Before you can print custom reports that include results or premiums, or print premium reports/checks, the budget(s) must be finalized. This is a process that writes "in ink" the results that were entered at the shows, and then calculates the premiums based on those results.
To finalize the budget, click on the Finances menu, and the Budgets sub-tab. Choose whether to include all entries or "will show" only. When you click the Finalize button, all budgets will finalize at that time.
- It may take a few minutes for the finalize process, since it's writing to all the records in the fair. If you are a very large fair, please be patient.
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If the finalization for your fair takes longer than a minute, you will see a pop-up message that the finalization process has been moved to a background task and to check back.
Note: The following areas are locked when Budgets have been finalized: Premium Setup, Check-in and Will Show status, Class Breaks. Changes to those areas cannot be made until/unless the budget is Reset.
If you find an error after finalizing the budget, or change your premium setup (adjust amounts or points) before writing checks, a budget can be re-set, errors corrected, and then the budget would be finalized again. Re-set your budget if:
- Additional entries need checked-in
- The Will Show status of an entry needs updated
- You need to modify the Points & Premiums setup--be aware that this will cause unexpected consequences (which will be difficult to "fix") if you change the name or delete an award that has already been assigned to an entry.
- You need to record additional results, or change existing results
You should not generate or print checks until after you have confirmed the amounts are correct in the premium reports.
See also:
Resetting Budgets & Checks (in order to fix mistakes in Premiums or Sale)
Quick Video: Finalizing Budgets