Live Auction Instructions
1. Create Live Auction - Create Auction (http://... /EditAuction.aspx)
Create the auction by clicking Auction ? Auction Creation.
The end date/time should be set to when internet pre-bidding will end. The live auction start date is when the live auction will begin. The “Not Using SimpleAuctionLive” box should remain unchecked.
2. Live Auction Settings - Live Auction Settings (http://... /EditAuction.aspx)
Configure your Live Auction settings under Config ? Config Auction ? select the Live Auction tab.
On this page make sure to set a floor bidder to run the Live Auction system. Set up a company account under which to run the auction and click search to locate your user. You can choose to set other auction configurations as well.
Disable Auto Bidding During Live Portion: disable the Max bidding rules during the Live Auction
Show Opening Bids Instead of Current Bid: You can choose to show opening bid instead or current bid. Opening bid is one increment above the current bid.
Banner URL: Link to your header/banner/logo. This will appear at the top of the live auction system for online viewers.
Welcome Message: Here you can enter a message to your online viewers of the live auction.
Window Title: This is the text that will appear in the browser tab.
Winning Bid Message: Message which will display online for winning bidders.
Automatically Assign Paddle Number to phone bidders
Allow Bidders to Send Messages: This allows the bidders to message the floor bidder during the live auction.
House Paddle Numbers (Assign those here – separate with a comma)
(If you will not be notifying bidders via SMS please leave unchecked and skip to SUBMIT your changes)
To configure your SMS messages, place a check mark in the box to include those users. The messages will include the Lot Number and whether thy have bid or are watching the lot (Any or all selections may be selected)
Send SMS To High Bidders
Send SMS To Under Bidders
Send SMS To Watcher: The bidder must have selected "Watch this Lot" from the Lot detail page before the Auction goes live to receive a text
SMS #Lots Lead Time
Submit: Be sure to click submit to ensure your changes are saved.
Once the auction has gone LIVE, the messages will be sent based off the SMS #Lots Lead Time. For a bidder to receive these messages they must have a valid mobile number on file and have opted in. This can be selected via the Admin by going to Users ? List Users ? Select a User.
Then check off Live Auction SMS Messages Confirm or Add a mobile number
OR
by the Users themselves via the Edit User Information screen found on the My Account Page
again, they will need to Check off the Receive Live Auction SMS Messages. Confirm or Add a mobile number.
3. Print Auctioneers Book - Auctioneers Book (http://......./AuctioneersBook.aspx)
Once internet pre-bidding has finished go to Auction ? Auction Management ? Auctioneers Book. Select the desired auction and a lot range. Click submit.
Admins can print an auctioneer book with all online pre-bids. This page can be used by the auctioneer to see the current bid and to record any paddle winners during the live auction. Use this book to update the live auction reconciliation page.
Have - Current online bid. Need indicates no online bid has been places
Need - The next highest bid needed to win the lot according to the set bid progressions
Reserve - Indicates if there is a reserve on the lot and the amount
Estimate High - The highest online max bid placed on the lot
4. Live Auction Check In – (http://....../LiveAuctionCheckIn.aspx)
Go to Live Auction ? Live Auction Check In
You may Search for an existing user/bidder or create a New Bidder from this screen.
Click on the ID of the user you would like to check in. You will be brought to the User’s Profile. (http://..... /ViewUser.aspx )
To continue with the check in process, select the session, click get and a paddle number will be assigned. Click Save and then you may Print the paddle number and/or Return to Check In.
If you need to update personal information you can do so from this screen. All changes must be saved by clicking the submit button at the bottom of the screen before you click the “Return to Check In” button.
If you are adding a New Bidder, you will be taken to the same screen you see above to fill in all personal information and you may proceed with the same instructions.
5. Paddle Number Manipulation (http://......./PaddleNumberManipulation.aspx)
Live Auction ? Paddle Number Manipulation ? Clear Paddle Numbers
*If you have previously run a live auction you need to clear the previous paddle numbers before you assign new ones.
6. To Launch the Online Live Bidding Platform (as an Admin)
Login as an admin user.
