Add Inventory/ Edit Inventory
Application: Select which application you are adding the inventory to... Store or Auction.
Auction: Select the auction you want to add a lot to from the drop down box.
Session: Select the session you want to add a lot to from the drop down box.
Serial #: You can either enter a serial number for the lot or under Config Global you can select the checkbox to use the inventory ID as the serial number. If the system is set to auto calculate the serial number then this field will be filled in automatically
Lot #: System will automatically generate this field. If you are editing lots you can enter a lot number and click GET to jump to that specific lot.
Inventory #: System will automatically generate this field.
Lot Editor: The system allows you to assign a lot editor. You are able to enter the editor’s initials or select an editor from the drop down box. Editors are added to the system in the Employees>Edit employees section.
Proofers: Select a proofer from the drop down box. Note: Proofers are added to the system in the Employees>Edit employees section.
Final Proofing checkbox: By selecting this checkbox you are indicating that the lot has final approval.
Category 1: At least one category has to be selected in order to add a lot.
Year: Assign a year to the lot. Note: this is for information only. Does not display to the customer.
Sort Field 1: Select a value for sort field. This field as not seen to bidders. It is for sorting and ordering purposes 1. Note: the sort values are created on the Config>Config Auction>Sort Values tab.
Sort Field 2: Select a value for sort field 2
Sort Field 3: Select a value for sort field 3
Get Headline: Click the Get Headline button to populate the description section on the add lot page. The headline will generate based upon the sort values selected
Consigner: Enter the consigner ID or enter search data and then click Search. To search again, click the clear button and start over. If more than one consigner meets your search request, a pop up box with a list of consigners will display and you are able to select the correct consigner.
Click “Add to Contract” to add this lot to their contract
Commission: Select the appropriate commission type.
None
Sliding
Percent
If a commission percentage is set on the consigners profile then the commission percentage will be automatically set for the lot. There is no need to edit this field unless the commission for the particular lot will be different then the consigners normal percentage
Work Items (To set up work items go to Config>Config Auction>WorkFlow)
Lot editing
Photography
Proofing
QA
Master Code: Enter a master code if needed. (Mastercodes are created under Lot>Edit Mastercode)
Cost: Enter the cost of the lot.
Reference: Include a reference if needed.
Returned: This field is used to indicate that the lot has been returned to the consigner. Most likely a date is entered.
Status: This is a custom field you configure and then set the status. There is an advanced search page to search by these custom statuses) To add custom status go to Config>Config Global>Inventory Status
Title: Enter the name of the lot. This field is required in order to add a lot. Character limit is set to 200.
Condition: Enter the condition of the lot if needed. There is a checkbox under Config>Config Auction to display the condition on the lot detail page.
Description: Enter a description of the lot. Click the easy editor to launch a Word like utility and add your description utilizing all the features available in the editor.
Web Only Description: This feature is used for print catalog customers to add more description to the website that is not to be included in the printed catalog description.
Short Description: You can enter a short description for internal purposes only. You can choose to display the short description on the lot detail page under Config -> Config Auction -> Catalog Page
Estimate: Enter an estimate value of the lot if needed. There is a checkbox under Config>Config Auction to display the estimate on the catalog page.
Min Bid: Enter the minimum bid for this lot. This field is required in order to add a lot.
Reserve Price: Admins are able to place a reserve price on a lot. If you do not want your users to see the reserve message you need to make sure the checkbox “Hide Reserve Message from Bidders” is selected on the Config>Config Auction page.
Store Price- Enter a store price. Note: you must have the simple store to use.
Store Sales Price- Enter a store sales price. Note: you must have the simple store to use.
Quantity- enter the number you have of this item. Note: you must have the simple store to use.
Low Quantity Alarm- admin will get a warning of low quantity when the number you enter is reached. Note: you must have the simple store to use.
Catalog value: Enter the Catalog value. Catalog values are set up under Config>Config Global>Catalog Value
Catalog Year: Enter the Catalog Year.
Balance Sheet- Specific field for a specific client of Simple Auction site.
