make entries and periodically as you update information. Some captains have developed more extensive work papers to assist in managing the process. If you would like to know more, please contact John Sather.

Click here to reach the Great Rotary Duck Race ticket tracking database

Please contact John Sather to set up your password. Those that are new to the ticket tracking database will want to reserve a few minutes for a short tutorial.