Approving Entries

Please Note: Once an invoice has been created, whether or not it's submitted, that invoice cannot be deleted.

After families submit entries to your fair, they must be approved before becoming active. Additionally, if you charge fees to enter the fair, check or cash payments must be recorded (not credit card payments).

• Fairs that have turned on the bypass invoice approval option will not have to approve the invoices, entries, and payments made by credit cards. All invoices and entries being paid for by check/cash will still require approval.
• After invoices have been approved, families will be able to login to FairEntry and create additional invoices (entries). They are not able to do that while the previously-submitted entries are Pending approval.

Approving Entries

1. Click on the Invoices menu. The default tab is Awaiting Approval.
2. On the approval screen, there is a list of submitted invoices. Click Review next to the invoice/entries to be approved. (Note that the invoices are listed by family name, not by individual. More than one family member may be included on the invoice.)
   
3. On the Invoice Review screen, the total amount due (upper right, below the exhibitor group name) is a link. You can click on that link to view invoice/fee details. There is an "Approve" drop-down menu next to the exhibitor's name (unless they were approved on a previous invoice) as well as next to each entry for that exhibitor.
   
4. You can Approve or Reject ALL entries by clicking Approve (or Reject) next to their name (top option shown above), or Approve/Reject specific entries one-by-one next to the entry information.
   • The drop-down menu defaults to Approve, so you do not have to click on that unless you need to Reject an exhibitor or entry.
   • If you need more details about the exhibitor or entry, there is a View button by each.
   • In most cases, you'll probably Approve all entries using the option by the exhibitor name.
   • Typically, you'd only Reject an exhibitor if (1) that exhibitor is not eligible to exhibit in your fair, or (2) the invoice was created with incorrect or missing information about the exhibitor.
   • Entries would be rejected if the exhibitor chose an incorrect class, or if you need to limit the size of a class, and it's already full. 
5. If you Reject an entry, a message option will appear in pink. Type in a specific message for the family so that they can correct the entry easily. Please Note: Entries that are submitted and rejected before your entry deadline can be re-submitted by the family AFTER the entry deadline, since they were originally submitted on time.
6. 
7. When you have reviewed all entries, scroll down to the bottom of the list and click Submit Approvals/Rejections.
   • At that time, the choices that you made on this screen are permanent.
   • Rejected entries are not a part of your fair until/unless re-submitted and approved.
   • Families can open a new invoice for additional entries when entries are approved.
   • If you reject entries, families will receive an email with the message you typed in step 5. They can log in to their FairEntry account, make corrections, and re-submit the remaining invoice for approval. Please Note: Entries that are submitted and rejected before your entry deadline can be re-submitted by the family AFTER the entry deadline, since they were originally submitted on time.