Manage Items

Item Information (View all receipt Items)

 

 

 

1:  Search Items - takes you to Advanced Search where you can search for items using all available item fields

 

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2: View / Edit Items - sends you to list of ALL items

 

Search on Item (search Title, ID, Receipt # or Consignor)
Link to Advanced Search (with the ability to search on any item field in database)
Show all thumbnail images tab (or hide all)

Default List View of all items by Item ID # in reverse sort order (last item entered is the first record in descending order)

Can be sorted by all headers

• Item ID
• Receipt ID
• Auction Lot (if assigned)
• Title
• Consignor
• Auction
• Top Tier Category
• Low Estimate
• High Estimate
• Reserve
• Hammer Price (if available)
• Link to Buyer (if sold)

Edit icon (pencil) allows you to select an item

  “Lock” icon = item is in a locked sale and cannot be removed from current auction. Item Lot number can not be changed when a sale is “locked”. To remove from auction, unlock auction on Auction “General Tab”

 

Edit Item (select item from list and select pencil icon to edit) 

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Item Page:

 

Header Display

• “Go To” and select another item ID will take you to item specified
• “Item ID” <<  >> takes you to the previous/next item ID
• “Auction Lot #”  <<  >> takes you to previous/next auction Lot # for the auction this particular item is assigned to
• “Receipt ID” - displays consignor receipt number and hot-links to Receipt
• Auction Name - displays title of auction that item is assigned to (links to auction)
• “Item ID” - displays item ID
• Lot # - displays Sale Lot Number
• “Consignor” - displays consignor name and hot-links to User file

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TAB = General:  Main Item Cataloging Page

 

Item Cataloging page used by catalogers. Required fields show an asterisk

• Item Title
• Auction
• Office Location
• Storage Location  (set under “Settings/Storage Location” and may be associated with a bar code)
• Shelf Location (text field)
• Description WYSIWYG
• Condition WYSIWYG
• Description “approved” checkbox
• Item Sale Status (Open, Sold, Unsold at Auction)
• Catalog status (Uncataloged, Cataloged, Incomplete)
• Item Status (admin-defined item status created under “”Settings/Item Statuses”)
• Auction Lot #
• Auction Lot # suffix
• Confirm Lot # change (must be “checked” to verify change of auction lot #)
• Low Estimate
• High Estimate
• Reserve
• Category - select category (up to 3 tiers may be selected in Settings/Categories and assigned to item) 
• Web Category (only 1 tier available)
• Department (set up in Settings/Department Setup) - assign this item to a specific department for report tracking
• Provenance
• Consignor #’s (the ID # your consignor assigned to the property - e.g. museum de-accession #)
• Cataloger (person to whom it was assigned upon receipt entry will appear and may be changed). 
• Width
• Height
• Depth
• Use of Name
• Literature
• Comments / Notes about the item (internal facing only)
• Comments / Notes about the item (customer facing and viewable on the website under “My Account”)
• Photography Comments (instructions to photographers seen on PHOTO TAB)
• Firearm Information: these fields will only be present if the Company is marked as selling firearms under Settings/Firearms and item(s) are receipted as a firearm:

SAVE

SAVE and GO TO (receipt or another item ID)

SAVE & GO TO RECEIPT (returns you to Receipt)

SAVE & NEXT RECEIPT ITEM (takes you to the next item on the receipt for cataloging)

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TAB = Photo

Photographer’s page where items can be added individually by drag-and-drop. 

 

• Drag files to upload box for immediate upload. If the image is temporary, do not “Lock” 
• To lock image, select “Yes” in the “Lock Image” drop-down
• + Add Image to add additional images
• To Lock ALL photos for this item check mark “Photographed” and SAVE

 

Images can be bulk loaded added in the Image Upload area under “Photography” or “Auction Information/Auctions/Import Auction Images”. All images that are bulk uploaded will automatically be locked and assumed to be permanent. Images can be switched out anytime by unlocking.

FWS technical personnel can assist in setting up an FTP process for image uploading if needed. 

