If you want to pay premiums in two (or more) separate check runs, you will need to set up a separate budget for each check run. Otherwise, the checks from the first run will be included in the second run.
Having two check runs means that either your fair uses straight-dollar premiums, or the amount of money paid in the first run is defined as separate from the amount of money paid in the second run.
Important to know:
- Budgets must be finalized before premium reports can be printed and/or checks created.
- Finalizing includes all budgets--you cannot selectively finalize one budget and not another.
- If you have created checks, you must void those checks before you can reset the budget. The check file is a simple PDF document. If you are concerned about voiding checks, save a copy of the PDF file to your computer for your records before you void and reset.
- While budgets are finalized, although additional results can be entered, they will not be applied to the premium calculations, so it's best to void checks and reset the budget as soon as possible after printing the first batch of checks.
- Results setup changes (additional awards configured, premium setup changes, etc.) cannot be made while budgets are finalized.
- If you have selected the option to include sale/auction payments with premiums in the current check run, no editing of the sale items can happen until the checks have been voided and the budgets reset. Typically, premium check runs that are done in two batches would NOT include sale/auction payments.
- Finalizing budgets is a memory-intensive task within the program. Having a large number of budgets will take significant time to process, and may time out and cause an error. Only configure as many budgets as you truly need for check runs, or for separate premium pools.
Steps:
- Configure your budgets.
- Assign budgets to the appropriate department(s). Example: Static exhibit premiums are paid immediately after judging, while livestock premiums are paid at the end of the fair. Assign one budget at the fair level, and assign the Static Exhibits budget to the Static department(s). Note: Budgets can only be assigned at the fair level or department level, not at lower levels of the hierarchy.
- When results are complete for the first check run, finalize the budget, and create checks, choosing the correct budget and giving the check run a descriptive name. It doesn't matter if you physically print checks from FairEntry, use the Preview Checks list to write checks, or hand out cash.
- After you have printed the checks, or have the list you need for the premiums, void the checks and reset the budget.
- When you are ready for the second run, finalize the budget again, and create checks using the other budget.
- If there are more check runs (or sale/auction checks to run), repeat steps 3 and 4 until you have completed all your transactions.