Introduction to the Exhibition Accounting Program

The Penpoints Exhibition Accounting program is designed to do some of the specialized accounting required by Fairs and Exhibitions. You can use the program to:

This introduction explains the terms used throughout the rest of the manual and provides a brief overview of each of the main functions of the program. The topics discussed below are listed roughly in the order that you will encounter them as you start using the program.

This page is Chapter 1 of the program user manual. You can get the complete manual from our downloads page.

Classes

A class is defined to be a group of sections which are judged together. For example, Percherons and Clydesdales are classes of heavy horse entries while Baked Goods and Needlecraft are classes of homecraft entries. In most cases each class will be assigned one judge.

Classes are identified by a 4 character code called a class code. You could assign a code of HH01 to Percherons, for example, and a code of HH02 to Clydesdales. The first step required to implement the program is to identify the classes you need to account for and assign them codes and names.

For each class the program records:

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Sections

A section is defined to be an entity for which you accept entries and award prizes. An example of a section within a Heavy Horse class might be Filly or Colt - 1 Year Old, while a section in a Needlecraft class might be Knitted Sweater.

Each section is identified by a code and a name and has a prize list which may consist of up to 99 prizes. Every section belongs to a class and is identified by a 4-character class code and a 6-character section code. In the example above, the class code may be HH01 and the section code FC0001. The combined code identifies the section as a Percheron Filly or Colt - 1 Year Old.

For each section the program records:

The retained fee and the late entry fee are percents of the prize awarded that are retained by your exhibition as an entry fee or a late entry penalty.

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Associates

Associates are people connected with your exhibition in at least one capacity. Examples of associates are judges, concessionaires, donors, members, executives, and most importantly, exhibitors.

Each associate is assigned a 6-character associate number. You can have the program automatically assign this number for you if you wish.

An exhibitor is defined to be any associate who submits one or more entries to be judged.

Each exhibitor is assigned a 6-character exhibitor number. Exhibitor numbers may be re-assigned each year but you may choose to retain information from previous years for exhibitors that do not have entries in the current exhibition. Not all associates will have exhibitor numbers because some associates (such as judges) will not submit entries.

For each associate the program records:

The exhibitor number is blank for all associates who do not have entries in the current year.

Retained members are exhibitors who have had a membership fee deducted from their total winnings.

Junior members are exhibitors who are exempt from membership deductions.

The miscellaneous report codes are codes that you can use to identify certain types of associates. For example, you may want to identify associates who are the head of a household, so that you can generate mailing lists that send only one letter to each address.

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Entries

An entry is any item that an associate has submitted to be judged. Each entry must belong to with one class/section and one exhibitor.

You can post new entries either by exhibitor or by class.

For each entry the program stores:

As you post entries, you can automatically print a label to attach to an entry card. One label will be printed for each entry submitted by the exhibitor. You can re-print labels if necessary.

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Prizes

Prizes are dollar amounts offered for winning entries. You can offer up to 99 prizes for each section. The prizes that you offer are called the section prize list and will probably correspond to your printed prize list or prize book. In most cases, the prize awarded will match the prize list, but you can change the value paid to an exhibitor if necessary. An example of a prize change might be a pair of entries that have been judged a tie and are splitting a prize.

For each prize offered the program records:

As you post prizes, you can use the program to verify that winning exhibitors actually entered in the class and section being processed.

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Judge's Work Sheets

Judge's sheets (or work books) are printed sheets organized by class and section that judges can use to record prize winners. Each sheet contains:

You will usually print the work sheets at the beginning of your exhibition and distribute them to the judges. The judges will write the exhibitor number of the winning entry in the space provided and return the sheets to you. You can then type the winning entries into the program. The judge's sheet is organized to match the data entry screen you use to post prize winners.

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Exhibitor Statements

When you have finished posting prize winners from the judge's sheets, you can use the program to print a statement for each exhibitor. The statement contains the exhibitors full name and address and a list of all the prizes he or she won. It also shows membership, entry and late fees deducted and any GST charges on fees.

For each statement written, the program records:

You can change the prize postings and re-print statements as necessary. When you print a statement for an exhibitor who pays the membership fee, the program will turn the exhibitors retained member flag on. You can make manual adjustments to the statement before you issue a cheque. Examples of adjustments might be membership fees from previous years, additional penalties for late entries, GST adjustments, etc.

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Exhibitor Cheques

After you have printed statements, you can use the program to print a cheque for each exhibitor that has won at least one prize. The cheque will include:

For each cheque that is printed, one record is added to a Cheque Register. Each cheque register entry contains:

You may decide to reverse a cheque after it is written. If you do, the program will record the amount of the reversal and adjust the totals on the printed cheque register accordingly. You should use the printed cheque register as backup for prize payout entries in your General Ledger.

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Reports

In addition to the documents listed above, you will probably need other information from the program. The following reports are also available:

You may also need information from the data files to create mailing labels, mail merge files or additional reports. You can export data from any of the files used by the program in any of the following formats:

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Period End Procedures

When you have completed posting for the current exhibition, you can run some or all of the following procedures:

These procedures are optional and you can choose only those that are appropriate for the way you run your exhibition.

If you would like more information, you can download the complete manual as a PDF file.

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(c) Copyright Penpoints, 2006