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Recording Bids, Purchases, And Donations

January 2023: the current dashboard release has new graphics and some interface changes. Many screenshots still reflect the older release and will be updated shortly.

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

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

Recording Bids

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 selecting an item from the Auctria demo data.

The Item field will start to auto-populate matching items when you start typing in the item number.

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 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 with entering the Amount details.

Enter Amount

INFORMATION

The Amount field portion will dynamically change to match what you are recoding 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

Recording Purchases

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.

WARNING

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 Auction Dashboard under the Tickets section.

∞ Tickets ∞ Sell Tickets

Purchase Amounts

With the Item and Bidder selected, the default for the Amount will be the value of a single quantity of the item 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.

Recording Donations

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).

IMPORTANT

A Cash donation will not be specifically assigned to any particular project for the fundraiser. If you need to know where the donations are targeted for it is best to use Donation items and select an appropriate item when recording donations.

∞ Donation Items

Record Payment With Transaction

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

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

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

INFORMATION

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

To just 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 are entering purchases made prior to the event, you may wish to record pre-payment. To enter payment details with a purchase or donation, see Unknown link 'IncludePaymentWithBid'.

∞ Payment Options

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.

Checks

Clicking this will open the "Bidding Checks" window. These are the rule values being 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 is equal to or greater than 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

To quickly record multiple bids you can "pin" the item, bidder, or amount. 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 send a pop-up notification to the Auction 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.

Quick bid entry ∞ opens the Quick Bid Entry page.
Open/Close Bidding ∞ Open/Close Bidding page.
Validate Bids ∞ opens the Validate Bids page.

Online Bidding ∞ opens the Website Online Bidding page.

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

Recording Bids, Purchases, And Donations