There are specific rules you must follow if you purchase prizes from your premise (such as purchasing meat from your bar).
Per the GCB:
Lessor restrictions for a leased premises:
The lessor may donate prizes. (Donated prizes are not entered in the CG Software)
An organization may purchase from the lessor a certificate for merchandise to be redeemed for food or beverages at the premises if:
the certificate or card has a redeemable monetary cash value;
the certificate or card does not contain restrictions on its redemption, such as requiring a purchase of food or beverage of equal or greater value or redeemable for a specific item;
the certificate or card may be redeemed at any time during regular business hours of the permitted premises;
the cost to the organization is 50% or less of the redeemable cash value. i.e. $40 certificate for a $20 charge to the organization.
Therefore, to enter and track purchase prizes from the leased premise into the CGME system, follow these steps:.
To enter the Expense: Go to Expenses> Categorize the expense = Merchandise Prizes. Enter the actual amount paid to the premise.
To enter the Merchandise into Inventory: Go to the Merchandise screen, receive merchandise and enter as the lesser value i.e. enter $10 for a $20 certificate. The value received must match what is paid.
To enter the Prize Awarded: In the audit you will click on the RED Merchandise tag and choose the correct prize entered.