Managing Add-Ons Made to Exhibitors (Instead of Sale Items)

At your sale, you may have donors who wish to donate to an individual exhibitor, either before or after the sale. They don't want to attach the add-on donation to a sale item, just want to donate a sum of money for an exhibitor. See the steps below for a method to track and include those add-ons that are not tied to a specific sale entry.

1. Create a new department/division/class in your fair named Add-Ons (or Boosts, whatever term your fair uses). You can use the same terminology for all 3 levels. (For more information about adding a new department, see Editing Your Hierarchy After Upload)
   • Use "Static" as the Division Type, so that animals are not attached to entries.
     
2. Select the Department, then go to Entry Settings and set Agent-Only Entries to Yes. (For more information about Entry Settings, see Entry Settings)
   • This "hides" the department from exhibitors during the entry process.
   • If you wish to have exhibitors make their own entries into this class, leave the option set at "No".
   • If you wish to have exhibitors make their own entries into this class, set the Entry Setting "Max Entries Per Exhibitor" to 1. Also make sure you have set up correct entry fees for this class--set to $0 if you do not charge a fee for this.
     
3. Make entries into this class, using eligible exhibitors - one entry per exhibitor.
   
   • For manager entries, select an exhibitor and use the Add an Entry option on the exhibitor screen. Do not add entries via invoice. 
   • As you create each entry, mark the Sale Participation option to "Auction".
   • If your exhibitors made their own entries, you will also need to mark the Sale Participation for each entry to "Auction".
   • Entries do not have to be checked in--only marked as "Auction".
     
     
     
4. Create a Sale Order for this department, setting the order however it works for you. (For more information about creating a Sale Order, see Sale Order). On the final screen, you can manually arrange your entries if you wish.
   
5. Create a buyer record for the donor. (For more information see Set Up Buyers, Groups and Destinations)
6. Record the donations through the Auction tab. You can enter them either as bids or add-ons. The bid option allows you to enter individual and bulk adjustments (fees and discounts), the add-on option is only available for bulk adjustments.
   
7. Invoices, statements, receipts, and reports can be printed for these "sale" items, just as with regular auction reports. For more information, see After the Sale)
8. To use the On-line Auction option (so buyers can log in and place their own bids/add-ons for these exhibitors), see On-line Auction. 
   • Be sure to use a very descriptive name for your Add-Ons Sale Order, so that when buyers log in, they can identify it easily.
   • If you assign credit card fees to buyers, and a donor uses a credit card for their donation to the exhibitor, they will be charged a credit card fee on the amount they donate.