Depending on your licence, you will need to comply with an audit after the success of your raffle. This article details the metrics and data needed to satisfy a New Zealand class 3 licence but these are good points to follow for any raffle audit.
Reconcile Ticket Sales
You will need to provide a reconciliation between the payment gateway and vega to show the total amount received for ticket sales. From Insights > Product Analysis > Cumulative Product Totals you can generate a report for the time your raffle was running and select your raffle campaign action. On this report, there is a tab for Purchases where you will find all payments for the raffle campaign that have purchased a product.
The Cashbook Report under the Money tab can also be used to filter all payments by date range and GL Code to produce the same results as the insights report. This report also includes the payment gateway reference to easily compare and reconcile the payments against those received.
You will be asked to provide the total value of ticket sales only but transactions in your payment gateway and bank account will show a bulk total and include any additional donations and other campaign payments made during the same time period. The above two reports will allow you to easily show the gross value received for the specific ticket GL Code and if your payment gateway fees have been entered in Admin > Payment Gateway then the Cashbook Report will also display a net value for the widget processed payments.
All online purchases are processed directly within your payment gateway, vega is the inbetween and will record all payments made but does not receive or handle any of the funds. You will need to reconcile the money received into your bank account against a payment gateway export to show all funds have been received to your organsiation, minus any fees. Any cash payments received should also be recored in vega and the money deposited into your bank account.
Confirm the Number of Tickets Sold
The audit will require you to provide evidence of all ticket numbers included in the draw and show the total number of tickets that were sold. The Cumulative Product Report > Summarised Results will show the total of each ticket type sold, the total number of all tickets sold for each raffle channel, and an overall total for all ticket sales in the campaign header.
The screenshot below shows the columns that are included in this report and the table below details what the data represents:
| Report Column | Explanation |
| WeekEndingDate | This report will show a row for each week within the time period used, and the report will be ordered by this date so the end rows will show the totals by the end of the time frame used to generate the results. |
| Campaign | This will show the specific campaign action and then the name of the campaign header for the total of all actions. |
| Description | This will show each product type used in the raffle, showing totals for each type. There will also be a Total description that will show all products for the given campaign. |
| Price | For the rows showing a specific product type, this column will show the individual price of that ticket. |
| TotalItems | For the rows showing a specific product type, this column will show the total number of tickets that are included in this ticket purchase. |
| OrderOfferQty | This column will show the number of transactions made for this product type in the given week. |
| OrderOfferAmount | This column will show the total value received for the product type in the given week. The final row will show the total amount of money received for all tickets and this will reconcile with the total income in the Cashbook Report and the Purchases tab. |
| OrderTicketQty | This column will show the total number of valid tickets for this product type in the given week. The final row will show the total number of valid tickets for the whole campaign header, this should be the total number of tickets included in your draw. |
| CancelledOfferQty | This column will show the number of transactions that have been cancelled for this product type in the given week. |
| CancelledTicketQty | This column will show the number of tickets cancelled for this product type in the given week. The final row will show the total number of cancelled tickets for the whole campaign header, this will be important to show in an audit to explain any difference between the ticket number range and the total tickets included in the draw. |
| TotalTicketQty | This column will show the total number of tickets that were purchased for this type, including those that have been cancelled. |
| PaidTicketQty | This column will show the total number of successful paid ticket purchases for this type in the given week. This column combined with the FreeTicketQty will equal the OrderTicketQty. |
| FreeTicketQty | This column will show the total number of successful free tickets purchased for this type in the given week. This will include any bonus tickets included in the ticket type or ticket purchases for a free discount code. This column combined with the PaidTicketQty will equal the OrderTicketQty. |
| Row# | This provides a row number for each data row. |
There is also a totals table displayed to give an easy overview of the ticket metrics:
The number of successful tickets and capacity remaining will equal the total tickets column and the tickets remaining is calculated from the ticket range entered on the raffle campaign so if this is lower than the capacity remaining then there will need to be more ticket numbers allocated if the raffle is to sell out. The number of tickets cancelled, pending, and successful will equal the highest ticket number, as this is the total range of ticket numbers that have been assigned. Suspended tickets are not given a ticket number so they have not been deducted from the ticket range. This total table easily shows the allocation of each ticket within the ticket number range.
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