Click Live Auction ? Live Auction Admin.
From this screen, you will select the session from the drop-down menu and click go.
After making your selection you will see the Live Auction Admin (picture on the next page)
When you are ready to begin click the “Start Auction” button to launch the Live Auction session.
This will allow online bidders to begin bidding.
The page will show the current bid, as well as the next bid one increment up, upcoming lots, bidding history and all clerking buttons.
The “Bid History” box showing a running list of all internet bids that come in under the online bidder’s username.
The live bidding clerk can call these out to the auctioneer.
The floor bids will show under the floor bidder username (it is best to make this “Floor” to avoid confusion)
The Current Bid and Next Bid will increase as internet and floor bids are placed
Clerking Buttons Explained:
Place Bid - This will place a floor bid that is one increment up from the current bid (Next Bid)
To place a bid amount that is greater than 1 increment above the current bid, type the amount in the blank box next to “Next Bid” and then click “Place Bid.”
Delete Top Bid - This will delete the current high bid if it is placed in error or you want to override an internet bid
On Site – This will replace the online bid with a bid from the floor, you will be asked to confirm this decision once selected.
Recall Lot - This will remove the current lot from bidding and reopen the previous lot in the auction, you will be asked to confirm this decision once selected.
Final Call - Click this button to display a Final Call message to the bidders
Fair Warning – Click this button to display a Fair Warning message to the bidders. If clicked any incoming bid will display a pending status.
You may choose to accept a bid to continue the bidding or reject the bid and move forward with closing the lot.
Close Lot - This will close the lot and sell it to the highest bidder and automatically move to the next one. It only appears after clicking the “Fair Warning” button.
Message - If you would like to send a custom message to bidders, type it in the empty box and click “Message”
Change Min Bid - Type in the new min bid in the empty box and click “Change Minbid”
7. Live Auctioneer Screen – (http://....../Live AuctioneerScreen.aspx)
Live Auction ? Live Auctioneer Screen (for the auctioneer)
This is an example of the Live Auctioneer Screen.
You will see lot details, estimate, current bid, consignor name, telephone bidders to be contacted for this lot and the auction total.
8. Live Auction Presentation Screen – (http:// …… /LiveAuctionPresentation.aspx)
Live Auction ? Live Auction Presentation (Lot Display screen for the bidders)
Select the Session and click Go.
There are 2 screen modes to choose from: rotate and follow.
9. Telephone Bidders – (http:// ……/TelephoneBidders.aspx)
Live Auction ? Telephone Bidders
Select the Auction and click Go.
You may Add a Phone Bidder, Assign Clerks, or Print Reports.
To Add Phone Bidder – Click & Fill in required fields
(Example of a Phone bidder that has been added)
10. Live Auction Reconciliation - (http://..../ LiveAuctionReconciliation2.aspx
Live Auction ? Live Auction Batch Reconciliation OR Live Auction Single Reconciliation
To close the auction, the admin would need to enter the final bids on the live reconciliation page. This can be done simultaneously while the auction is running or at the end of the auction.
Select the auction you would like to view. Enter a starting lot and click “go” if you would like to see only a certain range of lots. The default will show all lots in the selected lot range. As the bidding is closed on the live auction bidding platform then these lots will appear on the live auction reconciliation screen.
Live Auction Reconciliation Examples:
Lot 1- if a floor bidder has won this lot the admin would need to enter the final bid amount as well as the paddle #.
Lot 2- if the final bid goes to the current online winner the admin would only need to enter the final bid amount. Leave the paddle number blank. If lot 2 was outbid by a floor bidder the admin would need to enter the final bid amount and the paddle number.
Click the Submit button to save your updates. You can click “submit” as you go through the auction to make sure all winning bids are saved in order to generate invoices during the live auction. You MUST reconcile the lots before you can generate the appropriate invoices during the auction.
Once all bids have been reconciled click the Close Session button. This will generate the winners. Go to Auction ? Auction Management ? View Winners to see these invoices. DO NOT close the session until ALL winning bids have been entered.
