How to track Raffle sales with ticket numbers

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Michelle Tribe
Michelle Tribe ✭
Tenth Anniversary Facilitator 1 Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Hello all:


Looking for some ideas. My organization has an annual raffle ticket sale. Under Ontario, Canada law we can't see them online, only in-person, over-the-phone, and via mail. We do enter every puchaser's name, address, phone number and email address into our system so we can further solicit those people (such as, send them an email of the winners, let them know when the next raffle is, donation asks, how their purchase made a difference, etc.).


This year we had an issue with tickets being handed out to volunteers to sell, but the tickets handed out weren't kept track of. I would like to keep all of this information in Raiser's Edge so we can better keep track of it. As such, I want a way to record each and every ticket number in RE.  Is this a fool's dream?


I have two ideas to accomplish this that I'm toying with.


Idea one:


If I create a new receipt stack (for example, Raffle2017), then as tickets are sold we can enter each individual ticket number as a receipt number. This will prevent duplications, and allow us to create a query / export to see what tickets haven't sold.  I can't figure out via this method how to utilize this method to keep track of the tickets handed out to volunteers.


Idea two:


Create an event with seating. There are 8500 tickets sold, so I could have 85 sections, 10 tables in each section, 10 seats at each table. This is a lot of extra work for myself and the volunteers, but this will allow us keep track (I think). 


I'd appreciate any feedback - thank you!!
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Comments

  • Melissa S Graves
    Melissa S Graves ✭
    Ninth Anniversary Facilitator 3 Photogenic
    Will a receipt stack allow for multiple ticket purchases by one person. So if I get 3 tickets and pay with a single payment will I get 3 receipt numbers or just 1?


    I am would lean toward the event seating option but maybe I am not thinking of something.
  • Cathleen Mai
    Cathleen Mai ✭
    Tenth Anniversary Facilitator 2 Name Dropper Photogenic

    We do a chance drawing every year and I use 3 attributes: Event unit (which is used for multiple purposes), Ticket Quantity, and Ticket number.

    When I enter the batch I include the attributes and for multiple tickets enter the ticket numbers lowest to highest, divided by comma. You could also

    enter each ticket as a seperate gift. The tickets we give out to volunteers are a seperate set of numbers and are tracked in an excel sheet. Not the all in one place solution you are looking for, but thought I share our procedure. The event idea might work, but I agree that it is a lot of extra work.




      



    Michelle Tribe    :

    Hello all:


    Looking for some ideas. My organization has an annual raffle ticket sale. Under Ontario, Canada law we can't see them online, only in-person, over-the-phone, and via mail. We do enter every puchaser's name, address, phone number and email address into our system so we can further solicit those people (such as, send them an email of the winners, let them know when the next raffle is, donation asks, how their purchase made a difference, etc.).


    This year we had an issue with tickets being handed out to volunteers to sell, but the tickets handed out weren't kept track of. I would like to keep all of this information in Raiser's Edge so we can better keep track of it. As such, I want a way to record each and every ticket number in RE.  Is this a fool's dream?


    I have two ideas to accomplish this that I'm toying with.


    Idea one:


    If I create a new receipt stack (for example, Raffle2017), then as tickets are sold we can enter each individual ticket number as a receipt number. This will prevent duplications, and allow us to create a query / export to see what tickets haven't sold.  I can't figure out via this method how to utilize this method to keep track of the tickets handed out to volunteers.


    Idea two:


    Create an event with seating. There are 8500 tickets sold, so I could have 85 sections, 10 tables in each section, 10 seats at each table. This is a lot of extra work for myself and the volunteers, but this will allow us keep track (I think). 


    I'd appreciate any feedback - thank you!!

     

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