User Guide Table of Contents
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End User License Agreement
Introduction
Features
How This Manual Is Organized
Technical Support
Installation
What You Should Know About WindowsTM
Hardware and Software Recommendations
Installation Instructions
Release Notes
Check for Unsafe Versions
Registering Your Copy of Auction!
Viewing Auction! License Agreement
Upgrading and Converting Projects to Version 3
Viewing Current Release Number
Quick Tour and Navigation
Menus
Menu Organization
File Menu
Edit Menu
View Menu
Insert Menu
Review Menu
Documents and Reports Menus
Settings Menu
AuctionpayTM Menu
Help Menu
Using a Mouse or Keyboard
Toolbars
Display Lists
Names
Items
Transactions
Grid View Display Lists
Grid View Column Width
Sorting Display Lists
Popup Menus
Enabled, Disabled & Hint Buttons
Tool Tips
Spell Check
Print Preview
Magnification or Zoom
Moving through Pages
Multiple Copies
Working with Projects
Opening a Project
Opening a Recently-used Project
Closing a Project
Closing a Project and Exiting Auction!
Create a New, Blank Project
Create a New Project, including Data from an Existing Project
Selecting Data to Transfer into a New Project
Deleting a Project
Backing up a Project
Auto Backups
Maintain Auto Backups List
Restoring a Project from Backup
Copying Data to Another Computer (via physical device)
Copying Data to Another Computer (via e-mail)
Moving a Project
Refresh Screen / Refresh Project Database
Validate and Repair Project
Setting Event Preferences
Name Info
Sales Tax
Ticket Types
Adding Ticket Types
Removing Ticket Types
Dinner & Tables
Entrée Names
Table Setup
Report Fonts
Project Name
Spell Check
Disabling Spell Check
Add Words to Custom Dictionary
Use Spell Check to Fix Misspelled Words
Working with Other Programs and Auction!
Selecting the Best Tool for Bringing Data into
Auction!
Importing Data from MS ExcelTM (Import Steps
1 & 2)
Matching Import Fields to your Data Import Fields (Import Step 3)
Handling Duplicate Import Records (Import Step 4)
Importing Data from MS Access™
Importing Data from MS Word™
Importing Data from Plain Text Files
Importing Data from Other Programs
Unique & Duplicate Records
Export: Sending Auction! Data to Other Programs
Export Formats
Exporting to Plain-Text Files
Exporting to ExcelTM
Exporting to WordTM
Exporting Transactions
Exporting Items
Name Entry
Getting Oriented
Adding a New Name
Name Information-Name
Name Entry Table:
Name Information - Address & Phone
Name Information - Type Bid/Number
Printing Full Name Details
Name Entry – Additional Information
Name Information – Reservation Details
Saving a Name
Editing an Existing Name
Deleting a Name (from Name Entry Screen)
Deleting a Name (from Main Screen)
Cancelling Data Entry
Moving Through Names: Next & Previous
Hints
Quick Name Entry
Matching Name Information
Doing More with Names
Finding a Name
Viewing Donations for a Name
View Donations for Name (alternate look)
Viewing Purchases for a Name
View Purchases for Name (alternate look)
Viewing Reservations for a Name
Viewing Payments for a Name
Payments & Reservations (Alternate Look)
Item Entry
Getting Oriented
Adding a New Item
Item Type & Number
Item Status
Item Information
Item Pricing
Item Category
Donor Selection for an Item
Anonymous Donors
Editing Existing Items & Enabling Item Number/Type
Changes
Converting an Item to a Basket
Printing Full Item Details
Hints
Moving Through Items: Next & Previous
Saving an Item
Deleting an Item (from Item Entry Screen)
Deleting an Item (from Main Screen)
Cancelling Data Entry
Entering Duplicate Items Quickly
Duplicate Items
Donor/Value Prompt
Pledge/Multiple Buyer Items
Doing More with Items
Finding an Item
Viewing Total Donations
View All Items
Event Preparation for Names
Assigning Bid Numbers
Automatically Assigning Bid Numbers
Assigning Tables
Table Seating Overview
Adding Guests to a Table
Removing Guests from a Table
Removing all Guests from a Table
Purchasing Tickets
Receiving Payments for Reservations
Receiving Payment for a Specific Guest
Receiving Payments for many Guests (Batch mode)
Reservation Details
Selecting Guests for a Host
Adding Guests for a Host
Removing Guests from a Host
Voiding Ticket Purchases
Voiding Payments
Removing Voids from your Project
Event Preparation for Items
Baskets
Preparing for Basket Assembly
Basket Component Items
Creating a Basket
Adding Items to a Basket
Creating the Basket Description
Removing Component Items from a Basket
Deleting a Basket
Converting an Item to a Basket
