How To Use The Bidding And Sales Dashboard


The Record bid, purchase or donation dashboard (Bidding/Sales).

You open the Record bid, purchase, or donations dashboard from the main Event Dashboard by clicking the Bidding/Sales menu item.


The Record Bid tab provides for finding the item being bid on by its Item# (or its Live#). During an In-Person event, this is often the easiest and fastest way to locate the item.

Choose item


An example of selecting an item from the Auctria demo data.

When you start typing in the item number, the Item field will auto-populate matching items.

Once an Item has been selected, the selector will close, and the focus will be shifted to the Bidder field. Looking up the Bidder is very similar to looking up an item.

Choose Bidder


An example of selecting a bidder from the Auctria demo data.

The Bidder field will start auto-populating with matching results as you type. You can use letters or numbers as the Bidder Number, and the Bidder Name will be searched for matching results.

Once the item and Bidder have been selected, you can continue entering the Amount details.

Enter Amount



The Amount field portion will dynamically change to match what you are recording on the Record bid, purchase, or donations dashboard.

In the case of Recording Bids, you will also be presented with the option to make the bid a Final Bid (closing bidding and awarding the item to the Bidder) or have their bid recognized as a Maximum Bid and the system will manage the Bidder's future bids on the item up to their "maximum bid" amount.

 ∞ Final Bid
 ∞ Maximum Bidding


The Record Purchase tab uses a very similar layout and approach as the Record Bid tab (above).

You would use the Choose Items field to select the item being purchased and then select the Bidder that will be purchasing the item. See Choose Item and Choose Bidder above for more details.


An example For Sale item and bidder selection from the Auctria demo data.

The Record Purchase function is not meant to be used for selling Tickets. The purchaser will not be properly registered with their tickets unless you use the  ∞ Sell Tickets function from the Event Dashboard under the  ∞ Tickets section.

Purchase Amounts

With the Item and Bidder selected, the default for the Amount will be the item's value of a single quantity based on the Total Amount.


Changing the quantity will automatically calculate and update the amount fields.


Changing to the unit price option allows you to set a different unit price than what the Item Details value has been set at.


Recommended Reading


The Record Donation tab uses a very similar layout and approach as the Record Bid tab (above). The general functionality of the Record Donation tab is very similar to the Record Purchase tab (above).

In general, you would select a Donation Item and a Bidder to record their donation with the same Amount options as the Record Purchase tab (above).


An example Donation Item and Bidder taken from Auctria demo data.

There is also the option to record a Cash donation under the Record Donation tab by not selecting an Item (using an empty Item field).


A Cash donation will not be specifically assigned to any particular project for the fundraiser. Suppose you know where the donations are targeted. In that case, it is best to use  ∞ Donation Items type items and select an appropriate item when recording donations.

When you Record bids, purchases, or donations, the default payment method selected is None.

By default, the dollar amount being recorded will be applied to the Bidder record and be an outstanding balance on their account.


An example from a demonstration event showing all possible payment method tabs.

The Record Bid tab will only use the Payment section if the recorded bid is a Final Bid.

To record a bid only, keep the NONE option; otherwise, to record a payment, select either the Credit Card tab or the Other tab (or the Registered Card tab, if available).

Enter payment

When recording a purchase, you may also want to record that it has been paid. For example, if you enter purchases before the event, you may wish to register pre-payments. See the  ∞ Checkout Payment Options for more details.

At the top of the Sidebar: Actions menu is a dynamic blue button for recording the bid, purchase, or donation. It will match the tab on the dashboard that is being viewed.

Enforce All Rules

Clicking this opens a drop-down selector to choose if/when bid rules are applied.

  • Enforce All Rules (default)
  • Suppress All Rules
  • Suppress Once

Clear Page

This clears all of the current information from the fields on the screen.


Clicking this will open the "Bidding Checks" window. The rule values are used for the Enforce All Rules options.


The default Bidding Checks rule values.
  • Check bid values against the starting bid (default: Yes) will ensure the recorded bid equals or exceeds the Starting Bid value.
  • Check bid values against the bid increment (default: No), if enabled, will ensure the bid is a multiple of the Bid Increment value (plus the Starting Bid value).
  • Bid value warning multiplier (default: 1.33) will provide a warning for bids entered much higher than the current winning bid.
  • Check if the Bidder has a registered card will check if the Bidder has a registered credit card on file. This is used with the Require A Registered Credit Card To Bid option under Online Bidding Behavior. ∞ Require A Registered Credit Card To Bid ∞ Online Bidding | Online Bidding Behavior


You can "pin" the item, Bidder, or Amount to quickly record multiple bids. See Pinning Fields for more information.

Additional Options

  • Send item won notification
    Enabling this will generate and send a winning bid notification to the Bidder.
  • Push website notification
    This sends a pop-up notification to the Event Website.
  • Automatically advance to the next item
    Enabling this will advance to the next item# after recording the transaction.
  • Hide payment options
    Enabling this option will hide the Payment section.

If you are entering many bids at once, using the keyboard shortcuts for this dashboard may save time.

CTRL + S to record bid
CTRL + B to focus on bidder
CTRL + I to focus on item
CTRL + A to focus on amount
CTRL + Q to focus on quantity

More Reading

  • See the Bidding/Sales section of the User Guide for more information.

Learn about related topics:

  • Bidding/Sales
    Record bids, sales or donations from bidders. This section also covers managing these transactions.
  • Record Purchases
    The Record Purchase dashboard reference.
  • Record Bid
    The Record Bid dashboard reference.

Last reviewed: November 2023
How To Use The Bidding And Sales Dashboard
An overview of the function to record supporter bids, purchases, and donations.