Entries and payments
Once the show is organized the work changes character. Nothing more has to be built: from here until the closing date the job is watching entries arrive, matching them to the money that arrives separately, and closing at the right moment.
Following the entries
entries in the left menu is the whole instance's list, across every show.
The three tabs at the top narrow it: only entries for next events is the sensible default, all entries includes the past, card payments is for the card transactions. only unpaid reduces the list to what is still owed, which is the list you actually work from. The filter box searches the entries, so a surname or a payment reference gets you to one line.
Each row carries the exhibitor, whether it is paid, whether an unpaid notified reminder has gone out, how many dogs, the event, when it was registered, the payment reference, and which method was used — card, transfer or cash. The counter at the foot says how many rows are loaded out of the total, because these lists get long.
To see one event alone, open the event and use its entries tab.
Recording payments
A bank transfer arrives at the bank, not in DogShow. Somebody has to connect the two, and that is this job.
- Take the reference from the transfer.
- Paste it into the filter box on the entries page.
- Press set paid on the row.
The button becomes set unpaid, which is also how you undo it if you have marked the wrong line.
That works for transfers and cash. On an entry paid by card the switch has no effect, deliberately: it used to be a way of making a paid entry deletable, and the money collected would then have vanished without a trace. An entry that really has to be undone is cancelled instead, which turns the amount into credit for the exhibitor — Cancelling entries and credit covers it.
If the reference is missing or unreadable — it happens more often than you would like — search by surname and first name instead, and check the amount and the event before marking it. Two entries by the same exhibitor for two events of the same weekend look identical at a glance.
Card payments do not need any of this: they are recorded as they happen. Cash is marked by hand like a transfer, usually at the desk on the day.
unpaid notified shows whether the reminder has already gone out. The delay is the days for notify exhibitor payment non executed set on the organization.
The payment reference
The reference is generated by DogShow for each entry and given to the exhibitor at the end of their entry, in the confirmation email and on the entry document. It is what makes an anonymous transfer identifiable.
Ask exhibitors to put it in the transfer description, exactly as it is. It costs them nothing and saves the office the whole business of reconciling by name — which is where mistakes happen, because names repeat and dogs move between owners.
Closing the entries
Closing is done on the assignments tab of the event, not on the entries page.
Press close the entries. From that moment no exhibitor can enter, and the application does the work that depends on knowing the final list: it distributes the dogs to the rings of their judges, works out the judging order and the start times, and unlocks the documents and the catalog.
Two things have to be true first. Every breed must have a judge — the counter in each group header says so — and the closing date should have passed, since closing early shuts out anyone who was waiting for the last day.
Closing is not irreversible. A reopen the entries button appears next to it, for the late entry you decided to accept. Use it and then close again: everything that was worked out on closing is worked out afresh.