# Auction Wrap-Up (new)

Your successful auction event is now over and it's time to start closing out and tidying up. The following may help to review what your fundraiser may need to do based on the style of the auction and item types you provided to your guests and winning bidders.

# Closing Items

One of the first things to do when the auction event ends is to close out the items that were available. Although, in general, the ideas for closing items are very similar, there are some points to consider depending on the event and item types themselves.

# Online Auctions

For Online Auctions, you will generally have a default start and end time set under Online Bidding (or have an override end time set for the specific item) which makes things very easy and simple to close... you just wait for the end time to pass. Done!

When using Online Items with appropriately configured Online Bidding end times, Auctria will manage the closing of these items for you. Once the end time has passed, the item will automatically close; and, if there is a winning bid, an Item Won Notification will be sent to the winning bidder.

# Silent Auctions

For Silent Auctions, the general idea is bidding will be taking place on paper at an in-person event. Now that that event is over, you will need to Record Bids for your Silent Items from your Bid Sheets as well as close the item by noting the bid as the Final Bid for the item.


You can also record a payment for the item at this time although for this particular part of the process the key is to record the bid and close the item as this will send out an Item Won Notification; and, if credit card processing is enabled, the notification will have a Pay Online link.

# Live Auctions

For Live Auctions, the general idea is bidding will take place at an in-person event and will be lead by an Auctioneer. Either during the event, or afterward, the winning bids for the items will need to be recorded in a similar fashion as a Silent Auction (see above) where you can transfer that information taken from a printed Live Reporting Sheet or any other reporting record of the winning bids.


Depending on the timing, you may be able to record the winning bids when the auctioneer sells the item, too. Again, the key is to record the bid and close the item. This will also send out an Item Won Notification.

# Other Items

There are several item types that will remain open until you close them (or make them unavailable). For example, Donation Items and For Sale Items will remain open after the event has ended. These items are not affected by the Online Bidding start and end times.

In general, it's fine to leave these items open as long as relevant to allow potential "donors" to continue to give even after the event has "closed".

# Closing For Sale Items

If you want to close For Sale Items, the best method is often to adjust the Quantity value (see For Sale Items for reference) equal to the number that were sold. This will still show the item although it will have a "Sold Out" banner.

If the For Sale item has no purchases, you can adjust the item configuration to a Buy It Now Only Items setup and with an Override end time set to Now. This will effectively close the item immediately.

To remove the For Sale item from view (although, technically, it would still be available for sale), you can use the Exclude from catalog option. See Options for more details on this.

Often times For Sales items are set aside to their own page, if this is the case you can also follow the information on How To Hide Website Pages.

Using the Exclude from catalog and/or Hiding The Website Page approaches will still leave the items available for sale. They simply won't be easy to find on your website without a direct link to the page or the item itself.

# Checkout

Once the event is over and the winning bids recorded, the Checkout processes begin.

# Pay Online

If you have credit card processing enabled, the Item Won Notifications sent out for a winning bid will, by default, include a Pay Online link. The bidder can follow this link and pay their account balance.

These transactions will automatically generate and send appropriate Bidder Statements to the bidders for their records.

# Manual Checkout

For Manual Checkout operations, you would use the Checkout dashboard to record the bidder payment. Although, by default, this operation will not send a Bidder Statement you can enable this as needed per bidder when recording the transaction.


See also Checkout Payment Options for more details on the methods of payment you might consider making available.

# Batch Checkout

There may be times, after an appropriate amount has passed, where you may still have bidders with outstanding balances. You can check via one of the reports found under the Financial Accounts section for Outstanding Accounts. Provided the bidder(s) have a registered credit card on file, you can use the Batch Checkout function to close out these accounts.


Please note, an "empty" Batch Checkout list report means there are either no outstanding accounts or the outstanding accounts do not have a registered credit card on file. You can double-check with the report Financial | Accounts > Outstanding Accounts.

# Pay Credit Card Processing Fees

If you have enabled credit card processing within Auctria and have taken payments with credit cards there will be an integration fee charged. These fees are noted for your plan on our pricing page.

For Stripe integrations, these fees are taken care of during the processing of the transaction.

For Authorize.Net integrations, these fees are calculated and will need to be paid after your credit card transactions have been processed. See Account Balance from under the Organization dashboard.


If there is an outstanding balance you owe for credit card processing you will be able to pay that balance from this page.

# Confirm Transfer Of Funds

With any fundraiser, some of the more important aspects are: how much money was raised; and, when will it be transferred to our bank account?

Auctria does not manage the transfer of funds to your bank account.

Please see our FAQ When Do Credit Card Funds Get Transferred? for more information on this.

# Archive Auction

In general, the Archive Auction function will be triggered approximately six months after the auction date that was set when the auction was created. You can just leaves things as is and eventually the website will no longer be available.

See Archive Auction for more details on how you can set a specific archive date that suits your needs.

Once the auction has been archived, visitors to the website address will get a "Missing Page" displayed with a reference to the auction event name you used.


# Last Steps

Celebrate! You have just finished a successful fundraiser. Well Done!!

Take a break and enjoy yourself... then start preparing for your next successful event with Auctria!

Last Updated: 8/13/2020, 5:40:51 PM