Price Guide 1 and Price Guide 2: Select a price guide from the drop down for price guide 1 and/or 2. Enter the price guide Number and Value for each guide. Note: Price guides are created on the Config>Config Global>price guide tab
Categories Section: You are able to associate a lot with up to 4 categories.
User Defined Fields: If the main category selected for the lot has user defined fields associated with it then they will show up in this section. You can configured these fields under Config -> Config Global -> Cateogires
Images: Up to 20 images can be added to a lot. The checkbox following each image input field is to indicate whether or not this image is included in a print catalog. Once you have added images to the lot you can edit the images at any time. Clicking the Edit Images button will take you to a new page where you can browse to new images, delete images or move the position of images on the lot. See figure 2.3 and 2.4 below for more details.
Weight: This is a require field if the system is managing your shipping process/fees.
Shipping Category: Indicate the shipping category. Select category from the drop down box. Note: The shipping categories are created on the Config>Config Auction>shipping tab. This is used if the system is using the shipping calculator to automatically calculate shipping
Cannot be shipped with other items: Select the checkbox if this lot cannot be shipped with our items.
Additional Shipping Charge: Enter any additional shipping fees here
Location: Admin is able to indicate the location of the lot. Note: Locations are created on the Config>Config Global>locations tab.
Print Catalog Section: In this section the admin is able to indicate whether the lot should be included in the print catalog. The following options are available:
Photograph
Highlight
Cover
Layout: Select layout type from the drop down box.
Web Featured
Miscellaneous Tab:
Premium Lot: Admins are able to indicate that only premium bidders are allowed to bid on a lot by selecting this checkbox. Note: Premium bidders are indicated on the view user page.
Non-taxable: Selecting this box with omit adding tax information associated with the system set up or the users registration page.
Active: System defaults all new lots added to an auction as Active. Uncheck to deactivate a lot.
Acquisition Source: Select the source from the drop down menu. The sources can be configured under Config -> Config Global -> Acquisition Sources
Vendor: Select a vendor from the drop down menu. Note: This is only used for store inventory
Date Purchased: Enter the date the item was purchased from the vendor
Date Received: Enter the date the item was received from the vendor
Item Dimensions: Enter the size of the item. You can configure this to show on the lot detail page under Config -> Config Auction -> Catalog Page
Errata: If you edit the errata and click save and email errata button will appear at the bottom of the edit lot screen. You can click this button and anyone who bid on this lot will receive the errata email.
Photo Notes: Enter photo notes if needed.
Copy Editor’s Notes: Enter copy editor’s notes if needed.
Extension: Admins are able to place an extension on the lot from the edit lot page. If the lot is won with an extension the extension will be indicated on the invoice. To remove an extension the admin will be required to unselect the extension checkbox on the edit lot page.
Date: Enter the date the lot was put on extension.
Service: Indicate which service is being use to verify the lot. Note: The service types are set up on the Config>Config Global>LOA tab.
Return Date: Enter the date the lot has been returned from verification.
Cost: Enter the cost involved with the lot verification. Select who the cost will be applied to. Cost for bidder will be applied to the invoice. Consigner cost will be applied to the consigner statement.
Comments: Enter any comments associated with the extension.
Postal Viewing: Enter postal viewing
SEO: Enter SEO data for the lot here. This should only be used by admin who have purchased SEO features.
Number of Labels: Enter the number of labels you would like to print.
Print Labels: Click Print Label to print. You can configure what will show on these labels under Config -> Config Auction -> Lot Labels
Save: Clicking save will save the lot and keep you on the edit lot page for the lot you just added.
Submit and add another: Clicking save and add another will save the current lot and refresh the page. You will be able to add another lot to the auction. Note: If a consigner was assigned to the previous lot their name will be populated in the consigner field. To remove just click clear.
Submit and view: Clicking submit and view will save the lot and will take you to the lot detail page for that lot.
Copy: Clicking this button will create a new lot with identical information as the current lot, except for the images
Send Errata Email: If the errata field has been changed clicking this button will email everyone who has bid on the lot will receive an email
Regenerate LOA: If data is changed on this lot you can click this button to recreate the LOA with the new information
Email Lot: Click this button to email this lot to an address