Some fairs have a higher fee that is charged after a specific date. Although there is no entry setting for late registration fees, fees can be changed manually at the cut-off date. (Example: Before July 1, Beef entries are $10; beginning on July 1, Beef entries are $20)
Entry Fees--Fee for each entry
Fees that are charged for entries are the easiest to change. On the appropriate date, go to Entry Settings, and change the amount in the Entry Fee field.
- All invoices that are created and submitted after the change will see the new fee.
- Invoices that were started before the change (open invoices--not submitted yet), will have the OLD fee, so you will need to check your open invoices and delete any current open entries when you change the fee. That way, the exhibitor has to re-select the class to complete the invoice. At that point, the new fee will apply.
- Entries that were rejected in the approval process: If a new class is selected (the wrong class was chosen and rejected), the new fee will apply. If the entry is updated but left in the same class (changed animal info, added entry description, etc.), the original fee will apply.
Exhibitor Fees--Flat fee for all late invoices
If your late fee is charged once per exhibitor, regardless of how many late entries they make, charging the fee becomes a lot more difficult. (Example: Anyone who enters the fair after July 1 has to pay a $50 late fee, whether they are bringing 20 vegetable entries or one market steer). You can enter an Exhibitor Fee in Entry Settings, or you can add a custom fee-based question at the Fair level of the hierarchy. Both solutions have the same outcomes.
- Anyone who is a NEW exhibitor (hasn't made any previous entries) will be charged the fee, but existing exhibitors who want to add more entries after the cut-off date will NOT be charged the fee.
- Open invoices will not be charged the new fee when submitted.
- If an invoice is rejected, including the exhibitor (not just the entries), the new fee will be charged when re-submitted. The first invoice for an exhibitor is the only one with the option to reject the exhibitor record. Re-submitted invoices where the exhibitor has been previously approved will not show the new exhibitor fee.
- Custom Question: Even for a NEW exhibitor, there is no question that will FORCE a "yes" answer and charge a fee. There is always a zero-option on the fee-based questions.