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TAB = Admin:  Item Administration Page where business and web actions can be displayed and modified

• Display "Additional Comments" added under "General" tab
• Display "Hammer" auction price
• Remove item from displaying in Past Auctions on Website (“check” if Yes)
• Return to Owner (“check” if Yes)
• Change auction Lot number on this single item. Must check "Yes" and SAVE
• Default Item Insertion Fees Display & Override (charge will deduct from item at time of consignor settlement)
• Default Insurance Rate and Override charge will deduct from item at time of consignor settlement)
• Miscellaneous Charge (add a miscellaneous charge that will deduct from item at time of settlement) and add description which will appear on Consignor's statement
• Override Consignment Rates (you can change the consignment rate for this single item. Once the record is changed, the item will clearly display on the consignor contract with the special rate)
• Display of Buyer, Payment Method and Payment Date for this item
• Display of Consignor, Payment Method and Payment Date for this item
• Display of Referrer, Payment Method and Payment Date for this item
• Display Account Executive
• Buy-it-Now Price override

Reassign This Item (opens the fields that can be modified to reassign this item to a new auction:

• Assign new Low Estimate
• Assign new High Estimate
• Assign new Reserve
• Assign Storage Location (drop-down)
• Assign new Shelf Location
• Select new Auction
• New Contract (if “checked”. item will return to be flagged for sending a new contract
• Add Comments (comments will subsequently display on the item pages)

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TAB = User Activity History (Displays all the bidders who left bids on this item)

All Absentee bids and bidders on this item

All Telephone bids and bid history on this item (including the telephone under-bidder if the record was clerked by the phone operator)

All Condition Requests made by Users for this item

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TAB = Auction Data

This tab provides Admin Users a quick snapshot of data for this particular auction: number of items, total Low Estimate, total High Estimate and financial data of the auction is completed. A “link” to the “Post-Sale Auction data” report is available.

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TAB = Change Log

Record of All changes made to this Item and the Admin User who made the change - shows the exact detail of the change(s) made

 

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TAB =  Item Inquiries:  View all Condition Requests made for this item by website users. 

 

 Select Inquiry to Respond to or View:

“Submit Response” will also bring up a dialogue box asking the admin if they wish to save the Response as the “Default” response. If “Yes”, this information (all text and images) will be saved for any future requests about the same item. In this way, the company can build a file about each item without duplicating work. The next response on the same item will bring up the saved “Default” response; then more information and images can be added to the file, saved as the new “Default”, etc.

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TAB =  Print barcode:  for this particular item

Downloads the barcode as a PDF for printing to your barcode printer

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3:  Item Import Excel (allows User to upload CSV file of items to database)

Download template available on page. Columns are named according to the data fields being mapped in FWS. They must MATCH in order to create a successful upload - changing the name of the columns will result in a failed upload

Receipt must be already created in FWS in consignor’s name

• Select Receipt # / Consignor Name / Title 
• Mandatory fields: Title of object and Low Estimate
• List of all fields available
• Item Title  (**mandatory field)
• Low Estimate  (**mandatory field)
• High Estimate
• Reserve
• Sale (Pre-identify in FWS and use the Auction ID #) See Auction Information/Auctions/ID Number
• Provenance
• Description
• Condition
• Comments
• Photography Comments
• Width
• Height
• Depth
• Consignor’s inventory number
• Buy-it-Now price

Upload File and SAVE

Errors will be reported on the upload - once the upload has been successful, receipt information for each item can be modified to add/update item record fields.

Example: items uploaded that do not have a sale ID # identified in the item row will have a sale status of “Unassigned”. Modify receipt to add sale title in order to assign.

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4:  Reassign Unsold Items (allows Admin to reassign unsold auction items in a quick and easy way)

Choose to reassign or Return to Owner (but not both)

Add new estimates, reserve, storage location, shelf location, auction, and determine if new Consignor contract is required (or not). If New Contract is selected, item will be sent to Contract area for new contract issuance. 

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5:  Item Inquiries

This list is populated by website users wishing to inquire about an item (e.g. an auction condition request). View All or By Auction: View All or hide all the requests that have already been replied to.

 

Select “View” and see any specific inquiry. Your Response can be accompanied by uploading Images. “Submit Response” will send the web user a link to the page where the Response and Images will be displayed.

“Submit Response” will also bring up a dialogue box asking the admin if they wish to save the Response as the “Default” response. If “Yes”, this information (all text and images) will be saved for any future requests about the same item. In this way, the company can build a file about each item without duplicating work. The next response on the same item will bring up the saved “Default” response; then more information and images can be added to the file, saved as the new “Default”, etc.

 

 

A link to the Item Inquiry also will appear on the Item page under "Item Inquiries"