There are three parts of the Auction Setup tab, the Auction Items, Add-Ons, and Paddle Raise. This article will cover adding auction items. Please refer to this article for adding Add-ons and Paddle Raise items. https://support.donorview.com/en/support/solutions/articles/9000271956-auction-setup-adding-add-ons-and-paddle-raises



Auction Items Sub-Tab


The Auction Items sub-tab is where you add your auction items and if desired, donation items. You must have at least one item created in order to activate your page. 


Clicking on +New you will see several options including:


  • New Item - which allows you to manually input a new auction item
  • Donation Item - which allows you to manually add an item for making donations only
  • New Item from In Kind - which allows you to select one or more in-kind donations you have recorded previously
  • Pick from Unsold Items - which allows you to add items that were part of a previous auction, but were not sold, to this auction instead. Note that an auction item can only be linked to one auction at a time.
  • Import Auction Items - requires the use of the Auction Item Import Template and allows you to import a list of items.



Adding New Item


1. After selecting + New, then New Item, a new window will open to enter your auction item information. The available fields include:

  • Caption - The name of the item that will appear above the item and on the Item Description page that can be printed.
  • Auction Item ID - An auto-assigned field once the item is saved, or you can manually input your own numbering if desired.
  • Description - Provide the details about the item.
  • Additional Notes - An internal only note area that is not visible to bidders and is not included on the Item Description page.



  • Link In-Kind Gifts - can be activated if you would like to link any previously entered in-kind donation items to this auction item. You can select a single or multiple items to attach to this auction item by checking the box on the row.



  • Category 1 and Category 2 - these are editable drop down lists that you and your bidders can use to filter the list to show specific items
  • Exclusion Option- there are two options:
    • Exclude from online - Which will hide this item from your auction page
    • Show online, but exclude from bidding - Which will show the item, but if you are having an online auction, it will not allow any bids to be placed on the item. This is typically used when you want to promote a live auction item, but do not want any online bids placed.
  • Tags - You can add searchable tags to the item
  • Quantity - Only used when you have a Buy Now Only Item
  • Value - Enter the estimated value of the item (or group of items if there are multiple items, like a gift card basket)
    • The value is used to calculate the sales tax amount if applicable
    • Priceless - you can check this box if you do not wish to assign a value to the item
  • Hide Value - if this toggle is set to YES, the value of the item will not appear on the auction page.
  • Starting Bid - Enter the first bid amount you wish to accept. It is recommended to put an amount here, otherwise a bidder can enter any amount, even $1.
  • Bid Increment - Enter the amount you would like to raise each bid. It is also recommended to put an amount here, or bids could increase at very small amount, even $1.
  • Buy Now Price - Like EBay, you can enter in an amount that someone can bid to automatically win the item. This amount is usually set high, at least double the value, so as not to hinder bidding.
    • Buy Now Only - checking this box means the item is for sale at a flat price, it will not be bid
    • This is used in conjunction with the Quantity box to indicate how many of this item there are for sale.
  • Sales Tax Amount - this will show $0 until the winning bid is set. It will be calculated based on the settings established in your Account Settings page. This article explains more about how sales tax works: https://support.donorview.com/en/support/solutions/articles/9000215421-auction-item-sales-tax 
    • Overrride? - If you wish to enter a specific value, like $0, you can enter it here so that will be the sales tax amount applied to the purchase.
  • Restrictions - If there are any restrictions, like blackout dates or specific exclusions, enter that information here.
  • Expiration Date - If the item has an expiration date, you can enter it here.
  • Solicited By - You can choose a constituent to identify as the solicitor of this item.
  • Donated By - You can choose multiple constituents to acknowledge the actual donation.


2. Click Next to upload pictures for the item.



3. On the Item Pictures tab, you can click on Select Files to upload pictures to accompany the item. 

  • On the auction page, the images are shown as a thumbnail 274 x 168 pixels
  • When the item is clicked on, the images will expand to up to 800 x 400 pixels
  • Image size should be small, less than 5 MB, so that the items open quickly when viewed
  •  If you need to edit the item click on the Pencil and Paper icon or if you need to delete it you can click on the trashcan icon. 

 

4.Click Update to create the item and add it to your auction.



Adding a New Donation Item


1. On the Auction Setup under the “+New” button you can select Donation Item. A new Donation Item dialog will launch with the following fields: 

  • Caption – Enter the Name of the Item
  • Lock as First Item – Select Yes if you wish for this item to always be the first item listed on the Auction page.
  • Description – Enter the messaging that will appear directly under this item’s image.
  • Button Text – The item will have a Button for the donor to click to access the Donation Fields, enter the text of this button.
  • Allow Pay Later – Select Yes if you wish for donor to be able to submit a donation without upfront payment.
  • Allow to Pay Processing Fee – Select Yes if you wish for the Donor to be able to select to pay the processing fee for their donation.
  • Default to Pay Processing Fee – Select Yes if you wish for the checkbox which includes the processing fee on the donation to be check by default on the form. The donor will still be able to uncheck the box if they do not wish to pay the processing fee.
  • Require to Pay Processing Fee – Select Yes if all Pay Now Donors should pay the processing free on their Donations.


2. After clicking “Next” you will then be able to upload an image by clicking on Select File. If you need to edit the item click on the Pencil and Paper icon or if you need to delete it you can click on the trashcan icon. 

 

3. Once the image has uploaded you can click Update and the donation item will be complete. 




Adding New Items from In Kind Donations


1. To use this feature, you must have entered the auction item as an in-kind donation previously. Click on +New and select New Item from In-Kind to import your previously recorded in-kind donations.


2. You can select from any in-kind donation entered, or you can check the box next to Show Only Potential Auction Items? to narrow down the list. 


3. Check the box next to the item or items you would like to include in this auction item. You can select multiples, such as creating a gift card basket with several gift cards, and will have the opportunity to update the descriptions and other information when you click Next.



4. The information already entered about each of the items checked will auto-populate the Item Description page. 


5. Update any of the fields as needed, and click Next to add images to your item(s). 



6. Click Select files to choose the images to include.


7. Once you have added the images, click Update to create the new auction item. 



Pick from Unsold Items


1. If you have had previous auctions in the software and any items from those previous auctions went unsold, you can incorporate them into this auction by choosing + New, then Pick from Unsold Items.


2. This will reveal a list of previous auctions along with the captions and other information for any items that were not sold.


3. You can click on a single row, or use the "Ctrl" button on your keyboard to select multiple items at once. 



4. Once you have all the items you would like to transfer to this auction, go to the bottom of the list and click on Add.


5. This will remove the items from the other auctions and add them to this auction. Note that an auction item can only be linked to one auction and any items that have been sold are not available to be added.




Import Auction Items


1. The final option allows you to import a list of auction items from an Excel spreadsheet. Be sure you have downloaded the Auction Item Import Template to use for your import. 



2. Select +New, then Import Auction Items.


3. In the popup window, click on Select file and once the file is selected the items will immediately be imported.


4. You can edit the individual items after import to add images and make other changes.