Manage Auctions

Auctions: How to set up and manage Auction

 

 

1) List of auctions (choose pencil icon to edit) 

 “Lock” icon indicates auction has been locked by Admin. Items may be edited within a “locked” auction, but may not be Added or Removed from auction. 

“List” icon will display all items in auction - items may be sorted by headers 

__________________________________________________________________________________________________________________

 

Add or Edit an Auction: Set parameters for a new auction here or edit an auction already set up:

 

• Auction Name
• Auction Location
• Auction Type (choose from types set up under Settings/Auction Types)
• Auction Start Date: set the starting date and time for this auction. The auction will be removed from the
• Auction End Date: for TIMED AUCTIONS only. 
• Auction Department
• Set Sales Tax state
• Set Sales Tax rate for auction
• Bidder Types to Allow (checkmarks next to Bidder Type will display depending on the Auction Type previously selected. Types can be modified here by checking and un-checking Type.
• Exhibition Times: set exhibition or "preview" times for display on the auction information page (front end website)
• Bidsquare Catalog ID (***For Bidsquare Partners Only): Add catalog ID from Bisdquare Admin) This will reference a direct link from Front-End website to the Bidsquare auction site for direct linking to the Live-bid platform
           From Lot - Bidsquare starting lot
           To Lot - Bidsquare Ending Lot #
           + - add another Bidsquare session (if more than 1)
• Auction Description (used for display on Front-End website)
• Auction Comments (Internal-Facing comments about the auction)
• Auction Terms and Conditions (for display on Front-End website). Terms and Conditions will populate this field from the Settings/Auction Defaults/
• Lock Auction
• Hide Auction
• Allow Auction Preview

________________________________________________________________________________________________________________

 

TAB = Change Auction Defaults

 

Bid Increments (override settings established under Settings/Auction Defaults)

Buyer’s Premium Rates (override settings established under Settings/Auction Defaults)

________________________________________________________________________________________________________________

 

TAB = Images

Upload images for website display related to the specific auction:

Primary Image

________________________________________________________________________________________________________________

TAB = Multi-Day

For auctions that span multiple days/sessions, select dates, starting and ending lot #’s for multi-day display to website. Bidders will be combined. Website images will remain as 1 set - can this be worked around to allow for a set of images per/session?

 

 _______________________________________________________________________________________________________________

 

2)  Sale Lot Numbering - The routine used to “number” sale items in sequence by lot number

Select sale

 

Numeric References in above Image  

1) Sort any column(s) using multi-sort feature (up to 3 columns sorted and sub-sorted)

• Select column, hold down “shift key” and select columns 2 and 3 for sub-sorting
• Use the text boxes (below headers) to search for keywords
• This allows you to search by Title, Description, Consignor, etc. for items that need to be grouped together
• To reset filter search, you can remove text from the filter box or click “Reset Filter Search” (#5)

2) Upload CSV file option for sales that have been pre-numbered according to following protocol:

• Upload CSV File:
• Remove all headers
• Column A must be lot #
• Column B must be item ID

3) Keystrokes used to apply and change lot numbers:

• "A" - Add Lot
• "D" - Delete Lot (only removes the lot number)
• "I" - Insert Lot

Note: Adding a suffix (e.g. "1-a") can only be done in the Item record file, not in the Lot program

4) Make Sequential: by selecting this button, the lot numbers will re-sequence and re-order numerically.

5) Reset Filter Search: re-sets all the filters and re-orders the sequence by the default order (Lot #). All non-lotted items will follow in ID # sequence awaiting Lot # assignment.

6) Sortable columns: click column header to sort. Hold "shift" and click another column to sub-sort. Clicking a column without holding "shift" will cancel multi-sort.

7) Search Bar fields. Enter text or numbers into fields and search for items related to the search. For example, in the "Description" field, typing "moccasins" will bring all of the items with that word to view and lotting can be done for all the moccasins. Remove the title "moccasins" and the entire auction will re-display.

8) Items displayed with a thumbnail (if available) and the current Lot #

Drag-and-Drop option

Click on a row, hold down your mouse button and drag a row to the new lot location desired. You will be prompted to “Insert”. In this case all the lot numbers above the placement of the dragged lot will be increased by 1 number.

 

SAVE YOUR CHANGES (the changes made to lot numbering are NOT SAVED until you click SAVE

_______________________________________________________________________________________ 

 

3)  Sale Lot Numbering by Image: 

Add Lot numbers similar to the routine described in 2: Sale Lot Numbering. In this routine, you can manipulate the images with your mouse in a visual manner, then add Lot numbers.

Sort items by Lot Number, Title or Category

Select an item with your mouse or use the “down” and/or “up” arrows on your keyboard

Keystrokes used to apply and change lot numbers:

• "A" - Add Lot
• "D" - Delete Lot (only removes the lot number)
• "I" - Insert Lot

Note: Adding a suffix (e.g. "1-a") can only be done in the Item record file, not in the Lot program

Drag-and-Drop option

Click on a photo, hold down your mouse button and drag the item on top of the item you wish to replace. This is essentially an “insert” function. Once you “drop” the item, all the lot numbers above the placement of the dragged lot will be increased by 1 number.

SAVE YOUR CHANGES (the changes made to lot numbering are NOT SAVED until you click SAVE

_______________________________________________________________________________________ 

 

4)  Starting Prices - set “starting prices” for auction bidders for all auction items(Live and Timed Auctions)

Select Auction using pencil icon 

 

Choose % of Low Estimate to calculate starting prices for all auction items and AUTO-FILL

Manually adjust starting prices per/item if needed

SAVE YOUR CHANGES (the changes made to lot numbering are NOT SAVED until you click SAVE

________________________________________________________________________________________ 

 

4)  Buy-it-Now Prices - set any "Buy-it-Now" prices for listed items. Used alone or in conjunction with a Timed auction.

 

 

 

6)  Closing Times (Timed Auctions Only)

Sale must be numbered in Lot Order before performing this function (see section 2: Lot Numbering)

Select Auction using pencil icon 

 

Items are ordered in Lot Number sequence

Select closing date & time using time stamp function (or manually insert)

Select time increment between closing items (in minutes)

Press  “Auto-Fill” to populate times

 

_______________________________________________________________________________________

 

6)  Catalog Edit - Edit auction catalog items in large groups. This is an easy way for the specialist to review and edit an entire catalog.

Sorts by Lot number first, then by Item ID (if no lot numbers are assigned). If a photo is attached to the Item it will display.

Edit these fields:

• Item Title
• Item Provenance
• Item Description
• Item Condition
• Checkbox for “Description Approved”

 

SAVE YOUR CHANGES (the changes made to lot numbering are NOT SAVED until you click SAVE

_______________________________________________________________________________________