11. Live Auction Invoicing – (http://....../LiveAuctionInvoicing.aspx)
(Live Auction ? Live Auction Invoicing)
Used this feature to generate and print invoices while the live auction is in process.
Select the auction session, click go and the select the desired winner.
Assign each lot to either “picked up lots” or “shipped lots.” If an item is assigned as a picked-up lot it will be charged the tax for the state that the live auction is occurring in. If the item is going to be shipped to another location then it must be in the shipped lots box and tax will not be charged to the item if it is shipped out of state. To move an item, click on the lot to highlight it and the click the arrow keys
Click Generate Live Invoice
You can add comments to this invoice in the comment box. In the totals box you can add shipping and/or insurance charges. Tax should already be calculated for the invoice but you can make adjustments as needed. If you make any changes to the invoice charges click “calculate total” to populate the new invoice total. ALWAYS make sure to SAVE the invoice.
If you need to change the hammer price of the item, change the buyer’s premium, or remove an item completely from an invoice click “Edit Invoice Items”
Click edit to change the price/buyer’s premium. Make the changes in the appropriate box and click “update.” If you would like to remove the item from the invoice click “return” and the item will return to the pool of unsold lots.
You can either print or email the invoice to the bidder using the buttons in the top right corner.
To process payments, click “add payment” on the invoice. This will take you to a dynamic invoice page
From this page you can make similar adjustments to shipping charges, additional fees, etc. Make sure to click “Save Changes” after editing.
If you need to make edits to the price of an item or return it for any reason click “Edit Invoice Items.” From this page, you can click “edit” to change the hammer amount or buyer’s premium. Click “return” if you would like to return the item to the pool of unsold items.
Add a payment to an invoice under payment log. If the bidder is paying with cash or check select the payment method from the drop down menu, enter the payment amount, and click “add.” The invoice balance should zero out. If the bidder is paying with credit card you can select credit card from the drop-down menu.
Upon registration then the credit card number will be on file. If not, return to their user page (Users ? View Users ? Bidder name) and enter their credit card information. Select Credit Card as the payment method, enter the payment amount, and click “add.”
Click Save Changes
Under Quick Order Processing in the top right corner you can opt to print the invoice, print the pick sheet, or email the invoice to the bidder.
12. Invoicing at Auction Close - View Winner (http://....../ViewWinnerTracking.aspx)
To view these invoices, go to Auction ? Auction Management ? View Winners.
*This is to be done once you have finished reconciling all the live lots make sure to click “CLOSE SESSION” on the Auction Live Reconciliation page. This will automatically generate all the remaining invoices for the winners, both live bidders and online bidders.
You will see a list of all the winner invoices including those generated during the live auction
From this page you can click on the invoice number to take you to the inventory details where you can add comments, shipping charges, and extra fees.
Add a check, cash, or credit card payment just like you did for the invoices generated during the auction. Make sure to click “Submit Changes” after each edit.
When you are ready for online winners to be able to pay their invoice make sure to click the “approve invoices” button on the View Winners page. Make sure that you have added all shipping fees and other adjustments before approving the invoices. This will enable the bidder to see their invoice on their My Account page and pay by either mailing a check, Paypal, or Credit Card.
To email all open invoices to your winners click “email open invoices”. Similarly, to print all invoices click “Print Non-Generated Shipping Invoices.” You can also choose to “Print Pick Sheet.”
If you would like to email or print one invoice at a time you can do so by clicking on the invoice number and opting to email or print under the “quick order processing menu”.
The View Winners page will update and show when invoices have been sent and also when payment have been received.
13. View Prices Realized with Paddle Numbers Report - (https://..... /GeneratePricesRealizedReport.aspx)
See the results of the live auction with paddle numbers using the report under Live Auction ? Prices Realized with Paddle Numbers.
Select the auction you wish to see and then if you would like to include paddle numbers or unsold lots.
The Report will show each lot number, followed by the hammer price of the lot (not including buyer’s premium) and then the paddle number of the winner (if selected on the previous page). A paddle number of 000 indicates that the winner was an online bidder. Pass indicates that the lot did not sell.