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Great Tools For the Day of Your Event
No
matter how good your volunteers,
planning, and venue are, the day
of your event is likely to be a
hectic one. AuctionBase
helps things run smoothly with
simple and intuitive tools you
can use at Event Registration,
Data Entry, and Checkout to
keep your lines short and your
guests happy.
The
form below is used at both
Registration and Checkout.
At Registration, it is simply
used to mark someone as having
checked in. At Checkout,
it is used to view past purchase
receipts (in case they had previously checked out), and to
create
receipts for unpaid purchases.
The list can be
sorted by Guest Name or Bidder
Number by simply clicking the
appropriate column heading.
In addition, the list is
searchable by
name and number. If you
wish, you can also batch print all guest receipts from here.
AuctionBase streamlines data entry
by providing a single form for recording the sales of all
auction packages and one for all game and raffle items.
The auction package sales entry form is shown below. Your data entry people have only to
select the sale they wish to record winning bids for, and all
the items for that sale will be listed. All the items are
in order by package number, and the list is searchable.
For silent auction items that used pre-defined bids, the amounts
are available in the "Winning Sale Amount" box.
The winning bidder is then simply selected from a list by clicking the
Add button.
The form below shows bidders being
added as participants of Beaver Creek School's Special Appeal.
Each new bidder added is charged the amount in the Winning Sale
Amount box. If this package was not a Special Appeal,
AuctionBase would automatically split the winning sale amount
between the bidders added, making it simple for purchasers to go
in together on an item.
In addition, if a popular package is
re-donated at the event for a second sale, your data entry
person simply selects the original item, and clicks the Duplicate button. A new, identical copy of the package
will be added to the database, and the sale can be recorded as
though the duplicated item had always been there. AuctionBase will also ask if
donation receipts should be printed for the underlying donations
supporting the duplicated item. In this way, you can provide
the donation receipts to the donor right at the event.
To check a
guest out, select the guest's name from the list in the Check In /
Check Out form above, and click "Check Out." If the guest has
unpaid purchases, the form below will be displayed. This shows
a summary of the guest's charges. To view or print a detailed
purchase receipt, just click "View Receipt." Note that the
charges include unpaid event tickets. If the guest is owed a
credit by your organization, it can be applied to the charges as
well.
Up to three different payment types can be accepted from each guest,
in case they wish to split their charges. Once the payments
are recorded, just click "Check Out," and a paid receipt,
like the one below, will be
displayed.
All game purchases, raffle tickets, and auction
wins are listed, with their descriptions and costs. In
this example, the raffle purchases are grouped together as a single
line item. This option can make the receipt much easier to
read when many game purchases were made.
Items
that come with a gift certificate are clearly marked, to aid
item pickup. The receipt also lists "star" items.
These are items for which the purchaser paid more than the
donor stated fair market value for the item. Depending on the item,
and the advice of a tax professional, these items may qualify
the purchaser for a tax deduction.
If you want to announce how much
you've raised at your event, you can view your event balance in
the form below. Your sales are shown broken out by
Package Sales, Special Appeals pledges, and Raffle &
Game sales. A total is also given. Finally, the
balance of your finance register is shown, and your event
balance added to that amount. You'll know exactly how much
your cause has made, right at your event!
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