How to Set Up Pricing for your Award

In order to set up pricing structures, it is necessary to prepare the award to accept Payments. In this section, you can see how to activate Payments for your Awards.

1. Log in to the Admin Interface
2. Click on Settings on the desired award
3. Scroll down and set up a Last Pay Date for your award
4. Next, scroll down further and expand the Pricing section
5. On the Requires payment field, select the desired type of payment among Online or Offline, Force Online or force Offline. This guide explains how to set this up.
6. On the Maximum online payment field, set 20000 (formatted in this way, without symbols, commas or decimals. This amount is in accordance with the current maximum payment limit threshold that can be processed with Worldpay)
7. Fill the remaining fields as needed.

Pricing Structure

Once the award is set up to receive payments, you can scroll down and click on the Pricing Structure link. The first step is to choose the desired type of pricing structure, you can choose from the following:

• Batch
• Entry
• Category
• Nominee
• Number Question Pricing

How to Set Up Price Per Batch

A flat fee is paid regardless of the amount of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Batch
3. Add a Price Structure > Default. If you want to apply a different Price Structure to your organisation can follow these instructions.
4. Add Start Date if applicable. The date will start at 00:00:00
5. Add End Date if applicable. The date will start at 23:59:59
6. Add a Invoice Description – This will be displayed on the Invoice as a line item
7. Add a Price – This can be positive (e.g. 10.00) or negative (e.g. -10.00)
8. Select VAT Exempt
   1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
   2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
9. Select Stop processing more rules –
   1. If No – all pricing rules created after will be taken into consideration when this price is applied
   2. If Yes – all pricing rules created after will not be applied.

Note – When you set prices using the same method (like per batch, per payment, or per category etc) this is called a rule.

How to Set Up Price Per Entry

A fee is calculated based upon the number of entries submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of entries submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Entry
3. Add a Price Structure > Default
4. Add Start Date
5. Add End Date
6. Choose Depends On Award Pricing Structure – here you can select one of the pricing rules you’ve already created. By doing this, you’re linking the new price to that existing rule. This creates a dependency, meaning the new price will only be applied if the selected rule is already in use. In simple terms, you’re telling the system: apply this new price, but only when that specific pricing rule is active.
7. Define Allowance Link To – Here you can link a pricing rule to another so that both share the same threshold. The threshold is set on the main rule, and any linked rule draws from that same allowance, rather than using its own. This creates a shared limit across multiple rules.
8. Add an Invoice description
9. Add a Threshold – this allows you to define a range or limit where a specific price applies per Entries. For example: If the threshold is 10, it means this price will only apply when the quantity is between 1 and 10.
10. Add a Price
11. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
12. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied
13. Add any Criteria – this allows Admins to set specific conditions based on answers or selections from the form. For example, if you want to apply a certain price only when a user selects a specific option or gives a particular answer, you can do that by setting the appropriate rule here.

How to Set Up Price Per Category

A fee is calculated based upon the number of categories submitted at closedown. The entry fee can be set to either be flat fee per entry or to increase or decrease depending on the number of categories submitted.

1. Go to Pricing Structure > Add
2. Select Price Entity > Category
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Price Per Nominee

This option lets you charge a fee based on the number of Nominees. In other words, the total price will increase depending on how many nominees are entered.
Nominees can be set up on the Category page, under Eligibility > Nomination Data section.
Whatever you define there can be treated as a nominee.

1. Go to Pricing Structure > Add
2. Select Price Entity > Nominee
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Category (or categories) to set up the price for
9. Add an Invoice description
10. Add a Threshold
11. Add a Price
12. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
13. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

How to Set Up Number Question Pricing

This option allows you to set prices based on individual Questions, as long as the Question includes a number. The price you set will be multiplied by the number the user enters in their response. This is especially useful in cases like selling tickets or any situation where the total cost depends on a quantity provided by the Entrant.

1. Go to Pricing Structure > Add
2. Select Price Entity > Number question Pricing
3. Add a Price Structure > Default or Broadcaster
4. Add Start Date if applicable
5. Add End Date
6. Choose Depends On Award Pricing Structure
7. Define Allowance Link To
8. Select the desired Question – here you can choose a select question you’ve previously created in the form where users pick from numbered options. The system will display all select questions – including both number-based and text-based ones – so it’s important that Admins choose the correct numerical select question to ensure pricing works properly.
9. Add Threshold Start – this is the minimum number where the price rule begins.
10. Add Threshold End – this is the maximum number where the price rule ends. For example, if you set a threshold start of 0 and a threshold end of 5, the price you define will only apply when the quantity is between 0 and 5.
11. Add an Invoice description
12. Add a Price
13. Select VAT Exempt
    1. If No – The value applied on the Tax Rules or Tax Rate field in the Pricing section will be added to the total
    2. If Yes – The Tax Rules or Tax Rate value will not be added to the total
14. Select Stop processing more rules
    1. If No – all pricing rules created after will be taken into consideration when this price is applied
    2. If Yes – all pricing rules created after will not be applied.

Once Pricing Structures for your award are set up as needed, you can also run invoice simulation tests using the Test Scenarios functionality. Follow this guide to learn how to use it.