Adding Items

This user guide is for the older release of the site. Most of the documentation for the current 2017 release can be found in the Auctria User Guide v3


Adding Items

Click on the Item menu from the left hand side.

Click on the Add icon from the item menu box.

Begin filling in the item details form with information about your item.  The steps below highlight some of the important fields you should complete.

Item #

Every item in Auctria must have a unique item number.  You can either enter this item yourself by filling in this field or let the website application automatically assign a new item number by leaving it blank.

Item numbers do not have to be strictly numbers.  You can also use letters.  For example, you may want to use a prefix to indicate the type or location of an item in your auction.

Item Title

The Item Title should be a brief, descriptive, tag-line that will be used at the top of bid sheets and in the auction catalog.

The description field is a longer piece of text that can provide more details about the item.  It can optionally be shown on bid sheets and in the catalog.

Item Type

The item Type drop-down menu lets you choose how this item is sold:

Live items will appear in the live auction catalog, and the live auction numbering page.
Silent items will appear in the silent auction catalog, and have bid sheets generated for them.
Online items will be available for bidding online.
Partial lot items should be used when an item is not being sold directly but as part of a larger lot, for example a basket.  Entering an item as a partial lot item here lets you track the donor information for it.
Raffle items should be used only for raffle prizes that will be awarded to bidders without them directly bidding on them.
For sale items represent goods that you sell, such as auction or raffle tickets, or drinks.
Donation items are used to collect donations to your organization, for example a specific project bidders can support.

Depending on the item Type you select, different fields will be available in the rest of the form.

Item Pricing

The Item Value field is the value that is shown publicly wherever an item value is needed.

The Taxable Value field is used if you want to calculate the tax deductible amount for the item based on a different number than the value.  For example, if you see event tickets for $100 but the taxable value is only $40 then you should enter 40 in the Taxable Value field.  For every $100 ticket a bidder buys, they will then be shown a tax deductible amount of $60 on the bidder statement.

If the Taxable Value field is left blank then the item's value is used to calculate any tax deductible amount.

Donor Information

You can track donor information for each item you enter.

Enter the name of the donor in the top field.  The application will offer auto-complete suggestions as you type in a name based on donors you have already entered.

The Solicited by field is used to track the person who approached the organization to solicit the donation.  Leave this blank this information isn't being used.

The Receipt Value field can be used if you want to show a different value on the donor's receipt than the item's value.

Item Options

Items can be grouped into categories.  This information can be shown on bid sheets, in the auction catalogs, and in reports.  As you begin to type a category name the application will offer auto-complete suggestions.

The checkboxes allow you to indicate:

  • An item is a collection.  See the lesson on Collections and Partial Lots.
  • An item is a certificate.  PDF certificates can be downloaded for items that are tagged as certificates.  See the lesson Certificates.
  • An item should be highlighted in the Kiosk Mode slideshow.  See the lesson on Kiosk Mode.
  • An item represents donations to the organization.  See the lesson on Handling donations for more details.

Notes

An item's Notes are never shown publicly, but can be used to track information about an item that is only visible within the application and therefor viewable by auction administrators and coordinators.

Images

You can add Images to your items in one of two ways.  You can upload an image file from your computer or specify an image from the web to be used.

Images uploaded into the application will be resized to a maximum size of 500x500 pixels, but their existing aspect ratio will be maintained.

See the chapter on Working with Images for more details.