Reviewing Baskets
Categorizing Items
Adding Items to Categories
Removing Items from Categories
Changing a Category Name
Controlling Category Sequence
Sequencing Items
Manual Item Sequencing
Documents for your Event
Page Layout – General Overview
Margins – General Overview
Fonts – General Overview
Ranges of Names and Items
Bid Sheets & Live Auction Preview Sheets
Bid Sheet Design (Page Layout & Margins)
Bid Sheet Design (Bid Setup)
Bid Sheet Design (Fonts)
Printing Bid Sheets
Catalog
Catalog Design (Page Layout & Margins)
Catalog Design (Sequence & Content)
Catalog Design (Font Selection)
Printing the Catalog to Preview
Signature Format
Printing the Catalog to Microsoft Word™
Gift Certificates
Gift Certificate Design (Page Layout & Margins)
Gift Certificate Design (Font Selection & Item
Details)
Printing Gift Certificates
Tent Cards & Display Placards
Tent Card & Display Placard (Layout & Margins)
Mailing Labels
Name Tags
Documents for your Donors and Guests
Bidder Invoices
Donor Receipts
Statements
Name Details
Item Details
Review Checklists
Guests without Bid Number
Guests without Dinner Selection
Reservation Information
Guest/Ticket Imbalance
Guests Without Hosts
Guests Without Reservation
Items without a Winning Bid
Invoices Needing to be Printed
Guests with Nonzero Balance
Reports
Setting / Changing Report Font
Item Reports
Items and Pricing Report
Items and Donors Report
Name Reports
All Names Report
Bidder Names Report
Donor Names Report
Basket Reports
Basket Master/Container Report
Basket Components Report
Event Reports
Dinner Selections Report
Reservations/Tickets Report
Table Assignments Report
Financial Statement
Event Night Operations
Check-in
Winning Bid Entry
Auction Mode Winning Bids
Pledge/Multiple Buyer Winning Bid Entry
Expediting Winning Bid Entry
Looking up a Bidder Name/Bid Number
Deleting a Winning Bid
Items without Winning Bids
Marking an Item that has not Sold
Viewing Total Proceeds
Posting Winning Bidder Information
Printing Invoices
Auction Mode Invoices
Reprinting Invoices
Invoices for Guests with Reservations Only
Guests with No Purchases
Receiving Payments
Entering Individual Payments for a Guest
Entering Payments for many guests in batch mode
Automated Bank Card Processing (AuctionpayTM)
How it Works
Enabling Auctionpay™
Installing Auctionpay™ Drivers
Configuring Auctionpay™
The Auctionpay™ Screen
Current Status of Auctionpay™
Sync 1 (Get Bidder Information)
Identifying Quick Checkout Guests (Payment Info on
File)
Sync 2 (Send Totals)
Sync 3 (Receive Payments)
Clear Data
Split Pay
Merging Data Together in Auction!
Merging Data Together (Multi-User and Network
Editions only)
Merge Control
Merge Options
Merge Logging
Auto Backup
Handling Duplicate Merge Records
Global Values
Post Event Wrap Up
Reviewing Balances
Reconciling Payments
Printing Donor Receipts
Tracking Expenses
Add a New Expense
Revising or Deleting an Expense
Thank You & Solicitation Letters
Project Information
Project Name and Location
Counting Names, Items, and Transactions
Using Auction! in a Team Environment
(Network Edition)
Network Requirements
Sharing Drives
Mapping Drives
Exclusive Access and Shared Access
Tasks requiring Exclusive Access
To switch to Exclusive Access
Default Project Values
Records Edited by Two Users at the Same Time
Refreshing the Screen
Refreshing Project Database
Network Hints
Printer Hints
Merging Projects in Detail
Unique & Duplicate Records
How Does Merge Work?
Sequence
Name Merge
Name Merge Special Cases
Name Merge Table (Existing Record Newer)
Name Merge Table (Merge Record Newer)
Item Merge
Item Merge Special Cases
Item Merge Table (Existing Record Newer)
Item Merge Table (Merge Record Newer)
Item Merge Special Handling Table
Transaction Merge
Ticket Types
Reservations
Pledge Bids / Bids for Multiple Buyer Items
Payments
Transaction Merge Table
Appendix A - WindowsTM Tips & Tricks
Appendix B - WordTM Mail Merge
Creating the Source Document for Mail Merge from a
Plain Text File
WordTM
2003/2002 (XP) / Mail Merge
Step 1 of 6: Document Type
Step 2 of 6: Starting Document
Step 3 of 6: Select Recipients
Step 4 of 6: Writing the Letter
Step 5 of 6: Previewing Letters
Step 6 of 6: Complete the Merge
WordTM
2000/97 / Mail Merge
Part 1 of 3: Creating the Source Data File for
Mail Merge
Part 2 of 3: Creating the Template Letter for
Mail Merge
Part 3 of 3: Creating Actual Letters with Mail Merge
information
Sample Thank You Letter
Appendix C - Event Manager Licensing
Index
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