Depending on your raffle licence requirements, you may need to complete an audit after your raffle has concluded.
This article outlines the key metrics and information available in Vega to support the audit requirements for a New Zealand Class 3 raffle licence. These reporting practices can also be useful for other raffle audits.
Reconcile Ticket Sales
You will need to reconcile the total value of raffle ticket sales recorded in Vega against the funds received through your payment gateway and deposited into your bank account.
There are two reports in Vega that can be used to reconcile your raffle ticket sales:
- Insights > Product Analysis > Cumulative Product Totals
- Money > Cashbook Report
Cumulative Product Totals
Go to:
Insights > Product Analysis > Cumulative Product Totals
Generate the report for the date range your raffle was running and select the relevant raffle campaign action.
The Purchases tab will show all payments for the raffle campaign where a raffle product was purchased.
Cashbook Report
The Cashbook Report under the Money tab can also be filtered by date range and GL Code to show the payments recorded against the raffle ticket GL Code.
The Cashbook Report also includes the payment gateway reference, making it easier to reconcile the Vega transactions against your payment gateway records.
If payment gateway fees have been configured under Admin > Payment Gateway, the Cashbook Report will also display the net amount for widget-processed payments.
Note: Your payment gateway and bank account will generally show a bulk amount that may include raffle ticket sales, additional donations, and other campaign payments received during the same period. The Vega reports allow you to isolate the gross value received for the specific raffle ticket GL Code.
Reconciling Payment Gateway and Bank Deposits
Online purchases are processed through your payment gateway. Vega records the transactions and ticket allocations but does not receive or hold the funds.
For the audit, you will need to reconcile:
- The ticket sales recorded in Vega.
- The transactions recorded by your payment gateway.
- The funds deposited into your organisation's bank account.
- Any applicable payment gateway fees.
Any cash payments received for raffle tickets should also be recorded in Vega and the corresponding funds deposited into your organisation's bank account.
Important: The total ticket sales reported for the raffle should be reconciled against the relevant payment gateway and bank records, taking into account any applicable fees and other payments included in the same deposit.
Confirm the Number of Tickets Sold
An audit will require evidence of the ticket numbers included in the draw and the total number of tickets sold.
The Cumulative Product Totals report provides the ticket information needed for this reconciliation.
Select the Summarised Results tab to view:
- Totals for each ticket type
- Totals for each raffle channel
- The overall total for the campaign header
Cumulative Product Totals – Summarised Results
The report contains the following columns:
| Report Column | Explanation |
|---|---|
| WeekEndingDate | Shows the week-ending date for each row within the selected reporting period. The report is ordered by this date, with the final rows showing the totals for the reporting period. |
| Campaign | Shows the individual campaign action and, for the campaign header total, the name of the campaign header. |
| Description | Shows each raffle ticket product and its totals. A Total row shows the combined totals for all products within the campaign. |
| Price | Shows the individual ticket price for each product type. |
| TotalItems | Shows the total number of tickets included in the purchase for the product type. |
| OrderOfferQty | Shows the number of transactions made for the product type during the relevant week. |
| OrderOfferAmount | Shows the total value received for the product type during the relevant week. The final total shows the overall amount received for ticket sales and should reconcile with the relevant totals in the Cashbook Report and Purchases tab. |
| OrderTicketQty | Shows the total number of valid tickets for the product type during the relevant week. The final total shows the total number of valid tickets for the campaign header and should correspond to the number of tickets included in the draw. |
| CancelledOfferQty | Shows the number of cancelled transactions for the product type during the relevant week. |
| CancelledTicketQty | Shows the number of cancelled tickets for the product type during the relevant week. The final total shows the number of cancelled tickets across the campaign header. This can help explain differences between the ticket number range and the number of tickets included in the draw. |
| TotalTicketQty | Shows the total number of tickets purchased for the product type, including cancelled tickets. |
| PaidTicketQty | Shows the total number of successfully paid tickets for the product type during the relevant week. PaidTicketQty combined with FreeTicketQty equals OrderTicketQty. |
| FreeTicketQty | Shows the total number of successfully issued free tickets for the product type during the relevant week. This includes bonus tickets included with a ticket type and tickets purchased using a free discount code. FreeTicketQty combined with PaidTicketQty equals OrderTicketQty. |
| Row# | Provides a row number for each data row. |
Ticket Totals
The report also includes a totals table providing an overview of the ticket allocation.
The totals table can be used to reconcile the number of tickets sold, cancelled, pending, and remaining against the ticket number range configured for the raffle.
The following relationships are important when completing your reconciliation:
- Successful tickets + capacity remaining equals the total ticket capacity.
- Tickets remaining is calculated from the ticket number range configured for the raffle.
- If the available ticket numbers are lower than the remaining capacity, additional ticket numbers will need to be allocated if the raffle is to sell to its full capacity.
- Cancelled + pending + successful tickets will equal the highest ticket number assigned, as these represent the tickets that have been allocated within the ticket number range.
- Suspended tickets are not assigned ticket numbers and therefore are not deducted from the ticket number range.
Important: Suspended tickets do not have ticket numbers assigned. Make sure these are considered when reconciling the ticket number range against the final number of tickets included in the draw.
The totals table provides a clear overview of how the ticket number range has been allocated and can be used to support the audit trail for the raffle.
Audit Records
The Audit tab within the raffle campaign action can also be used to review changes made during the raffle.
The audit records changes to the raffle details, publishing status, and ticket number allocation. Widget transactions are recorded as changes made by the Relationship Server.
For more information about reviewing these records, see Reporting on Your Raffle Campaign.
“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”
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